Using Documents and Folders in the Add-In for Outlook

This section describes how to use documents and folders in the add-in for Outlook:

How do I add files to a Conversation or wall?

You can upload files from your local file systems.

Note: If you add a document with the same name as one that was previously added, a new version is created.

  1. Open the Conversation or wall you want to add the file to.
  2. On the Posts or Documents tab, click Upload Document icon.

    Tip: On the Documents tab, the Add Documents icon (Upload Document icon) appears on the banner. On the Posts tab, the Add Documents icon appears on the banner in compact-view mode and next to the Post button in full-view mode.

  3. Browse to and select one or more files.

    Once you make your selection, an upload area opens at the bottom of the panel.

  4. Optionally, to prevent people from downloading or copying this file select Disable download and copy.
  5. Optionally, enter a description where it says [Optional] Enter a description about the document(s).
  6. Click Post or press Enter to start the upload.

Note: There are no restrictions on the file types you can upload.

How do I view files from the add-in for Outlook?

Wherever you see the file, click Open to open the file in the native viewer, or click the file name or thumbnail to open the file in the web client.

How do I download a file from the add-in for Outlook?

  1. Navigate to the file you want to download.
  2. Under the file, click Download.

    This option isn't available if downloading and copying were disabled when the file was uploaded.

  3. Select a destination, and click Save.

How do I copy a file from one Conversation to another?

  1. Navigate to the file you want to copy.
  2. Right-click the file, select Copy, then select Copy to Items.

    Alternatively, on the Documents tab (Documents tab icon) of the Conversation or wall, click More under the document, select Copy, then select Copy to Items.

    This option isn't available if downloading and copying were disabled when the file was uploaded.

  3. Select a way to locate the target Conversation or wall:

    • Recent Items—For a list of Conversations and walls you have visited recently

    • Favorites—For a list of Conversations and walls you have marked as a favorite

    • Search—To use search to locate the Conversation or wall

    • New—To create a new Conversation

  4. For all but New, select the destination Conversation or wall.
  5. Click OK to copy the file to the selected Conversation or wall.

How do I navigate from a document to its location in the Conversation or wall?

When viewing the list of documents in the Documents tab, right-click the document, then select Go to Comment to get to the place in the Conversation or wall where the document was posted.

Alternatively, click More under the document, then select Go to Comment.

How do I edit a document?

  1. Navigate to the file you want to edit.
  2. Under the document, click Edit, then select an option:

    • Edit Document opens the file in its native application. This is determined by the file's extension.

    • Edit Document With lets you choose the editor you want to use. When you select this option, you must also select an editor.

  3. Edit the file, and save, keeping the same file name and same default directory.
  4. In the add-in panel, right-click the file, select Document, then select Publish Changes.
  5. Finish uploading the new version as you would any other file.

Note: If you use Edit Document With, you might need to select Stop Editing from the file's Options menu. This is necessary when the file continues to appear highlighted.

How do I view document annotations?

The add-in for Outlook provides a pathway to document annotations in your browser.

  1. Navigate to the file.
  2. Right-click the file, then select View Annotations.
  3. If prompted to, log in to your web version of Oracle Social Network.

    A detailed view of the document opens, showing its annotations.

How can I find a file on a Conversation or wall's Documents tab?

The Documents tab in a Conversation or on a wall has a search feature for locating a file by its name.

  1. Go to the Conversation or wall and click Documents tab icon.
  2. On the Documents banner, click Find documents icon.

    This opens a search field with other controls, like an Options menu.

  3. Optionally, to return only the files that match your search terms that you have marked as a favorite, click Options menu icon, then select Favorite Only.
  4. In the search field, enter all or part of the file's name.

    Search results appear in a pop-up. Click a result to highlight it in the documents list.

  5. Click Close the Find Document bar icon to leave search mode.

How can I view a document's access history?

You can see the types of actions that have been taken on a given document in the add-in for Outlook.

  1. Navigate to the document in the Documents tab (Documents tab icon) of the Conversation or wall.
  2. Right-click the document, and select Access History; or click More, then select Access History.

    The Document Activity dialog shows when the document was:

    • Added

    • Copied from a cloud document store

    • Copied to a cloud document store

    • Downloaded

    • Updated

    • Removed

    • Unremoved

    • Viewed

How do I show or hide a document's versions?

  1. Navigate to the document in the Documents tab (Documents tab icon) of the Conversation or wall.
  2. Right-click the document, and select View All Versions; or click More, then select View All Versions.

How do I copy a file URL to the clipboard?

When you copy a file URL to your clipboard, you can paste it anywhere you like. When clicked, it goes to a preview of the document in your browser.

  1. Navigate to the file.
  2. Right-click the file, and select Copy Document Link.

How do I send a document as an email?

When you send a file as an email, a new email opens. It includes an attachment to the file and a link to the Conversation or wall the file is posted to. Everyone who receives the email can see the file link, but only those who are also members of the Conversation or who have access to the wall can open the file.

  1. Navigate to the file.
  2. Right-click the file, and select Send As E-Mail.

How do I delete a document?

You can delete documents you posted or documents on your profile wall.

Notes:

  • If you are a service administrator, you can delete any document.

  • Deleting a document or document version deletes it for all members of the Conversation or wall.

To delete a specific version of a file:

  1. Navigate to the file in the Conversation or wall.

  2. Right-click the file, and select Delete Version; or click More, then select Delete Version.

To delete all versions of a file:

  1. Navigate to the file in the Documents tab (Documents tab icon) of the Conversation or wall.

  2. Right-click the file, and select Delete; or click More, then select Delete.

To restore a deleted file:

  1. On the Posts tab, locate the deleted message icon (Deleted Message icon) where the file message used to be.
  2. Click Deleted Message icon, then confirm that you want to restore the file.

    The message and file are restored.

Note: Only a service administrator, the person who posted the file, or the person who deleted the file can restore the deleted file.

How do I create a folder?

You can create a folder on the Documents tab of any Conversation or wall. Look for Add New Folder icon on the Documents banner.

  1. Go to the Conversation or wall, and click Documents tab icon.
  2. On the Documents banner, click Add New Folder icon to open the New Folder dialog.
  3. In the Name field, enter a name for the folder.
  4. Click OK.

Note: When you open a folder, a breadcrumb appears at the top of the Documents tab to show you where you are in the folder structure. To return to a parent folder, click the folder name in the breadcrumb.

How do I rename a folder?

  1. Go to the Conversation or wall with the folder you want to rename, and click Documents tab icon.
  2. Right-click the folder you want to rename, and select Rename to open the Edit Folder dialog.
  3. In the Name field, enter a new name for the folder.

How do I copy a folder?

Copying a folder copies the folder and all of its files from one Conversation or wall to another or duplicates it within the same Conversation or wall. Because the folder is a copy, it's independent of the original folder. This means, for example, the copied folder is not affected if you delete the original folder or add more files to it.

  1. Go to the Conversation or wall with the folder you want to copy, and click Documents tab icon.
  2. Right-click the folder you want to copy, and select Share to open the Browse Conversations dialog.
  3. In the dialog, select a way to locate the destination folder, Conversation, or wall.

    • Click Recent Items to select from destinations that have recently been active.

    • Click Favorites to select from your favorite destinations.

    • Click Search to select from search results for the destination.

  4. Select the destination, and click OK.

How do I move a folder?

  1. Go to the Conversation or wall that has a folder you want to move, and click Documents tab icon.
  2. Right-click the folder you want to move, then select Move.
  3. In the Move Items dialog, select a destination for the moved folder, and click OK.

How do I add new documents to a folder?

  1. Go to the Conversation or wall that has a folder you want to add new files to, and click Documents tab icon.
  2. Double-click the folder you want to add a new file to, to open it.
  3. Click Upload Documents icon.
  4. Add the file as you would to any Conversation or wall (see How do I add files to a Conversation or wall?).

How do I move documents into a folder?

  1. Go to the Conversation or wall with a folder you want to move files to, and click Documents tab icon.
  2. Right-click the file you want to add to a folder, and select Move to open the Move Items dialog. Select an existing folder for the file, or click New Folder to create a folder for the file.

    Alternatively, to move documents and folders to a subfolder, drag them to the new folder.

How do I move documents out of a folder?

  1. Go to the Conversation or wall with a folder you want to move files out of.
  2. Click Documents tab icon.
  3. Double-click the folder to open it.
  4. Right-click the file you want to move, and select Move.
  5. Select a destination for the file, and click OK.

How do I download a folder from the add-in for Outlook?

Downloading a folder downloads a .zip file of the folder and its content. The .zip file is named after the folder. For example, if you download an All Business folder, you get a .zip file named All Business.zip.

  1. Go to the Conversation or wall with a folder you want to download.
  2. Click Documents tab icon.
  3. Right-click the folder you want to download, and select Download to open a save dialog.
  4. Select a destination for the folder, and click Save.

    The folder and its contents are saved as a .zip file to the destination you selected.

How do I copy a folder URL to the clipboard?

  1. Go to the Conversation or wall with the folder.
  2. Click Documents tab icon.
  3. Right-click the folder, and select Copy Folder Link to add the folder's URL to your system's clipboard.
  4. Paste the link wherever you like.

How do I open a folder in the add-in, in the web version of Oracle Social Network?

  1. Go to the Conversation or wall with a folder you want to open in your browser.
  2. Click Documents tab icon.
  3. Right-click the folder you want to open, and select Open in Web Browser to open the folder in the browser version of Oracle Social Network.

How do I delete a folder?

You can delete folders you created (as long as they don't include anyone else's documents or folders) or folders on your profile wall.

Notes:

  • If you are a service administrator, you can delete any folder.

  • Deleting a folder also deletes all the files and subfolders it contains.

  • Deleting a folder deletes it for all members of the Conversation or wall.

  • There's no undelete, so be sure about deleting the folder before you act.

To delete a folder:

  1. Go to the Conversation or wall with a folder you want to delete.

  2. Click Documents tab icon.

  3. Right-click the folder you want to delete, and select Remove.

  4. In the confirmation dialog, click Yes.

To restore a deleted folder and its contents:

  1. On the Posts tab, locate the deleted message icon (Deleted Message icon) where the folder message used to be.
  2. Click Deleted Message icon, then confirm that you want to restore the folder.

    The message, folder, and its contents are restored.

Note: Only a service administrator, the person who created the folder, or the person who deleted the folder can restore the deleted folder.