Editing and Creating Files
  • 23 Jun 2022
  • 6 Minutes to read
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Editing and Creating Files

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Dependent on the file type and the CTERA Portal set up, you can click on a file to view it directly in the CTERA Portal. If the icon is available when you select a file, that file can be edited.

If the file is a Microsoft Excel, PowerPoint or Word file, and Microsoft O365 has been set up by the CTERA Portal administrator, the default is to enable editing using Microsoft O365, as described in Editing and Creating Files Using Microsoft Office Onlinenline.

For other file types, and also for Microsoft Excel, PowerPoint and Word files when Microsoft O365 has not been set up by the CTERA Portal administrator, a Google Chrome extension is available to edit files using the appropriate editing tool for that file type when using a Chrome browser, as described in Editing Files Using CTERA Edit for Chrome.

Note

The Google Chrome editing extension is only available when accessing the CTERA Portal from Google Chrome and a CTERA Agent must be installed on the machine used to access the CTERA Portal and this agent must be connected to the CTERA Portal.

When more than one user edits a file at the same time, not via Microsoft O365, a conflict file is created so that you can monitor what changes were included in the saved file in the CTERA Portal. For details, see Understanding Conflict Files.

Editing and Creating Files Using Microsoft Office Online

If your administrator has set up Microsoft Office Online, you can create and edit Microsoft Office documents using web browser-based versions of Microsoft Office applications, such as Word, Excel, and PowerPoint. Using Office Online in the CTERA Portal you can do the following:

  • Edit your documents stored in the CTERA Portal from within the CTERA Portal.
  • Edit documents collaboratively with other users.
  • Create new documents within the CTERA Portal.
  • View previous versions of a file.

The first time you attempt to edit or create a file in Office Online, you might be prompted for your Office Online username and password.
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Click Sign in with a work or school account and then in the displayed screen enter the user name, an email address, and the password for the user.

Editing Office Files

You can only edit files that have Read/write permissions. A file with Read Only permission can only be viewed in the Office Online editor. A file with Preview Only permission can only be viewed in the CTERA Portal viewer and cannot be viewed in the Office Online editor.
You can edit the following file types in Offline Office within the CTERA Portal:

  • Word files: .docx, .docm, .odt, .doc
    When editing any Word file the file is saved as a .docx file.
  • Excel files: .xlsx, .xlsb, .xlsm, .ods, .xls
    When editing any Excel file the file is saved as a .xlsx file.
  • PowerPoint files: .pptx, .ppsx, .odp, .ppt
    When editing any PowerPoint file the file is saved as a .pptx file.
    You can only open one file at a time to edit in Office Online. If you want to edit multiple files, open each file using the following procedure.

To edit a file in Office Online:

  1. In the CTERA Portal, navigate to the file you want to edit.
  2. Select the file and either click the image.png icon or right-click the file and choose the online editor for the file type.
    Note

    The popup menu displays the options to open the file with the Word, Excel or PowerPoint offline editor.

    If you view the file, the image.png icon is also available to open the file in Office Online.
    The file is displayed in Office Online in a new tab.
    The following shows the Office Online Word editor.
    image.png
  3. Edit the file using the Office Online editor.
    All of the features in Office Online are available, including renaming the file. In this case the file is also renamed in the CTERA Portal.
    Note

    Office Online automatically saves the file. All changes to the file are automatically reflected in the file in the CTERA Portal.

After renaming a file using Microsoft Office Online, the URL to the file remains with the original file name. The actual name in the file is changed.

If you try to open the same file from the CTERA Portal, while it is already open in Office Online, the same tab is used to display the file.

After closing the tab with the Office Online editor, the original version of the file is stored as a previous version and the file is displayed in the CTERA Portal as modified.

Co-Authoring Shared Office Files

Office Online supports up to 20 users editing a document at the same time. Co-authoring in Office Online includes real-time content updates between all users editing the document, as well as information about other users editing the file and real-time cursor tracking for each user.

When another user starts to edit a shared document already being edited, all users are informed of this, with the names of the other users editing the document.
image.png

Note

If a user opens a file in read only mode and then another user opens the file for editing, changes made to the file are not shown in the file that was opened in read only mode.

Colored markers image.png are used to show where the other users are editing in the document and scrolling over a marker displays the name of the user editing that part of the document.
image.png
All edits are merged together and displayed to every user editing the file.

Note

CTERA recommends a maximum of twenty authors editing a file simultaneously.

Creating Office Files

While in the CTERA Portal, you can create office files for the following:

  • Word
  • Excel
  • PowerPoint
Note

You cannot save a new document created locally directly to the CTERA Portal. Documents created locally have to be uploaded to the CTERA Portal before they can be shared from the CTERA Portal.

To create a file in Office Online:

  1. In the CTERA Portal, navigate to the folder where you want to create the file.
    Note

    If the folder under which you want to create a file does not have Read/Write permission, you cannot create a file in this folder.

  2. Click New.
    The drop-down menu displays the options to create a new Office Online file for Word, Excel and PowerPoint.
    image.png
  3. Click the file type you want to create.
    You are prompted for a name for the new file.
  4. Enter a name for the file and click Create.
    Note

    You do not need to supply the suffix. All word files are saved as .docx. All Excel files are saved as .xlsx and all PowerPoint files are saved as .pptx. If you enter any other suffix, the file is created with the suffix as part of the file name.
    For example, test.doc is saved as test.doc.docx but test or test.docx are both saved as test.docx.

  5. The file is created and displayed in a new tab.

Editing Files Using CTERA Edit for Chrome image.png

With the CTERA Edit Chrome extension, you can edit files locally, and any changes are automatically re-uploaded to the CTERA Portal.
The CTERA Edit Chrome extension is installed automatically in your Google Chrome browser when you install a CTERA Agent on your Windows PC. It is available when you open the CTERA Portal in a Chrome browser after connecting the agent to the CTERA Portal.

The extension is available from chrome web store.

To edit a file using the CTERA Edit Chrome extension:

  1. In the CTERA Portal, navigate to the file you want to edit.
  2. Select the file and click the image.png icon.
    The file is downloaded to your PC and opened in the program associated with this file type.
  3. Make whatever changes you like, and save the file.
    The updated file is automatically synced to the CTERA Portal.
Note

If you delete the CTERA Edit Chrome extension, use the following link to re-install it: https://chrome.google.com/webstore/detail/ctera-edit/clcanilindnkpmffpdadmihenpagcpin?utm_source=chrome-app-launcher-info-dialog. You have to sign on to the CTERA Portal after re-installing the extension.


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