If the file is a Microsoft Excel, PowerPoint or Word file, and an editing tool has been set up by the CTERA Portal administrator, you can edit your documents stored in the CTERA Portal from within the CTERA Portal.
The first time you attempt to access a file using Microsoft Office Online, you might be prompted for your Office 365 username and password.
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.
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 HCP Anywhere Enterprise Portal viewer and cannot be viewed in the Office Online editor.
You can edit the following file types 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. If you want to edit multiple files, open each file using the following procedure.
To edit a file:
- In the CTERA Portal, navigate to the file you want to edit.
- Select the file and either click the
icon or right-click the file and choose the online editor for the file type.
The popup menu displays the options to open the file with the Microsoft Word, Excel or PowerPoint offline editor.
- Edit the file using the editor.
All changes to the file are automatically reflected in the file in the CTERA Portal. After renaming a file, the URL to the file remains with the original file name. The actual name in the file is changed.
After closing the tab with the 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
Co-authoring 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. Markers are used to show where the other users are editing in the document. All edits are merged together and displayed to every user editing the file.
CTERA recommends a maximum of twenty authors editing a file simultaneously.
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.
Creating Office Files
While in the CTERA Portal, you can create office files for the following:
- Word
- Excel
- PowerPoint
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:
- 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.
- Click New.
The drop-down menu displays the options to create a new Office Online file for Word, Excel and PowerPoint.
- Click the file type you want to create.
You are prompted for a name for the new file. - 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. - The file is created and displayed in a new tab.