Getting started with Microsoft co-authoring for Dropbox

What is Microsoft co-authoring for Dropbox?

Microsoft co-authoring for Dropbox allows you and your team to work together in real time on Microsoft 365 files stored in Dropbox. With this feature, multiple people can simultaneously edit documents, spreadsheets, and presentations, making collaboration seamless and efficient. Changes are saved automatically, so everyone is on the same page without the hassle of version conflicts.

This feature is available to customers on Dropbox Standard, Advanced, Business, Business Plus, and Enterprise.

If you’re an admin on Dropbox Standard, Advanced, Business, Business Plus, or Enterprise teams with a Microsoft 365 Business license, learn how to enable co-authoring for your team.

System requirements

If your file has one of the following extensions, co-authoring is available on dropbox.com or the desktop app:

.docx

.pptx

.xlsx

Platforms supported

Windows
To use Microsoft co-authoring on Windows, you must be on Windows 10 or later.

MacOS
To open files directly from Finder and start co-authoring, you’ll need to update your Dropbox desktop app to File Provider. This offers the best integration with macOS, but requires macOS versions of 12.5 or later.

If you’re not on File Provider, you can still open files for co-authoring directly from Word, Excel, and Powerpoint. However, you won’t be able to start a co-authoring session by opening a file from your Finder.

To check if you’re on File Provider:

1. Click the Dropbox icon in your menu bar.

2. Click your profile picture or initials in the upper-right corner.

3. Select Preferences.

4. Click Sync in the left sidebar.

If your Dropbox folder location is listed as /Library/CloudStorage, you’re on File Provider. You can begin co-authoring sessions by opening files directly from the Finder.

Find out more about Dropbox for macOS on File Provider.

On iOS and Android
You can view and co-author Office files on iOS and Android mobile devices that support the Dropbox and Office 365 apps. To co-edit files, you’ll need an Office 365 business license.

On dropbox.com
You can use any internet browser on your Windows or macOS computer.

Note: If you’re collaborating with external partners (or anyone without co-authoring), they need to have co-authoring enabled to edit on the web. If not, they’ll be able to open a “view-only” copy.

Microsoft Office subscriptions

To use desktop co-authoring

You’ll need an Office 365 business license to co-author from your desktop. The following licenses will allow you to use the feature:

• For Business: M365 Business Standard, Business Premium, and M365 Apps for Business

• For Enterprise: M365/O365 E3 & E5, M365 Apps for Enterprises, M365/O365 G3 & G5, M365/O365 A3 & A5

Notes:

• Perpetual licenses won’t allow you to use co-authoring on your desktop.

• Your Microsoft Office must be on version 2311 or later for compatibility with Microsoft co-authoring with Dropbox. Learn how to install Office updates.
  

To use web co-authoring

• If you have a Dropbox Basic, Plus, or Family account, you won't need a Microsoft account or Office license to edit your files.

• If you have a Dropbox team account, you’ll need an enterprise Microsoft account with a license that allows editing in Office Online (Business, Business Premium, ProPlus, E3, E4, or E5).

• If you're using a tablet larger than 10", Microsoft requires that you have an O365 license to use Office applications.

Files supported

• If you’re using desktop co-authoring
  You can open files up to 500 MB in the Office desktop app. However, if you open a file that’s larger than 500 MB from File Explorer (Windows) or Finder (macOS), it’ll open in offline mode.
  
  Performance for large files depends on your network and computer bandwidth.

• If you’re using web co-authoring
  You can open and co-edit the following file types on the web:

  • .docx (up to 100 MB)

  • .xlsx (up to 100 MB)

  • .pptx (up to 2GB)

How to enable co-authoring

To use the co-authoring feature, add Dropbox as a cloud storage location in Microsoft Office. You need to do this for each device you want to enable co-authoring on.

On the Microsoft desktop app

To add Dropbox as a Place (Windows), or Storage account (Mac):

1. Open Microsoft Word, PowerPoint , or Excel on your desktop.

2. Click File.

3. Click Open.

4. Click Add a Place (Windows), or Manage Storage Accounts (Mac).

5. Click Dropbox for Teams.

6. Log in with your Dropbox credentials.

7. Click Log in.

This adds Dropbox as a location to open and save files.

To open files locally without starting a co-authoring session, you can either:

• Lock the files before opening it.

• Toggle off AutoSave in the top left of Word, Excel, or PowerPoint after opening the file.

• Turn off Microsoft 365 desktop co-authoring for your device from the Apps section in the settings page on dropbox.com.

On dropbox.com

To edit and co-author files:

1. Log in to dropbox.com.

2. Click the name of a Word, Excel, or PowerPoint file that’s saved in a shared folder.

3. Click “…” (ellipsis) next to the file’s name.

4. Hover over Open and select Word for the web from the menu that appears.

5. Ask the people you’d like to collaborate with to follow the same steps.

6. The file will open in your web browser in Office Online. You can then edit it.

7. Click Save and return to Dropbox when you’re finished editing.

To create new Office files from Dropbox:

1. Log in to dropbox.com.

2. Click Create.

3. Hover over Document, Presentation, or Spreadsheet depending on the type of file you’d like to create.

4. Click Word Document, PowerPoint Presentation, or Excel Workbook.

5. Log in to Office Online and create a new file.

Notes:

• When you click Create and select a file type, you’ll be redirected to Office Online.

• When you create a new file through Office Online, a link to this file is automatically saved to Dropbox for easy access.

• You must have an Office Online subscription to create Office Online files from Dropbox.

How to share from the Office desktop app

When you’re logged in to Dropbox, click Share within the Office desktop app, and select Share in Web. You can then share Microsoft Office files the same way you would share any file stores in Dropbox.

• Learn how to share files in Dropbox

• Learn how to share files in Dropbox with links

You can choose to give edit or view access to your Microsoft Office files, even when sharing a link. You can also limit access to your shared links in your file’s Link settings, or deactivate a link after you’ve created it.

How to view the version history of my file?

To view the version history of your file in the Office desktop app, click the name of the file you’re working on, followed by Browse version History.

Common questions

What if I have a personal account and a team account? What license do I need then?
If the file you're editing is stored in your personal account, you won’t need a Microsoft account or Office license to edit your files. If the file is stored in your team account, you’ll need an enterprise Microsoft account with a license that allows editing in Office Online.

Can I co-author with people on different devices?
Yes, co-authoring works across Windows, MacOs, Android, and iOS devices, even if each co-author is using a different operating system.

Learn more about Microsoft Office for Dropbox on Android, iPhone, and iPad.

Will Dropbox Badge still work if I enable co-authoring?
No, Dropbox Badge will no longer appear once you’ve enabled co-authoring.

Can I co-author with people outside of my team?
You can collaborate externally with co-authoring, but people outside your team will need to be on dropbox.com via Office Online, and will require a Dropbox account and access to the files being co-authored.

Can I edit password protected Microsoft Office files in Office Online?
No, you can't open or edit password protected Microsoft Office files using Office Online.

Troubleshooting

Why are there conflicting copies or syncing issues when co-authoring with others?
If not all collaborators have co-authoring enabled, it can lead to conflicting copies, syncing issues, or the document freezing. This happens when one or more people don’t have AutoSave turned on, which is required for co-authoring to work smoothly.

To check if co-authoring is enabled:

1. Open the file in Word, Excel, or PowerPoint.

2. Look at the top left of the window for the AutoSave toggle.

3. If AutoSave is off, switch it on to enable co-authoring.

Once everyone has AutoSave enabled, changes will sync automatically, and you should no longer see conflicts or freezing.

Why am I seeing a “Protected view” warning when opening Dropbox files on Windows?
You might see this warning because Dropbox is considered an untrusted source by default, and Windows automatically opens files from untrusted sources in view-only mode for security reasons.

You’ll see a banner at the top of your screen warning that files from the internet could contain viruses. To start editing the file, click Enable editing.

To skip this step in the future, you can set Dropbox as a trusted source. Here’s how:

1. Open the Control Panel.

2. Click Internet options.

3. Select the Security tab.

4. Select Trusted sites.

5. Click Sites.

6. Under Add this website to the zone, enter the following web address: https://wopi.dropbox.com.

This process will need to be completed by each person using co-authoring on your team. The team IT administrator can use Group Policy Objects to make Dropbox a trusted source for your entire organization.

Need more help with Microsoft co-authoring for Dropbox or want to share feedback? Join or create a discussion on our Community forum.