This article explains how to view and edit documents in Workspace. You will learn how to preview and edit files in real time. There are two available methods of editing:
- Team Edit for working with others simultaneously
- Exclusive Edit for when you need to work on a document alone
Previewing Files
Workspace features an inline document viewer, which supports the following file types:
| Category | File Type |
|---|---|
| Documents | .doc, .docx, .pdf, .odt, .ods, .odp, .ppt, .pptx, .txt, .rtf, .vsd, .vsdx, .csv, .epub, mobi |
| Images | .png, .jpg, .jpeg, .gif, .bmp |
| Audio | .mp3, .ogg, .wav |
| Video | .webm, .mpeg, .mp4, .ogv |
Files in a zone can be previewed by clicking on a file name or by selecting Preview from the file options menu. The viewer will open in a new tab.
Editing and Collaborating on Files
The following two edit modes are available in Workspace:
- Team Edit enables inline collaboration with other users and includes real-time updating and tracking changes. You can view who is online in real time and receive notifications of all team changes.
- Exclusive Edit prevents multiple users from editing at the same time, so when one person starts editing a document exclusively, other collaborators are locked out or only permitted to view. Some default zone roles do not allow exclusive editing of a document.
Online Document Editing
When you open a document for editing, the following document editors are available:
- Workspace Online Editor: The feature-rich document editor included with all Workspace subscriptions
- Microsoft Office Online: Browser-based versions of the Microsoft Office apps: Word, Excel, and PowerPoint. A valid Office 365 for Business subscription is required to use Office Online.
Note: Your Workspace may have a pre-defined editor. If this is the case, you will not see the options and will instead be taken straight to the document editing screen.
To edit a file online, follow the steps below:
- Select the file you want to edit.
- Choose the editor you wish to use and select the Remember my selection check box if you want to use the same editor in future editing sessions.
- Select the View button.
Both editors allow you to work on documents in real time, alone or as a team, as you would on a desktop application. When a document is in the process of being edited, the Editing icon will be displayed next to the file name. Other users will not be able to edit or use the file options whilst it is being edited. However, if the current editor is in Team Edit mode, they will be able to edit simultaneously.