How to use the WorkDrive for Microsoft Office Add-on

How to use the WorkDrive for Microsoft Office Add-on

With the WorkDrive for Office add-on, a user can do the following:
  1. Save MS Office files (from desktop) to Zoho WorkDrive (web)
  2. Open and edit MS Office files from Zoho WorkDrive (web) via the Office add-on (from desktop)
  1. Supported files:

    Document file formats: .docx, .docm, .dotx, .dotm, .mht, .mhtml, .htm, .html, .rtf, .xml, and .odt
    Spreadsheet file formats: .xlsx, .xlsm, .xlsb, .xltx, .xltm, and .ods
    Presentation file formats: .pptx, .pptm, .potx, .potm, .ppsx, .ppsm, and .odp

  2. You cannot open, edit, or save Zoho format files (Writer, Sheet, or Show) via the WorkDrive for Microsoft Office add-on.

Save MS Office files (from desktop) to Zoho WorkDrive (web)

1. Open an MS Office file from your computer.
2. Click the ZOHO WORKDRIVE menu on the top.



3. Click Save to WorkDrive from the File menu.

A new window will open.



4. Open your My Folders or a Team Folder in the left pane.
5. Open a sub-folder, if needed, and click SAVE.

You can also create a new folder to save the file.

Only the Team Folders where you have permission to add files (editor role or above) will be listed.
Folders shared with you by your team members will not be listed.

6. Similarly, click Save to WorkDrive on the File menu to save all further changes on the file to WorkDrive.

Alternatively, you can press Ctl+S in your keyboard to save the changes to WorkDrive.

7. Click Check Out in the File menu to prevent other team members from uploading new versions to the file via the add-on or from the web app.

You can click Check In to let other team members upload new versions of the file.

Once you close the file in your system, by default, other members will be able to edit the file (i.e. upload new versions to the file).

  1. If file extension is not given while saving the files to Zoho WorkDrive, the files will be saved in MS Office native file formats, i.e., .docx, .pptx, or .xlsx.

    Check all the supported file formats above.


  2. If the new file you save matches an existing file in the web, you can either overwrite the file on the web app with the content on the local file as a new version, or keep it as a separate file.

    In general, if you select "update existing", the file will be uploaded as a top version over the already existing file. However, if you don't have the edit permission on the already existing file, you can't upload a new version to it. In that case, you can only keep your file as separate.

Open and edit MS Office files from Zoho WorkDrive (web) via the Office add-on (from desktop)

1. Open MS Office Word, Excel, or PowerPoint.
2. Click Open Other Documents in the bottom-left pane.

The Open window will open.

3. Click Zoho WorkDrive.
4. Click Open.

The Open from Zoho WorkDrive window will open.



5. Select a team if you are in the enterprise edition of WorkDrive.

Check the details of all editions of WorkDrive here.

6. Open your My Folders or a Team Folder in the left pane.

  1. Only the Team Folders where you have the permission to edit files (editor role or above) will be listed.
  2. Files and folders shared with you by your team members will not be listed.

7. Open a sub-folder, if needed.
8. Select a file, then click OPEN.
9. After you make changes to the file, press Ctrl+S or click Save to WorkDrive.

  1. You can only select one file at a time in WorkDrive to open via the add-on.

  2. When a user opens a WorkDrive file via the add-on, the top version of the file will automatically be locked (checked out) in the web restricting all other team users from editing the same file. Once you close the file, it will be checked in on the web to allow other users to edit.

  3. When a user has checked out a file (on the web), other users cannot save changes to the file via the MS Office add-on (in the system) until the file is checked back in again.

  4. Whenever you try to save changes to WorkDrive web via the add-on, the file version will be checked against the web, and if a newer version is available on the web, you will get an option to replace your version with the web version, or upload your version as a top version.

Other actions you can do using the add-on

Save as new files

1. Click Save as new.

The Save to Zoho WorkDrive window will open.

2. Open your My Folders or a Team Folder in the left pane.
3. Open a sub-folder, if needed.
4. Enter a different file name, if needed.
5. Click SAVE.

Rename files

1. Click Rename.
2. Enter a new name to the file, then click Rename.

Only MS Office files (.docx, .pptx, and .xlsx) in WorkDrive will be visible via the add-on. You will only be able to perform these actions: open, edit, rename, and save.

Change account
 
1. Click the Zoho WorkDrive menu on the top.
2. Click Settings.

A new window will open. By default, the Accounts menu will be displayed.

3. Under Member Details, click Log out.
4. Click Log in and and enter the account credentials of a different user.

Troubleshooting

Send logs

If you have any trouble using the add-on, you can report your issue from within the add-on by sending logs.

To send logs:

1. Click the Zoho WorkDrive menu on the top.
2. Click Settings.

A new window will open. By default, the Accounts menu will be displayed.

3. Click the Troubleshoot menu.



4. Choose a logging level.

By default, the INFO logging level will be set. This level will record your activities in the add-on on a basic level.

If you want to record logs in details, you can set the logging level to DEBUG.

5. Click Report Issue.

A new Report Issue window will open. Date and time will be captured automatically on the top.

6. Describe the issue in the given space.

The location of the file will be provided under Upload Files.

7. Click Add more files to upload more files, if needed.
8. Click Send.

You can only report your issue from within the add-on if you are signed in to the add-on. Otherwise, you can write an email to our support team @ support@zohoworkdrive.com.

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