ONLYOFFICE Guidebook Pt.1

Mar 5, 2018 · 5 min read
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After a short break we are releasing a series of articles dedicated to some features and components of ONLYOFFICE that don’t show up at your sight so easily. Reading these mini-guides, you might find an instrument you were seeking for a while or get to know the new ways to refresh and empower your docs. Let’s go!

How to clarify user inputs in the document

Most of our users take advantage of collaborative editing within their companies, projects or other sorts of teams to create documents for various purposes together. In-text comments and online chat are common tools to use, however, there’s more to collaboration in ONLYOFFICE. For instance, a Track Changes mode located in the Review tab.

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Track Changes mode in the Review tab

Track Changes mode allows you to highlight the places where you’ve updated the content so that others can see what and where you changed, as well as accept or decline those changes. Switch buttons allow navigating between each change that took place, while Accept and Reject commands help clean out the document from the intermediate highlights others left in the text.

The whole document can be viewed in the entirely changed version or the initial form depending on the selected display mode.

Quick tip: If something was accidentally removed a while ago, go to Version History in the File menu and see the past changes by each user. You can restore them selectively any moment.

How to check grammar in a multilingual text

Your documents can in fact be multilingual without the distracting spellchecker underlining. The case is that there are two language controls in the editor: for document language and for text language.

The first one is located in the Review tab and its mission is clear. You set the language for the document to apply it as a default for the entire content.

Text language setting affects only the selected text and lets the spellchecker see the mistakes related to the intended language. No automation, but you are always sure to have Brazilian Portuguese separate from Portuguese Portuguese.

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Text language settings

Don’t need spell checking? Just switch it off with the button next to the text language menu on the status bar.

Where to find special characters

Alright, special characters are not an exclusive case. However, in ONLYOFFICE they are presented not as a native instrument, but as an additional plugin, Symbol Table, that can be found in the Plugins tab. The plugin, just as a classic symbol insert tool, allows to choose fonts and get Unicode hex values for each symbol.

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Symbol Table plugin

Note: there are more plugins in ONLYOFFICE for working with texts, such as Translator, OCR (picture to text converter), Speech and Macros.

How to get a minute of privacy while co-editing

Just to remind: we have two co-editing modes to let you choose the comfortable pace of collaborative work and the appropriate editing hierarchy. What you use by default is the Fast mode: users see your changes in real time and are welcome to edit within the same piece of text, leave their comments there and delete your inputs by accident as they please. To avoid these distractions, as well as to offer additional psychological comfort for some, we suggest the Strict mode.

The Strict mode allows editing the chosen piece of the document in full privacy. Others will see the borders of the locked area and your name attached to it. The rest will be revealed only when the work is finished. Try it!

You can switch between the modes in the Advanced Settings section of the File menu.

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Advanced Settings menu

How to manage access rights and share right from the editor

Just like in your document folder, in the editor there is a Share window that can be summoned with a button in the top right corner. Here you can pick the users from the portal and manage their access rights. The window also features an external link access control and the embedding options.

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Sharing Settings window

You can also select the access rights first, and then add users or groups. The order does not affect the result.

How to install our desktop editors on any Linux-based OS in one action

We have recently launched ONLYOFFICE Desktop Editors as a snap package. This form of installation is amazingly quick and easy and works on any distributions including Ubuntu, Debian, Linux Mint, Gentoo, Arch Linux, Fedora, OpenWrt, OpenEmbedded, Yocto, openSUSE, Manjaro and Solus.

All you need to do is run this command in the console:

snap install onlyoffice-desktopeditors

and you are all set!

We hope that this short guide can be a great asset in enhancing your editing experience. If you have own tips on using ONLYOFFICE Editors, please share your thoughts in the comment section below. Still there’s more to come, stay updated!

p.s. We have built this guide focusing on the tabbed interface, which is currently available only in online editors.

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