Using the OnlyOffice Document editor

What you have to do

1. Document course element: Add the course element "Document" to your course (see Helpcard 30-220).

   • Create or upload a Word, Excel or PowerPoint file in the "Document" tab.

   • If you want to edit a file in several courses or pass on the file of the previous participants to the students in a follow-up course for viewing and editing, link an existing file from a resource folder (see Helpcard Internal link opens in the same window:30-032).

   • Activate the person group "Participants" under "Edit" in the authorizations section.

   • Deactivate "Participants" under "Download" and publish by clicking on the red cross at the top right.

   • Advantage of this variant: Participants can now edit the document together with you, but cannot download it.

2. Folder: Open a folder in your course or in a group and click "Create document".

   • The "Create new document" window opens.

   • Select the desired file type Word, Excel or PowerPoint and name the file.

   • Click on "Create document".

   • In the document that opens, you can collaborate with others.

   • You can also upload Excel, Word or PowerPoint files for joint editing under "Upload file".

   • The file can now be edited by other members of your course by opening it with the pencil icon (right).
     We recommend pointing out in the course editor in the tab "Title and description" that this should only be edited directly by the participants and not opened by clicking on the name of the file. If the latter is done, the file will be downloaded. This bears the risk that files are not edited synchronously but offline and that newer versions are overwritten during the upload.
     
     Click directly on the document, then you can either open the file in the last saved state or save it on your PC.

   • The function only works in a course, if you grant students the right to upload files in the course editor, in the folder element, in the "Folder configuration" tab. Afterwards you have to save this change and publish it (see Helpcard 30-030).

      

   • If you assign a folder to a group using the "Tools" tab, the group members can work together on Word, Excel or PowerPoint files in this folder (see Helpcard 20-010) as long as they are opened via the pencil icon ("Edit"). You do not need to set any further permissions for this.

   • The files are saved automatically ("AutoSave" is preset).

3. Group task course element: Open a "Group task" you have created (see Helpcard 30-100).
   If not already done so, in the course editor, activate "Submission: Enable drop box for participants" in the "Workflow" tab of the group task.

   • If you want to simulate the view of your students on this course element, use the in-course role change (see Helpcard 10-021).

   • The group participants who have been assigned the task can now work together on a Word, Excel or PowerPoint file in the course view. To do this, the participants must either upload a Word, Excel or PowerPoint file or click on "Create document", name the file and create it.

   • By clicking on the pencil icon "Edit" the file can now be edited by other members of the group.
     We recommend pointing out in the course editor in the tab "Title and description" that this should only be edited directly by participants and not opened by clicking on the name of the file. If the latter is done, the file will be downloaded. This carries the risk of files being edited offline rather than synchronously and overwriting newer versions as they are uploaded.
     If you click directly on the document, you can either open the file in the last saved state or save it on your PC.

     A submission to the lecturers is only done by clicking "final submission".

   • The files are saved automatically ("AutoSave" is preset).

4. Task course element: Open a "task" you have created (see Helpcard 30-090).
   If not already done, in the course editor, activate "Submission: Enable drop box for participants" in the workflow of the task.

   • If you enter yourself as a participant in your course, you can simulate the participant view (see Helpcard 10-021).

   • Course participants can now edit and save their assignment directly in the browser as a Word, Excel or PowerPoint file.
     This can be helpful if, for example, no Office package is available.
     Submission to the lecturer is made by clicking on "Final task submission".

   • The files are saved automatically ("AutoSave" is preset).

5. Stand-alone learning resource: Go to "My entries" in the Authoring area in to create a stand-alone learning resource.

   • For this variant you do not need a FELIX course.

   • You can import files (button on left) or create new ones ("Plus icon" "Create").

   • A stand-alone Word/Excel or PowerPoint learning resource is created.

   • In order for others to have access to the resource, you must make it accessible in the same way as a course:
     - Enter the participants in the members management as owners (see Helpcard 20-020).

   • Only owners can edit the file.

   • Set the status to "Published".

   • If you send a link to the other owners (you can find it on the info page, bulb in the middle), then they can edit the resource. Inform the other owners that they can open the file via "Administration" "Edit content" and then edit it.

Problems or questions?