Practical knowledge for Swiss SMEs
Editing documents
Guides for “Editing documents” in : step by step, with the place in the menu, the steps and the limits.
Editing documents
Edit in the browser (Office)
Docu | base › Document › Edit in the browser
Opens Word, Excel, PowerPoint and OpenDocument files directly in Docu – to edit or only to view, with each person’s name and colour in the document. Several people can edit at the same time; saving creates a new version without a flood of versions.
Step by step
- Open the document and choose “Edit in the browser” (or “View in the browser”); new files in a folder via “New → Word, Excel or PowerPoint document”.
- Work in the editor. The first save creates a version, automatic saves only overwrite the working copy; closing or “Save” creates the next version – only if something changed.
- At the top, “Back to folder”, “Versions” and “Save as copy”; “Close” saves and returns to the document.
Create a letter with letterhead
Docu | base › Folder › New › Letter (Word)
Create a Word letter template with the central letterhead’s header and footer and a recipient placeholder in the address window.
Step by step
- Open a folder with write permission and select “Letter (Word)” under “New”.
- Enter a name or use the suggested name, then create and open the document.
- Replace the recipient placeholder in the address window and write the letter in the Office editor.
Edit pages
Docu | base › Edit pages
Reorders, rotates or removes pages in a new document version.
Step by step
- Open “Edit pages” on the document page.
- Choose distinct positive order numbers and the desired rotation for the pages to keep.
- Untick “Keep” for pages to remove and save.
Save as PDF
Docu | base › Document › Edit PDF
The PDF copy keeps the same folder, document type and company. The original version is retained.
Step by step
- Save as PDF
- Save as a new version or as a new linked document?
Collections
Docu | base › Collections
Manages personal collections and shows shared collections. Manual collections gather selected documents; search collections update their contents using saved filters.
Step by step
- Open collections and enter a name under “New collection”.
- Choose “Collect documents manually” or “Automatically by criteria”; for criteria, set the search text, document type and status and check up to 20 results with “Load results preview”.
- Optionally select “For everyone”, then “Create collection”. Use “Save as collection” to reuse an existing search.
Collections
Docu | base › Collections
Shows the readable documents in a collection and manages group sharing as ZIP.
Step by step
- Open a collection and select a document title to read it.
- For manual collections, add documents from their document page or remove them here.
- For a group share, enter its validity and optionally a password and maximum downloads. Copy the generated link immediately.
- Revoke shares as needed. Tick the confirmation to delete the collection.
Redacted copy
Docu | base › Redacted copy
Creates a redacted copy using terms, patterns and manually selected areas.
Step by step
- Open “Redacted copy” on the document page.
- Enter terms one per line and/or select patterns such as IBAN or AHV number.
- Also draw areas with your mouse or finger. Remove incorrect areas below the page image.
- Create the copy and check the new document before sharing it.
The next step starts with a conversation.