AvePint Office Cnnect 1.31 User Guide Issued May 2016 1
Table f Cntents What s New in this Guide... 4 Abut Office Cnnect... 5 Understanding the Office Cnnect Explrer... 6 Sharing Files with Others (Quick Share)... 8 Using Quick Share via Desktp and Office... 9 Using Quick Share via Outlk... 12 Managing Quick Share Lcatins... 13 Quick Share E-mail Ntificatins... 15 Successful Sharing E-mail Ntificatins... 15 E-mail Ntificatins frm Desktp and Office Quick Share... 15 E-mail Ntificatins frm Outlk Quick Share... 16 Viewing Shared Cntent via the Links in E-mail... 16 Shared with Internal Users... 16 Shared with External Users Only... 17 Shared with External Users (SharePint Online)... 18 Failed E-mail Ntificatins... 19 Uplading Objects t SharePint via Office Cnnect... 21 Lcating Upladed E-mails in SharePint via Outlk... 27 Using the Office Cnnect Explrer... 29 Adding r Remving Cnnectins... 29 Searching fr Sites r Lists... 30 Managing Existing Favrites... 30 Exprting and Imprting Favrites... 31 Renaming Favrites Ndes... 31 Remving Favrites Ndes... 31 Using Recent Cnnectins... 31 Opening a Nde in a Brwser... 32 Adding a Recent Lcatin Nde t Favrites... 32 Managing Cntent in a Nde... 32 2
Creating Cntent... 32 Renaming a File... 32 Editing Metadata... 33 Mving Files... 33 Deleting Objects... 33 Refreshing Cntent... 33 Filtering Objects... 33 Previewing File Cntent... 33 Sharing Objects... 33 Srting Objects... 34 Searching Objects... 34 Opening the User Guide... 34 Additinal Functins in Outlk... 35 Sending and Filing Yur E-mail... 35 Inserting Links in an E-mail... 35 Inserting SharePint Links in an E-mail... 35 Inserting Secure Share Links in an E-mail... 36 Office Cnnect Settings in Outlk... 38 Office Cnnect Settings... 38 SharePint Cnnectins... 38 Manage Favrites... 40 Pp-up Settings... 41 Site Cllectin Scan... 44 E-mail Prperty Mappings... 45 Managing Favrites... 47 Archiving Attachments... 47 Opening the User Guide... 48 Activity Reprt... 49 Ntices and Cpyright Infrmatin... 51 3
What s New in this Guide Minr edits and cver page update fr current release. 4
Abut Office Cnnect AvePint Office Cnnect is a platfrm that enables users t share and manage files thrugh the Office Cnnect Interface. Office Cnnect enables yu t perfrm actins n the fllwing types f bjects: Desktp Allws yu t share files n yur cmputer, and uplad them t SharePint. Micrsft Office Allws yu t share Micrsft Office files with ther users frm the files themselves, including Micrsft Wrd Dcuments, Micrsft Excel Wrksheets, and Micrsft PwerPint Presentatins and save Micrsft Office files (bth existing files and new files) t SharePint. Micrsft Outlk Allws yu t insert SharePint r Secure Share links f flders and files int yur e-mails, cpy attachments frm yur e-mails t SharePint, stre yur e- mails t SharePint, and manage yur favrite cntent frm Outlk. *Nte: Office Cnnect functinality supprts Micrsft Office 2010, 2013, and 2016, and Micrsft Outlk 2010, 2013, and 2016. Office Cnnect als enables internal users t share files and e-mail attachments with external users. Internal users are users in dmains cnfigured by yur SharePint administratr. External users are users that are nt in any f the cnfigured dmains. The Office Cnnect Manager can be cnfigured t allw sharing f files and e-mail attachments with external users thrugh integratin with AvePint Perimeter. Fr mre infrmatin n sharing files r e-mail attachments with external users using AvePint Perimeter, see the AvePint Perimeter Pr Secured Share User Guide. 5
Understanding the Office Cnnect Explrer The Office Cnnect interface can be pened by duble-clicking the OCT Explrer ( ) shrtcut n the desktp. In the interface, yu can see the bjects in each nde, manage these bjects, and create new bjects. Figure 1: Office Cnnect interface. The fllwing table illustrates each nde icn n the tree n the Office Cnnect interface: Icn The Favrites nde. The Recent Lcatin nde. Descriptin The SharePint Cnnectins nde. A SharePint cnnectin. A SharePint list. A SharePint library. A SharePint flder. 6
Icn Descriptin Flder created under Favrites in the Office Cnnect interface. *Nte: A ( ) icn will be added in additin t the icn f the SharePint Online ndes, including SharePint cnnectins, libraries, lists, and flders. 7
Sharing Files with Others (Quick Share) The Quick Share feature cpies a versin f a file t the selected Quick Share lcatin. By using the Quick Share feature, yu have cmplete cntrl ver wh can access a file and what kind f actins yu will allw users t take n this file. A cpy f the riginal remains, and depending upn the permissins yu cnfigure, the file in the Quick Share lcatin can be edited fr as lng as yu require. *Nte: Befre sharing files with thers, make sure yu have enugh permissins: At least Cntribute permissin t the selected Quick Share lcatin Manage Permissins site permissin t the site where the files yu want t share reside Depending n the settings cnfigured by yur SharePint administratr, the fllwing tw situatins will ccur: If the Office Cnnect Manager is cnfigured t integrate with AvePint Perimeter, yu can share bjects with bth internal users and external users. If the Office Cnnect Manager is nt cnfigured t integrate with AvePint Perimeter, yu can share bjects with bth internal users and external users when the selected Quick Share lcatin is a SharePint Online library. Yu can share bjects nly with internal users when the selected Quick Share lcatin is a SharePint On-premises library. If yu enter external users int the T r Cc fields t share bjects and select a SharePint On-premises lcatin, the fllwing pp-up message will appear: Figure 2: The warning message. *Nte: Internal users are users in dmains cnfigured by yur SharePint administratr. External users are users that are nt in any f the cnfigured dmains. *Nte: The Quick Share feature is als available fr ADFS users when the ADFS authenticatin prvider and trusted dmain accunt have been cnfigured by the administratr and the Office Cnnect service has been restarted. 8
Using Quick Share via Desktp and Office Quick Share cpies a versin f an bject t the Quick Share lcatin yu selected. Yu can share files and invite peple t edit and view files. 1. The Quick Share interface can be triggered in the fllwing ways: Right-click ne r mre files/flders n yur cmputer, and then select the Quick Share ptin frm the drp-dwn menu. In an Office file (including Micrsft Wrd Dcuments, Micrsft Excel Wrksheets, and Micrsft PwerPint Presentatins), click HOME tab > Office Cnnect grup > Quick Share. 2. In the Quick Share interface, cnfigure the fllwing settings: Figure 3: The Quick Share interface. a. Share The files yu selected t share with ther users will be attached in this field r the file within which yu clicked Quick Share will be attached in this field. *Nte: If yu selected ne r mre flders, right-click the flders, and select the Quick Share ptin frm the drp-dwn menu. Only files in the selected flders will be attached in this field. 9
b. Lcatin Select a Quick Share lcatin where yu want t stre the shared files. If the desired lcatin des nt exist in the drp-dwn menu, click the Manage Lcatin link t cnfigure a new lcatin. Fr mre infrmatin, refer t Managing Quick Share Lcatins. c. Invite Peple Specify the users with whm yu want t share the files by entering their user names r e-mail addresses in the text bxes. Can Edit Users will have the Cntribute permissin t the shared files. Can View Users will have the Read permissin t the shared files. d. The text entered in the main text bx will be the cntent f the e-mail ntificatin sent t the users with whm the files are shared. Fr mre infrmatin n the e-mail ntificatin, refer t Quick Share E-mail Ntificatins. e. Click the SHOW OPTIONS link t unfld the fllwing tw checkbxes: Send an e-mail invitatin Select this checkbx t send an e-mail invitatin t the users with whm yu want t share the files. *Nte: Only when this checkbx is selected can yu enter cntent in the main text bx. If yu select a SharePint Online lcatin t stre files shared with an external user, an e-mail ntificatin will be send regardless. Remve shared files frm riginal lcatin Select this checkbx t remve the shared files frm their riginal lcatins after being shared successfully. The shared files will be mved t the selected Quick Share lcatin fr future use. *Nte: The shared files will be permanently deleted frm the riginal lcatin. Once clicked, the link will change t HIDE OPTIONS. Click the HIDE OPTIONS link t hide the checkbxes abve. f. Click Share t share the files, r click Cancel t exit the Quick Share interface. 10
g. After sharing the files using Quick Share, a cpy f the shared files will be saved t the selected Quick Share lcatin and the fllwing message will appear. Click the lcatin allws yu t pen the list, library, r flder with yur default brwser. Figure 4: Shared files' links. 3. Fr users wh have nt yet saved their credentials fr the Quick Share e-mail ntificatin, the fllwing windw will appear. Figure 5: The credentials pp-up windw. a. Enter the accunt credentials used t lg int Outlk and t send the Quick Share e- mail ntificatin. b. Select the Save Credential checkbx t save the credentials. c. Click Lgin t test whether r nt the accunt can successfully lg int the cnfigured SMTP Server. If the test fails, an errr message will appear in this windw. 11
*Nte: If the My Site Quick Share default lcatin, which is named My Site in the Lcatin drpdwn menu, is selected in the Quick Share interface t stre shared files, a pp-up windw will appear letting users enter their credentials. The credentials will be used t cnnect t the My Site Quick Share default lcatin. Using Quick Share via Outlk In Outlk, yu can als share the attachments in a new e-mail using Quick Share. 1. In a new e-mail, attach the files that yu want t share with ther users. *Nte: If yu selected the Prmpts yu t save the attachments t SharePint and send the links back in an e-mail ntificatin checkbx in the Pp-up Settings, a message will appear after yu attach a file and ask whether r nt yu want t save the file t SharePint. Figure 6: The pp-up message. T save the attachment t SharePint, click Yes. T share the attachment using Quick Share, click N. 2. Enter the usernames r e-mail addresses in the T and Cc fields with whm yu want t share the attachments. *Nte: Users specified in the T field will have Cntribute permissin t the shared attachments. Users specified in the Cc field will have Read permissin t the shared attachments. 3. Enter a Subject and the e-mail cntent. 4. Select a Quick Share lcatin frm the Lcatin drp-dwn menu t stre the shared attachments. The default lcatin is yur My Site. If there is n desired lcatin in the drpdwn menu, click Manage Lcatins in the Office Cnnect grup n the ribbn t add a lcatin. Fr mre infrmatin, refer t Managing Quick Share Lcatins. 5. Click Quick Share in the Office Cnnect grup n the ribbn t perfrm the Quick Share. *Nte: If yu selected the Prmpts yu t save the e-mails t SharePint after sending an e- mail checkbx in the Pp-up Settings, a message will appear and ask whether r nt yu want t save this e-mail t SharePint. 12
Figure 7: The pp-up message. 6. After sharing the attached files using Quick Share, a cpy f the shared files will be saved t the selected Quick Share lcatin and the belw pp-up windw will appear. Click the lcatin in the windw t pen the Quick Share lcatin with yur default brwser. Figure 8: Shared files links. 7. In the e-mail, the shared files are listed belw the e-mail cntent and displayed as hyperlinks. Fr mre infrmatin n e-mail ntificatins, refer t Quick Share E-mail Ntificatins. Managing Quick Share Lcatins Quick Share lcatins can be managed in the Manage Lcatin interface. T access this interface, use ne f the fllwing tw methds: In the Quick Share interface, click the Manage Lcatin link. In a new e-mail in Outlk, click Manage Lcatin in the Office Cnnect grup n the ribbn. 13
Figure 9: The Manage Lcatin interface. In the Manage Lcatin interface, refer t the fllwing steps t add a Quick Share lcatin. 1. Lad the Favrites, Recent Lcatin, r SharePint Cnnectins nde, and select the library that yu want t add as a Quick Share lcatin. 2. Click Add >>, the library will be displayed in the Quick Share Lcatin list. *Nte: The library cannt be added if a lcatin with the same name already exists. 3. Click Save n the lwer-right crner f the interface t save changes. *Nte: At mst 10 Quick Share lcatins can be added. Refer t the fllwing steps t remve an existing Quick Share lcatin. 1. Select an existing Quick Share lcatin n the right pane f the interface. 2. Click Remve, the selected lcatin will be remved frm the Quick Share lcatin list. *Nte: The default Quick Share lcatin cnfigured by the administratr is named My Site and cannt be remved. 3. Click Save n the lwer-right crner f the interface t save changes. 14
Quick Share E-mail Ntificatins If the Send an e-mail invitatin checkbx is selected when cnfiguring Quick Share settings, e-mail ntificatins will be sent t specified users. Successful Sharing E-mail Ntificatins If the Quick Share is successful, the users with whm the files are shared will receive an e-mail ntificatin. *Nte: T share cntent with external users and stre the shared cntent in a SharePint On-premises lcatin, r share SharePint On-premises cntent with external users by using the Share buttn in the Office Cnnect interface, yur SharePint administratr must cnfigure the Office Cnnect Manager t integrate with AvePint Perimeter. E-mail Ntificatins frm Desktp and Office Quick Share If yu share files n yur cmputer frm the Quick Share interface, a successful e-mail ntificatin will be sent in the fllwing frmat: Figure 10: The e-mail ntificatin frmat when sharing a file. Subject: [Username] has shared [File Name(s)]. Cntent: Custmized cntent entered in the main text bx f the Quick Share interface. Sharing Infrmatin: Fr details n the file sharing infrmatin, see Viewing Shared Cntent via the Links in E-mail. 15
E-mail Ntificatins frm Outlk Quick Share If yu share attachments via a new e-mail, a successful e-mail ntificatin will be sent in the fllwing frmat: Figure 11: The e-mail ntificatin frmat when sharing an e-mail attachment. Subject: The subject yu entered in the e-mail. Cntent: The cntent yu entered in the e-mail. Sharing Infrmatin: Fr details n the file sharing infrmatin, see Viewing Shared Cntent via the Links in E-mail. Viewing Shared Cntent via the Links in E-mail The infrmatin n what is shared depends n with whm yu share files r attachments. *Nte: If yu shared multiple files, the name f each file will be displayed n each line. Shared with Internal Users If yu shared cntent with internal users: 16
Figure 12: Shared with internal users. Shared with External Users Only If yu share cntent with external users and select a SharePint On-premises library as the Quick Share lcatin, r yu select a SharePint On-premises file and click Share n the ribbn, the cntent f the e- mail ntificatin will lk like either f the tw examples belw, depending n the settings cnfigured by yur SharePint administratr: Figure 13: Shared with external users (withut an rganizatin cnfigured). Figure 14: Shared with external users (with an rganizatin cnfigured). 17
If yu are an external user, yu can view the shared files by clicking the link t the filename. If yu d nt have a Perimeter accunt, click the Register link t register t view the shared files. Shared with External Users (SharePint Online) If yu share cntent with external users and select a SharePint Online library as the Quick Share lcatin, r yu select a SharePint Online file and click Share n the ribbn f the Office Cnnect interface, the cntent f the e-mail ntificatin will lk like either f the tw examples belw, depending n whether r nt the Send an e-mail invitatin checkbx is selected. Figure 15: Shared with external users (with the checkbx selected). 18
Figure 16: Shared with external users (withut the checkbx selected). The external user can view the shared files by clicking the guest link t the filename. Failed E-mail Ntificatins If the Quick Share fails, the user wh shared the files will receive an e-mail ntificatin. Figure 17: A Quick Share file failure e-mail ntificatin. Subject: [[Username] has shared [File Name(s)]]_Quick Share Failure Ntificatin 19
Cntent: Quick Share peratin ([[Username] has shared File Name(s)]) has encuntered an errr. [Failed File Name(s)] failed t be upladed. Details: [Infrmatin abut why the peratin failed]. [Username] has been ntified f this errr. *Nte: If yu share the attachments in an e-mail, the entered subject will replace [Username] has shared [File Name(s)]. Figure 18: An e-mail attachment sharing failure e-mail ntificatin. 20
Uplading Objects t SharePint via Office Cnnect The Office Cnnect triggered interface allws yu t edit the name and title f the bjects, select a destinatin cntent type fr the bjects, and cnfigure clumn values n the cntent type fr the bjects during the uplad t SharePint. Figure 19: Office Cnnect triggered interface. 1. Open the interface by ne f the fllwing methds: Desktp: Frm the desktp, yu can trigger the Office Cnnect interface in the fllwing situatins: Right-click ne r mre files/flders n yur cmputer, and then select the Cpy t SharePint r Mve t SharePint ptin frm the drp-dwn menu. Drag and drp files frm yur cmputer t a SharePint library, list, r flder in the Office Cnnect interface that is pened by duble-clicking the OCT Explrer ( ) shrtcut n the desktp. Micrsft Office: In an Office file (Micrsft Wrd Dcument, Micrsft Excel Wrksheet, r Micrsft PwerPint Presentatin), click Save t SharePint in the Office Cnnect grup n the ribbn. Outlk: In Outlk, yu can access the Office Cnnect interface in the fllwing ways: 21
In a new e-mail, click Save Attachments t SharePint n the ribbn after attaching files t the e-mail. In a new e-mail, click Send and File n the ribbn. After the e-mail is successfully sent, the interface will appear. Select ne r mre e-mails, and then click Cpy Attachments t SharePint, Cpy t SharePint, r Mve t SharePint in the Office Cnnect grup n the ribbn. Select ne r mre e-mails, right-click the e-mails, and then select the Cpy Attachments t SharePint, Cpy t SharePint, r Mve t SharePint ptin frm the drp-dwn menu. Drag and drp e-mails r attachments directly t the SharePint Favrites nde in Outlk. In an existing e-mail, click Cpy t SharePint in the Office Cnnect grup n the ribbn. In an existing e-mail that has attachments, right-click the attachments, and select Cpy Attachments t SharePint ptin frm the drp-dwn menu. Click Yes in the pp-up message after sending an e-mail. Click Yes in the pp-up message after attaching a file t an e-mail. *Nte: The last tw situatins are nly available when the crrespnding ppup settings are cnfigured. Fr mre infrmatin, refer t Pp-up Settings. 2. In the Office Cnnect interface, select a SharePint library, list, r flder as the destinatin where yu want t save r mve the bjects. *Nte: Yu can nly click Next when a valid destinatin is selected. 3. In the right pane f the interface, there are fur clumns that shw detailed infrmatin n each bject: Name The name f the file r the subject f the e-mail yu selected t uplad t SharePint, which can be edited after yu select a valid destinatin. Title The title f the file r the full name f the e-mail yu selected t uplad t SharePint, which can be edited after yu select a valid destinatin. Status After yu select a valid destinatin, the status f the bject is checked and displayed in the Status clumn. Hver yur muse ver the status icn, and yu can see the details n the status. *Nte: There is n tltip displayed when yu hver ver the Successful status ( ). 22
Refer t the fllwing table f statuses. Status Icn Descriptin Successful Warning Duplicated Failed The bject can be upladed t SharePint successfully. The file name cntains illegal characters which have been autmatically replaced by SharePint. A file with the same name has already been selected t be upladed. This file type is blcked and cannt be upladed, r the file size is larger than the maximum uplad size and cannt be upladed. *Nte: When the file status is Failed, the Next/Uplad buttn is grayed ut and nt clickable. Actin Click the Remve ( ) buttn t remve the bject frm the Office Cnnect interface and cancel saving the bject t SharePint. 4. Yu can edit the Name and Title f an bject by clicking the crrespnding Edit ( ) icn. 5. Click Uplad t uplad the selected bjects, and then g t step 11 directly. 6. Yu can als select the Edit Prperty checkbx, the Uplad buttn n the lwer-right crner will be changed t Next. *Nte: Fr the first time, this checkbx is deselected in the Office Cnnect triggered interface. After that, the selectin f this checkbx will be recrded and autmatically selected next time. 7. If the selected destinatin is a SharePint list, fllw the steps belw: a. The Create items separately checkbx is available when multiple bjects are selected t save r mve t the list. Select this checkbx t create an item fr each bject in the list. Deselect this checkbx t create an item fr all bjects in the list. b. Click Next t access the Edit item prperties page. c. If the Create items separately checkbx is selected, the Edit item prperties separately checkbx will be available in the Edit item prperties page. Select the Edit item prperties separately checkbx t edit prperties f each item separately. If this checkbx is deselected, the prperty changes will be made t all f the items. d. Select a destinatin cntent type fr the items if there is mre than ne cntent type in the destinatin. All cntent types whse parent r parent s parent is Item in the list will be listed in the Cntent Type drp-dwn menu. 23
*Nte: When uplading e-mails t SharePint, the cntent type named AvePint_Cntent Type may be available based n the cnfiguratins set by yur administratr. The clumns n this cntent type match metadata f e-mails. e. All editable clumns n the cntent type will be listed belw. Cnfigure clumn values fr the item. *Nte: By default, the item title will be the same as the bject fr which this item is autmatically created. *Nte: Office Cnnect als supprts editing the External Data type f clumns. f. G t step 9 directly. 8. If the selected destinatin is a SharePint library r flder, fllw the steps belw: a. Click Next t access the Edit File Prperties page. b. Selecting the Edit file prperties separately checkbx allws yu t edit the prperties f each bject separately. If this checkbx is deselected, the prperty changes will be made t all f these bjects. c. Depending upn the settings f the selected destinatin, ne f the fllwing tw ptins will display: If versining settings are enabled in the destinatin library r the library where the destinatin flder resides, yu can select the Add as a new versin t existing files checkbx t add an bject yu are uplading as a new versin f an bject with the same name. If versining settings are nt enabled in the destinatin library r the library where the destinatin flder resides, yu can select the Overwrite existing files checkbx t verwrite bjects in the destinatin with the bjects yu are uplading. d. Select a destinatin cntent type fr the bjects if there is mre than ne cntent type in the destinatin. All cntent types whse parent r parent s parent is Dcument in the library will be listed in the Cntent Type drp-dwn menu. *Nte: When uplading e-mails t SharePint, the cntent type named AvePint_Cntent Type may be available based n the cnfiguratins set by yur administratr. The clumns n this cntent type match metadata f e-mails. e. All editable clumns n the cntent type will be listed belw. Cnfigure clumn values fr the bjects. *Nte: Office Cnnect als supprts editing the External Data type f clumns. 9. When assigning prperty values, yu can set a value as the prperty s default value. Als, yu can cancel the default value f a prperty. 24
Figure 20: The Set as Default ptin. Click in the same rw as the prperty, and then select the Set as Default ptin frm the drp-dwn menu. The edited prperty value will be set as the default value f this prperty in the current nde. The prperty value will be autmatically filled in the text bx fr the future bjects upladed t this nde. Click in the same rw as the prperty, and then select the Reset ptin frm the drp-dwn menu. The default prperty value will be canceled. 10. Click Uplad t uplad the selected bjects r click Back t return t the previus page. 25
11. In the uplad status page, yu can see the uplad status f the bjects and ther infrmatin. Figure 21: The uplad status page. a. The lcatin shws where yu upladed the bject. Yu can click the exact lcatin t pen the crrespnding SharePint nde in yur system s default brwser. b. The message n the uplad actin. c. The ribbn shws available actins and settings. Retry Retry the uplad actin fr the selected bjects. This actin is nly available fr the bjects r items that have the Failed, Cancelled, r Successful status. Pause Pause the uplad actin fr all bjects r items that have the Waiting status. Resume Resume the uplad actin. Cancel Cancel the uplad actin fr the selected bjects r items that have the Waiting status. Add as a new versin t existing files/overwrite existing files If this checkbx is selected in the Edit File Prperties page, the selectin will be kept in this page. If it is nt selected in that page, yu can select it befre perfrming the retry actin. *Nte: This is nly available when yu select a library t stre bjects. 26
d. On the main panel, yu can view the bjects yu selected t uplad t SharePint r the items yu cnfigured t create fr the bjects. The fur clumns in this panel display the fllwing infrmatin n the bjects r items: Name/Title The name f the bject, r the title f the item where the bjects are attached. Finish Time The time at which the bject uplad actin was cmpleted. *Nte: The Finish Time des nt exclusively refer t the time that an bject was successfully upladed, but rather the time the uplad actin was cmpleted. The Finish Time can refer t an uplad actin that failed. Status The status f the uplad actin. Cmment If the bject failed t be upladed r the item where the bject will be attached failed t be created, the reasn f the failure will be displayed as the Cmment clumn value. e. This message shws hw many bjects have been upladed r hw many items have been created at this time. Lcating Upladed E-mails in SharePint via Outlk Fr e-mails that have been upladed t SharePint, the Shw SharePint Lcatins ptin is selectable frm the drp-dwn menu: Figure 22: The Shw SharePint Lcatins ptin in Outlk. Yu can use the Shw SharePint Lcatin actin t find e-mails that have been upladed t SharePint. Right-click the e-mail, and select the Shw SharePint Lcatin ptin frm the drp-dwn menu. The Office Cnnect pp-up windw appears. 27
Figure 23: The Shw SharePint Lcatins pp-up windw. There are tw areas in the Office Cnnect pp-up windw: a. This area lists all f the links t this e-mail that have been successfully upladed t SharePint. The URLs display the uplad lcatins f the e-mail. Yu can als click a URL t pen the e-mail in the crrespnding lcatin. b. This area lists all f the lcatins where this e-mail failed t be upladed. 28
Using the Office Cnnect Explrer The fllwing actins can be perfrmed via the Office Cnnect Explrer. Adding r Remving Cnnectins On the left pane f the Office Cnnect interface, yu can find the SharePint Cnnectins nde. SharePint Cnnectins are cnnectins t site cllectins and sites t which yu have access including yur My Site. Once a cnnectin t a site cllectin r site is established, yu can define yur favrite filing lcatins and als quickly brwse and manage yur dcuments in the lcatins. In the SharePint Cnnectins nde, all f the site cllectins and sites that yu have added are listed. T add a cnnectin, right-click the SharePint Cnnectins nde, and select the Add Cnnectin ptin frm the drp-dwn menu. The Add Cnnectin pp-up windw appears. *Nte: Only site cllectins and sites can be added as cnnectins. Figure 24: The Add Cnnectin pp-up windw. Enter the URL f the site cllectin/site that yu want t add in the URL text bx. Select the Use Current Accunt checkbx t use the current accunt t cnnect the site cllectin/site. If this checkbx is deselected, an accunt with the passwrd that has at least Read permissin t the site cllectin/site is required. T delete a cnnectin, right-click the cnnectin, and select the Delete ptin frm the drp-dwn menu. The cnnectin will be deleted frm the SharePint Cnnectins nde. 29
Searching fr Sites r Lists In the Office Cnnect interface, the Search functinality is available fr all site cllectins and sites. 1. Right-click a site cllectin r site under the Favrites r SharePint Cnnectins nde, and select the Search ptin frm the drp-dwn menu. The Search pp-up windw appears. Figure 25: The Search pp-up windw. 2. Enter keywrds in the text bx, and click Search t search fr sites r lists. The matching sites r lists are listed in the main text bx. 3. After clicking a site r list, and clicking Add t Favrites, yu can add the site r list t yur Favrites list. Yu can als right-click a site r list, and select the Add t Favrites ptin frm the drp-dwn menu. 4. Click Clse t clse this windw. Managing Existing Favrites On the left pane f the Office Cnnect interface, yu can find the Favrites nde. All ndes that yu have added t yur Favrites list are listed under this nde, including the flders created directly under the Favrites nde. 30
Click a favrite flder, list, r library, and bjects including flders in the flder, list, r library will be listed n the right pane f the interface. Exprting and Imprting Favrites The Favrites list is specific t each user. If yu mve t a new device (wrkstatin), yu can use the exprt and imprt functinality t transfer yur Favrites list t yur new device. T exprt yur Favrites, fllw the steps belw: 1. Right-click the Favrites nde, and then select the Exprt Favrites ptin frm the drp-dwn menu. 2. In the Save As pp-up windw, select a desired lcatin t stre the exprted.txt file, and then click Save. 3. The.txt file will be exprted t the selected lcatin. The default name f the file is in the frmat: Favurites(DateTime).txt. T imprt the exprted.txt file back int the Favrites nde n a different device, fllw the steps belw: 1. Right-click the Favrites nde, and select Imprt Favrites ptin frm the drp-dwn menu. 2. In the Open pp-up windw, select the exprted.txt file, and then click Open. 3. The structure and infrmatin in the.txt file will be imprted t the Favrites nde. Renaming Favrites Ndes Existing ndes under Favrites can be renamed. T rename an existing nde under Favrites: 1. Right-click a nde and select the Rename ptin frm the drp-dwn menu. 2. Mdify the name as desired, and then press Enter t save the new name. Remving Favrites Ndes Existing ndes under Favrites can be remved. Right-click a nde and select the Remve ptin frm the drp-dwn menu. The nde will be remved frm Favrites. Using Recent Cnnectins On the left pane f the Office Cnnect interface, yu can find the Recent Lcatin nde. Lcatins (SharePint libraries, lists, and flders) used t uplad bjects within Office Cnnect recently will be listed in this nde. By default, 10 lcatins will be listed. 31
Opening a Nde in a Brwser Right-click a nde under Recent Lcatin, and select the Open in Brwser ptin frm the drp-dwn menu. The SharePint nde will be pened in yur system s default brwser. Adding a Recent Lcatin Nde t Favrites Right-click a nde under Recent Lcatin, and select the Add t Favrites ptin frm the drp-dwn menu. The nde will be added t yur list f Favrites. Managing Cntent in a Nde After yu click a library, list, r flder in the left pane f the interface, clumns in the default view f the library, list, r the library where the flder resides will be displayed n the right pane. Flders/files/items in the selected nde will be displayed with the clumn values. Creating Cntent Click New n the ribbn t create a new file r flder in the library r flder selected n the left pane. After clicking New n the ribbn, select a cntent type r the Flder ptin frm the drp-dwn menu. *Nte: All cntent types whse parent r parent s parent is Dcument tgether with the Dcument cntent type in the selected library r the library where the selected flder is lcated will be displayed in the drp-dwn menu. If yu select Flder, enter a desired name in the Name text bx, and then click Save. If yu select Dcument, Micrsft Wrd will be pened. Enter the desired cntent, and then click the save ( ) icn. In the Save As page, click Brwse t brwse a strage lcatin fr the file, enter a desired name fr the dcument, and then click Save. *Nte: The default dcument template f the selected cntent type will be pened. T change the dcument template fr the selected cntent type, g t the SharePint library r the library where the selected flder is lcated, click the crrespnding cntent type, and then change the dcument template in the Advanced Settings page. Click New n the ribbn and select the Item ptin t create a new item in the list selected n the left pane. Enter clumn values in the text bxes and click the Uplad Attachment link t uplad attachments fr the item. Renaming a File T rename a file, select an existing file, click the Shw Mre ( ) buttn and select Rename frm the drp-dwn menu. The Rename File pp-up windw appears. Enter a desired name in the Name text bx, and click Save. 32
Editing Metadata T edit the metadata, select ne r mre existing files/items and click Edit n the ribbn. After editing the metadata f the selected files/items, click Save t save the changes. *Nte: When editing an item, yu can remve the existing attachments f the item r add new attachments by clicking the Uplad Attachment link. Mving Files T mve files, select ne r mre existing files, click the Shw Mre ( ) buttn and select Mve frm the drp-dwn menu. The Mve File pp-up windw appears. Select a destinatin n the tree nde and click OK. Select the Overwrite existing files checkbx t mve the selected files and verwrite existing files in the destinatin. After being mved, the files will be remved frm the riginal lcatin. Yu can als use the Search functinality t search the desired destinatin nde. All SharePint libraries and flders in SharePint cnnectins can be selected as the destinatin except fr the riginal lcatin. Deleting Objects T delete files/items, select ne r mre existing files/items and click Delete n the ribbn. The selected files/items will be remved frm the current nde. Refreshing Cntent Clicking Refresh n the ribbn allws yu t refresh the cntent in the current nde. Filtering Objects Clicking Filter n the ribbn allws yu t filter the displayed flders, files, r items. Select a clumn that yu want t use t filter flders, files, r items, and select the filter ptins by selecting the crrespnding checkbxes, and then click OK. Previewing File Cntent Clicking the Shw Mre ( ) buttn n the ribbn and select Preview frm the drp-dwn menu allw yu t display the preview area. Select the rw f the file that yu want t preview, the preview cntent will be displayed in the preview area. Sharing Objects SharePint On-premises and SharePint Online flders and files can be shared. Select ne r mre flders and files yu want t share, and click Quick Share n the ribbn. The Quick Share interface appears. 33
*Nte: If the nde yu select n the left pane f the Office Cnnect interface is a list, the Quick Share buttn will be clickable nly when yu select a flder. Share The bjects yu selected t share with ther users will be attached in this field. Invite Peple Specify the users with whm yu want t share the bjects by entering their user names r e-mail addresses in the text bxes. Can Edit Users will have the Cntribute permissin t the shared bjects. Can View Users will have the Read permissin t the shared bjects. The text entered in the main text bx will be the cntent f the e-mail ntificatin sent t the users with whm the bjects are shared. Fr mre infrmatin n the e-mail ntificatin, refer t Quick Share E-mail Ntificatins. Click the SHOW OPTIONS link t unfld the fllwing checkbx: Send an e-mail invitatin Select this checkbx t send an e-mail invitatin t the users with whm yu want t share the bjects. *Nte: Only when this checkbx is selected can yu enter cntent in the main text bx. Hwever, if yu select a SharePint Online file t share with external users, an e-mail ntificatin will be sent anyway. Once clicked, the link will change t HIDE OPTIONS. Click the HIDE OPTIONS link t hide the checkbx abve. Click Share t share the bjects. Srting Objects By default, files are srted by Name in ascending alphabetical rder. Click the Name clumn t use the descending alphabetical rder. Click anther clumn t change the srt rder: in ascending rder r descending rder. By default, items are srted by Title in ascending alphabetical rder. Click the Title clumn t use the descending alphabetical rder. Searching Objects T search specific flders, files, r items, enter the keywrds in the Search text bx, and click the magnifying glass ( ) buttn t perfrm the search. Flders and files in the current nde can be searched by names, and items can be searched by titles. Opening the User Guide Click the User Guide ( ) buttn n the lwer-left crner f the explrer t pen the AvePint Office Cnnect User Guide with yur server s default brwser. 34
Additinal Functins in Outlk In the Office Cnnect Agent server, the fllwing buttns are added t the Outlk ribbn f a new e- mail: Send and File Allws yu t send the new e-mail and save it t SharePint. Fr mre infrmatin, refer t Sending and Filing Yur E-mail. Insert Links Allws yu t insert SharePint r Secure Share links f flders and files in the e-mail windw. Fr mre infrmatin, refer t Inserting Links in an E-mail. Save Attachments t SharePint Allws yu t save the attachments f the new e- mail t SharePint. Quick Share Allws yu t share the attachments f the new e-mail with ther users. Yu can select an existing Quick Share lcatin frm the Lcatin drp-dwn menu t stre the shared attachments. Manage Lcatin Allws yu t manage Quick Share lcatins where the shared attachments are stred. Fr mre infrmatin, refer t Managing Quick Share Lcatins. Sending and Filing Yur E-mail After yu create a new e-mail, yu can save it t SharePint directly after successfully sending the e- mail. Refer t the fllwing steps t send and file an e-mail: 1. After creating an e-mail, click Send and File in the Office Cnnect grup n the ribbn. 2. After the e-mail is sent successfully, the Office Cnnect interface appears with the e-mail listed n the right pane f the interface. Fr mre infrmatin, refer t Uplading Objects t SharePint via Office Cnnect. Inserting Links in an E-mail When yu pen an e-mail windw, yu can insert links f flders and files. Office Cnnect supprts inserting nly tw types f links, SharePint link and Secure Share link. Inserting SharePint Links in an E-mail Once yu insert SharePint links in an e-mail, users wh receive the e-mail can access the flder r file in SharePint by clicking the flder r file name in the e-mail. Refer t the fllwing steps t insert SharePint links int an e-mail: 1. In the e-mail windw, click Insert Links in the Office Cnnect grup n the ribbn and select the Insert SharePint Link ptin frm the drp-dwn menu. 35
2. In the Office Cnnect pp-up windw, expand the tree n the left pane and select the list, library, r flder where the flders and files yu want t insert int the e-mail are lcated. 3. After flders and files in the selected list, library, r flder are listed n the right pane f the interface, select the flders and files yu want t insert, and then click Insert As a Link n the lwer-right crner f the interface. 4. The selected flders and files will be inserted t the e-mail. 5. In the received e-mail, users can access the flder r file in SharePint by clicking a flder r file name. Inserting Secure Share Links in an E-mail Once yu insert secure share links in an e-mail, users wh receive the e-mail can access the External Prtal f Perimeter by clicking a flder r file name in the e-mail. Users can see all flders and files that are shared with them after they lg int the External Prtal. Refer t the fllwing steps t insert secure share links int an e-mail: 1. In the e-mail windw, click Insert Links in the Office Cnnect grup n the ribbn and select the Insert Secure Share Link ptin frm the drp-dwn menu. *Nte: This ptin is nly available when the Perimeter Integratin Cnfiguratin settings have been cnfigured in the Manager Cnfiguratin Tl by yur administratr. 2. In the Office Cnnect pp-up windw, expand the tree n the left pane and select the library r flder where the flders and files yu want t insert are lcated. *Nte: Flders and files in SharePint Online ndes cannt be inserted. 3. Select the flders and files yu want t insert n the right pane f the interface, and click Insert As a Link n the lwer-right crner f the interface. 4. Yu can als select the Grant Read Permissin t All Users checkbx t grant Read permissin t users entered in bth the T and Cc text bxes after sending the e-mail. If this checkbx is nt selected, users entered in the T text bx will be assigned Cntribute permissin t the flders and files that the links are inserted in the e-mail, and users entered in the Cc text bx will be assigned Read permissin. *Nte: If grups are entered in the T r Cc text bx, the inserted flders and files in the e-mail will nt be shared with users in the grups. If nly grups are entered in the T r Cc text bx, clicking a flder r file name in the received e-mail allws users in the grups t access the flder r file in SharePint instead f accessing the Perimeter External Prtal. If bth grups and users are entered in the T r Cc text bx, the inserted flders and files will nly be shared with users. Clicking a flder r file name in the received e-mail allws users in the grups t access the Perimeter External Prtal if they have enugh permissin. 36
5. The selected flders and files will be inserted int a table f the e-mail. Figure 26: The secure share table. 6. In the received e-mail, clicking a flder r file name allws users t access the External Prtal f Perimeter and see all flders and files shared with them after they lg int the External Prtal. 37
Office Cnnect Settings in Outlk In the Office Cnnect Agent server, the Office Cnnect tab will be added t the Outlk ribbn. In the Office Cnnect tab, there are three buttns in the Settings grup n the ribbn: Office Cnnect Settings, Manage Favrites, and Archive Attachment. Refer t the sectins belw fr details n the Office Cnnect tab buttns. Figure 27: The Office Cnnect tab. Office Cnnect Settings When yu click Office Cnnect Settings n the ribbn, the Office Cnnect Settings pp-up windw appears. In this windw, the fllwing types f settings are cnfigurable: SharePint Cnnectins Manage Favrites Pp-up Settings Site Cllectin Scan E-mail Prperty Mappings SharePint Cnnectins On the SharePint Cnnectins page, yu can manage existing cnnectins and add new cnnectins. *Nte: SharePint 2013 and SharePint Online site cllectins that use the ADFS authenticatin methd are supprted fr added new cnnectins. The existing cnnectins are listed with the fllwing infrmatin: 38
Figure 28: The SharePint Cnnectins tab. URL The URL f the site cllectin that has been added as a cnnectin. Title The title f the site cllectin. Use Current Accunt Displays whether r nt the site cllectin is cnnected by the current user. Credentials The credentials cnfigured t cnnect t the site cllectin r site when adding it as a SharePint cnnectin. Actins Actins that can be taken n the SharePint cnnectin. Click Test in the rw f a cnnectin t perfrm a validatin test n the cnnectin. If the test is successful, the ( ) icn will appear in frnt f the cnnectin URL. If the test fails, the ( ) icn will appear in frnt f the cnnectin URL. Hver yur muse ver the icn t see the details n the test. Click the Remve ( ) buttn in the same rw as a cnnectin t delete the cnnectin. *Nte: This buttn is nt available fr the built-in SharePint cnnectins that are cnfigured by the administratr. 39
T add a new cnnectin, yu can use ne f the fllwing methds: Select a scanned site cllectin in the Site Cllectin Scan tab, and click Save t add the selected site cllectin as a cnnectin. Click Add Cnnectin n the ribbn. An empty rw appears. Enter the infrmatin n the site cllectin that yu want t add as a cnnectin. Click Save n the lwer-right crner f the interface t save the cnnectin. Manage Favrites In the Manage Favrites tab, there are tw areas. The left area cntains the Recent Lcatin and SharePint Cnnectins ndes where site cllectins, sites, lists, libraries, and flders can be added as favrites. The right area cntains the Favrites nde where yu can add the nde. Figure 29: The Manage Favrites tab. Refer t the instructins belw t add a nde int yur favrites: 40 1. Lad the Recent Lcatin r SharePint Cnnectins nde, and select a site cllectin, site, list, library, r flder that yu want t add t yur favrites. 2. Select Favrites r a custm flder under Favrites where yu want t add the site cllectin, site, list, library, r flder. 3. Click Add >>, the site cllectin, site, list, library, r flder will be added under the selected nde.
*Nte: A nde cannt be added if a nde with the same name already exists in the Favrites nde. 4. Click Save n the lwer-right crner f the interface t save the changes. Pp-up Settings Office Cnnect prvides cnfigurable pp-up screens that will help guide yu and prvide yu with infrmatin abut mving e-mail t SharePint, saving attachments t SharePint, saving sent e-mail t SharePint, and sharing files with ther users. In the Pp-up Settings tab, yu can cnfigure pp-up settings fr Outlk. Figure 30: The Pp-up Settings tab. In the Pp-up Settings page, there are five types f pp-up settings: Prmpts yu t select lcatins where e-mails can be mved if they failed t be mved t SharePint Select this checkbx t make the fllwing windw pp up when the e-mails yu drag and drp int the Favrites nde fail t be mved. Fr example, if yu clse the pp up Office Cnnect interface manually. 41
Figure 31: Failed e-mail pp-up setting. Tw lcatins are available fr the failed e-mails: The riginal lcatin f the failed e-mails The Failed Items flder that is autmatically created *Nte: If this checkbx is deselected, the failed e-mails will be autmatically saved t their riginal lcatins. Prmpts yu t save the attachments t SharePint and send the links back in an e- mail ntificatin If this checkbx is selected, the fllwing pp-up windw will appear when yu attach a file t an e-mail. If multiple files are attached t an e-mail, the ppup windw will appear nce fr each attachment. Figure 32: New attachment pp-up setting. Click Yes t save attachments t SharePint. The Office Cnnect interface will appear with the attachment listed in the right pane. Click N if yu d nt want t save attachments t SharePint. Prmpts yu t save the e-mail t SharePint after sending an e-mail If this checkbx is selected, the fllwing pp-up windw will appear when an e-mail is sent successfully. 42
Figure 33: Sent e-mail pp-up setting. Select Yes t save the e-mail t SharePint. Select N if yu d nt want t save the e-mail t SharePint. Prmpts yu t review permissin levels fr assigning t ther users befre perfrming a Quick Share If this checkbx is selected, the fllwing pp-up windw will appear when the Quick Share is ging t be perfrmed. The permissin levels fr sharing will be listed in the pp-up windw. Figure 34: Quick Share permissin pp-up setting. Prmpts yu t uplad attachments when e-mails are dragged and drpped int the Office Cnnect flder in Outlk If this checkbx is selected, the fllwing pp-up windw will appear when an e-mail with attachments is dragged and drpped int a favrite nde under the Office Cnnect flder in Outlk. 43
Figure 35: Uplad e-mail attachments pp-up message. If the Dn t shw me again checkbx is selected, the crrespnding pp-up setting checkbx will be autmatically deselected and the pp-up windw will nt appear. Site Cllectin Scan In the Site Cllectin Scan tab, yu can scan the site cllectins that yu have permissin t access. By default, the Use Current Accunt checkbx is selected. Click Scan n the ribbn r the Scan link t start the site cllectin scan. The site cllectins that the current accunt has permissin t access will be listed. Or yu can enter the username and passwrd f a specific accunt in the crrespnding text bxes t scan the site cllectins that the accunt has permissin t access. *Nte: If the entered accunt is an ADFS user, site cllectins in the Web applicatin that are cnfigured with the ADFS authenticatin and the ADFS user has permissin t access will be listed. 44
Figure 36: The Site Cllectin Scan tab. Fr the listed site cllectins, yu can view the fllwing infrmatin: Title The title f the site cllectin. URL The full URL f the site cllectin. Descriptin The descriptin f the site cllectin. The scanned site cllectins can be added as SharePint cnnectins directly. Refer t the fllwing steps t add a site cllectin: 1. Select the checkbxes f the site cllectins yu want t add, and then click Save n the lwerright crner f the Office Cnnect interface. 2. The site cllectins will be added as SharePint cnnectins and listed in the SharePint Cnnectins tab. E-mail Prperty Mappings In the E-mail Prperty Mappings tab, yu can cnfigure mappings that map e-mail prperties t SharePint clumns fr e-mails upladed t SharePint. 45
Figure 37: The E-mail Prperty Mappings tab. Select the Use mappings cnfigured in manager checkbx t use the e-mail prperty mappings cnfigured in Manager Cnfiguratin Tl by yur administratr. T custmize e-mail prperty mappings, deselect this checkbx and cnfigure the mappings belw. By default, six e-mail prperty mappings are prvided. E-mail Prperty T CC Frm Subject SendTime Attachment SharePint Clumn AvePint_T AvePint_Cc AvePint_Frm AvePint_Subject AvePint_Sent Time AvePint_Attachment T add an e-mail mapping, click Add Mapping abve the mapping list. New mapping text bxes appear. Enter the e-mail prperty yu want t map and the SharePint clumn t which yu want t map the e- mail prperty in the crrespnding text bxes. T remve an existing e-mail mapping, click the Remve ( ) buttn in the same as the mapping. 46