Icon for Word Processing with a W and G for Word and Google

QM2 Sharing & Collaboration with Word for Microsoft Office 365

4. Suite Tools

Introduction

Many of you may be taking classes virtually, in a classroom, or in a hybrid combination virtual and face-to-face. Sharing and collaborating on documents will be different from school to school, so this Quest will address a variety of them.

Sample Scenarios: You are working on an assignment saved in OneDrive (or Google Drive) and you:

  • need to share it so that your teacher can review it and make comments
  • are working with another student on a project together and need to know how to share the folder and/or file in with them
  • are using documents in your Drive space, and you need to know how to give the right permissions to your teacher or classmate when you share your documents

Some of you may also be sharing and submitting your documents within a Learning Management System (LMS), explained in the Key Vocabulary below.


I Can Statements

  • know how to set permissions for a document to be shared, edited, viewed, commented on by others
  • share my documents with others electronically
  • know the difference between synchronous and asynchronous

Synchronous: This is where something is happening in real-time. Examples: being face-to-face in a classroom, or being online with your teacher using a video conference system (Zoom, Microsoft Teams and Google Meet are three examples)

Asynchronous: This is when you are not interacting at the same time. Example: your teacher gives an assignment or records a video and you watch or do it later.

Share permissions: These are settings built-into an application that lets the author of a document give a link to someone else to access their file (view, edit, comment, copy, and download)

View permission: This allows a person with the URL to view your document. They cannot edit or change it without your permission.

Edit permission: This is a permission you give to someone else that lets them edit and change your document. When sharing with others, think carefully about giving editing rights instead of viewing rights.

Learning Management Systems (LMS): are used as a virtual classroom, where students can access classroom instruction, complete assignments, watch assigned media (videos, audio, presentations), and share in discussion forums. Some examples of an LMS: Schoology, Google Classroom, Moodle, Blackboard, Seesaw, Desire2learn, and there are many others.

Google Classroom and Schoology: these are examples of LMS's (learning management systems) used by schools. These are virtual classrooms where students can participate in the virtual classroom by completing assignments, submitting their work, participating in discussion forums and other activities provided by the teacher.

OneDrive and Google Drive Online Sharing Permissions: These are permissions you set for how others can or cannot access your files and folders saved in your Drive space online. For example you can provide a link to let someone: Edit or only View your file.

Schoology OneDrive Assignment app: This is a Microsoft app that works within a  Schoology course that makes it easier for students to submit their work to their teacher, and works within OneDrive. Students do not need to give file permissions. There is a similar Microsoft assignment app that works with GoogleDrive and Google Classroom.

Microsoft OneNote: OneNote is a digital notebook that saves and syncs your work, similar to Microsoft Word. Some teachers use OneNote like a OneDrive, and students can share their work by selecting view or giving edit permissions to the shared invite link.

You can change the Quiz mode to Match, Test, Learn, Flash Cards, Spell using the selection list at the bottom right of the activity that says "Choose a Study Mode". Direct link to the Quizlet.

 

STEPS

Begin by watching this video at the top, then complete the three parts below. You may find it helpful to download these step-by-step directions as you watch the video.

Select the Student Checklist of your file preference (.docx or Google doc) for a 4.QM2 Step-by-step guide with illustrations

You may find also this Microsoft support short video helpful (2 minute video about sharing)

Please note: your school may be using a different system for sharing a file, please check with your teacher.

  1. Open your Quest One document that you saved.
  2. Refer to the video shown above to learn how to share a document with your teacher.
  3. Enter your teacher's name or email address as instructed.
  4. Set the permission level for your document to "Can edit"
  5. Include a quick personal message for your teacher. You might type "I'm sharing my SuiteTools or 4.Quest1 poem document with you. I added a link to the rfbio document and an image with credits. I am ready for some feedback"
  6. Select Send or Share

Note: This is an example of "asynchronous" collaboration. Check out the definition on Dictionary.com.

  1. ​Create a new blank document in Microsoft Word 365 or WordOnline 
  2. Select the title bar and rename the document "Analysis by xx"
  3. Type "Author" and your name on line one and "Edited by" on line two for your partner to fill in later
  4. Copy the sentence in italics and paste it into your document: In Nothing Gold Can Stay, some say that Robert Frost's message is, "nothing can last forever, especially something perfect and beautiful."​
  5. For an analysis of Robert Frost's poem Nothing Gold Can Stay, respond to the two items below in your document. No ideas or answers are wrong. This is like looking at a piece of artwork. Everyone sees something different based on their own experiences.​

A. What examples from the poem help reveal the message? Your response might sound something like "The author reveals the message of the poem when he says... because...."​

B. Write about a time in your life when you had an experience that seemed perfect, but you knew would come to an end (e.g. watching a beautiful sunset, traveling, time with friends/family). Use descriptive words (adjectives or adverbs) to help your reader visualize the experience.​

Preparation: Check with your teacher for partner(s) to work with and the process for sharing your document.

Office 365 Steps

  1. Select Share
  2. Set the permission level for your document to “Can edit”
  3. Type the name or email address of the person you want to share with in your school network
  4. Select Share
  5. Instruct your partner to look for an email with a link to your document

Note: When you select "can edit" you no longer have sole control over what is written in your document. Someone could accidentally overwrite or change some of your work. When you are working in Microsoft 365 online you can go to the File menu, select Info, and go back to previously saved versions in Version History.

Sharing Ideas and Providing Feedback

  1. Open your partner’s document in a new tab 
  2. Select Edit Document
  3. Select Edit in Browser
  4. Enter your name after the words “Edited by”
  5. Read what your partner(s) has/have written
  6. Add some of your own ideas under each of theirs. Type your initials in parentheses (xx) after or before each comment.
  7. Read what your partner(s) has/have written
  8. Add some thoughtful comments, questions or examples to what they wrote 
  9. Talk with your partner(s) about this sharing and collaboration experience. How could this be helpful for other classes and assignments?

Note: When you are both in the same document at the same time you can see each other’s cursor, this is called working "synchronously." Dictionary definition


Completing this Quest

Share your document with your teacher with permission to edit. Include a message about what you have completed. 


Check off this Quest on your 21t4s roadmap

Continue on Quest QM3 to File Management

ISTE Standards•S

1. Empowered Learner
a. Articulate and set personal learning goals, develop strategies leveraging technology to achieve them, and reflect on the learning process itself to improve learning outcomes
d. Understand the fundamental concepts of technology operations, demonstrate the ability to choose, use and troubleshoot current technologies, are able to transfer their knowledge to explore emerging technologies

2. Digital Citizen
c. demonstrate an understanding of and respect for the rights and obligations of using and sharing intellectual property

6. Creative Communicator
a. choose the appropriate platforms and tools for meeting the desired objectives of their creation or communication
b. create original works or responsibly repurpose or remix digital resources into their new creations
d. publish or present content that customizes the message and medium for their intended audiences

7. Global Communicator
b. with guidance from an educator, students use technology tools to work with friends and with people outside their neighborhood, city and beyond
c. contribute constructively to project teams, assuming various roles and responsibilities to work effectively toward a common goal