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How to Share Draft Viva Engage Posts with Other Administrators

Olivia Miller Sep 28, 2026 870 views

Question details

The user wants to know how to share a draft post in Viva Engage with other community administrators for collaborative editing and review.

How to Share Draft Viva Engage Posts with Other Administrators

Product: Viva Engage
Device & OS: not provided
Scenario: Collaborating on community announcements and reviewing posts with co-administrators before publishing them to the public Viva Engage feed.
Observed behavior: Drafts in Viva Engage are strictly private to the user who creates them. Other community administrators cannot open, view, or edit another administrator's draft directly.

Before you start

Verify that you and your co-administrators have access to a shared communication platform, such as a private Microsoft Teams channel or a shared network folder, where you can collaborate on post content.

Solution 1Recommended

Collaborate Using Microsoft Teams or SharePoint

Since Viva Engage doesn't support sharing drafts natively, use a shared document to write and review the post before pasting it into Viva Engage.

This is the most efficient workaround for co-authoring posts. By drafting the content outside of Viva Engage, multiple administrators can edit the text simultaneously and leave comments without risking an accidental early publication.

Create a shared document

Open a word processor, Microsoft Teams, or SharePoint and create a new blank document for your Viva Engage draft.

Share with co-administrators

Generate a shareable link for the document and grant editing permissions to the other Viva Engage administrators.

Draft and review

Collaborate on the text, formatting, and any necessary images directly within the shared document.

Publish to Viva Engage

Once the post is finalized and approved, have one administrator copy the final content, open Viva Engage, paste it into a new post, and hit publish.

Collaborate Using Microsoft Teams or SharePoint

Solution 2

Post in a Private Administrator Group for Review

Create a hidden or private community to test and review posts before making them visible to the broader organization.

Free Microsoft Office alternative

Draft Your Community Posts Offline with WPS Office

While Viva Engage doesn't support sharing drafts online natively, you can easily draft, edit, and collaborate on your community announcements using WPS Office. It is a free, lightweight suite that is fully compatible with Microsoft Word formats, making it easy to share draft files with other administrators via email or chat.

1. Download WPS Office: Install WPS Office for free on your PC or mobile device.
2. Draft your post: Launch WPS Writer and create a new document to draft your announcement.
3. Save and distribute: Save the document in .docx format and send it to your co-administrators for review.

Fully compatible with Microsoft Word (.docx) formats for seamless file sharing.Rich text formatting tools to structure your Viva Engage posts perfectly.Free and lightweight alternative to Microsoft Office.Familiar user interface with zero learning curve for rapid onboarding.

microsoft office alternative - wps office

Frequently Asked Questions

Why can't other administrators see my Viva Engage drafts?

By default, Microsoft designed Viva Engage drafts to be strictly private to the creator's user account. There is currently no built-in permission setting or toggle that allows co-administrators to access another user's saved drafts.

Can I transfer a draft post to another user in Viva Engage?

No, drafts cannot be transferred or reassigned to different users. If another user needs to take over a post, you will need to copy the text and send it to them manually so they can create their own draft.

Will Microsoft add a shared drafts feature in the future?

Microsoft frequently updates Viva Engage based on user feedback. While there is no official release date for shared drafts, you can submit a feature request through the Microsoft feedback portal to encourage its development.

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