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Edit and lock files online

Edit Office and other files straight from teamspace, save the new version back automatically and lock files while editing.

Prerequisites

A click on a file name in the table doesn’t trigger a direct download but opens a small action popup with the options that apply to that file type – view, print, download, lock, edit online. What’s offered depends on the file type: Office files additionally show Office actions.

File tab of a ticket with the action popup over Text document.txt: View file, Print file, Download file and Edit with File Connector
Action popup after clicking a file name

What the action popup contains

For an SVG file, for example, the popup shows five actions:

  • View file – preview in the browser, without downloading.
  • Print file – the browser’s print dialog.
  • Download file – a copy on your computer.
  • Download and lock – download plus a lock on the file in teamspace. Others see the lock status behind the file name and cannot edit it in parallel.
  • Edit with File Connector – opens the file in its associated desktop application, provided the File Connector is installed. When you save, the new version lands in teamspace automatically.

For Office files (Word, Excel, PowerPoint) the Microsoft Office actions appear in addition, with which you open and edit the file directly in the Office app.

The options compared

ActionWhere you editSaves back to teamspace
Download filelocally on your computerno – upload the new version manually
Download and locklocally, with a lockno – manual re-upload, but others see the lock status
Edit with File Connectorlocal Office app via the connectoryes – automatically as a new version
Edit with Microsoft Officedirectly in Word/Excel/PowerPointyes – automatically as a new version

If you open and save the same file several times, teamspace creates a new version on each save – see Manage versions.

Locking: avoid parallel editing

Download and lock is useful for documents that several people work on in turn – contracts, reports, specifications.

  • As long as you don’t release the lock, the file stays visibly locked for others (an icon behind the file name in the table).
  • You release the lock by uploading the changed version or by lifting it via the Actions sidebar in the detail manager.

ℹ Info. Online editing via Office or the File Connector requires the associated application to be installed on your computer. Without a local Office licence, only Download file plus a manual re-upload remains.

Alternative: straight from Office via WebDAV

If you connect the directory as a drive via WebDAV, you work straight from Office. Saving automatically creates a new version in teamspace – without downloading and uploading.

Common questions & needs

You want to …How to
Change a Word document without down-/uploadEdit with Microsoft Office or Edit with File Connector – the new version saves back automatically.
Stop someone editing in parallelDownload and lock; others see the lock status.
Just take a quick look at a fileView file (preview in the browser, no download).
Work without local OfficeDownload file, edit externally and upload it again as a new version.