Opening and Editing Documents Stored in Libraries

You can open a Microsoft Office document saved in a library from a Microsoft Office application using the Desktop Office Toolbar.
Note
Desktop Office Toolbar is displayed in the following location.
When using Microsoft Office 2003: Floating tool bar
When using Microsoft Office 2007/2010/2013: the [iW Desktop] tab
If the [Desktop Office Toolbar] is not displayed, see the following.
Showing Desktop Office Toolbar
1.
Start a Microsoft Office application (Word/Excel/PowerPoint).
2.
Click (Open Library Document) from the Desktop Office Toolbar on the application toolbar.
The [Open] dialog box is displayed.
3.
Select a library or folder containing a document to edit in the Navigation Pane.
Documents and folders with the extension selected in the [Document Type] are displayed in the File List View Pane.
Note
When you select a Document Server Library or SharePoint Server Library for which no connection has been established or a library on the network drive that requires authentication, the site or library must be connected.
Connecting to Libraries
Documents with any of the following extension can be opened.
Excel 2007/2010/2013: *.xlsx, *.xls, *.xlsm, *.xlsb, *.txt, *.xml, *.csv, *.prn, *.dif, *.slk
Excel 2003: *.xls, *.xlw, *.wk4, *.wk3, *.wk1, *.wj2, *.wj3, *.wq1, *.dbf, *.txt, *.xml, *.csv, *.prn, *.dif, *.slk
Word 2007/2010/2013: *.docx, *.doc, *.docm, *.dotx, *.dot, *.dotm, *.rtf, *.txt, *.xml
Word 2003*.doc, *.dot, *.rtf, *.txt, *.xml
PowerPoint 2007/2010/2013: *.pptx, *.pptm, *.ppt, *.ppsx, *.ppsm, *.pps, *.xml
PowerPoint 2003: *.ppt, *.pps
The extensions supported in the Desktop Office Toolbar are fixed. Even when you install Office plug-ins for adding extensions, no additional extensions are supported in the Desktop Office Toolbar.
4.
Select a document to edit and then click [Open].
The documents are displayed in the Microsoft Office application.
Note
When you open a document in a Document Server Library or SharePoint Server Library, a message is displayed to confirm whether or not to check it out. In this case, click [Yes].
You can set the check out message to not display. For more information, see the following.
Not Displaying the Check In/Check Out Message
When you open one of the following types of documents in a Document Server Library or SharePoint Server Library, a confirmation message is displayed, and you can open it in the read-only mode. In this case, you cannot save documents by overwriting the existing ones.
Documents stored in the location for which you do not have the update permissions or higher with Document Server
Documents stored in the location for which you do not have the update permissions or higher with SharePoint Server
A document that is currently being checked out by another user
When you edit the properties of an Office Document while it is opened and checked out from a Document Server Library and then check in the Office Document, the edited properties revert to those when the document was checked out.
When editing the properties of Office Document, edit the properties without opening the Office Document.
When opening the document in a Document Server Library or SharePoint Server Library, multiple Word and Excel documents set to be checked in automatically can be opened at the same time. For more information on automatic check in operation, AutoCheck Out, see the following.
Configuring Auto Check In
The image quality may deteriorate in applications that maintain the resolution for each document as in Excel. In this case, set the resolution higher in [Page Setup] of Excel documents or in Desktop Document Writer.
5.
Edit documents.
6.
Close the document when you are finished editing it.
Save the document in a Windows folder or library as necessary.
Saving Documents with Names into Libraries
Note
If the [Checked Out Document Confirmation]/[Modify Shared Document] dialog box is displayed when you select the [File] menu > [Save Document As]/[Close], select an appropriate update process and then click [OK].
If you do not select the [Check in automatically after exiting the application that is editing documents] check box, you need to manually check in and check out documents.
[Settings] > [System Settings] > [Browser] > [Shared Document Management] > [Check in automatically after exiting the application that is editing documents]
Checking In
Canceling Check Out
When you check in a document in a Document Server Library or SharePoint Server Library for which [Create Version] is enabled, the [Enter Version Comments] dialog box is displayed.
You can set the [Enter Version Comments] dialog box to not display. For more information, see the following.
Not Displaying the [Enter Version Comments] Dialog Box
Even when the [Check in automatically after exiting the application that is editing documents] check box is selected, a duplicate of the document that you are editing may remain without being deleted from the check out folder until the application used to edit the document is closed.
[Settings] > [System Settings] > [Browser] > [Shared Document Management] > [Check in automatically after exiting the application that is editing documents]
Even when the duplicate of a document is saved in the checked out folder after the document is checked out, if you import another document with the same name, the checked out document in the Document Server Library or SharePoint Server Library is overwritten. In this case, the duplicate of the document in the checked out folder remains.
The confirmation dialog box for saving the documents that has been opened as a read-only is displayed when [Close] is selected while opening the document checked out by other user as a read-only from the [Desktop Office Toolbar] in the [PowerPoint 2007]. If you select [Save As], the [Save As] dialog box is displayed and the checked out folder is automatically configured as the destination. When saving the document using [Save As], check the destination and select a location other than the checked out folder if necessary.