Functions in Microsoft Word, Microsoft Excel and Microsoft PowerPoint

The M-Files functions accessible directly in Microsoft Word, Microsoft Excel and Microsoft PowerPoint for Microsoft Windows make it easy to work with documents. You can access the functions from the File menu, Office menu, or M-Files menu. The menus may look a little different, depending on the software versions in use.



All M-Files functions are available through the M-Files menu.

The M-Files functions discussed in this section are available in Microsoft Word, Microsoft Excel, and Microsoft PowerPoint versions 2013, 2016, and 2019, as well as in Office 365 ProPlus versions currently supported by Microsoft according to their lifecycle policy.

Open From M-Files

You can open a document for reading or editing directly from the document vault. If you are using several document vaults, use the Open from M-Files function to select the desired document vault. This function is also available on the File and Office menus.

Save to M-Files

Save is the handiest way to save a new or edited document to M-Files. When you save to M-Files directly, the metadata card opens for editing just as it does when you create a new document via M-Files Desktop. For more information, see Creating a Document. If you are using several document vaults, choose the target document vault in the Save submenu. This function is also available on the File and Office menus.

Explore M-Files

You can open the M-Files user interface at the same time. If the opened file is in M-Files, the Explore M-Files function displays the file in M-Files, making it is easier to perform other M-Files functions on the file (such as copying or sending a link by e-mail).

Check Out

The Check Out function checks out for editing a document that has been opened as read-only. This function converts a read-only document into an editable document.

Note: If the document is in read-only mode and has been edited, and the Check Out function is then executed, all changes will be lost.

Check In

Once you are finished editing a document, use the Check In function to check in the document to the document vault. The Check In function saves the document you have edited to the vault and then the document is closed in Microsoft Word.

Check In Changes

The Check In Changes function allows you to check in your changes to the vault while you continue editing the document. This function allows other vault users to see your changes in the vault while you are still editing the document. If you no longer need to edit the document, use the Check In function instead.

Undo Checkout

The Undo Checkout function closes the current document and cancels its checkout without saving changes. If the Undo Checkout function is performed on a document that has been edited, all changes made after the document was checked out will be lost.

Note: Undo Checkout cannot be used on a single file of a multi-file document. In this case, the function is not available in the M-Files menu.

Compare

With the standard Compare function, the content of the current document can be compared to an earlier version of the same document. The Compare function opens the document version history, which allows you to select the earlier version to compare the current one to. The results are displayed with the changes visible.

If the Advanced Document Compare feature is in use in your vault, document comparison operates differently. In addition to document versions, you can compare the content to another document. For more information, see Comparing Document Content via the Microsoft Word Ribbon.

Note: Compare is available in Microsoft Word only.

Insert Property

For more information, see Insert M-Files Property.

Properties

The Properties function allows you to view document properties defined in M-Files. When you click the Properties button, the metadata card that is opened is the same as the metadata card in M-Files.

The document properties can also be edited and saved as in M-Files. For more information, see Document Properties.