Uploading a file to Workdrive, making it shareable and editable

Uploading a file to Workdrive, making it shareable and editable

Overview

After a file has been uploaded to Workdrive. Real-time collaborative editing is supported for native Zoho files (Writer, Sheet, Show). If you uploaded a third-party file (like a Microsoft Word or Excel document), you can convert the file inside WorkDrive. This will generate a native Zoho version of the file that Lite users can edit in real-time.

     1.   Open Workdrive, select the 9 dots upper left of the Zoho Mail window and select Workdrive

     

     2.   To Upload a file select, + New, then Upload Files, select the file then Open

     

     3.   The first file above is a file from Word (the title provides a clue :), click the name to open it. Or right click the name to bring up the options in relation to this file, if it is no longer required move it to Trash, scroll to the bottom of the list to find this option.
     

     4.   Note the name and format top left (image below). The file can only be viewed not edited in its Word format. To edit, the file must be converted to a Zoho format. Open With, highlighted below, provides the opening options.

     

On the next dialog select the option you require, here the file is converted to Zoho Writer to avoid duplication.

     

     5.   The file will be opened and editing available for the Workdrive owner only. Note the name no longer has the Word extension

 

Making a file Shareable and Editable

To make the file shareable and editable by other organisation members (or even external people) who do not have the Cloud Office option, the following steps are required.

     1.   Select Share
     

     2.   Enter the email address, (Add more if multiple people need access). Once they have all been added then set the Access Level, Edit in the example below.
     

Note if more than one email address is added and the Access Level set, the same access will be applied to all new users. If you want differing access levels then add the email addresses individually.

A message can be added and an Expiration date can be set to limit the access.

If the email is not recognised by the system then it will generate a One Time Password for validation of the email address.

The following image details the options available under the New external share link, highlighted above

     

Set password -  extra security can be added.

Show download – enables users to download the file for printing

Request user data – if enabled users will have to provide details to access the file

 3.   Once validated the new user can edit the file. Changes will occur in real time for all those viewing the document. In the image below the cursor highlighted on the top line shows a different colour to the cursor on the line below. This indicates another is editing the file and as they do so their email address will appear temporarily while the edit is made.


     

 


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