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Best practice - sciebo- Office applications

Working on files alone:
 

  1.  For daily work, the Sciebo client is recommended. This ensures that the files can be accessed as usual via the file manager of the operating system.
  2. Use the usual office application (MS-Office, LibreOffice, etc.) as always.
  3. Always make sure that the files have been synchronized with the Sciebo Cloud before shutting down the computer. This is recognizable in Windows by the icons in the file manager in front of the file names. (green: everything okay, yellow: in progress and red: conflicts).


Working on shared files with the Sciebo client:

The lock files, which when working on network drives, tell that another person is already working on the file, are currently not synchronized with. As a result, several people can work on the same file without knowing it. However, the changes made are not lost, but the system stores them in so-called conflict files.
 

  1. The changes of the person who opened the file first are synchronized and stored in the Sciebo Cloud normally in the opened file.
  2. The changes of the others are stored in so-called conflict files and can be subsequently added to the actual file by copy and paste.
  3. The conflict files are not synchronized, but remain locally on the computer. These conflict files should be resolved promptly.
  4. No one should continue to work in the conflict files created, as they are not available to the others.


Collaborative working on files with OnlyOffice:

 

  1. For collaborative work, the browser application of Sciebo is recommended, as one can then work with the collaboration tool OnlyOffice. OnlyOffice is a document editor that currently only supports Microsoft file formats in the Sciebo-cloud. LibreOffice files can only be edited with OnlyOffice after conversion to MS Office format. The operation and functionalities of OnlyOffice do not match the applications otherwise used.
  2. OnlyOffice should be used mainly for changes of texts and values and not for formatting. These should be created before and/or after by a person in the actual application.
  3. Collaboration works best when the "Quick" mode is selected under the "Collaboration" tab in OnlyOffice, because the change is then saved immediately. In this case, everyone can see who is currently working on the document and also what changes they are making. However, the synchronization does not take place until everyone has stopped opening the document. Attention: Because of the immediate saving, undoing as usual is not possible. That's what Sciebo's version management is for.


Problems when working with OnlyOffice:


In general: Only Microsoft files are opened directly in OnlyOffice. LibreOffice files are only opened in read view or only after conversion to MS formats for writing in OnlyOffice.
 


MS Word:

  • Only tables of contents can be inserted via OnlyOffice.
  • Directories that have already been inserted via MS Word will be converted into tables of contents.
  • Own labels cannot be used via OnlyOffice. Only the categories: Equation, Table and Figure are available.
  • Individual headers and footers cannot be set up via OnlyOffice.
  • Currently, there is no possibility to integrate literature management programs. A bibliography included via Word receives an error message when updating.

 


MS Excel:

  • There are problems with date and time formats! These are calculated incorrectly, this also results in consequential errors in the conditional formatting rules if date values are calculated there.

 


MS PowerPoint:

  • The slide master cannot be edited, so it should be set in PowerPoint beforehand.
  • Text fields in shapes can move so that they no longer fit into the shape.
  • Animations are deleted by saving the file in OnlyOffice.
  • Videos are only displayed as an image and cannot be edited.
  • Image editing is not possible except resizing and rotating the object.
  • Diagrams cannot be edited except for labeling (e.g. title, data label).
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