File Sharing Problems

How to Co-Create a Microsoft Sway Newsletter

Olivia Miller Oct 20, 2026 868 views

Question details

The user wants to know if and how multiple people can collaborate on creating a single Microsoft Sway newsletter.

Product: Microsoft Sway
Device & OS: not provided
Scenario: Collaborating on visual content and newsletters with team members.
Observed behavior: The goal is to allow team members to simultaneously contribute to and update the same Sway project.

Before you start

Ensure you are signed into your Microsoft account and have the Sway project open that you intend to share for collaboration.

Solution 1Recommended

Share Edit Access in Microsoft Sway

The primary method to co-create a Sway newsletter is to generate a collaboration link with editing permissions via the Share menu.

Microsoft Sway is designed to support simultaneous editing. By providing an edit link to your colleagues, everyone can contribute text, images, and layout adjustments to the newsletter from their own devices.

Open your Sway project

Navigate to the Microsoft Sway website, sign in to your account, and click on the specific newsletter you want to co-create to open the storyline.

Click the Share button

Locate and click the 'Share' button positioned in the top-right corner of the Sway navigation bar.

Select edit permissions

In the sharing panel, under 'Invite people to', select the 'Edit' radio button. You can choose to make the link accessible to specific people, those in your organization, or anyone with a link.

Distribute the link

Click the 'Copy link' icon next to the generated URL. Paste this link into an email or messaging app to share it with your team members so they can access and edit the project.

Real-time visibility: When collaborators access the Sway and begin making changes, you will see their initials appear on the specific cards they are currently editing.

Free Microsoft Office alternative

Collaborate Seamlessly with WPS Office

If your team needs to co-create text documents, presentations, and spreadsheets without expensive subscriptions, WPS Office provides a robust, lightweight, and collaborative alternative to Microsoft Office.

1. Download and install: Visit the official WPS Office website to download and install the free suite on your device.
2. Create or open a document: Launch WPS Office and start a new presentation or document, or open an existing Microsoft Office file.
3. Share and collaborate: Click the 'Share' button in the top right corner to generate an edit link, allowing your team to co-edit the file in real-time.

Free to use with a familiar, user-friendly interfaceFully compatible with Microsoft Office formats (.docx, .xlsx, .pptx)Supports real-time cloud collaboration and sharingLightweight application that runs smoothly across Windows, Mac, iOS, and Android

microsoft office alternative - wps office

Frequently Asked Questions

Is there a limit to how many people can co-author a Sway simultaneously?

Yes, Microsoft Sway typically allows up to 10 people to co-author a single Sway project at the same time to maintain stability and prevent performance issues.

Can I track exactly who made changes to my Sway newsletter?

Unlike Microsoft Word or Google Docs, Sway does not feature detailed version history or 'Track Changes'. While you can see who is currently editing a section, you cannot review a log of past edits by specific users.

How do I stop sharing a Sway project with collaborators?

You can revoke editing access by opening the 'Share' menu, clicking 'More options', and selecting 'Reset the Share settings'. This action immediately invalidates all previously shared links.

Document & File Issues