Editing and Creating Files

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. You can create and edit Microsoft Office documents using web browser-based versions of Microsoft Office applications. 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.

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 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 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.

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.

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.

Colored markers 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.

All edits are merged together and displayed to every user editing the file.

Creating Office Files

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

• Word
• Excel
• PowerPoint

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.
   
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.