This article describes the way you can work with Microsoft Office Online in ShareSync web app.

This functionality requires active Office Apps account. With Office Online you can create and edit Word, Excel and PowerPoint documents.

Editing documents

  1. Right-click on the document you want to edit to open a menu and select Edit
    Edit a document
  2. You will be prompted to Login with Office online. Click on the button.
    Login with Office Online
  3. Select Sign in with a work or school account. 
    Sign in with a work or school account
  4. Enter your Office Apps credentials.
    Microsoft Portal
  5. Office Online is ready to work.
    Office Online
    Once you finished the editing the document will be saved automatically.

Real-time co-editing

If multiple users are editing the document, they would see co-editing indicators. Office Online would show the name of the users who are currently working on the document. All changes made by co-editors would be saved in the same file.

Creating documents

  1. Select Create new > Select the type of the document.
    Create new
  2. Enter the name of the document > Click on Create
    Enter the name
  3. Start editing the file.

Note: once the user creates a new document ShareSync web app., the document will get three versions:

  • the first version of the document - it is a blank file;
  • the second version of the document - it is an Office template without user's content;
  • the third version of the document - edits made by the user
    file versions

File locking

  • If one of the collaborators starts editing a file using Office Online apps first, the file is automatically locked, preventing editing by any user via any desktop app.  However, the file is still available for co-authoring with other users in Microsoft Office Online.
    Locked file
  • If one of the collaborators starts editing a file on a desktop first, other collaborators can edit this file in Office Online.  Office Online will apply a lock and take editing controls.  Collaborators editing a file on the desktop will be forced to save their changes into a different file name.

Supported browsers and operating systems

  • Desktop:
    Edge, IE (IE 9 and later), Firefox (latest version), Chrome (latest version), Safari (latest two versions)
    Windows (Windows Vista SP2 and later), MacOS X (10.6 and later), Linux.
  • Mobile devices:
    IE (9 and later), Chrome, Safari
    Windows phone (7 and later), Windows Mobile, Android (4 and later) (except FireFox), iOS (4.3 and later) (except Chrome), BlackBerry (6 and later)

Office Online: application-specific behavior and limitations

  Supported file formats File size limits Auto-save frequency File author
View only View and edit View Edit
Word Online .doc .dot .dotx .docx .docm .odt No limit, but subject to the 60 second time out for file downloads so it is possible that smaller files will hit that timeout The technical limit is 100 million characters.

Note: most documents will not hit this limit.

Every 30 seconds if document is updated The user who made the most recent change to the document
Excel Online .xls .xlsx .xlsm .xlsb .ods 5 Mb 5 Mb Every 2 minutes The user who joined the editing session most recently
PowerPoint Online .pot .potm .potx .pps .ppsm .ppt .pptm .pptx .ppsx .odp No limit

Note: subject to the overall 60 second time out for file downloads so it is possible that smaller files will hit that timeout

300 Mb

Note: subject to the overall 60 second time out for file downloads so it is possible that smaller files will hit that timeout

Every 60 seconds if a document is updated The user who made the most recent change to the document

Note: protected/linked Excel Workbooks are not supported.


Office Licenses

User will need to be licensed for one of these Microsoft Office editions:

  • Office 365 SKUs with Office Online:
    • Office 365 Enterprise K1**, Office 365 Enterprise E1, Office 365 Enterprise E3, Office 365 Enterprise E4, Office 365 Enterprise E5, Office 365 ProPlus, Office 365 Business Essentials, Office 365 Business Premium, Office 365 Business, OneDrive for Business
  • O365 SKUs with Client Rights, which covers Office Mobile:
    • Office 365 Business, Office 365 Business Premium, Office 365 ProPlus, Office 365 Enterprise E3, Office 365 Enterprise E5
  • EDU:
    • O365 SKUs for EDU: Office 365 Education
  • Smarsh Hosted Services:
    • Smarsh Hosted Services Office Apps and Office Apps ProPlus include Office Online

Important:

  • Office 365 Exchange Online, personal licenses, and Microsoft Office perpetual licenses are not supported.

License revocation

If a license is revoked/removed in the O365 portal or when credentials are changed:

  • Microsoft has some password expiration period, which is set to MIN (< 30 days >, < user’s license expiration day >)
  • The password expiration period can be changed by Microsoft 
  • Microsoft tries to keep cached data on our side in up-to-date state 
  • All verification of data happens on Microsoft side

As a result, users may experience the following cases:

  • If a user has already used the ShareSync Office Online integration and has entered their license credentials, and their license is then either revoked/removed:
    • If user’s Office Online license is set to expire in the next 90 days, ShareSync will revoke file Editing capabilities and prompt them for new license credentials in 30 days (Microsoft’s default expiration period)
    • If user’s Office Online license is set to expire in the next 10 days, ShareSync will revoke file Editing capabilities and prompt them for new license credentials in 10 days (# of days before user’s license expiration)
  • If a user has already used the ShareSync Office Online integration and has entered their license credentials, and then his/her license credentials are changed:
    • ShareSync will revoke file Editing capabilities and prompt them for new credentials in 30 days (Microsoft’s default expiration period).

Known issues

  • Grantee of the cross-organization share cannot edit documents under the accepted share