Course Content
Computer Essentials
0/7
Introduction to Computers
Operating System Basics
File & Folder Management
Networks & Internet Essential
Health, Safety, and the Environment
System Tools, Devices and Help Features
End of module 1 Test
Online Essentials
0/6
Web Browsing Basics
Searching for Information
Evaluating Online Content & Understanding Online Risks
Online Communication and Basics
E-mail Features, Settings and Good Practice
End of Module 2 test
IT Security
0/6
Security concepts and threats
Malware and Protection
Network Security
Secure Web Use
Communications and Secure Data Management
End of Module 3 test
Word Documents
0/7
Introduction to Word Processing & Interface
Editing Text & formatiing
Paragraphs, Layout & Styles
Inserting and Managing Objects (Images, Tables, Shapes and More
Proofing, Printing and Finalising Documents
Mail Merge
End of module Quiz
Spreadsheets
0/9
Spreadsheet Basics
Data Entry & Data Types
Formulas & Calculation Rules
Functions (SUM, AVERAGE, MIN, MAX, COUNT)
Formatting & Data Presentation
Charts & Data Visualisation
Sorting, Filtering & Data Tools
Printing, Page Setups & Final Tasks
End of Module Test
Presentations
0/8
Introduction to Presentations & The Interface
Working with Slides, Layouts & Sections
Adding Text, Images & Multimedia
Tables, Charts & Visual Elements
Transitions & Animations
Delivering Presentations & Presenter Tools
Reviewing, Proofing & Final Checks
End of module test
Teamwork
0/7
Introduction to Teamwork & Online Collaboration
Communication Tools for Teamwork
Collaborative Documents & File Sharing
Task Management & Project Tools
Online Meetings, Screen Sharing & Collaboration Etiquette
Team Roles, Best Practices & Remote Working
End of module test
ICDL Complete Course

Module – Teamwork

Lesson 3 – Collaborative Documents and File Sharing

Teams often need to work on the same files. Cloud storage and online apps allow people to access, edit and comment on documents from anywhere. This lesson explains shared folders, collaborative documents and basic file permissions.

1. Cloud storage and shared folders

Cloud storage means files are stored on internet servers instead of only on one computer.

Examples:

  • OneDrive
  • Google Drive
  • Dropbox
  • SharePoint

Benefits:

  • Access files from multiple devices
  • Share files easily with others
  • Files are backed up in the cloud

2. Sharing files and folders

Instead of sending file attachments, you can share a link.

Common options:

  • View only – people can see the file but not change it
  • Edit – people can open and modify the file
  • Comment – people can add comments but not change main content

Good practice:

  • Give edit rights only to those who need them
  • Use view-only for final or sensitive documents
  • Remove sharing when no longer needed

3. Collaborative documents

Collaborative documents allow several people to work on the same file at the same time.

Examples:

  • Google Docs, Sheets and Slides
  • Word, Excel and PowerPoint (online versions)

Features:

  • Real-time typing and updates
  • Comments and suggestions

4. Version history

Version history lets you see previous versions of a document and restore them if needed.

Benefits:

  • Undo major changes
  • Track who changed what
  • Recover accidentally deleted content

5. Comments and suggestions

Instead of changing text directly, team members can add comments or suggested edits.

Uses:

  • Ask questions about a section
  • Suggest improvements
  • Highlight unclear areas

Good practice:

  • Keep comments polite and clear
  • Resolve comments when issues are fixed

6. File naming and organisation

Good file naming helps teams find documents quickly.

Tips:

  • Use meaningful names (ProjectName_Report_May2025.docx)
  • Avoid “final_final_version2” type names
  • Use dates in a consistent format (2025-05-12)
  • Organise files in folders by project or topic

7. Access permissions

Permissions control who can see or edit files.

Basic levels:

  • Owner – full control, can share and remove access
  • Editor – can change content
  • Viewer – can read only
  • Commenter – can comment but not edit

Security tips:

  • Do not share sensitive files with “Anyone with the link can edit”
  • Regularly review who has access
  • Remove access when people leave the team

8. Working offline

Some tools allow offline editing.

  • Files sync when the device reconnects to the internet
  • Useful when travelling or with poor connection

9. Avoiding duplication and confusion

  • Avoid downloading copies and emailing them around
  • Use one shared version in the cloud
  • Agree as a team which folder is the “official” location

10. Practical Activity

  • Create a folder in a cloud storage tool (for example: Team_Project_Folder)
  • Upload a document and share it with view-only access
  • Create another document and share it with edit access
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