In this lesson
Set edit and view permissions for a practice review, then save and reopen a separate encrypted copy.
Example
A controlled pilot review
Use Harbor-Review.pptx in a OneDrive or SharePoint practice folder. Maya reviews wording, Luis checks the HBR-024 equipment details and Priya reviews the 45-minute session. Approval of the $2,400 budget is still pending. Invite only a practice reviewer you have permission to contact; the sample names are not real email addresses.
How it works
Co-authors edit one cloud presentation with shared permissions. Version history lets you open earlier copies. Compare an earlier version before restoring it, since a restore can replace another person’s newer changes.
View permission restricts the shared link’s capabilities, while an open password encrypts a saved file. A password to modify or a read-only recommendation is not the same confidentiality protection as encryption.
Steps
Save the practice PPTX to OneDrive or SharePoint. Confirm the active filename and location so collaborators do not accidentally edit a local duplicate.
Open Share and inspect the permission setting before using Copy Link or inviting an authorised practice reviewer. Give edit access only to someone who needs to make changes and view access to the read-only reviewer.
On the equipment slide, choose Review › New Comment and enter Confirm HBR-024 before approval. Leave the budget marked as proposed until the team approves it.
With a permitted collaborator, edit different slides and observe presence indicators. Review the resulting changes together and resolve the comment only after the asset wording is checked.
Open Version History from the cloud file’s title or File controls. Open an earlier version read-only and compare its budget wording. Save a comparison copy before considering a restore of the shared source.
For an encryption exercise, make a separate local copy. Windows: File › Info › Protect Presentation › Encrypt with Password. Mac: File › Passwords and require a password to open. Save, close and reopen that practice copy; keep its recoverable password in your own secure record.
Try it yourself
- Inspect Manage Access and confirm that the read-only reviewer has view permission. Remove only a test link or test invitation you created for this practice when its review is finished.
- Open the encrypted practice copy with its recorded password. Compare it with the unencrypted shared source and state which file is intended for ongoing co-authoring.
Show expected result
- The shared source retains the $2,400 proposed-budget wording and one resolved equipment comment supported by an actual check.
- The encrypted copy requires its open password; the shared source remains the deliberate collaboration file with known permissions.
If something goes wrong
- Two reviewers cannot co-author the same source.
- Make sure both reviewers opened the same cloud PPTX and have edit permission. Close emailed duplicates. Check whether encryption or a checkout requirement prevents simultaneous editing.
- A password was entered but reopening does not ask for it.
- Reopen the exact file you saved after setting the password. Check that you selected a password to open, rather than only a password to modify. Save the encrypted copy again if needed.
Quick check
Try these questions after the exercise. Check the result in your app before marking the lesson complete.
Choose an answer for all 3 questions to check your understanding.
Optional: try it with Copilot
If you have Copilot, try this after the exercise. Keep the original file and compare its suggestions with your own result.
Rewrite the comment Confirm HBR-024 before approval as a concise review request. Preserve the proposed $2,400 budget and avoid claiming the reviewer has approved it.
More from Microsoft
These Microsoft guides cover the tools used in this lesson.
Loading your progress…