NOTE: ndOffice 1.5+ requires a new version of the ActiveX to be installed with it. This new ActiveX will be the public default version after the 15.2 Update on April 30, 2015. Learn how to install the ActiveX.
The new ActiveX (2.1.3) will also work with the ndOffice 1.4.9 version, so if you cannot use the 1.5 version of ndOffice yet and you need to install the new ActiveX (2.1.3), then you will need to be running the 1.4.9 ndOffice. The new ActiveX will not work with versions prior to 1.4.9 of ndOffice. If you have to use a version of ndOffice that is older than 1.4.9, then you cannot use the new ActiveX.
Supported in Office 2010 and 2013 – Word, Excel, PowerPoint, Outlook – on Windows 7 and 8+
NOTE: The previous Office "Application Integrations" must be un-installed before ndOffice can be installed. Both programs cannot be installed together on the same machine, even if they are installed under different user profiles.
HOW DO I USE ndOFFICE?
Left & Right Panes
The left-hand navigation pane displays locations and containers in NetDocuments, while the right-hand pane will display workspace and folder contents, and search results.
These panes can be adjusted by dragging the divider to the left or right:
Additionally, the search box can also be adjusted:
Select how you wish to display items in the right pane:
In the Details view, you can adjust the columns in the right-hand pane by sliding the column heading to the left or right.
You have access to all content normally available to you when accessing NetDocuments Online, including workspaces, folders, and Saved Searches. The only exception in the short term is ShareSpaces which are not currently accessible. ndOffice dialogs operate just like standard Office dialogs. For example, when viewing any file location, you will only see Word documents when opening from Word and Excel documents when opening from Excel. You can sort the columns, change the list view, size the right and left panes, and search.
To open a document:
1. Select File > Open.
2. Navigate to the desired document using the Navigation Pane, or run a search.
3. Click the document to open it in the current application.
1. Click on or expand Home to view items on your Home Page.
2. Open a filing location (workspace, folder, etc.) in the left-hand navigation pane to access its contents.
3. Documents you have pinned to your Home Page will display in the right pane.
1. Click Recent Documents to view all items you have recently accessed.
2. Expand Recent Documents to see lists that will display the 40 most recently Opened, Edited, or Added documents.
1. Click Recent Locations to view the 10 most recent locations from which you have opened or to which you have saved items.
1. Select a cabinet in the left navigation pane for your search scope.
2. Select a search field next to the search box at the top right:
3. Enter keywords or phrases in the search box. Search results will display in the right-hand display pane.
1. Click to use more advanced search features.
2. Use any combination of fields to narrow your search:
3. Go to NetDocuments Online for more searching features, such as searching for deleted items, and email messages.
To access ndOffice Save functions, go to File > Save As in either Word, Excel, or PowerPoint.
You choose whether to browse to a filing location or ignore any specific location, even if a filing location was defaulted; OR profile only by changing the profile fields. You can also default the location to be the cabinet which will always require profiling, assuming the cabinet administration setting is set to not require “filing to a folder.”
At the top of the Open and Save dialogs there is an address bar, allowing the user to see the entire parent tree of the selected filing location, and allows clicking any parent level to go to that location.
The Save dialog will also show “Current Document” at the top of the Navigation tree below home. This represents your current document. If you uncheck "save as new version" you can easily re-profile your document or rename it.
Profile templates and security templates are accessible and encouraged for quick and easy profiling. Creating templates can only be done at ND online.
You can change the document’s file type by choosing from the drop down menu the options available in the Office application you are in. A popular option to this feature is the ability to save a document as a PDF. To do this, you must be saving as a new version or a new document.
NOTE: Office 2013 has the additional "backstage" dialog when opening or saving documents. This requires one extra click compared to Office 2010. You can bypass the backstage when using key commands by going to File > Options > Save and checking "Don't show the backstage when opening or saving files."
Create New Document
1. Open Word (or Excel or PowerPoint) and create your document.
2. Go to File > Save.
3. Select a NetDocuments location, or select a cabinet and complete the document’s profile instead of filing to a specific location. The filing location selected will display its inherited profiling information which will get applied to the new document.
4. Continue editing or close your document.
NOTE: Clicking Save (or Ctrl+S) as you edit your document it will commit your changes to the NetDocuments Service.
Save as a New Version
1. With your Word document open, select Save As.
2. By default, the Save as new version and Official version boxes will be checked.
3. Enter a description for the new version, then click OK.
4. Continue making edits, save, then close your document.
Save as a New Document (Copy)
1. With your Word document open, select File > Save As.
2. Uncheck the Save as new version option.
3. Select a new NetDocuments location.
4. Complete the profile, if applicable.
5. Continue editing or close your document.
Save as New Version of Existing Doc
1. Open a local document or an email attachment.
2. Go to File > Save As.
3. Select an existing document in NetDocuments.
4. Enter a description for the new version, then click OK.
5. Continue editing or close your document.
NOTE: Saving a DOCX file will display only other DOCX files in the right pane. Change the Save as type field to see other files of the same type.
You can open a specific version of a document by right-clicking on the document and selecting "Open version..."
You can also open the version dialog box by left-clicking the version column of a document.
ndOffice includes an add-in to perform Attach and File functions from within Outlook.
Use the Attach File button to attach a copy of one or more documents to an email. One or more documents can be selected at a time or repeat the step to attach additional documents.
Using the versions dialog, users can attach a specific version. There is also an option to attach a comparison of the document from the document's list of attachments.
Users may choose between adding a link, adding an attachment, or both at the same time:
Use the attachment option to email a copy of a document outside your firm. For use inside your firm, use the Insert as Link option.
Save an Email Message
1. Select one or more messages, then click ndSave:
2. Choose to save either the entire msg file, or to separate the attachments from the email body.
3. Select the filing location.
4. Click Save.
SETTINGS & HELP
ndOffice settings are available from your Windows system tray:
Settings are as follows:
Echo folder and backup location
ndOffice includes a local cache of your most recent documents. This “echo” location can be found at C:\Users\<username>\ND Office Echo\VAULT-username.
A subfolder called backup will also be there as a disaster recovery location.
The echo settings located at ND online Settings > Workstation Settings will apply to the ndOffice echo folder, except for the location of the ndOffice echo folder. ndOffice determines the location of its echo folder and cannot be relocated.
Use the default option "prompt me for automatic updates" to receive automatic updates to ndOffice when they become available. We recommend using the latest version of ndOffice.
Document ID placement
ndOffice provides four options for Microsoft Word documents regarding the location of the Document ID, under Settings:
Footer of every page - The ID will be inserted in every footer.
Footer of every page, except the first - The Id will be inserted on every footer, starting on the second page.
Last page - The ID will be inserted only on the very last page.
None - No ID will be inserted.
NOTE: If you are using Footer Every Page or Footer Every Page, Except First, the ID will be stamped at the bottom of the footer (below any existing footer content). If the Footer From Bottom setting in Word is not large enough for the ID, users will get the prompt “Doc ID can't be updated due to lack of space in the footer”. What the user should do is go in and adjust the Footer from Bottom setting in Word to allow enough room to insert the ID. Generally, it may need to be at least .2" for the Footer From Bottom setting.
Users also have the following option:
"Don't prompt me when applying ID stamp to documents."
This option, if unchecked, will prompt users to adjust their settings if they open a document that has a Doc ID in a place other than that specified in the setting above.
Select Help > Report a Problem to 1) go to Support to submit a support ticket or review a knowledgebase article, or 2) view logs which the ND Support staff may request to be sent via email for problem resolution. The logs are stored in ND Office Echo folder and if logs exist they will be named Echoingclient.log, WordAddin.log, PowerPointAddin.log and ExcelAddin.log.
When a document has been successfully checked in or out, a system tray notification window will fade in for a few seconds and then fade out. It will also highlight warnings if a document failed for some reason as ndOffice communicates with ND online.
Opening documents from the Web
Documents opened and saved within ndOffice will be copied to the ndOffice echo location. A document opened directly from ND in IE will be checked out through ndOffice. After edits are made, it will then be checked in through ndOffice as if it had been opened through ndOffice in the first place. This will allow users to have the Auto-Check In and version control features of ndOffice regardless of where the document is opened from. This will include accessing a document from a link received in an email.
In this scenario, users will notice that when opening from the web, after the document is checked back in the green check mark will go away automatically!
When opening Word template documents, the template will not be checked out. Instead, it will just be placed into the Echo folder and opened from there.