ndOffice QUICK REFERENCE GUIDE

Notifications
ACTIVITY CENTRE > ndOffice uses the built-in Windows
notifications.
> This list shows your recent documents from all
Office apps. > You can adjust your notification settings at
> Settings > System > Notifications & actions
> Simply click a document to open it. > ndOffice.

OPENING DOCUMENTS
Open a Document

> In either Word, Excel or PowerPoint, select

File > Open.
> Use the Navigation Pane to navigate to the
required document, or run a search.
> Click the document to open it in the current
application.
> To open more than one version of a document
at a time, go to Document > Version Options.
Information Panel

> Click the Info icon to view a document’s Home Page

details:
> Click or expand Home to view items on your
Home Page.
> Open a filing location (workspace, folder etc.)
in the left-hand navigation pane, to access
documents.
> Documents you have pinned to your Home
Page will display in the right-hand pane.

Recent Documents

> Click Recent Documents to view items you

have recently accessed.
> Expand Recent Documents to see lists that
Right-Click Menu will display the 40 most recently Opened,
Edited or Added documents:
> The right-click menu allows you to open a
document in Read-Only Mode, open a specific
version, rename, print, and manage versions.

> Use Get Link to copy the document’s URL into

your Windows clipboard.

Recent Locations

> Click Recent Locations to view the 10 most

recent locations from which you have opened,
or to which you have saved items:

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Searching SAVING DOCUMENTS

> Select a cabinet in the left-hand navigation To access ndOffice Save functions, go to File >
pane. Save As, in either Word, Excel or PowerPoint.
> Select a search field next to the search box:
Create New Document

> Open Word (or Excel or PowerPoint) and

create your document.
> Go to File > Save.
> Select a NetDocuments location, or simply
select a cabinet and complete the document’s
profile.

> Enter key words or phrases in the Search box. > Continue editing, or close your document.

Advanced Searching

> Click to use advanced searching features.

> Use any combination of fields to narrow your
search: Save as a New Version

> With your Word document open, select Save

As.
> By default, the Save as new version, and
Official version boxes will be checked.
> Enter a description for the new version, then
click OK.
> Continue editing, save, then close your
document.

> Go to NetDocuments online for more

searching features, such as searching for Save as a New Document (Copy)
deleted items, and e-mail messages.

Display views > With your Word document open, select Save
As.
> Select how you wish to display items in the > Uncheck the Save as new version option.
right-hand pane:
> Select a new NetDocuments location.
> Complete the profile, if applicable.
> Continue editing, or close your document.

> When viewing a workspace, you can switch

between the Summary View and the List View.

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Save As New Version of Existing MANAGING E-MAIL MESSAGES

Document
ndOffice includes an add-in to perform Attach and
> Open a local document, new document, or an Save function from within Outlook.
e-mail attachment.
> Go to File > Save As. Attach File
> Select an existing document in
NetDocuments. > Similar to the Open dialog, use the Attach
button to attach a copy of one or more
> Enter a description for the new version, then documents to an e-mail:
click OK.
> Continue editing or close your document.

> Select one or more documents at a time, or

repeat the step to attach additional
NOTE: Saving your document while you edit it, will documents.
commit your changes to the NetDocuments Service. > To e-mail a copy of a document outside your
firm, select the Attachment option.
Add Folder > For use inside your firm, use the Insert as Link
option:
> Click Add Folder to add a new folder:

Editing Attachments

> Once you have attached files, you can rename

the attachments, edit the order they appear in,
or convert them to PDF before sending.
Add Workspace > Click Edit on the NetDocuments group on the
ribbon:
> Click Go to Workspace to add a workspace to
your Recent or Favourites List:

> The Edit Attachments dialog box is displayed:

> To rename an attachment, click once on the

name and type over the new name as
required.
> To reorder an attachment, click and drag the
handle to the far-right of the attachment name:

> To convert an attachment to PDF, click the

check-box to the right of the attachment name.
> Click OK to save changes.

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Zipping Attachments NOTE – The filing location suggestions are

made based on where you have previously
> Once you have attached files, you can place saved e-mails from the same sender.
some or all of them into a zip file before
sending.
> Click once on the workspace you wish to file
> Click Zip on the NetDocuments group on the the e-mail/s to. A copy of the e-mail is filed in
ribbon: the workspace.
> If the top filing location suggestion is not
where you wish to file the e-mail to, click on
More Filing Locations to view up to 10 further
location suggestions. Click the relevant one to
> The Zip Attachments dialog box is displayed:
file the e-mail to that workspace.

Save an E-mail Message using the ND

Save Button

> Select one or more messages.

> Click the ND Save button:

> The Save dialog box allows you to file multiple

e-mails (and their attachments) to multiple
> Tick the check-box to the left of any file you locations:
wish to be zipped.
> Type a name for the zip file in the Name field
along the bottom of the dialog box.
> Click OK.
> The attachments are zipped, and the zip file is
added to the Attachments List in the e-mail:

> Select all msg files (#1)

Save an E-mail Message using Filing
Suggestions > Separate the body from the attachments (#2)
> Save only attachments (#3)
> Select one or more messages.
> Or, manually select the desired items using
> On the ND Save group on the ribbon, you will the check-boxes (#4)
see the ND Save button, and alongside it, a
list of suggested filing locations, with the top > Click the pencil icon to rename the msg file or
suggestion displayed: the attachment name before saving (#5)

Top suggested filing location > Select a location. You can save multiple
messages to multiple locations before clicking
Save & Close.
> Click Save.

Further suggested filing locations

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File a Private E-mail Sending and Filing Options

> To file an e-mail to a NetDocuments > When sending a new e-mail message, or a
workspace, but ensure it remains private to reply/forward, you will see two sending options
you, tick the Private Access button: on the ribbon:

> Then file as normal using any method. The e-

mail will be filed to the workspace, but nobody > Send & File – sends the e-mail and files a
else will be able to see it. You will still retain copy into a selected NetDocuments
full access to the message. workspace while it is being sent.
> Send Only – sends the e-mail without filing it
The ND Location Field in NetDocuments.

> Once an e-mail has been filed using either of

NOTE – These options will only be visible if
the above methods, the filing location is
they have been enabled by your firm. They
displayed in the ND Location column in
will not display when responding to calendar
Outlook:
invitations.

Send & File

> Click Send & File to send the e-mail and file a
copy into a NetDocuments workspace. The
ND Send & File dialog is displayed:

Number and name of the workspace

the e-mail is filed to

Save an E-mail Attachment

> Right-click on an attachment to save it to

NetDocuments:

> Tick the check-box to the left of the location

you wish to file the e-mail to. Suggested
locations (based on where you have
previously filed e-mails to this person) are
shown at the top.
> Click the Send & File button to send the e-
mail, and file a copy in the selected location:

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SETTINGS AND HELP Account Settings

> Enable or disable automatic updates.

Settings
> Or, you can manually check or updates any
> ndOffice settings are available from the time.
Activity List:

Echo Folder

> ndOffice includes a local cache of your most

recent documents. This ‘echo’ location can be
found at: C:\Users\<username>\ND Office
Activity List Settings Echo\VAULT-username
> A sub folder called ‘backup’ is where
> Choose the number of items to display in your documents can be recovered if a document
Activity List: save was not successful.

Help and Support

> Access the NetDocuments online Help by

clicking on the Help link or visit the
Document ID Settings NetDocuments support site at
https://support.netdocuments.com
> Choose a location for the Document ID when > We encourage you to go to
using Word: https://support.netdocuments.com to
subscribe to service status updates.
> Have a great suggestion for an enhancement?
Go to https://support.netdocuments.com

Navigation Settings

> Settings also includes an option to set the

default navigation location for the Open and
Save dialogs:

> To profile documents without selecting a

location, select the cabinet option (shown
above), then simply complete the profile fields
when saving.

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