Co-authoring in Microsoft Office Online

• A Microsoft Office 365 account.
• If you are using a mobile device, your account in Objective ECM must exactly match your account in Microsoft Office 365.
• The Microsoft Office (Excel, PowerPoint and / or Word) mobile app must be installed on your mobile phone.
• You and the co-authors you wish to invite should have Edit privileges on the document.
• For the Edit in Office Online option to be available, the document must be in Microsoft Office 2007 + XML formats, for example, docx, pptx, xlsx.

1. In Objective ECM, go to the document that you wish to edit.

2. Select then Edit in Office Online.

   The Edit in Office Online dialog box is displayed.

3. Optionally, enter the Reason for New Version. This reason is saved with the document version history, which will help you track all the document changes.
4. Expand the Co-Authors section and find or select other co-authors to collaborate with you on the document.

   1. Add individual users or click and search for users using their user or group name.
      Once you start typing in, the drop down list will display the top 5 results. Click Show More Results to view all the matching users/groups.

      Alternatively, click the icon to search across all the users/groups.

   2. When you search for groups and select the one you want from the search results, all the users in that group are listed. Click user cards to select multiple users. Clicking a card again unselects them. When you have made your selection, select Use Selected to add them to the list of co-authors.
   3. Select Add Another if you want to add more co-authors.

   You can only add users who have edit privileges on the document.

5. Being the session owner, you can release the document. Optionally, you can allow co-authors to release the document by selecting Allow co-authors to release this document.
6. You can send a customised message to the co-authors using the Invite Message textbox. When an email is sent to the co-authors inviting them to the co-authoring session, this message will be included in the email.
7. Click Start editing.

It may take some time to prepare the document for editing in Microsoft Office Online. You can click Continue working to close the Starting Co-authoring dialog box and work on other tasks.

After you select Start editing, you will also receive an email when the document is ready for editing in Microsoft Office Online.

When you edit a document in Microsoft Office Online, the document is locked for editing to you and your co-authors, if any. If you are also using Objective Objective Navigator, the document will be locked to the editor or the person who initiated the co-authoring process. It will not be locked to any of the other co-authors.

After a co-authoring session has started, you can add or remove co-authors.

When a co-authoring session is started, the document owner who started the co-authoring session and the co-authors invited to the session will receive an email notification.

1. To edit the document in Microsoft Office Online, click the Edit Document button in this email.

   The document will open in Microsoft Office Online.

2. Edit the document. For more information on editing documents in Microsoft Office Online, refer to their help.

3. Close the document after you have finished editing.

   If the person who started the co-authoring process has enabled you to save a version back into Objective ECM, you can do it.

4. After the co-authors have finished, select then Release from Edit for the document in Objective ECM.
5. Select the relevant publishing options and click Release.

You and the co-authors (if any) will receive an email notification about the document release.

The co-authoring session ends when the document is released. You must start a new session and add participants if you want to collaborate on the document again.

The co-authoring session is tracked in the Audit Events section. When a co-author edits the document, the section displays a Document Co-Authored entry.

Once the document is released as a new version, the Microsoft Office Online version is deleted. Thus, there are no instances left anywhere except in Objective ECM. This ensures document security.