Collaborating on Editing Documents with Microsoft Office 365

enaio® webclient enaio® webclient as a desktop application 11.10

enaio® webclient, enaio® webclient as a desktop application, Microsoft Office, and enaio® client support editing enaio® coLab documents using enaio® office-365-dashlet. This does not apply to enaio® mobile or to mobile devices such as tablets and smartphones, however.

If your enaio® system is configured accordingly, you can edit Microsoft Office documents using enaio® office-365-dashlet in the cloud and work on them with other enaio® users. You need to set up the access restrictions differently when using Microsoft Office 365 to edit documents in order to do this:

If a user of enaio® opens a document file for editing via enaio® office-365-dashlet, the document file is only checked out when the user makes the first set of changes to the document file in the Microsoft Office 365 cloud. Only then is it possible for other users to open and edit the document file in a different application. In this case, the editor will receive a message in Microsoft Office 365 indicating that changes that were made to the document file in the cloud could not be saved in enaio®.
Documents checked out using enaio® office-365-dashlet are not flagged with a status icon in hit lists, at the filing location, or in inboxes, etc.
Document files that have been checked out using enaio® office-365-dashlet can be shared with other enaio® users in the cloud for editing.
The document edited in the Microsoft Office 365 cloud is not checked in again until the last editor closes the document.

enaio® provides support for editing Microsoft Word, Excel, and PowerPoint files using Microsoft Office 365. Older Microsoft file formats (*.doc, *.xls, *.ppt, etc.) must be converted to the newer Microsoft file formats (*.docx, *.xlsx, *.pptx, etc.) before they can be edited.

To edit documents using enaio® office-365-dashlet, follow these steps

You need to have an Microsoft Office 365 account, including your login credentials. The document to be edited must be a W-Document that can be edited using Microsoft Office 365.

Select a Microsoft Office document whose content you want to edit using Microsoft Office 365 (e.g., in a hit list, in the inbox, or at a filing location).
Click the Office 365 icon in the content preview.

The Microsoft Office 365 dashlet will be shown in the preview area with the Office 365 and Actions tabs.
The following may be shown in the Office 365 tab depending on the file type of the selected document:
1. For Microsoft Office 365 documents
  
  A preview of the Microsoft Office 365 document's content
2. For older Microsoft Office documents
  
  The File conversion dialog that prompts you to convert the older Microsoft Office document (*.doc, *.xls, *.ppt) to the new Microsoft Office file format (*.docx, *.xlsx, *.pptx).
  
  To do so, click the Convert button in the dialog if you want to edit the document using Microsoft Office 365.
  
  The file format will be converted and inserted as a new variant in enaio® (seeManaging Variants).
  
  A preview of the Microsoft Office 365 document's content will be shown in the Office 365 tab.
3. For documents that are not Microsoft Office files
  
  No preview of the document's content. You have the option of creating a new document via the Actions tab in the Microsoft Office 365 dashlet. However, the new document will delete the previous content of the document.
  
  See Creating Documents for a description on how to create Microsoft Office 365 documents.
Open the document for editing in the Microsoft Office 365 dashlet.
- Follow these steps for Microsoft Word documents:
  
  Click the Editing icon in the header of the Microsoft Office 365 dashlet.
- You have several options for opening the document when it comes to Microsoft Excel files:
  1. Click the Viewing icon in the header of the Microsoft Office 365 dashlet and then the Editing icon in the dropdown menu that appears.
  2. You can double-click in the Excel spreadsheet and then click the Edit workbook button in the error message that appears.
- You also have several options for opening the document when it comes to Microsoft PowerPoint files:
  1. Click the Edit in browser icon in the header of the Microsoft Office 365 dashlet.
  2. Click the Comments icon in the header of the Microsoft Office 365 dashlet and then the Add comments icon in the dropdown menu that appears.
  3. Click the Editing view icon in the footer of the Microsoft Office 365 dashlet.
A new tab with the login dialog for Microsoft Office 365 will be opened in your browser or in the desktop application.

If you are already logged in to Microsoft Office 365, then the following steps are not necessary for logging in and the document will then be shown directly in a separate tab for editing.
Log in to Microsoft Office 365 and enter your Microsoft Office 365 login credentials.

Once you have logged in successfully, the correct application (Word, Excel, PowerPoint) for the selected file format will be shown in the tab.
Edit the document in the tab.

The document will be checked out of enaio®.

The name of the object, which is made up of the index data, and the storage status of the document will be shown in the header of the application. Changes will be automatically cached and transferred to enaio®.
When you are done editing the document, click the Close icon in the tab.

This action will close the tab and the edited document will be saved and filed in enaio®.

Other enaio® users who want to edit the same document open this document in the same manner as the first user and in the same manner as described in the step-by-step guide on this page. The other enaio® user will be shown in the Microsoft Office 365 document to be edited based on the properties of Microsoft. Consult the respective Microsoft Office 365 guides for more information on it and how to share documents for editing.

When the last enaio® user has finished editing the shared document and exited it, the changes are saved and the document is checked back in to enaio®.

If you have edited the content of an object, the edits you have made will be automatically stored in the object history as an event (see Object history). If several enaio® users have edited the content of an object using Microsoft Office 365, the edits that each individual user has made will be stored in the object history as events.

The dashlet will offer you different Microsoft functions, depending on whether you have selected a Word, Excel, or PowerPoint file. You will find a brief description in enaio® office-365-dashlet.