Collaborative editing

• Each user gets assigned a color. The cursor of each user will be shown in the assigned color. Note: you will see your cursor as black, blinking cursor, although others will see you with a different color.

• You can jump to the cursor of a user by clicking on the name (or avatar) of the user. It is possible to follow the editor.

• %productName notifies you with a small notification in the footer when a new user enters or when a user leaves.

%productName user interface

%productName uses modern browser resources to adapt the user interface to the size of the viewing area, including small screens found in mobile devices. The interface is composed of:

The document area: The application area shows the document contents, either spreadsheets, presentations or text documents.

The menu bar: The main menu is placed on the top and includes many options, commands for printing, editing, viewing and other advanced commands. You can hide the menu bar clicking on the icon on the far right. Click on the icon to show the menu.

Context menus: On clicking with the right mouse button, a menu appears with commands associated with the underlying object.

The toolbar: The toolbar contains the most used options for daily editing. Toolbar buttons are dynamic, meaning that their state (on or off) depends on different factors.

The status bar: The status bar is shown in the bottom, and contains several useful options and features.

The search bar: Searching starts automatically when content is inserted in the search box, and the document window automatically moves to the first occurrence found. Searching is not case-sensitive. There are three buttons right next to the search box:

• Search backwards

• Search forward

• Cancel the search (appears only when a text has been searched)

The zoom bar: At the right of the status bar, there is a set of buttons that allow you to zoom to 100%, zoom out and zoom in. The zoom applies to the document area, the user interface is not affected. The current level of zoom is shown in this area.

Text, charts, shapes and svg images will stay sharp, when zooming in, you will only see pixels appear at inserted images, such as jpg’s or png’s.

Using the browser zoom affects the document and user interface areas.

The information bar: At the right of the search bar, a set of information on the document is displayed. The actual information depends on the nature of the document.

Opening, closing, saving, printing and downloading documents

Your documents are stored and managed in the cloud storage that is integrated with %productName.

To download a document download it from the %productName application’s File menu. The download formats available depends on the application. All applications exports documents in PDF format.

To open document, click on the file to open the %productName module associated to the document format.

Documents in %productName save automatically, but if you are concerned that a document is synchronized as quickly as possible you can also force saving using the File menu’s Save entry.

Depending on the capabilities of your browser the print window may appear or a “Download PDF export?” popup shows. You can print this PDF in your favorite PDF reader.

When closing a document, it is automatically saved if it has been changed.

Editing documents

Document editing should be familiar to everyone that has used an office application before, but here are some distinctive features:

Copy and Paste

Rich content copy/cut and paste is supported, not only within a given document, but also across documents on the same or different %productName. For these internal uses, users can copy/cut content, including images and mixed content, on PC by using the keyboard shortcuts directly (Ctrl + X, Ctrl + C, Ctrl + V). For security reasons it is necessary to use Ctrl + V to paste on PC, but context menus can be used for cut and copy. On Android or iOS selecting text by double tapping, and using a long-tap to access copy/cut/paste via the context menu is required.

To copy larger pieces of content to other applications on your device, users need to press the Start download button, and then re-copy this to their clipboard in order to make it available to the target application to read. This is possible via a tiny widget that pops up in the bottom-right corner, and is only necessary to export the content for pasting in external applications. This step also converts complex object types into static images.

Document repair

When multiple people edit the same document concurrently, it is possible for their changes to conflict and this can cause some confusion. The Document Repair function allows users to undo other editor’s changes to the document to a previous state.

To jump back to the selected state, select it with the mouse and hit Jump to state.

This is particularly useful – say when a colleague inadvertently selected all text in the document with Ctrl + A and proceeded to type over it destroying it – while you were concurrently editing.

Inactive document

When %productName detects that there has not been any activity in the browser for a while, it puts the document in an “Inactive” state. The document is shown with a transparent gray overlay, with the message “Inactive document – please click to resume editing”.

To continue editing, click on the document and the layover and message disappear. Any changes that may have been made by other users – while collaboratively editing the document – are re-loaded.

Pasting

When you paste content copied from within the same document, the format and elements are maintained. If you copy from another document, in another tab or browser window, or from outside of the browser, the pasted content will preserve rich text.

You can paste as unformatted text with the keyboard shortcut: Ctrl + Alt + Shift + V

When you paste text from within the document, formatting will be respected. You can also paste objects, such as images, if they are copied from the document you are working in.

When you paste text from outside of the document (another browser window or a desktop application, it will be pasted as rich text.

When you have internal cut or copied content, you can paste this content using the context menu.

Advanced features

Adding charts

%productName supports inserting and visualization of charts in documents. To add a chart:

1. Select a table in text document, a range in a spreadsheet or a table in a presentation.

2. Choose Insert → Charts. Customize your chart on the sidebar:

   

3. If no table or range was selected, a prototype chart is displayed.

Chart editing: Double click the chart to select. Use context menus to add chart elements such as title, axis, and other. Choose Data Range and Chart Type to edit chart data and select chart type.

Chart formatting: The same context menu brings you to chart data table and chart type selection.

Data series formatting: Open the context menu and choose Format data series.

Handling images

%productName inserts images in the text document from your local computer or from your cloud storage. Inserted images are always embedded in the document.

Insert image: Clicking on the Insert image icon allows you to choose an image from the cloud storage's folders and shares.

Insert local image: opens the browser file picker to upload the image from your local computer and insert it into the document.

Images can be resized, rotated and anchored. Text can be wrapped around the image. Select the image and open the context menu. Use the images handles to resize the image with the mouse.

Comments in documents

Insert comments in %productName in places that need special reader attention. Comments are displayed on the right and carry the name and date of the issuer.

Click on the submenu () icon to reply, move and delete comments.

Spellchecking

%productName can check spelling in text documents, spreadsheets and presentations. A red wavy underline indicates misspelled words. Click on the right mouse button to open a context menu with suggested misspelling corrections.

To systematically spell-check the whole document use the Tools menu’s Spelling option.

Frequently Asked Questions

What are the documents file formats supported by %productName?

%productName supports both reading and writing for the following file formats:

• Text documents: Microsoft formats DOC, DOCX, RTF. OpenDocument Format ODT

• Spreadsheets: Microsoft formats XLS, XLSX, OpenDocument Format ODS

• Presentations: Microsoft formats PPT, PPTX, OpenDocument Format ODP

In addition it can provide viewing for Visio, Keynote, Numbers, and Pages formats.

How do I save a document with another name?

1. Hover the mouse on the document name in the menu bar.

2. Type the new file name in the text box and press Enter.

A copy of the document is saved with the new name in the same folder.

How can I quit %productName without saving my edits?

%productName saves the document in the background regularly, you can't just close without saving it. To abandon your changes, you must either undo them, or use the Revision History in the File menu.

Can %productName open a password-protected document?

Yes. %productName opens password-protected documents, but it is necessary to supply the password in the “Enter password” prompt at load time.

How can I check spelling in my language?

Choose menu Tools → Languages and select the language for the whole document. Optionally you can set languages for the selected text and for the current paragraph.

How can I remove the red wavy lines in my document?

Choose menu Tools and uncheck Automatic Spell Checking.

What is the blue wavy underline in some words in the text?

Grammar errors in the text is marked with the blue wavy underline. Click on the underlined text with the right mouse button to open a menu with suggestions to correct the grammar error and the offended grammar rules. Select the right suggestion to change the text.

Is here a thesaurus?

Yes. Click in the word you want and choose Tools → Thesaurus. A dialog opens with many suggestions for replacements.

What are the blue ¶ symbol and how can I remove from my text document?

The ¶ symbol is a formatting mark. It is used to help text alignment and editing and is not printed. To toggle it in the document display, choose menu View → Formatting mark.