Content Manager 25.1 Content Manager

# Open and Save through MS Office

NOTE: The options described here work in conjunction with the options set in File - Desktop Add-Ins and System Options Miscellaneous page.

Opening a file from an integrated application - Backstage View

Open a document, and click the File tab to see the Backstage view. The Microsoft Office Backstage view is the set of commands you use to do things to a document.

- Highlight the option Content Manager, the following options display:

- Open button - The Content Manager - Microsoft Office Integration dialogue will open, displaying a list of the user's recent records.

  - If the required record is listed, click on the record and then click Select.
  - If the required record is not listed, search for the record using the Search editor.

  NOTE: The default search filter is for document types with the type of the authoring application, for example, if you're opening a record from MS Word the filter will be for All Word Documents types. To select a different filter, click the drop-down list and select the types of documents to filter the search by.

  If a user attempts to open a record that has been made final or is checked out by another user using either the Open button on the Content Manager ribbon, or via the authoring application's File - Open - Content Manager - Browse or Tray options, a warning will be displayed and the document will be opened in Read-only mode.

  NOTE: Offline records files cannot be opened from the Office Integration.

  - Select a Content Manager record with an appropriate electronic document to open and click Select.The file appears in its authoring application.

List of Content Manager trays to search by:

- Documents Checked Out - will open using the Content Manager search. The starting point when searching is 'checkedOutBy'
- Recent Documents - will open using the Content Manager search. The starting point when searching is 'myDocuments’
- Favourite Records - will open using the Content Manager search. The starting point when searching is 'favourite'
- Records Work Tray - will open using the Content Manager search. The starting point when searching is ‘workTray’

Show all Trays - When selected ‘Show All Trays’ is replaced with a ‘Show Fewer Trays’ button below the added following trays.

- Records In - will open using the Content Manager search. The starting point when searching is ‘inTray’
- Records Due - will open using the Content Manager search. The starting point when searching is ‘dueTray’
- Records In or Due - will open using the Content Manager search. The starting point when searching is ‘dueOrInTray’

Show Fewer Trays - When selected the list will go back to displaying the minimum set.

Managing open documents

When Content Manager detects open documents that appear to be no longer in use, it attempts to manage them for you, for example, by displaying a reminder. For more information, see Managing open documents.

Saving a file from an integrated application - Backstage View

Inside an open document, click the File tab to see the Backstage view. The Microsoft Office Backstage view is the set of commands you use to do things to a document.

- Select Save As from the menu
- Highlight the option Content Manager, the following options display:

- Check In As button - creates a new Content Manager record and attaches the current document to it. When selected, the document will come back into focus and the Select from Record Types dialogue will display.

- Save as type - defaults to the Microsoft Office default. Using the drop-down button you can select the type to save the document as.

Saving from an integrated application

1. In the integrated application, from the Content Manager tab, click Check In. The Content Manager - Microsoft Office Integration dialogue will open, displaying the available Record Types.

   NOTE: If you want to save the document as a different file type to the default, click the drop-down list for the Check In option and select the required file type.

2. Select the required Record Type from the displayed list. If the required Record Type is not displayed, type the name of the Record Type in the Select Record Type field and then select it from the displayed list.

3. Complete the Record Entry form.

   NOTE: This form will look different depending on what Record Type you are creating. Depending on how the Content Manager administrator setup the Record Type there may be several sections that require completing.

4. Click Save.

   The document will be saved into Content Manager and will be displayed in the MS Office application.

NOTE: When a record is checked into Content Manager, the record is left Checked Out to you, which means no other Content Manager users can check this document out and edit it until you open it and check it in. To check a record into Content Manager so it can be used by other users, before checking the document in, select Check In on Close and then click Check In.

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Open and Save through MS Office