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Oracle® WebCenter Content User's Guide for Desktop
11g Release 1 (11.1.1)

Part Number E10624-05
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4 Integration into Microsoft Office Applications

This section covers these topics:

4.1 About Microsoft Office Integration

After installing the Desktop client software on your computer, you can interact with content servers and the files on them directly from a number of Microsoft Office applications. You can perform a number of content management tasks, including opening files from a content server ("check out"), saving file to a server ("check in"), searching for files on a server, comparing document revisions on a server, and inserting files on a server or links to these files into the current document.


Not all these features may be available in all Office applications and for all content servers (depending on their server type and version).

The following Microsoft Office applications are supported:

4.2 Integration into Microsoft Office XP (2002) and 2003

The Desktop client software adds a menu called WebCenter Content to the main Microsoft Office XP (2002) and 2003 application menu bars.

Figure 4-1 WebCenter Content menu in Microsoft Word 2003

Description of Figure 4-1 follows
Description of "Figure 4-1 WebCenter Content menu in Microsoft Word 2003"

The WebCenter Content menu contains the following menu items:

4.3 Integration into Microsoft Office 2007 and 2010

The Desktop client software adds a ribbon called WebCenter Content to the Microsoft Office 2007 and 2010 application interfaces.

Figure 4-2 WebCenter Content Ribbon in Microsoft Word 2007

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Description of "Figure 4-2 WebCenter Content Ribbon in Microsoft Word 2007"

The WebCenter Content ribbon includes the following groups:

4.4 Close Dialog

By default, when you have a checked-out document open in your Microsoft Office application and you close that document or the application, a special close dialog for managed documents opens (Figure 4-3).

Figure 4-3 Integration Close Dialog in Microsoft Office Application

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Description of "Figure 4-3 Integration Close Dialog in Microsoft Office Application"

This special close dialog enables you to decide what to do with the current checked-out document: you can save the changes (if there are any unsaved changes), check the document back in to the server as a new revision, add a comment, edit the document metadata before checking it in, not check it in and save it locally as an offline file, or cancel the checked-out status of the document. For more information, see Section 11.8.2, "Checking In a Managed Document When Closing It."


Optionally, you can configure Desktop to close managed documents in much the same way as unmanaged documents ("Do you want to save the changes?"), so you will not see this special dialog. See Section B.1, "Setting Windows Explorer Integration Options" ('Hide the Close Document check-in dialog' option).

4.5 Most-Recently-Used (MRU) List

Microsoft Office applications provide a most recently used (MRU) list of content items on Oracle WebCenter Content Server instances that were opened in the application before. This enables you to quickly and conveniently reopen content items you worked on earlier.


The most-recently-used list only includes content items that reside on Oracle WebCenter Content Server or Oracle Content Server instances, not on Oracle Content Database servers or other WebDAV servers.

In Office XP (2002) and 2003, the list is located at the bottom of the WebCenter Content menu. In Office 2007 and 2010, it is in the Recent Content Items dropdown menu in the WebCenter Content ribbon (Figure 4-4).

Figure 4-4 Most-Recently-Used (MRU) List in Microsoft Word 2007

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Description of "Figure 4-4 Most-Recently-Used (MRU) List in Microsoft Word 2007"

The most recently opened file is at the top of the list. If you hover the mouse cursor over a list item in Office 2007 or 2010, you see the content ID of the file as well as the server it resides on. Tooltips are not provided in Office XP (2002) and 2003.

To reopen a recent content item, simply select it from the list, and it opens in the Office application. If the document was last opened in read-only mode ('view'), you are asked whether you want to open it in read-only mode again or if you want it opened in full edit mode ('open'). See Section 9.6, "Content Management Actions on Files" for a comparison between viewing and opening a file.

Changing the Maximum Number of MRU List Items

You can change the maximum number of items shown in the most recently used list:

The new setting takes effect as soon as you close the options dialog, but the number of items shown on the list will not change until a new document is added to it.

4.6 Microsoft Office Document Properties

A number of custom properties may be added to Microsoft Office files, depending on the content server type and configuration (specifically, the DesktopTag feature on Oracle WebCenter Content Server). By default, these new custom properties include:


The custom properties are automatically handled by Desktop and should not be changed by end users.

Viewing the Custom Properties

You can view the custom properties of a Microsoft Office file as follows:

Figure 4-5 Custom Document Properties (Microsoft Word 2007)

Description of Figure 4-5 follows
Description of "Figure 4-5 Custom Document Properties (Microsoft Word 2007)"

These custom document properties allow Desktop to keep track of the location of a managed Office document on a content server as well as its revision history. This enables users to open the most recent revision of a managed document even if they have an older revision, or to check a document back in to a content server even outside a content management integration context. This may be useful in a number of situations, for example:

In any of these cases, you can open the latest revision of the document in Microsoft Word on your computer, make changes, and then check it back in to the server using the WebCenter Content menu or ribbon in Word. Desktop looks at the custom properties embedded in the Word document to find out where to upload the file to.