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Oracle® Fusion Middleware User's Guide for Desktop Integration Suite
11g Release 1 (11.1.1)
E10624-03
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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 Integration Suite 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.


Note:

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 Integration Suite client software adds a menu called Oracle UCM (Oracle Universal Content Management) to the main Microsoft Office XP (2002) and 2003 application menu bars.

Figure 4-1 Oracle UCM Menu in Microsoft Word 2003

Description of Figure 4-1 follows
Description of "Figure 4-1 Oracle UCM Menu in Microsoft Word 2003"

The Oracle UCM menu contains the following menu items:

4.3 Integration Into Microsoft Office 2007 and 2010

The Desktop Integration Suite client software adds a ribbon called Oracle UCM (Oracle Universal Content Management) to the Microsoft Office 2007 and 2010 application interfaces.

Figure 4-2 Oracle UCM Ribbon in Microsoft Word 2007

Description of Figure 4-2 follows
Description of "Figure 4-2 Oracle UCM Ribbon in Microsoft Word 2007"

The Oracle UCM ribbon includes the following panels:

4.4 Close Dialog

When you have a checked-out Office document open in your Office application and you close that document or the application, a special close dialog is displayed instead of the standard Office dialog (Figure 4-3).

Figure 4-3 Integration Close Dialog in Microsoft Office Application

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

This special close dialog enables you to decide what to do with your 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, 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 8.10.2, "Saving and Checking In Files in Microsoft Office Applications," and Section A.15, "Save Changes and Check In Document Dialog."

4.5 Most Recently Used (MRU) List

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


Note:

Content items residing on Oracle Content DB servers or other non-UCM WebDAV servers are not included in the most recently used lists.

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

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 8.2.4, "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 Content Server instances). These new custom properties include:


Note:

The custom properties are automatically handled by Desktop Integration Suite 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 4-4 Custom Document Properties (Microsoft Word 2003)

Description of Figure 4-4 follows
Description of "Figure 4-4 Custom Document Properties (Microsoft Word 2003)"

These custom document properties allow Desktop Integration Suite to keep track of where a managed file resides on a content server. This, in turn, enables users to check an Office 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 either case, you can open that file in Microsoft Word on your computer, make changes, and then check it back in to the server using the Oracle UCM menu or ribbon in Word. Desktop Integration Suite looks at the custom properties embedded in the Word document to find out where to upload the file to.

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