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How to Share and Co-edit a Word Document in WPS Office

January 18, 2024 3.1K views

Collaboration is the cornerstone of modern work and academia, yet remote teamwork presents its own challenges. This guide addresses the common issues surrounding sharing and co-editing Word documents in the WPS Office. By understanding the unique features and utilizing effective strategies, you can enhance productivity and streamline the collaborative process.

Part 1. Benefits of Co-Editing in WPS Office:

Unlock the Power of Collaboration

Discover the myriad advantages that co-editing brings to your document creation process within WPS Office. From real-time updates to streamlined communication, explore how this feature enhances teamwork and boosts productivity.

Here are the benefits of co-editing in WPS Office:

  1. Real-time collaboration: Everyone can see the changes that other people are making as they make them. This allows for a more efficient and collaborative workflow.

  2. Track changes: You can see who made each change and when they were made. This helps to keep track of the changes that have been made to the document and to prevent conflicts.

  3. Comments: You can leave comments on other people's changes. This is a great way to communicate feedback and suggestions.

  4. Chat: You can chat with other people who are editing the document. This is a great way to ask questions and get feedback in real time.

To use co-editing in WPS Office, you can follow these steps:

Step 1. Open the document that you want to co-edit.

Open file

Step 2. Click on the Share button.

Share function

Step 3. Enter the email addresses of the people you want to invite to co-edit the document.

Add email

Step 4. Click on the Share button.

The people you invited will receive an email with a link to the document. They can then click on the link to open the document and start co-editing it

Part 2. How to Share a Word Document in the WPS Office:

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Embark on a journey to effortlessly share your Word documents within the WPS Office ecosystem. Step-by-step instructions and insights ensure a smooth process, allowing you to seamlessly collaborate with peers and colleagues.

Here are the steps on how to share a Word document in WPS Office:

Method 1: Share a document via email

Step 1. Open the document that you want to share.

Open file WPS

Step 2. Click on the Share button.

Share button

Step 3. In the Share window, select the Email option.

select the Email option

Step 4. Enter the email addresses of the people you want to share the document with.

Step 5. Add a message if you want.

Step 6. Click on the Share button.

send file

The people you invited will receive an email with a link to the document. They can then click on the link to open the document.

Method 2: Share a document via a cloud storage service

Step 1. Open the document that you want to share.

Open the document

Step 2. Click on the Share button.

the Share button

Step 3. In the Share window, select the cloud storage service that you want to use.

the cloud storage

Step 4. Sign in to your cloud storage account.

Step 5. Select the folder where you want to save the document.

Select the folder

Step 6. Click on the Share button.

Click on the Share button

The document will be shared to the cloud storage service and the people you invited will be able to access it.

Method 3: Share a document via a link

Step 1. Open the document that you want to share.

Open the document

Step 2. Click on the Share button.

the Share button

Step 3. In the Share window, select the Link option.

Step 4. Copy the link to the document.

Copy the link

Step 5. Send the link to the people you want to share the document with.

The people you invited can click on the link to open the document.

I have used all three methods to share Word documents in WPS Office and I find that they all work well. I prefer to use the email method because it is the most straightforward. However, if I need to share the document with a large number of people, I will use the cloud storage service method.

Part 3. How to Co-Edit Word Documents in WPS Office:

Mastering Collaborative Editing

Unveil the art of co-editing Word documents in WPS Office with finesse. Navigate through the intricacies of collaborative writing, maintain version control, and ensure harmonious teamwork while producing impactful content.

Here are the steps on how to co-edit a Word document in WPS Office:

Step 1. Open the document that you want to co-edit.

Open the document

Step 2. Click on the Share button.

the Share button

Step 3. In the Share window, select the Co-editing option.

select the Co-editing option

Step 4. Enter the email addresses of the people you want to invite to co-edit the document.

Enter the email addresses

Step 5. Add a message if you want.

Step 6. Click on the Share button.

The people you invited will receive an email with a link to the document. They can then click on the link to open the document and start co-editing it.

I have used the co-editing feature in WPS Office a few times and I find it to be very useful. It allows me to work on documents with others in real time and see their changes as they make them. This is a great way to collaborate on projects and get feedback from others.

Here are some additional tips for co-editing Word documents in WPS Office:

  • Use the Track Changes feature to see who made each change and when they were made. This helps to keep track of the changes that have been made to the document and to prevent conflicts.

  • Use the Comments feature to leave comments on other people's changes. This is a great way to communicate feedback and suggestions.

  • Use the Chat feature to chat with other people who are editing the document. This is a great way to ask questions and get feedback in real time

Part 4. How to View Everyone's Edit History:

Tracing Edits, Uncovering Insights

Dive into the world of edit history tracking and gain a comprehensive understanding of document changes. Learn how to effortlessly review modifications, promote transparency, and optimize collaborative efforts in the WPS Office.

here are the steps on how to view everyone's edit history in a Word document that is being co-edited in WPS Office:

Step 1. Open the document that you want to view the edit history for.

Step 2. Click on the Review tab.

Review tab

Step 3. In the Changes group, click on the Track Changes button.

the Track Changes button

Step 4. If the Track Changes button is already turned on, skip this step.

Step 5. To view the edit history for a specific person, click on their name in the Reviewing Pane.

I have used the method to view everyone's edit history in a Word document that is being co-edited in WPS Office a few times and I find it to be very useful. It allows me to see who made each change to the document and when they made it. This is helpful for understanding how the document has evolved over time and for identifying any potential conflicts.

In case accidental edits occur in the document, you can conveniently identify the root cause and effortlessly restore the document by reviewing its editing history records.

Here are some additional tips for viewing everyone's edit history in a Word document that is being co-edited in WPS Office:

  • You can use the Filter button in the Reviewing Pane to filter the changes that are displayed. This can be helpful if you want to view only the changes that were made by a specific person or that were made within a specific time period.

  • You can use the Accept and Reject buttons in the Reviewing Pane to accept or reject changes. This can be helpful if you want to approve or disapprove of the changes that have been made to the document.

  • You can use the Comment button in the Reviewing Pane to leave comments on changes. This can be helpful for communicating feedback to the person who made the change.

Resonating Reminder:

Collaborating on a Word document with others through sharing and co-editing can be a great way to pool your expertise and complete tasks faster. However, it is important to be aware of some potential challenges, such as conflicting changes and version control. To address these challenges, you can use the Track Changes feature and version control systems. You can also promote productive teamwork and shared accomplishments by communicating clearly with everyone who is collaborating on the document.

Part 5. Why Use the WPS Office for School and Work?

WPS Office logo

WPS Office is a free and open-source office suite that is a popular alternative to Microsoft Office. It includes a word processor, spreadsheet, presentation software, and more. WPS Office is fully compatible with Windows and Mac, and it can open, create, edit, and save Microsoft Office files.

Features of WPS Office:

  • Free and open-source: WPS Office is free to download and use, and it is also open-source, which means that you can customize it to your needs.

  • Compatible with Microsoft Office: WPS Office is fully compatible with Microsoft Office files, so you can easily open, create, edit, and save Microsoft Office files in WPS Office.

  • Rich features: WPS Office has a wide range of features, including a word processor, spreadsheet, presentation software, and more. It also has a number of AI-powered features, such as a plagiarism checker and a writing assistant.

  • Easy to use: WPS Office is easy to use, even for beginners. It has a user-friendly interface that is similar to Microsoft Office.

Steps to edit Word/Excel/Powerpoint in WPS:

To edit a Word, Excel, or PowerPoint file in WPS Office, you can follow these steps:

Step 1. Download and install WPS Office on your computer.

WPS Office icon

Step 2. Open the WPS Office app.

WPS Office Function

Step 3. Click on the "File" menu and select "Open".

Step 4. Browse to the location of the Excel, Word, or PowerPoint file that you want to edit.

Step 5. Click on the file to open it in the WPS Office.

Step 6. Make your edits to the file.

Step 7. When you are finished editing, click on the "File" menu and select "Save".

WPS Office file format

Steps to Use WPS AI:

Step 1. Open the WPS Office application.

Step 2. Click on the AI button.

the AI button

Step 3. Select the AI writing feature that you want to use.

Select the AI writing

Step 4. Follow the instructions in the AI writing feature to use it.

To find the WPS AI dashboard:

Step 1. Open the WPS Office application.

Step 2. Click on the AI button.

the AI button

Step 3. The WPS AI dashboard will open.

The WPS AI dashboard

FAQs

1.Why can't someone edit my Word document?

Unraveling the Mystery of Edit Restrictions

Encounter a common challenge in document collaboration – why certain individuals may encounter obstacles when attempting to edit your Word document. Delve into the reasons behind this restriction and explore solutions to ensure seamless editing and collaborative success.

2.How do I give someone access to edit a Word document?

Empower Collaboration with Access Control

Embark on a journey to grant others the power to collaboratively edit your Word document. Uncover the steps to share access, establish permissions, and foster efficient teamwork, ensuring that your document becomes a canvas for collective creativity and productivity.

Summary

This comprehensive guide navigates the intricacies of sharing and co-editing Word documents, spotlighting the unique strengths of WPS Office. From the benefits of collaborative editing to practical steps for sharing and co-editing, the guide equips readers with actionable insights and user-centric strategies. By emphasizing the efficiency and innovation of WPS Office, this guide transforms document collaboration into a streamlined process, amplifying productivity and fostering successful teamwork.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.