Summary:
This article describes how to use the Virtual Cabinet Office Addin in Word, Excel and Powerpoint.
More Information:
Please find the following sections in this article to make full use of the Virtual Cabinet Office Addin in Word, Excel and Powerpoint.
- How to save documents in to Virtual Cabinet.
- How to switch to “Edit Mode” in Documents opened from Virtual Cabinet.
- How to Link to other Virtual Cabinet documents in your Office document.
- How to Open an existing document from Virtual Cabinet through the Virtual Cabinet Addin tab.
- How to Create a new document using a Virtual Cabinet template through the Virtual Cabinet Addin tab (Document Creation / Templates Required).
How to save documents in to Virtual Cabinet
With a Word, Excel or Powerpoint document open, click on the “Virtual Cabinet” tab to display the Virtual Cabinet Office Addin functions and use one of the following options to save the document into Virtual Cabinet:
- Use “Send to My Intray” to send the document to your own Virtual Cabinet Intray.
- Use “Other Intray” to send the document to another users’ Virtual Cabinet Intray.
- Use “Filing Cabinet” to bring up the Indexing Screen to Index the document straight in to a Cabinet.
If this is a new document that hasn’t yet been saved in Windows, you will be asked to give the document an “Original File Name” as per the box below, as this the document needs to be “Saved” once in Windows before we can pull it into Virtual Cabinet.
Once the document has been sent to Virtual Cabinet in the above way, The document will remain open, but in a “Read-Only” state from Virtual Cabinet’s point of view. Please see the next section for details on Editing the document further.
How to switch to “Edit Mode” in Documents opened from Virtual Cabinet
When you “Open” an Office document from Virtual Cabinet, the Virtual Cabinet tab will show as per the image below. (It will also appear this way if you’ve just saved one into Virtual Cabinet using the tab as described in the previous section)
As you can see by the “Document Status”, this document is currently “Read-Only” and isn’t considered to be “Checked Out” by Virtual Cabinet.
If you decide you do want to make changes to the document in question, use the Edit button, this will then “Check Out” the document against your User, and you’ll be able to make changes as required, you’ll see that the “Document Status” will change to “Editable” under the Virtual Cabinet tab.
Once you have made changes to the document in question, you can either use the “Save” button under the Virtual Cabinet tab (1) to save the changes, or go to close the document using the Office “X” button in the top right, if you choose to close the Office Program, you will receive the following Prompt asking if you wish save the changes in to Virtual Cabinet (2).
How to Link to other Virtual Cabinet documents in your Office document
With an Office document open, it doesn’t matter if this is in Virtual Cabinet or not, click on the Virtual Cabinet tab to display the Virtual Cabinet Office addin functions. Then click on the “Link” button to insert a link to another Virtual Cabinet document.
Please note – Anyone who uses this link will need to have Virtual Cabinet installed on their machine with a valid Virtual Cabinet user Licence
After clicking “Link” you’ll find that a Search Window titled “Add Plain Links…” will open, allowing you to perform a search on Virtual Cabinet and select a document to add a Link to. Just Click on the document you want to Link, then click on the “Link” button in the bottom right.
The Link will then be inserted into Virtual Cabinet where your Cursor was last located:
How to Open an existing document from Virtual Cabinet through the Virtual Cabinet Addin tab
With an Office document open, it doesn’t matter if this is in Virtual Cabinet or not, click on the Virtual Cabinet tab to display the Virtual Cabinet Office addin functions. Then click on the “Open” button to show the following options, you can use any of these to find and Open Documents from Virtual Cabinet:
- “Search” – This will open a Search Window and allow you to Search Virtual Cabinet to choose which document to open.
- “Editing” – This will open a Window to allow you to check which documents you have already “Checked out” for editing, to continue working on them.
- “Recent Documents” – This show a drop down list of the documents you have recently had open from Virtual Cabinet.
How to Create a new document using a Virtual Cabinet template through the Virtual Cabinet Addin tab
Please note – To use this feature, you’ll need to have a “Templates” Cabinet with Templates allocated to it
With an Office document open, click on the Virtual Cabinet tab to display the Virtual Cabinet Office addin functions. Then click on the “Create” button to show the following options, you can use either of these to select which Template to use when creating a new document:
- “Create New Document” – Using this option will open a Window showing all of your Templates from your Designated Templates Cabinet.
- “Recent Templates” – Using this option will show a drop down list of your recently used Templates for selection.