Currently, we are writing/editing a file that’s nearly 300 pages long, complete with illustrations, a complex structure, plenty of cross-references, and other goodies.
The key point is that there are no policies requiring separate parts to be strictly edited by different individuals. Moreover, it is indeed necessary to work this way.
For collaborative document editing, we use Microsoft OneDrive, which is akin to Microsoft’s version of Dropbox. It has its bugs and inconveniences, but there are no alternatives. Work is conducted similarly to a version control system – when a document is saved, a new version merges with the cloud version “on the fly”. The “Refresh” button uploads changes from others (automatic upon saving). In “real-time mode”, you can see that a colleague has amended a certain section or added a line.
Known bugs include a path length limitation of 255 characters. So, indulging in long filenames and a complex folder structure is not advisable. Section numbering often crashes, but I’ve learned to restore it in 5 seconds (need to save all styles in Normal.dot and copy all styles from there as necessary in one click). Sometimes a part of the document gets locked, then it’s better for everyone to close everything and reopen the document anew.
It interacts interestingly with the local file system. Since OneDrive, on one hand, is similar to Dropbox with local copies always nearby, on the other hand, when a file is saved, it must be synchronized with the cloud not by a separately launched OneDrive service, but by Word itself. In general, they sort of see each other and work without much interference, though the latest version of Office is required.
There is an option to open and edit the file in “online Word”. Its main feature is that it doesn’t “corrupt the file”, despite the paucity of functions. Everything necessary is there, but naturally, it’s better to use the local Word.
Version control is maintained, and it’s always possible to restore an old version. In case of version conflicts (which I think I’ve encountered just once), Word conveniently shows visually two different versions and asks for help in resolving the conflict.
Among downsides that just cannot be bypassed, there is no sensible change log from which I could learn what interesting additions my colleagues have made. I think it wouldn’t have been difficult to create one, but it would really have been hard to read.
Also, OneDrive has some sort of issue with accounts. There is the regular version and the “business” version. Meanwhile, files can’t be properly accessed without a local copy if you log in via onedrive.com, even though the password works. You need to log in through sharepoint.com/office360, which is integrated with OneDrive. But all this is just caught on once, and then it doesn’t cause further difficulties.
Maybe this will be useful to someone.
Things are not so wonderful with Excel.
Hi, I'm Rauf Aliev. 