Collaborating on Documents in Microsoft Office 365

yuuvis® RAD client 10.x

If your yuuvis® RAD system is configured accordingly, you can use yuuvis® RAD office-365-dashlet to edit Microsoft Office documents in the cloud and collaborate on them with other yuuvis® RAD users. To make this possible, the access restrictions that apply when editing documents in Microsoft Office 365 are set up somewhat differently.

If a user opens a document file in yuuvis® RAD for editing using yuuvis® RAD office-365-dashlet, the document file is not checked out until the user makes the first changes to the document file in the Microsoft Office 365 cloud. Until then, other users can open and edit the document file in another application. In such cases, the editor receives a message in Microsoft Office 365 notifying them that changes made to the document file in the cloud cannot be saved in yuuvis® RAD.
Other yuuvis® RAD users can collaborate on document files that are checked out with yuuvis® RAD office-365-dashlet.
The document edited in the Microsoft Office 365 cloud is not checked in again until the last editor has closed the document.

yuuvis® RAD supports the editing of Microsoft Word, Excel, and Power Point documents with Microsoft Office 365. Older Microsoft file formats (e.g., *.doc, *.xls, *.ppt) must be converted into newer Microsoft file formats (e.g., *.docx, *.xlsx, *.pptx) during editing.

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

You need the right to edit the relevant document and an Microsoft Office 365 account as well as your login credentials.

Select an Microsoft Office document whose content you wish to edit using Microsoft Office 365 (for example, in a hit list, in the inbox, or in a folder).

The Microsoft Office 365 dashlet is displayed in the Content aspect area.
Depending on the type of document you selected, the following is displayed in the dashlet:
1. For Microsoft Office 365 documents
  
  A preview of the content of the Microsoft Office 365 document.
2. For older Microsoft Office documents
  
  The File conversion dialog that prompts you to convert the older Microsoft Office document (*.doc, *.xls, *.ppt) into the new Microsoft Office file format (*.docx,*.xlsx, *.pptx).
  
  To do this, click the Convert button in the dialog if you want to edit the document using Microsoft Office 365.
  
  The file format is converted and added as a new version in yuuvis® RAD (see Object Versions).
  
  A preview of the content of the Microsoft Office 365 document is shown in the dashlet.
Open the document for editing in the Microsoft Office 365 dashlet.
- Proceed as follows with Microsoft Word documents:
  
  Click the Edit icon in the header of the Microsoft Office 365 dashlet.
- In the case of Microsoft Excel documents, there are several ways to open the document:
  1. Click the Viewing icon in the header of the Microsoft Office 365 dashlet and the Editing icon in the drop-down menu that opens.
  2. Double-click the Excel spreadsheet and then press the Edit workbook button in the error message that opens.
- With Microsoft PowerPoint documents, there are also several ways to open the document:
  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 the Add comments icon in the drop-down menu that opens.
  3. Click the Editing view icon in the header of the Microsoft Office 365 dashlet.
A new tab opens in your browser containing the login dialog for Microsoft Office 365.

If you are already logged in to Microsoft Office 365, the following login steps can be skipped and the document is displayed in a separate tab for editing.
Log in to Microsoft Office 365.

Once you have successfully logged in, the Word, Excel, or PowerPoint application is shown in the tab, depending on the file format of the document you selected.
Edit the document in the tab.

The document is checked out in yuuvis® RAD and indicated by a Lock icon in the header of the object area.

The object ID and the storage status of the document are shown in the header of the Microsoft Office 365 application. Changes are automatically cached and transferred to yuuvis® RAD.
Finish editing the document by clicking the Close icon on the tab.

The tab is closed, and the edited document is saved and filed as a new version in yuuvis® RAD.

Other yuuvis® RAD users who want to work on the same document open it in the same way as the first user did as described in the step-by-step instructions you will find on this page. The other yuuvis® RAD user is shown in the Microsoft Office 365 document to be edited based on the properties of Microsoft. For more information on this and on how to collaborate on documents, read the corresponding help entries from Microsoft Office 365 .

Once the last yuuvis® RAD user has finished editing the document, the changes are saved and the document is checked back into yuuvis® RAD.

When you edit the content of an object, the edits are automatically saved as an event in the object’s history. If the content of an object is being edited by several yuuvis® RAD users using Microsoft Office 365, the edits made by each individual user are saved as an event in the object’s history.

Different Microsoft functions will be offered in the dashlet depending on whether you selected a Word, Excel, or PowerPoint document, several of which will be briefly described in The yuuvis® RAD office-365-dashlet.