How to Edit Files in the Web Portal Using the Collaborative Web Editor

Overview

With the real-time Collaborative Web Editor, you can edit documents, spreadsheets, and presentations when working in the web portal, without needing to download a separate application or navigate away from the system. Additionally, the Collaborative Web Editor allows you to make these changes simultaneously with multiple coauthors, and lets you see each edit in real time.

Advanced functionality includes:

• Access a wide range of formatting tools to help you update fonts, paragraph formats, charts, tables, images, style types, and more
• Edit simultaneously with coauthors and view their changes in real time
• Send and receive instant chat messages
• Add, view, and manage changes and comments

Revisions

• Files automatically save ten seconds after the latest edit.
• For security purposes, an editing session will end after one hour of inactivity.
• Editing a file within the Collaborative Web Editor will generate a revision in x360Sync.

Anonymous Editing Permissions

When sharing a file, users can grant anonymous editing permissions on public share links. Anonymous editing permissions allow anyone with access to the share link to edit the file using the Collaborative Web Editor.

Notifications and File Locking

• In the Web Portal, a file that is being actively edited from within the Collaborative Web Editor will be marked with a Web Edit icon. Team Share subscribers will still be able to launch this file from the web portal using the Collaborative Web Editor.
• In the desktop client, a file that is being actively edited from within the Collaborative Web Editor will be automatically protected by the File and Folder Locking feature and marked with a lock icon. Team Share subscribers will not be able to edit this file using applications on their local machines.

Launching the Collaborative Web Editor

To use the Collaborative Web Editor:

1. If you are working from the desktop client, right-click a supported file, point to the context menu, and select Open in Web Editor.
2. Alternatively, if you are working in the web portal, navigate to a supported file, right-click the file, point to Open in and select Web Editor.The file opens in a new tab.
3. To configure advanced settings, click the File tab, and then click the Advanced Settings link.Use the Advanced Settings section to turn on and off features, such as commenting, spell check, auto-save, and so forth. You can also choose to view or disable real-time collaboration changes.
4. While still in the Files section of the tool, you can:
   1. Click Save to save the file.
   2. Click Save as to save the file with a new name. You will also be given the option to save the file to a new file format or a new location (within the same root folder).
   3. Click Share Link to generate a share link for a standard user or guest user. The recipient will be given privileges to co-edit the document using the Collaborative Web Editor.
   4. Click Download as to download the file to your local machine. You will be presented with the option to download the file in your preferred file format.
   5. Click Print to print the document using your preferred printing device.
   6. Click Help to view a comprehensive listing of all available functionality.

Inviting Coauthors to Collaborate

To collaborate on a single file in real time, you can create a share link from the web portal or your desktop client. You can also invite users to collaborate from within the Collaborative Web Editor.

1. Click the File tab and select Share Link.The Share Access dialog box displays.
2. You can create a public share link to allow anonymous users to edit the file:
   1. Select the Public Share URL radio button, and then click the Copy button to ensure that you capture the URL of the file.
   2. Select the Allow anonymous users to edit files checkbox to let anyone who launches the share link to edit the file using the Collaborative Web Editor.
   3. Click the Share button to save your settings. You will then be able to paste the share link in an email, chat, or other messaging device.
3. Alternatively, you can create a secure share link to require recipients to log in:
   1. Select the Secure Share radio button.
   2. In the Recipients field, enter the name of the coauthor. The name of this new user will display in the lower portion of the screen.
   3. Ensure the Can Modify checkbox is selected. The Can Modify permission allows this user to edit the file.
   4. Click the Share button to send the share invitation to the recipient(s).
4. To view a list of coauthors, click the View Users button. A pop-up window displays, showing a list of users who are actively editing the document.When these users make changes, their edits are visible immediately and are marked with a vertical bar.
5. Hover over the vertical bar to view editing details.

Chatting with Coauthors

When you are collaborating on a document in real time, you can use the Chat feature to communicate and share ideas with coauthors.

1. In the left-hand navigation bar, click the Chat button to reveal the chat window.
2. Enter your message in the Chat dialog box and click the Send button. A visual overlay displays over the recipient’s Chat button, indicating that a new message is available to view.

Editing with Coauthors

The Collaborative Web Editor allows you to edit using its Track Changes feature. You can also embed comments into files to aid in the collaboration process.

Note

If the file is later downloaded and opened on a local machine, these edits and comments will remain, and will display in all applications that support Track Changes and commenting (for example, Microsoft 365 products).

1. To turn on Track Changes, click the Track Changes button found at the bottom right-hand corner of the screen.All changes made by you and coauthors will display in bubbles, allowing other users to accept or reject these changes.
2. To add a comment, highlight the appropriate portion of the file, right-click the highlighted content, and then select Add Comment.A pop-up bubble displays, allowing you to type a comment.
3. To view all comments in the document, or to respond to an existing comment, click the Comments button in the left-hand navigation bar. You can use the toolbar to edit, delete, or mark a comment as resolved.