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      Document Sharing, Version Control, and Client Edits Process (For Microsoft Users)

      A clear document-sharing and version control process is essential for efficient and accurate collaboration with clients using Microsoft Office. This guide outlines best practices and directions for streamlined project management and sharing.

      Table of Contents

      Document Sharing Format

      Figma File Sharing

      Version Control Through Naming Conventions

      Use of Comments for Tracking Changes

      Optional Use of Change Log

      1. Document Sharing Format

      Always Share in Microsoft Office Formats

      To ensure seamless collaboration with clients who use Microsoft Office, all files should be shared in their native formats:

      • Word documents should be shared as .docx.
      • Excel spreadsheets should be shared as .xlsx.
      • PowerPoint presentations should be shared as .pptx.

      These formats maintain full compatibility with Microsoft Office tools, allowing clients to make direct edits without any formatting issues.

      Use PDF for Finalized Documents

      Once documents are finalized and no longer need client edits, convert and share them in PDF format. PDF files ensure that the document's structure, layout, and formatting remain intact across different devices. Sharing final files in PDF prevents accidental edits and makes the document accessible on virtually any platform.

      Steps to Save a Document as a PDF:

      1. In Microsoft Word, go to File > Save As.
      2. Choose PDF from the format options.
      3. Click Save.

      2. Figma File Sharing

      For design-related projects, Figma is a powerful tool that allows real-time collaboration and feedback. There are two primary methods for sharing Figma files with clients:

      Option 1: Figma Link Sharing

      Share a view-only link to the Figma file so clients can review the design without needing a Figma account. This is an easy way to provide access to the designs, and clients can leave comments directly within the Figma interface.

      Steps to Share a Figma Link:

      1. In Figma, click the Share button in the top-right corner.
      2. Set the link to "Anyone with the link can edit."
      3. Copy the link and send it to the client.

      Option 2: Exporting Designs

      For clients who prefer to view designs offline or in other formats, you can export Figma designs in multiple formats:

      • PNG/JPG: High-quality images that are perfect for static previews.
      • PDF: A document-friendly format that retains vector quality.
      • PPTX: For clients who need to embed the design into a presentation.

      Steps to Export Figma Designs:

      1. Select the frame or design you want to export.
      2. In the right-hand panel, go to the section label Export
      3. Choose the desired format (PNG, JPG, PDF, or PPTX).
      4. Choose an appropriate scale to export the frame to ensure clarity of image and file size.
      5. Name the file clearly and send it to the client.

      3. Version Control Through Naming Conventions

      By using consistent version numbers in the file names, you can effectively manage version control without needing additional tools. This method ensures that the latest version is always easy to identify.

      Naming Conventions for Version Control:

      • v1, v2, v3, etc.: Indicate progression.
      • ClientEdits: Shows client revisions.
      • Final: Clearly marks the approved final version.

      Example Versioning Process:

      • Initial Version: ProjectName_v1.docx
      • Client Edits: ProjectName_v2_ClientEdits.docx
      • Final Version: ProjectName_v3_Final.docx

      4. Use of Comments for Tracking Changes

      For projects that undergo multiple revisions, it’s helpful to track changes within the document using Microsoft Word’s built-in features.

      Tracking Changes in Microsoft Word:

      • Use the Track Changes feature to highlight changes made by any party. This makes it easy to review and approve edits.

      • Use Comments to provide explanations or ask questions. Comments can be left on specific sections of the document to clarify important details.

      Steps to Enable Track Changes in Microsoft Word:

      1. In Word, go to the Review tab.
      2. Click Track Changes.
      3. Changes made by anyone will now be highlighted, with deletions struck through and additions underlined.

      5. Optional Use of a Change Log

      For large or complex projects with multiple revisions, consider using a Change Log. This can either be embedded in the document itself or kept as a separate file. It will track all major revisions and decisions made throughout the project.

      Example Change Log Entries:

      • v2: Integrated client's feedback on the budget section.
      • v3: Final layout changes made based on client review.