Share and upload in Microsoft Office

The options described below are available in Word, Excel and PowerPoint. When you first open one of these Office applications you will see the

Share

and

Upload

options in the Office ribbon on the top right.

Use the

Upload

option to upload the file to Collaborate. Select your folder location or choose a new folder to upload the file to. Rename the file if required and then click

OK

.

The file is now added to your My Files area of Collaborate in the chosen folder and site selected in the previous

Upload location

window.

Once you have uploaded a file from Office into your 'My files' area of Collaborate the

Save

and

View

options are available in Office. These can be found in the HighQ ribbon on the top right. Use the

Save

option if further changes are made to the file and the change will be replicated into the file saved in Collaborate.

Click on

View

to open the file from the

My Files

area within Collaborate.

In Excel you can view the

Advanced Settings

using the

File

menu and then

Open

. Select the HighQ Collaborate drive on the left and the information on the right will display your files and your site address.

Select

Advanced settings

towards the bottom of the page.

A window will display where you can set the 'Save' preferences.

Two radio button options are displayed. The first option allows you to create a new version when you close the document. This would be ideal if you make many changes in the file but don't want a new version until you have finished making changes and want to save the document. The second option creates a new version every time you use CTRL and S (or File>Save). This might be ideal if for example you were adding responses from a survey and wanted to keep the file open and create a new version each time you use CTRL and S so you could get an idea of the new responses.

Choose your setting and press

Save

.

Version History

can be found within Collaborate by going to the

Files

menu and then selecting the file and using the

More actions

icon.

Click on

Audit history

. The audits tab shows each change made and the IP address of the person who made the change.

Audit history

is available for audit purposes and to download or view.

Use the share option whilst in Excel to share the file externally. Click the

Share

icon and the

Share document

window opens. Set the accessibility, download and link settings as explained in the earlier chapters - these follow the same parameters.

Then select

Get Link

.

A link is displayed in the window which can be copied into the body of an email or pasted straight into a browser.

And dependent on the parameters set up in the

Share document

window, a link will display to view and/or download the file. If an expiry was set for the link this would also display here.

Press

Close

once you have finished with the link.

Add version

can be accessed from the

More actions

option in Collaborate.

Choose

Add version

. The

Add new version

window opens, enter the information required to update the file and then select

Add

.

Your file will be updated in Collaborate. If you then go to Excel and attempt to change the previous version a message will display to let you know this.

Audit History

can be accessed from the

More actions

option in Collaborate.

Choose

Audit History

. The

Audit history

window opens. The audits tab will list all changes made to the file starting with when the file was added. The version tab displays the created versions. Dates and IP addresses are also displayed in this window. (note - the IP address has been blurred for this image).

If you want to revert to a previous version you will need to download the previous version from the Audit history window, save it within your Collaborate library and then use the add version function to overwrite the 'current' version.

You can access restricted site types through all mobile and desktop apps.

These restricted sites are:

These sites are shown with a padlock icon.

Selecting a restricted site will show you what exact restrictions are placed on the site.

The above site is password-protected and has terms and conditions.

Select

Continue

.

A new screen will be displayed asking for a password for the site. Enter this site password and select

Enter

. You can now see the site contents.

You can now view favourite files and folders, synced across devices when using either the File Email or Save Attachments buttons in the ribbon:

Additionally, you can add files, folders and individual messages as favourites within the email viewer.

Files and folder.

Individual messages and documents.

Finally, you can also access the favourites functionality when uploading a document for the first time, by navigating to the

Favourite folders

tab.

You can import email metadata for the Windows Office Plug-In. Within your collaborate instance, click the

Admin

tab in your site. In the

Site admin

page, navigate to

Module settings

>

Files

. The

Files

screen opens. Within the

Files

screen, navigate to the

Email metadata section

.

Within this section you can

Enable email metadata

, set whether it is on as default, and select which specific metadata is enabled. Once you have configured these settings, select

Save

.

Once this is enabled, you must also enable this feature within the Office settings. Click the

Plug-In

settings button in the ribbon and navigate to the

Preferences

tab.

In the

Preferences

tab, navigate to the

File email preferences

section. Click the

Show document/email metadata within

tree and click

Save

.

If this is enabled, messages in a site or folder of the HighQ tree are ordered by Received/Created Date and Sent/Modified Date, based on the metadata of the message, not the date the message was uploaded to Collaborate.