Editing Office documents.

Creating a new document

Office isn’t a separate area in the menu but part of your files. Through “New” you create a “Document”, “Spreadsheet”, “Presentation” or “Diagram”. Office saves them in the open file format (.odt, .ods, .odp, .odg), and the new file opens for editing in the browser straight away.

BusinessCloud first asks for the file name and suggests the name of the entry, for example “Document.odt”. If templates are available — your brand’s letterhead, for example — you then choose between “Blank” and a template.

1. 1In “Files”, open the folder the file should go in.
2. 2Click “New” and choose “Document”.
3. 3Enter a name under “Filename”, for example “Letter to the roaster”, and confirm.
4. 4If there are templates, choose “Blank” or a template and click “Create”.

Editing in the browser

Clicking an office file opens it for editing — including files from Word, Excel or PowerPoint (.docx, .xlsx, .pptx). The tools sit in tabs along the top, starting with “File”; that is where you save, print or download the document in another format, for example as a PDF.

You close the document at the top right. The latest state is then in your files, and saved states become versions — you bring back an earlier one through the versions.

1. 1In “Files”, click the document.
2. 2Edit it; you’ll find the tools in the tabs at the top.
3. 3Close the document at the top right when you are done.

Your brand’s letterhead

If you have set up a brand in BrandStudio ai, your letterhead with logo, colours and company details is ready as a template: “Letterhead.odt” in the “Templates” folder. When you create a new document, you pick it instead of “Blank”. When your brand changes, it follows; letters you have already written with it stay as they are. Everything else is under Letterhead for Office.

Your brand’s typefaces

Your brand’s typeface is available in Office’s font list — including a typeface you uploaded yourself in BrandStudio. That way a letter on your letterhead looks in the browser the way your brand intends.

After you change your brand, it takes a moment until the typeface is ready in Office. If a document was already open, close it and open it again.

1. 1Open a document and select the text.
2. 2Choose your brand’s typeface in the font field.

Your own templates

What you need again and again, you set up once as a template: a spreadsheet for the stocktake, a presentation for events. Every file in the “Templates” folder is offered whenever you create a new file of its kind — in the open format Office also uses for new files: .odt for a document, .ods for a spreadsheet, .odp for a presentation, .odg for a diagram. The template itself stays unchanged.

“New” doesn’t offer a file from Word, Excel or PowerPoint as a template. Open it in Office, download it in the open format under “File” and put that version into “Templates”.

If the folder doesn’t exist yet, the “New” menu has an entry “Create templates folder”. If you have a brand in BrandStudio, the folder is already there with your letterhead.

1. 1In “Files”, click “New”, choose “Create templates folder” and confirm the name “Templates” with “Create” — or open the “Templates” folder if it already exists.
2. 2Put a finished file in it, for example the spreadsheet “Stocktake template.ods”.
3. 3Next time you use “New” and “Spreadsheet”, it is offered as a choice.