Documents
From help.officedesktop.com
| Documents: Store, access, and share documents online.
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Contents |
Advanced Download
Description: The Advanced Download feature allows you to download multiple files stored in more than one Personal and Public Folders at once. You must also have permissions to any Shared or Public Folders from which you are downloading files.
Directions:
- Select Advanced Download from the Actions button on the Command Row.
- Check the Personal and Public folders that contain the files you wish to download. The total contents of the folders appear in the Select files box.
- Highlight the files you wish to download.
- Click OK.
- Click Download.
- Select the destination where you want your files downloaded.
- Click Download.
Advanced Search
Description: Advanced Searches allows you to define specific criteria and/or exceptions within a search. You can search by any and all criteria and/or exceptions.
Directions:
- Click the Search icon. Alternatively, you can click Tools and select Search.
- Select Advanced Search icon in the top right hand corner (gray triangle).
- Click the Folder icon to select the folder or subfolder you want to search.
- Define the criteria and/or exceptions and click Add. You will see that the rules appear in the box.
- Click Search.
- To clear or edit the search criteria and/or exceptions, click Clear or Edit.
Check In
Description: When a document is opened by a user, a lock is placed on the file that prevents it from being modified by another user under it name until it is closed. The Check In feature removes the lock on previously open files so that other users can access them after you have modified them.
Directions:
- You can find all checked out documents at Views under Checked Out or in the folders.
- Highlight the file you wish to check in. The file is marked with an exclamation mark inside a red circle.
- Select Check In on the Command Row.
- Select Yes from the pop up window. The exclamation mark disappears.
When you close out of a session, all files that were checked out will be automatically checked in.
Copy
Description: The Copy feature allows you to make a copy of a file within the same folder. This allows you to work with a file while preserving the original.
Directions:
- Highlight the file(s) you wish to copy.
- Select Copy from the Actions button on the Command Row.
- Click OK to confirm. The copy(s) are designated by the words Copy Of before the title.
Copy To
Description: The Copy To feature allows you to make a copy of a file in a new folder. This allows you to work with a file while preserving the original.
Directions:
- Highlight the file(s) you wish to copy.
- Select Copy To from the Actions button on the Command Row.
- Select the destination folder in which to place the copy of the selected file(s).
- Click Copy to complete.
You cannot copy a file to a folder that already contains a file with the same name.
Delete
Description: The Delete function allows you to remove files from folders. You must have Delete permission to delete a message from a Shared or Public Folder.
Directions:
- Select one or more files.
- Click on the Delete button on the Command Row at the top.
You can restore a file(s) deleted from Personal Folders from the Deleted folder. If you need to restore a file(s) deleted from Public Folders, please contact your Administrator.
To permanently delete a file, access the Deleted folder, select one or more files and click the Delete button from the Command Row.
Display Settings
Description: Display Settings define the fields, their placement, and their order to be displayed within the system-defined field Standard, and Search Results.
Directions:
- Click the Display icon.
- Select Settings.
- Select the list you wish to modify from the drop-down list.
- To move a field, highlight it and use the up and down arrows at the bottom to change the placement of the fields.
- To change the sort order, click Sorting.
- Choose up to three fields to sort by, and whether you want them displayed in ascending or descending order.
- To restore to the system defaults for Fields and Sorting, click Reset.
- When finished, click Save and Exit.
- Display setting is not applicable for Name look.
Retention
Description: You can set the system so it will permanently delete files and folders that have been previously deleted.
Directions:
- Click the Tools icon.
- Select Documents Retention.
- Use the drop-down list to choose the length of time to retain previously deleted files and folders.
- Click Save and Exit.
If your corporate policy specifies a deletion timeframe less than your personal retention policy, the Documents will be deleted based on the corporate policy.
Views
Description: A Document View is a virtual folder which organizes and displays files according to user-defined criteria/exceptions. Views are independent of folders and are similar to a Search Result.
System Views are pre-defined methods of organizing folders. Personal Views are created by you.
To hide the Views directory in the main Documents section, click the upward arrow on the Views header.
Directions:
- Click the square on the Views header. Alternatively, you can click the Tools icon and select Views.
- Click New.
- Type in the name of your view.
- Define the criteria and/or exceptions.
- Specify whether the view should match all or any of your criteria or exceptions
- Click Save and Exit. You will see that the rules appear in the box.
- Use the arrows to arrange the order in which you want the Views to appear.
- You can also Edit, Copy, Rename, or Delete existing views from this screen.
- Click Save and Exit. The new view is displayed under Personal Views.
Download
Description: Use the Download button on the Command Row to pull copies of files off the workspace and save it to your computer or local network.
Directions:
- Highlight the file you wish to download.
- Click the Download button on the Command Row.
- Click the radio button to determine whether you want to open the file or save it to your hard drive.
- If you choose to open the file, select the appropriate program from the drop-down list.
- Click OK.
If you do not have Sun JVM loaded on your computer, you can only download one file at a time. You can download files only from Shared and Public folders to which you have permission.
Send
Description: You can attach a file to a new email directly from the Documents window.
Directions:
- Highlight the file you want to send as an attachment via email.
- Click Send from the Command Row.
File Type List
Description: The File Type List is used to define file extensions so that you can create Searches and Views based on File Types. For example, if you are looking to gather all drafts of PowerPoint presentations pertaining to an upcoming meeting, you will need to define the .PPT extension for PowerPoint within the system before you can begin the search.
Directions:
- Click the Tools icon.
- Select File Type List.
- Enter the file extension and the File Type.
- Click Add.
- To delete a file type, highlight the extension and click Delete.
- To restore to the defaults, click Reset.
- When finished, click Save and Exit.
Folders
Description: You can add Personal (also Public Folders if you have Administrator priviliges) to organize your files based on whatever projects or accounts you’re working on. You can move or copy files to folders.
You can store files that only you can access in Personal Folders. However, you can grant read, edit, create, and delete rights for specific users to your Personal Folders. Users and profiles with permissions can access files stored within Public Folders.
Directions:
- Click the square on the Folders header. Alternatively, you can click the Tools icon and select Folders.
- From the Folders pop-up window, click New.
- Select the desired location of the new folder. It can be a Personal and Public folder or subfolder.
- Type in the name of your folder.
- You can also Copy, Move, Rename or Delete folders from this window.
- To assign read, edit, create, and delete rights to a Personal Folder, click Permissions.
- Click Save and Exit.
- Click Close.
Folder Permissions
Description: You can give permissions to your personal folders to other system users. There are four levels of permissions that can be granted: Read Only, Read/Create, Read/Create/Edit, and Read/Create/Edit/Delete. You can use this if you have a boss or an assistant who requires access to your Calendar.
Directions:
- Click the Tools icon and select Folders. Alternatively, click the square to the right of the Folder header. The Folders pop-up window appears.
- Highlight the appropriate folder.
- Click the Permissions link.
- Select users, groups, teamspaces, locations and departments that you want to give permissions to and click the Right arrow.
- To assign the permittee(s) permissions, highlight the permittee(s) name and select the appropriate permissions from the permission dropdown.
- To define the Permissions for new permittees, click the Specify link.
- Click OK.
Move To
Description: You can move files from one folder to another. This feature allows you to better organize your files.
Directions:
- Highlight one or more files.
- Select Move To from the Actions button on the Command Row. Alternatively, you can drag your highlighted file(s) to the destination folder.
- From the pop-up with the Folder directory, select the destination folder to which you want to move the file(s).
- Click Move at the bottom of the pop-up. You must have at least Create permission in the destination folder.
If you have the appropriate permissions you can also move files to and from both Personal and Public Folders. Moving a Document to the Deleted folder is the same as deleting a Document.
Search
Description: Searches are performed to locate files based on user-defined keywords.
Directions:
- Click the Search icon. The Quick Document Search box appears. Alternatively, you can click Tools and select Document Search.
- Click the Folder icon to select the folder or subfolder you want to search.
- Enter the keyword(s).
- Click Search.
For an Advanced Search, click the icon in the top right corner. See Advanced Search for more details.
Open With
Description: The Open With button on the Command Row allows you to select the application with which to open your file. For example, you can open a JPG file with any one of several photo editing programs you may have on your computer.
Directions:
- Highlight the file you wish to open.
- Click the Open With button on the Command Row.
- Choose the program you want to use to open this file.
- Click OK.
When a file is open, an exclamation mark inside a red circle appears within the icon to denote that it has been checked out. A file that is checked out can only be opened in read-only format, and cannot be modified until it is checked back in. See Check In fro more details.
Description: Sends a hard copy of a file to the printer.
Directions:
- Highlight specific file(s)
- Click Print
- From the pop-up window, select Click to Print.
- From the Print Dialog box, select the printer from the drop-down menu and click Print.
Rename
Description: This allows you to rename files to reflect changes. For example, if you made a copy of a Word file so that you could make revisions, the Rename feature allows you to put the current date on the file.
Directions:
- Highlight the file you wish to rename.
- Select Rename from the Actions button on the Command Row.
- Type the new name.
Restore
Description: A Document that has been accidentally deleted from a Personal Folder can be restored. Directions:
- Select the Deleted folder from the list on the left.
- Highlight the Document you want to restore.
- Click the Restore button on the Command Row. The Document is moved into the original folder.
Documents can only be restored if they have been deleted from Personal Folders.
Select All
Description: The Select All feature allows you to select every file and subfolder within a folder. This is used to copy, move, delete, or download multiple files to another location.
Directions:
- Select the appropriate folder.
- Click Select All from the Actions button on the Command Row.
Up Button
Description: The Up button on the Command Row allows you to move up one level of a folder from within a subfolder in a directory tree in the Document window. The Up button does not appear when in the root directory.
Directions:
- From within a subfolder, click Up from the Command Row.
Upload
Description: The Upload button on the Command Row allows you to upload files to the workspace.
Directions:
- Click the Upload button on the Command Row.
- Click Browse to locate the file(s) you wish to upload.
- Select the Personal or Public folder to which you want the file to be uploaded.
- Click Upload.
Zip
Description: The Zip feature allows you to combine and compress files them into a single file and move them to another folder. This is also useful if you wish to email a file that exceeds a corporate policy for size of attachments.
Directions:
- Highlight the file(s) you wish to zip.
- Select Zip from the Actions button on the Command Row.
- Enter the name of the new file in the Name field.
- To move the zip file to another folder, click the link and select the appropriate folder.
- Click Add to Zip.
To unzip the files contained in the archive, use a utility like WinZip.
