Creating and Editing Documents and Media Files with Office 365™

You can use Office 365™ to create and edit text documents, spreadsheets, or presentations for storage in the Documents and Media library. When you finish your Office 365™ editing session, you must check in the document to save the changes in the Documents and Media Library.

Here, you’ll learn how to do these things:

Authentication

The first time you create or edit a Documents and Media file via Office 365™, you must authenticate with your Microsoft account. This links OneDrive™ to your Liferay DXP account, so you only need to do this once. You can unlink your account at any time by navigating to User Menu → Account SettingsGeneralApps, and clicking Revoke next to OneDrive™.

Figure 1: You can unlink your account from the portal.

Figure 1: You can unlink your account from the portal.

Creating Files

Follow these steps to create a new Documents and Media file via Office 365™:

  1. Open the Menu (Product Menu), click your Site’s name, and navigate to Content & DataDocuments and Media.

  2. Click the Add icon (Add) and select the type of Office 365™ document to add to the Document Library:

    • Word™
    • Excel™
    • PowerPoint™

    When you select one of these options, a new window opens for you to enter the document’s name.

    Figure 2: Select the type of document you want to create.

    Figure 2: Select the type of document you want to create.

  3. Enter the document’s name in the Title field, and click Save. When you click Save, Liferay DXP creates a temporary Documents and Media file and links it to the new Office 365™ file. Your browser then opens a new window with that Office 365™ file so you can create its content.

    Figure 3: Give the document a name.

    Figure 3: Give the document a name.

  4. Use the Office 365™ editor to create your document’s content.

  5. Save or discard your changes to Liferay DXP:

    Check in: Saves the Office 365™ file to Documents and Media, then deletes the file from Office 365™. The saved file’s format depends on the document type you selected in step two above.

    • Word: Microsoft Word™ (.docx)
    • PowerPoint: Microsoft PowerPoint™ (.pptx)
    • Excel: Microsoft Excel™ (.xlsx)

    Cancel Checkout: Deletes the Office 365™ file, discarding any changes.

Editing Files

You can use Office 365™ to edit the following types of Documents and Media files:

  • Text files (.doc, .docx, .docm, .dot, .dotx, .dotm, .html, .txt, .rtf, .odt)
  • Presentation files (.ppt, .pptx, .pptm, .pps, .ppsx, .ppsm, .pot, .potx, .potm)
  • Spreadsheet files (.xls, .xlsx, .xlsm, .xlt, .xltx, .xltm, .ods, .csv, .tsv, .txt, .tab)

Follow these steps to edit a Documents and Media file in Office 365™:

  1. Navigate to the file in the Documents and Media Library.

  2. Click the file’s Actions icon (Actions) and select Edit in Office 365. This automatically checks out the file, transfers its content to a new Office 365™ file, and redirects you to that file Office 365™.

  3. Edit the file in Office 365™. The editing process is exactly the same as described above for creating files.

    Figure 4: Select Edit in Office 365 from the files Actions menu.

    Figure 4: Select *Edit in Office 365* from the file's Actions menu.

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