Simon Mukabana
Jun 10 · 4 min read

Retain File Format, Structure and Save

I was once a victim of this when I was sending a document to a client containing txt records that were to be added in the DNS record. Just sent a wrong texts that landed me in trouble simply because I edited a google docs and uploaded an office file whose changes had not been updated.

Kudos to GOOGLE!!

You can now directly edit, comment, and collaborate on Office files using Google Docs, Sheets, and Slides. All changes will be auto-saved to the file in its original Office format.

This feature brings the collaboration benefits of G Suite to Office files while streamlining workflows by eliminating the need to convert file types.

Why you would need it

Office editing will make it easy for G Suite users to open and edit Microsoft Office files that have been shared by partners, vendors or other teams. In cases where some members of your organization use Office while others use G Suite, this ensures seamless collaboration and eliminates the need to consider or convert file types.

Office editing brings everyone the benefits of G Suite’s real time collaboration tools and intelligence features to Office files.

When to use this service

This service is ON by default for all G suite domains and SKUs;Basic, Business, education and Enterprise.

Supported office file formats

  1. Word files: .doc, .docx, .dot
  2. Excel files: .xls, .xlsx, .xlsm, (macro enabled Excel files), .xlt
  3. PowerPoint files: .ppt, .pptx, .pps, .pot

Note: If you edit Word, Excel, or PowerPoint documents older than Office 2007, files will be saved to a newer format when editing using Office editing.

Add an Office file to Google Drive

  1. On your computer, go to drive.google.com.
  2. At the top left, click New >File upload.
  3. Choose the file you want to upload

Open an Office file in Google Docs, Sheets, Slides

  1. In Google Drive, double-click the Office file. This will open a preview of your file.

2. At the top, click Open in Google Docs/Sheets/Slides.

If you don’t see this option, click Open with > Google Docs/Sheets/Slides

3. You can now edit, share, view version history, collaborate in real-time with others, and more. All changes you make will be saved to the original Microsoft Office file.

File before editing , when opened with Microsoft word

Edited in google docs

Check in Microsoft office word window

If you get back to the file in microsoft office before closing it, a notification will be seen on the bottom right corner showing New Version Available, Click on it to view who has updated the newer version of the file Click on the Get latest.

Boom!! now you have the latest version of the file, without downloading the updated version directly from google.

Note: If you view but don’t edit an Office file in Google Docs, Sheets, or Slides, the original Office file will not change.

Convert an Office file to Docs, Sheets, or Slides

To convert office file to google docs, google sheets or slides.

From within the document, click File > Save as Google Docs/Sheets/Slides

To automatically convert all future uploads of Office files to Google Docs, Sheets, or Slides:

  1. Open Google Drive.
  2. At the top right, click Settings
  3. Next to Convert uploads, turn on “Convert uploaded files to Google Docs editor format.”

Note: Previously-uploaded files will not be converted.

Managing document versions & uploads

If someone else uploads a new version of the Office file in Drive while you’re viewing it in Google Docs, Sheets or Slides, the file will automatically be updated with the new version.

To view edits you made in previous versions, use the document’s version history

To view comments you’ve added in previous versions, use the file versions in Google Drive

That is it!

Pawa IT Solutions

We are a dedicated Cloud Solutions provider, offering a wide range cloud solutions from SaaS to IaaS cloud including; G Suite, Zoho Workplace, GCP, Digital Ocean Cloud Hosting and much more. We share our musings , experiences and some our best kept secretes here.

Simon Mukabana

Written by

Technical Solutions Engineer-Google Cloud @PawaIT; Handling all technical aspects of G Suite and Google Cloud solutions

Pawa IT Solutions

We are a dedicated Cloud Solutions provider, offering a wide range cloud solutions from SaaS to IaaS cloud including; G Suite, Zoho Workplace, GCP, Digital Ocean Cloud Hosting and much more. We share our musings , experiences and some our best kept secretes here.

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