21 Working with Microsoft Office and Explorer Integration

21.3.3.1 Displaying or Hiding the Task Pane Manually

To display or hide the Microsoft Office task pane manually:

In Microsoft Office 2003:

• From the Tools menu, select Shared Workspace to toggle between displaying and hiding the task pane.

In Microsoft Office 2007:

1. Click the Office Button (Figure 21-9) in the top left corner of the Microsoft Office application.

   Figure 21-9 Office Button in Microsoft Office

   
   

2. From the Server menu, select Document Management Information to toggle between displaying and hiding the Document Management task pane (Figure 21-10).

   Figure 21-10 Microsoft Office 2007 Document Management Task Pane

   
   Description of ''Figure 21-10 Microsoft Office 2007 Document Management Task Pane''
   
   

21.3.3.2 Displaying or Hiding the Task Pane By Default

To display or hide the Microsoft Office task pane automatically by default every time you open a Microsoft Word, Excel, or PowerPoint file:

In Microsoft Office 2003:

1. From the Tools menu, select Options.

2. In the Options dialog, on the General tab, click Service Options.

3. In the Shared Workspace category, select or deselect the check box The document is part of a workspace or SharePoint site to respectively display or hide the task pane by default.

In Microsoft Office 2007:

1. At the bottom of the Microsoft Office task pane, click Options (Figure 21-11).

   Figure 21-11 Options Link in Task Pane (Microsoft Office 2007)

   
   

2. In the Service Options dialog, select or deselect the check box The document is part of a workspace or SharePoint site to respectively display or hide the task pane by default.

21.3.4.1 Adding a File

Using the Microsoft Office shared document management functionality, you can add a new file to the Content Server repository, exposing the file in a portal, as described in the following sections:

• Section 21.3.4.1.1, "Saving a File As a New File in a Portal" (Microsoft Word, Excel, or PowerPoint file only)

• Section 21.3.4.1.2, "Adding a New File Using the Task Pane" (files of any type)

21.3.4.2 Adding a New Folder

Using the Microsoft Office shared document management functionality, you can add a new folder to the Content Server repository, exposing the folder in a portal.

To add a new folder to a portal using the Microsoft Office task pane:

1. Open a Microsoft Word, Excel, or PowerPoint file in the portal to use the Microsoft Office shared document management functionality (see Section 21.3.2, "Opening and Editing a File").

2. At the bottom of the Documents section of the task pane, click Add new folder (Figure 21-16).

   Figure 21-16 Task Pane Documents Section: Adding a New Folder

   
   

   The Add New Folder dialog opens (Figure 21-17).

   Figure 21-17 Add New Folder Dialog

   
   Description of ''Figure 21-17 Add New Folder Dialog''
   
   

3. Enter a name for the new folder, then click OK.

   Note:

   The rules for folder names follow the Windows Explorer standards.

   The new folder displays at the top of the document list in the Documents section of the Microsoft Office task pane. When you refresh the Documents page of the portal in WebCenter Portal, the folder appears in the folder list in alphabetical order.

21.3.4.3 Checking a File Out

When you open a Microsoft Office file in a portal using the Microsoft Office shared document management functionality, the file is automatically checked out from the Content Server repository. If you have been granted the appropriate permissions, you can open and check a file out in two environments:

• From WebCenter Portal. Open a file in-place (see Section 21.3.2, "Opening and Editing a File") to automatically check out the file.

• (Microsoft Office 2003 and 2007) From the Microsoft Office task pane. In the Documents section of the task pane, click a file name to automatically check out the file and open it in its default Microsoft Office application.

21.3.4.4 Checking a File In

When you open a file using the Microsoft Office shared document management functionality, you can check it back in to the repository, whether or not you have made changes to it.

To check a file in:

1. In the Status section of the Microsoft Office task pane, click Check in (Figure 21-20).

   Figure 21-20 Status Section in MS Office 7: Checking In a File

   
   Description of ''Figure 21-20 Status Section in MS Office 7: Checking In a File''
   
   

   Notes:

   • If the Check in link does not display, click the icon for any other section, then return to the Status section to refresh the pane.

   • In Microsoft Office 2003, you can also find Check in in the Document Information section of the task pane.

2. In Microsoft Office 2003. In the Check In Comments dialog (Figure 21-21), optionally enter comments about the changes made to the file since it was last checked out.

   Figure 21-21 Check In Comments Dialog (Microsoft Office 2003)

   
   Description of ''Figure 21-21 Check In Comments Dialog (Microsoft Office 2003)''
   
   

   In Microsoft Office 2007. In the Check In dialog (Figure 21-22), optionally enter comments about the changes made to the file since it was last checked out, and select the state in which to leave the file:

   Figure 21-22 Check In Dialog (Microsoft Office 2007 and 2010)

   
   Description of ''Figure 21-22 Check In Dialog (Microsoft Office 2007 and 2010)''
   
   

   • Select the check box to keep the file checked out after checking in the current version. This allows you to refresh the version of the file available to other users, yet still retain the checked out status to make further changes.

   • Deselect the check box to check the file in and cancel the checked out status. To check the file out again, see Section 21.3.4.3.1, "Checking the Currently Open File Out Again After Checking It In."

3. Click OK.

   If the file was modified since its prior version, it is automatically saved and checked in to WebCenter Portal as a new version. If check in comments were entered in the Check In dialog, a new file revision is created with the new comments, which display as the file description in WebCenter Portal.

4. After checking a file in, the file remains displayed in Microsoft Office until you close it (see Section 21.3.5, "Closing a File"). If you wish to make further changes to the file, see Section 21.3.4.3.1, "Checking the Currently Open File Out Again After Checking It In."

5. When you have finished making changes and checking in the file, close the Microsoft Office application (see Section 21.3.5, "Closing a File").

21.3.4.5 Managing the Currently Open File

To manage the currently open file using the Microsoft Office task pane:

1. In the Documents section of the task pane, click the drop-down menu icon to the right of the file name (Figure 21-23).

   Figure 21-23 Task Pane Documents Section: Current File Menu

   
   Description of ''Figure 21-23 Task Pane Documents Section: Current File Menu''
   
   

2. Select an available action, as described in Table 21-4:

   Table 21-4 Drop-Down Menu Actions for Currently Open File

   Menu Action	Description
   Open in Microsoft Office Application	Not applicable.
   Delete	Not supported. To delete a file in a portal, you must use the WebCenter Portal application (see Section 19.12, "Deleting Folders and Files") or Windows Explorer (see Section 21.4, "Working with Microsoft Windows Explorer Integration").
   Alert Me About This Document	Not supported.
   Check Status	Displays the Status section of the task pane.
   Document Updates	Not supported.
   Save Updatable Copy	Not supported.
   Create Document Workspace	Not supported.
   Publish Back to Source Location	Not supported.

   
   

21.3.4.6 Managing Other Files in the Current Portal

To manage a file other than the currently open file in the current portal using the Microsoft Office task pane:

1. In the Documents section of the task pane, navigate to the file.

   Note:

   Navigating upward in the folder hierarchy from the current document is not supported; you can drill down and then back up to the current level.

2. To open the file, click its name.

   Depending on the file type, the file opens as described in Section 21.3.2, "Opening and Editing a File" for Microsoft Word, Excel, and PowerPoint files, or Section 19.6.2, "Opening a File" for other file types (such as HTML files or images).

   Note:

   If you have OpenOffice installed, an error may occur when attempting to open a file from the task pane. To resolve the error, uninstall OpenOffice.

3. To perform other actions, click the drop-down menu icon to the right of a file name (Figure 21-24):

   Figure 21-24 Task Pane Documents Section: Other Files Menu

   
   Description of ''Figure 21-24 Task Pane Documents Section: Other Files Menu''
   
   

4. Select an available action, as described in Table 21-5:

   Table 21-5 Drop-Down Menu Actions for Other Files

   Menu Action	Description
   Open in Microsoft Office Application	Attempts to check out the file: if checked out by another user, it opens read-only; if not checked out, the file opens in its Microsoft Office application for editing. For more information, see Section 21.3.2, "Opening and Editing a File."
   Delete	Not supported. To delete a file in a portal, you must use the WebCenter Portal application (see Section 19.12, "Deleting Folders and Files") or Windows Explorer (see Section 21.4, "Working with Microsoft Windows Explorer Integration").
   Alert Me About This Document	Not supported.

   
   

21.3.4.7 Managing Folders

To manage a folder under the current folder using the Microsoft Office task pane:

1. In the Documents section of the task pane, navigate to the folder.

   Note:

   Navigating upward in the folder hierarchy from the current document is not supported; you can drill down and then back up to the current level.

2. To open the folder, click its name.

3. To perform other actions, click the drop-down menu icon to the right of the folder name (Figure 21-25):

   Figure 21-25 Task Pane Documents Section: Folder Menu

   
   Description of ''Figure 21-25 Task Pane Documents Section: Folder Menu''
   
   

4. Select an available action, as described in Table 21-6:

   Table 21-6 Drop-Down Menu Actions for a Folder

   Menu Action	Description
   View Contents	Refreshes the list of files with the contents of the folder only (same effect as clicking the folder name). Click the folder name to refresh to the original list.
   Delete	Not supported. To delete a folder in a portal, you must use the WebCenter Portal application (see Section 19.12, "Deleting Folders and Files") or Windows Explorer (see Section 21.4, "Working with Microsoft Windows Explorer Integration").

   
   

21.3.4.8 Viewing Link Targets

The Links section of the Microsoft Office task pane lists the links defined in WebCenter Portal that are associated with the currently open file (Figure 21-26). Files can have links to related documents, discussions, announcements, events, and notes; the Links section in the task pane shows the links to associated documents and notes.

Links are prefixed with the name of the service with which they are associated. For example, a link to another document is prefixed Document, a link to a note is prefixed URL.

Figure 21-26 Task Pane Links Section

Description of ''Figure 21-26 Task Pane Links Section''

To display the target of a link, simply click the link:

• Document links open in the same way as files in the Document section, namely Microsoft Word, Excel, and PowerPoint files open in Microsoft Office with a task pane, and other file types open in their default viewer or a browser.

• URL links open a browser window displaying the link target.

21.3.4.9 Viewing Document Information

In Microsoft Office 2003: The Document Information section of the Microsoft Office task pane shows the user who last modified the file and the modified date (Figure 21-27).

Figure 21-27 Task Pane Document Information Section (Microsoft Office 2003 Only)

Description of ''Figure 21-27 Task Pane Document Information Section (Microsoft Office 2003 Only)''

In Microsoft Office 2007. Information about the user who last modified the file and the modified date is shown in the Version History. See Section 21.3.4.10, "Working with File Version History."

21.3.4.10 Working with File Version History

Whenever you check in a file or upload a file into a folder that already contains a file of the same name, WebCenter Portal creates a new version of the file. When a file has multiple versions, it has a version history.

In Microsoft Office 2003: To view the version history of the currently open file using the Microsoft Office task pane:

1. In the Document Information section of the task pane, click Version history (Figure 21-28).

   Figure 21-28 Task Pane Document Information Section: Version History

   
   Description of ''Figure 21-28 Task Pane Document Information Section: Version History''
   
   

   The version history dialog for the file opens (Figure 21-29):

   Figure 21-29 Version History for Currently Open File in Microsoft Office 2003

   
   Description of ''Figure 21-29 Version History for Currently Open File in Microsoft Office 2003''
   
   

   In the version history dialog, select a file version, then select the desired action:

   • Open to open the selected file version read-only.

   • Restore is not supported.

   • Delete to delete the selected file version (inactive for the most recent version).

   • View Comments to display the comments entered for the selected file version (most useful when the comments are especially long).

2. To open the Documents page in the current portal, click Modify settings for document versions.

In Microsoft Office 2007: To view the version history of the currently open file:

1. Click the Office Button (Figure 21-30) in the top left corner of the Microsoft Office application.

   Figure 21-30 Office Button in Microsoft Office

   
   

2. From the Server menu, select View Version History.

   The version history dialog for the file opens (Figure 21-31):

   Figure 21-31 Version History for Currently Open File in Microsoft Office 2007

   
   Description of ''Figure 21-31 Version History for Currently Open File in Microsoft Office 2007''
   
   

3. In the version history dialog, select a file version, then select the desired action:

   • Open to open the selected file version read-only.

   • Compare to compare the selected file version with the currently open file.

   • Restore is not supported.

   • Delete to delete the selected file version (inactive for the most recent version).

4. To view the check in comments for a file version, click the link under Comments.

5. To open the Documents page in the portal, click the link next to Versions saved to.

In Microsoft Office 2010: To view the version history of the currently open file:

• From the File menu, select Info.

  The Info tab shows version history information on the Info tab in the Versions section. Refer to the Microsoft Office online help for more information.

21.3.4.11 Adding Members to a Portal

If you are granted the Moderator role or Manage Security and Configuration permissions in a portal, you can add new members to a portal using the Microsoft Office task pane. The currently open file must be a portal document.

To add members to a portal when the currently open file is a portal document:

1. In the Members section of the task pane, click Add new members.

   The Add New Members dialog opens (Figure 21-32).

   Figure 21-32 Add New Members Dialog

   
   Description of ''Figure 21-32 Add New Members Dialog''
   
   

2. Enter the login names or mail addresses of the users you want to add to the portal, separated by semicolons.

   Note:

   Users who are already members of the portal cannot be added again. The user names that you enter must have an associated mail address defined in WebCenter Portal.

3. From the site group drop-down list, select the role to be given to the listed users. The listed roles are those defined for the current portal. The permissions granted to each role are defined by the application specialist or portal moderator.

   Note:

   To define different roles to different users, limit the list of users to those who should be assigned the same role, finish this assignment, then click Add new members again to assign a different role to one or more different users.

4. Click Next.

5. Confirm or modify the member information, then click Finish.

6. In the Add New Members dialog (Figure 21-33), select or deselect the check box to send an invitation to the new members to join the portal, then click OK.

   Figure 21-33 Add New Members Dialog

   
   Description of ''Figure 21-33 Add New Members Dialog''
   
   

21.3.4.12 Sending a Message

From the Microsoft Office task pane, you can send a message to any user who has a mail address defined in WebCenter Portal:

• Section 21.3.4.12.1, "Sending a Message to the Current User"

• Section 21.3.4.12.2, "Sending a Message to Your Connections"

• Section 21.3.4.12.3, "Sending a Message to Members of a Portal"

21.3.5.1 Closing a File After Checking It In

After checking a file in, the file remains open in the Microsoft Office application until you close it.

To close a file after you have checked it in (see Section 21.3.4.4, "Checking a File In"):

• From the File menu, select Close.

21.3.5.2 Closing a File Before Checking It In

If you attempt to close a file or the Microsoft Office application before you have checked the file in, the Check In dialog provides the opportunity to check it in or cancel the check out and discard changes to the file. The selections in the Check In dialog are dependent on whether or not the file has been modified since the last time it was checked in:

• Section 21.3.5.2.1, "Closing an Unchanged File"

• Section 21.3.5.2.2, "Closing an Updated File"