How to Use Word’s ‘Show Editors’ Pane to Manage Co-Author Permissions

When multiple people edit the same Word document, tracking who made changes and managing their access can become confusing. The Show Editors pane in Word for Microsoft 365 gives you a real-time list of everyone working on the document. This pane also lets you see each co-author’s permissions, such as whether they can edit or only comment. This article explains how to open the Show Editors pane, interpret the permission icons, and adjust co-author access through Microsoft 365 sharing settings.

What the Show Editors Pane Does and What You Need Before Using It

The Show Editors pane displays a live list of people who have the document open. This feature works only in Word for Microsoft 365, Word for the web, and Word for Mac. It does not work in Word 2019 or earlier standalone versions. The pane shows each co-author’s name, their current editing status, and a small icon that represents their permission level. The three permission levels are edit, comment, and view. Word displays these icons based on the sharing permissions set in OneDrive, SharePoint, or Microsoft 365 Groups.

Before you can use the Show Editors pane, the document must be saved to OneDrive or SharePoint. The file must also be shared with at least one other person. If the document is stored locally or shared only via email attachment, the Show Editors pane will not appear. You also need an internet connection to see real-time updates. The pane refreshes automatically when a co-author opens or closes the document.

How to Open the Show Editors Pane and Read Permission Icons

1. Open the document in Word for Microsoft 365
   Make sure the document is saved to OneDrive or SharePoint. If it is not, click File > Save As and choose a cloud location. You must be the document owner or have sharing permissions to see all co-authors.
2. Go to the Review tab
   In the ribbon at the top of Word, click the Review tab. The Show Editors button is in the Tracking group. It looks like two silhouettes with a plus sign.
3. Click Show Editors
   A side pane opens on the right side of the window. The pane lists each co-author who currently has the document open. If no one else has the document open, the pane shows only your name.
4. Read the permission icons next to each name
   Each co-author has a small icon to the left of their name. A pencil icon means they can edit the document. A speech bubble icon means they can only add comments. A lock icon means they can view the document but cannot edit or comment.
5. Hover over an icon for a tooltip
   Place your cursor over the icon. Word displays a short tooltip that says “Can edit,” “Can comment,” or “Can view.” This confirms the permission level without opening any settings.

How to Change a Co-Author’s Permission From the Show Editors Pane

The Show Editors pane does not have a direct button to change permissions. You must use the Share dialog in Word or the sharing settings in OneDrive or SharePoint. Follow these steps to modify a co-author’s access level.

1. Click the Share button in the top-right corner of Word
   The Share button is near the title bar. It opens the Share dialog where you see the list of people who have access to the document.
2. Find the co-author in the list
   The Share dialog shows everyone the document is shared with. Each entry has a dropdown menu next to their name. The dropdown currently shows their permission level: Can Edit, Can Comment, or Can View.
3. Click the dropdown and select a new permission level
   Choose Can View to remove editing and commenting ability. Choose Can Comment to allow only comments. Choose Can Edit to restore full editing access. The change takes effect immediately.
4. Close the Share dialog
   Return to the Show Editors pane. The permission icon next to the co-author’s name updates within a few seconds. If the icon does not change, close and reopen the Show Editors pane.

Common Mistakes and Limitations When Using the Show Editors Pane

The Show Editors button is grayed out

This happens when the document is not saved to OneDrive or SharePoint. Save the document to a cloud location. If the button remains gray, check that you are using Word for Microsoft 365 and not an older version. The feature is not available in Word 2019, 2016, or earlier.

The permission icon shows the wrong level

The icons in the Show Editors pane can be inaccurate if the co-author has access through a group or organization-wide sharing link. For example, a co-author might have Can View through a company-wide link but Can Edit through a direct invitation. The icon shows the highest permission level they have from any source. To see the exact permissions, open the Share dialog and check the dropdown next to their name.

You cannot change permissions for co-authors who are not in the Share dialog

Co-authors who access the document through a link with “Anyone with the link” settings may not appear individually in the Share dialog. To change their permissions, you must modify the link settings. Click Share > Copy Link > change the link type from “Can Edit” to “Can View” or “Can Comment.” This affects everyone who uses that link.

The Show Editors pane does not show co-authors who are offline

The pane lists only people who have the document open at that moment. Co-authors who have the document saved locally but not opened will not appear. If a co-author opened the document and then lost internet connection, their name may remain in the pane for a few minutes before disappearing.

Show Editors Pane vs Share Dialog: Permission Management Comparison

Item	Show Editors Pane	Share Dialog
Purpose	View who is currently editing	Share the document and manage permissions
Permission icons shown	Pencil, speech bubble, lock	Dropdown: Can Edit, Can Comment, Can View
Can change permissions	No	Yes
Shows offline co-authors	No	Yes, if they have been invited
Requires cloud save	Yes	Yes

The Show Editors pane is a monitoring tool, not a permission management tool. Use the Share dialog to grant or revoke access. Use the Show Editors pane to confirm that the correct people are currently working on the document and that their permission icons match what you set in the Share dialog.

You can now open the Show Editors pane, identify each co-author’s permission level by the icon, and adjust access using the Share dialog. Next, try using the Show Editors pane during a co-authoring session to see when someone joins or leaves. An advanced tip: press Alt+R, then E to open the Show Editors pane using the keyboard instead of the mouse.