ONLYOFFICE Workspace Enterprise Plus 50

Change owner option from the file/folder context menu. In the Change owner window that opens, select another user from the list and click the Save button. Step 4. Organize documents To place documents to appropriate folders check the box near the necessary documents, click theMove to button and select the folder you wish to move your documents in. The document will be placed to the selected folder. It''s also possible to upload some new files directly to the created folder entering it and using the Upload button in the upper left corner of the page. The rights set to the folder will be applied to all the documents placed and uploaded to it.People Module Overview People is a module where all portal members as well as group participants are displayed. There can be two types of members on your portal: · Users - they are portal members who take an active part in portal life and can create their own content. · Guests - they are external users with view-only permissions. Every member has one of the following statuses: · Active - such portal members are visible in the main list, have already confirmed their registration email address, receive email notifications and can collaborate with other portal members. · Pending - such people were added to the portal or changed their registration email address on their profile page, but haven''t confirmed it yet. They can log in to the portal and collaborate with other members, but won''t receive any email notifications. If you are using the cloud version, users with the Pending status are included into the overall active users number on your portal Pricing page. · Disabled - such portal members were transferred to the list of disabled members that can be viewed by selecting the appropriate filter option. They can''t log in to the portal any more. The full access administrators can change the portal members'' type and status by selecting them in the list and clicking the ''Change Type'' or ''Change Status'' button at the top or on their profile page. Please bear in mind that it''s impossible to change type for the administrators. Editing profile Every active portal member can edit his own profile. To do that, 1. click the link with your name in the right upper corner 2. select the Profile option 3. press the Edit Photo button at the bottom of the current profile photo to upload another one and select the image area that will be displayed as your avatar photo 4. click the icon above your photo and select one of the following options depending on your goal: · Edit - to change personal information displayed on your profile page: first or last name, registration date, title, location, sex, date of birth, contact details, avatar photo · Change password - to change your password you use to log in to the portal (you can do that also by clicking the icon next to the current password on your profile page)Your password must be at least 8 but no more than 30 characters long. · Change email - to change your registration email address (you can do that also by clicking the icon next to the current email on your profile page) · Edit Photo - to upload another photo and select the image area that will be displayed as your avatar photo · Delete my profile - to receive instructions per email on how to do that In case two-factor authentication is enabled in the portal settings, you can also change your Primary Mobile Phone. After you click the icon, the information window will open. Press OK. You''ll be redirected to another page, where you will be able to specify a different phone number and press the Enter number button to save it. You''ll receive an SMS with a verification code to your new mobile phone. The full access administrators can edit not only their own profiles but also other portal members'' profiles. For this purpose, 1. find the needed person in the portal members list and open his/her profile page 2. click the icon next to the member''s name and select one of the available options (they coincide with the options listed above, the only difference is the Disable option that is used to move the portal member to the list of disabled members who can''t log in to the portal any more). Being a portal member, you can also change the portal language within your account. For this purpose, open your profile page and select one of the available options in the Language dropdown list. By default, the portal is displayed in the language chosen in the common portal settings by a full access administrator. To facilitate your login to the portal, you can use one of your social accounts at Google, Facebook, Twitter, or LinkedIn. To connect it, please 1. open your profile page clicking the link with your name in the right upper corner and selecting the Profile option 2. click the Connect link under the needed social network icon 3. enter your email address and password into the corresponding fields within the opened window 4. allow the online office to access your account data pressing the appropriate button It''s also possible to manage your subscriptions within all portal modules on your profile page. To view the whole list of the portal content you are subscribed to, click the Show link next to the Subscriptions caption. Here you can unsubscribe from the content that isn''t interesting to you any more and change the way you want to be informed about updates selecting one of the available notification types: via Talk, email or both. You can also disable or enable back tooltips that appear on the screen to introduce you to the basic features of each module when you log in for the first time or to inform you of newfeatures added. Click the Show link next to the Tooltips caption and click the on-off control. The tooltips will be enabled or disabled for all modules at once. For Administrators Adding new portal members As a portal owner or full access administrator, you can add new members to the portal. Use invitation link If you''ve created your portal recently and have not yet added users, the Invite users to portal button is available on the left side panel in each portal module. It allows you to quickly and easily invite new members to your portal so that they could join it: 1. click the Invite users to portal button The invitation link will be copied to the clipboard right away and the Invitation Link window will open allowing you to adjust additional link settings: · check the Add users as guests box to invite people who will have view-only permissions on your portal (if you want these people to create portal content, leave this box unchecked). After you change this parameter do not forget to copy the renewed link using the Copy link option. · you can also Get the shortened link which is more suitable for adding to your message 2. paste the copied link into your invitation message and send it or share the link via social networks using the corresponding icons in the Invitation Link window The link is valid for 7 days only. Later you can click the button in the left upper corner within the Peoplemodule and select the Invitation Link option to copy the invitation link and open the corresponding window. Add users manually You can also add portal members manually one by one: 1. click the Create button in the left upper corner within the Peoplemodule 2. select the User or Guest option from the dropdown list 3. fill in the fields marked with asterisk - first and last name as well as email address. When creating a user you can specify an existing email address or create a new email on the domain previously connected in theMailmodule. For a guest you can specify an existing email address only. To create a new mailbox for a user, click the Createemail on domain link. Enter a user name for the new mailbox in the entry field. If you have several domains connected in theMailmodule select the necessary domain from the drop-down list. When creating a user/guest it''s also possible to create a temporary password so that the user/guest can access the portal for the first time (he/she can change this password later at his/her profile page). To create a password click the Set password link. Once you click this link, the field becomes obligatory. You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the icon. The requirements for the password generation and validation are determined by the Password Strength Settings specified in the portal Security settings. The password must be at least 8 but no more than 30 characters long. The specified email and password can be copied to the clipboard by clicking the Copy email and password link. You can also select a group (or even several groups) the user/guest will belong to, enter his/her title and location, upload an avatar photo, etc. The registration date is set to the current date by default, but you can change it clicking within the field. 4. click the Save button Right after that the newly added member''s profile page opens and an email notification with a link for accessing the portal is sent to him/her. The new portal member gets the pending status till he/she confirms his/her registration email address. In the portal members list he/she will be marked with the icon at his/her avatar photo. After the email confirmation the guests get the icon on their avatar photo and administrators - the icon. The portal owner is marked with the icon. The link sent in the notification is valid for 7 days only. If the user doesn''t manage to complete the registration by following the link in time, you can resend this notification clicking the Send invitation once again link on his/her profile page. If there are several users who exceeded the time limit given for email confirmation, click the button in the left upper corner and select the Send invitations once again option or select the needed members in the list and click the Send activation link once again button at the top. Create groups While adding members, you will certainly need to create new groups. To do that, 1. click the Create button in the left upper corner within the Peoplemodule 2. select the Group option from the dropdown list 3. enter the group Title into the field marked with asterisk4. assign the group Head by clicking the Choose user link and selecting one of the existing users/guests or creating a new profile 5. add groupMembers by clicking the Add members link and selecting the existing users/guests or creating new profiles one by one 6. click the Save button Importing users from Yahoo or Google Introduction You have launched the portal in your company and now need to add all your colleagues to the system? It can be really a pain to enter their email adresses manually one by one. This guide will show you how to add several users at once using the contact information from Yahoo or Google. Step 1. Access the People Enter your portal and click the People link. In case you have already logged in to the portal and been using it for some time, to access the Peoplemodule, open the drop-down list in the top left corner of the page and select the corresponding option. Step 2. Select a desired source Click the button next to the Create button in the upper left corner and select the Import People option or use the Import People button at the left side panel. The Add users to the portal wizard opens. Select a source you wish to use the contact information from: Google or Yahoo clicking the corresponding button. After you have selected either of these options, you will be asked to grant access to your account contact information. You''ll need to allow such access in order to continue the importing process. Step 3. Manage the contacts and start importing All the available contact information will be displayed within the Add users to the portal wizard. Check the list. Specify the user first and last name if absent. To delete the user from the list use the icon which appears to the right when you point at the user.If you wish to add these users as guests check the corresponding Add users as guests box below the user list. When everything is done click the Add to portal button to start adding. The selected users will be added to the portal right away and will receive an email notification with a link to your portal. Importing users from a mail client address book Introduction The simplest way to add all your colleagues to the portal is to import the contact information stored in the address book of your mail client. To do that just read this guide and follow the instructions step by step. Step 1. Export data from a mail client to CSV file Open your MS Outlook Express. Go to the File section of the main menu and select Export >> Address Book.... Then follow the wizard instructions to export your contacts to a .csv file: · in the Address Book Export Tool window select the Text File (Comma Separated Values) option and click the Export button, · set the resulting file name and its location and click the Next button, · check the fields you need to export: First Name, Last Name and Email Address, · finally, click the Finish button to start exporting. Your contact information will be exported in the CSV format to the location you selected. Step 2. Access the People Enter your portal and click the People link. In case you have already logged in to the portal and been using it for some time, to access the Peoplemodule, open the drop-down list in the top left corner of the page and select the corresponding option. Step 3. Load the created CSV file to the portal Click the button next to the Create button in the upper left corner and select the Import People option or use the Import People button at the left side panel. The Add users to the portal wizard opens.Select the From File option. The File Upload window opens. Browse your hard disk drive for the created .csv file and click the Open button. The file will be loaded. If you want to replace it, use the Select another source link. Step 4. Verify the .csv file data In the Add users to the portal wizard, verify the .csv file settings and set up compliance between the .csv file fields and the fields on the portal which are required to add a user. For proper importing you can change the loaded .csv file settings: · Encoding - Specify the encoding type used while saving your .csv file. The default type is UTF-8. · Delimiter - Use this drop-down list to select the character used to separate values in your .csv file. The default delimiter is Comma. · Text Delimiter - Use this drop-down list to specify the character used to enclose the fields in your .csv file. If your .csv file has a header row with the field/column names, check the The names of fields in first line box - the field names will be displayed in the Fields in file section. Below you can set up compliance between the .csv file fields and the fields on the portal. · Fields in file - a row of your .csv file containing the column/field names. · Example values - the available file column values. To refresh values use the icon. · Fields on the portal - the portal fields corresponding to the field/column names from your file. If the field names in the loaded .csv file comply with the obligatory fields which are necessary to import users to the portal (First Name, Last Name and Email), they will be automatically selected in the Fields on the portal section. You can also set up compliance manually selecting the necessary value from the list. When everything is done click the Go to contact list button below to proceed to the next step. Step 5. Manage the contacts and start importing All the available contact information will be displayed within the Add users to the portal wizard. Check the list. Specify the user first and last name if absent. To delete the user from the list use the icon which appears to the right when you point at the user. If you wish to add these users as guests check the corresponding Add users as guests box below the user list. When everything is done click the Add to portal button to start adding.The selected users will be added to the portal right away and will receive an email notification with a link to your portal. Importing users from a CSV file Introduction Are you tired to add the people to the system manually one by one? This guide will show you how to add several users at once in no time. Following these easy steps you will be able to save your contacts in a .csv file and then add them to your portal. Step 1. Create a CSV file If you have already a .csv file containing the contact information you need to import proceed to the Step 2. If you store your contact information in a spreadsheet, check it and save to a CSV (Comma Separated Values) file format, for example using the Documents module. Each spreadsheet row should correspond to a single contact record. The first row can be a header record containing column/field names. Each contact record should contain the following required fields: First Name, Last Name and Email. You can also create a new spreadsheet directly on your portal. Step 2. Access the People Enter your portal and click the People link. In case you have already logged in to the portal and been using it for some time, to access the Peoplemodule, open the drop-down list in the top left corner of the page and select the corresponding option. Step 3. Load the created CSV file to the portal Click the button next to the Create button in the upper left corner and select the Import People option or use the Import People button at the left side panel. The Add users to the portal wizard opens. Select the From File option. The File Upload window opens. Browse your hard disk drive for the created .csv file and click the Open button. The file will be loaded. If you want to replace it, use the Select another source link.Step 4. Verify the .csv file data In the Add users to the portal wizard, verify the .csv file settings and set up compliance between the .csv file fields and the fields on the portal which are required to add a user. For proper importing you can change the loaded .csv file settings: · Encoding - Specify the encoding type used while saving your .csv file. The default type is UTF-8. · Delimiter - Use this drop-down list to select the character used to separate values in your .csv file. The default delimiter is Comma. · Text Delimiter - Use this drop-down list to specify the character used to enclose the fields in your .csv file. If your .csv file has a header row with the field/column names, check the The names of fields in first line box - the field names will be displayed in the Fields in file section. Below you can set up compliance between the .csv file fields and the fields on the portal. · Fields in file - a row of your .csv file containing the column/field names. · Example values - the available file column values. To refresh values use the icon. · Fields on the portal - the portal fields corresponding to the field/column names from your file. If the field names in the loaded .csv file comply with the obligatory fields which are necessary to import users to the portal (First Name, Last Name and Email), they will be automatically selected in the Fields on the portal section. You can also set up compliance manually selecting the necessary value from the list. When everything is done click the Go to contact list button below to proceed to the next step. Step 5. Manage the contact list and start importing All the available contact information will be displayed within the Add users to the portal wizard. Check the list. Specify the user first and last name if absent. To delete the user from the list use the icon which appears to the right when you point at the user. If you wish to add these users as guests check the corresponding Add users as guests box below the user list. When everything is done click the Add to portal button to start adding. The selected users will be added to the portal right away and will receive an email notification with a link to your portal.Managing access rights There are three main access levels within portal: Guest with view-only permissions, user with basic privileges and administrator with advanced privileges. Among administrators there are: · module administratorsmanaging one particular module or several of them · full access administratorsmanaging all portal moduls · portal owner having control over the whole portal Changing portal owner Actually, the portal owner is the person who created the portal. If he wants to appoint another portal member to this position, he needs to: 1. switch to the portal settings choosing the Settings option in the top menu, 2. expand the Security section on the left-side panel and select the Access Rights subsection, 3. click the Choose Owner link under his photo in the Portal Owner section, 4. select a person from the dropdown list, 5. click the Change Portal Owner button, 6. check the mail box and follow the confirmation link sent in the email message. The portal owner has the same permissions as full access administrators and can perform the following operations: Full Access Administrator Portal Owner add portal members edit member profiles + appoint module administrators change portal owner change general and customization portal backup portal settings deactivate/delete portal view portal statistics change server region Granting administrator privileges After a portal member is added to the portal, he gets user or guest access rights. The portal owner or full access administrators can grant administrator privileges to users only. To do that, they need to proceed through the following steps: 1. switch to the portal settings choosing the Settings option in the top menu, 2. select the Access Rights option on the left-side panel, 3. click the Show link next to the Administrators caption, 4. click the Choose user link under the list of administrators, 5. select a person or several persons at once from the existing users/guests or create a new administrator right here by clicking the Create new profile link,6. click the Save button, 7. the selected person(s) will get the maximum access to all portal modules by default; to limit it, uncheck the Full Access box first and then the boxes corresponding to the modules you don''t want to grant administrator access to. PaenrdmMisasiilomnsodfourleDsocuments, CRM, Community, People, This access rights structure - guest/user/administrator - is valid for the following portal modules: · Documents · CRM · Community · People · Mail The guests have no access to the ''CRM'' ''People'' and ''Mail'' modules at all. They only can view and edit their own profile. The main permissions are listed in the table below. Documents CRM Commy unit People Mail view files available to all portal members, add download files from comments Guest the ''Common to existing Documents'' folder posts, edit own and documents attach files profile shared with them, to upload files to folders comments shared with them edit own create/edit/manage/s create new profile, manage User hare files and folders add new module view own mail in the ''My Documents'' content and content other accounts, section, view files in edit own one and edit member receive ''Common Documents'' own one s'' and send profiles letters + + + + configure + add/invit manage Module create/edit/manage/s module moderate e users, Mail Administrator hare files and folders settings, stored in the import/expo the whole create Server module groups (add own ''Common Documents'' rt data, send content and edit domain, section email other create messages to member mailboxeCRM s'' s, mail contacts in profiles groups) bulk, and view/edit the general whole Mail module settings content Permissions for Projects module The access rights structure in the Projectsmodule is more complicated and comprises five levels: · guest - an external user with view-only permissions · user - a portal member not participating in any (or in the particular) project · project team member · project manager · module administrator The main permissions are listed in the table below. Guest/ User Team Member Project Manager AdmMiondisutrleator view projects available to all portal + members or private manage project ones (where he is a + team, create/edit the + project team create/assign/manage whole project create/edit/delete member), leave own tasks, create content, change any project, appoint comments and discussions, project status, set project managers, subscribe to tasks add/delete own files access rights for create/edit project and discussions team members (for templates belonging to projects private projects only) he can access Portal tools - Mail, Talk, Calendar, Feed - are available to all portal users. The guests can use every tool with the exception of Mail. Reassigning data when deleting profiles What happens to the data without reassigning If you do not reassign data when deleting disabled users, the related contents created by a user on the portal will also be deleted as follows:· In the Documentsmodule, personal documents/folders will be deleted, common documents created by the user will be reassigned: o Personal documents and folders that are not accessible to other users (including administrators) will be deleted. o Personal documents and folders that have been shared with other users will be deleted. o Documents/folders created by the user in the Common section are not deleted, but their ownership is reassigned to the administrator who initiates the user deletion. · In theMailmodule, emails and mailboxes will be deleted. · In the Talk tool, messages and files sent by the user will be deleted. · In the CRMmodule, the deleted user will also be deleted from the list of managers responsible for a contact. The reports created by the deleted user will be deleted (on the analogy of the personal documents). Other CRM entities related to the deleted user are not affected. · In the Projectsmodule, all the entities related to the deleted user are not affected (e.g., the name of the deleted user remains among other users responsible for an open task). To avoid the data deletion, you can reassign Documents, Projects and CRM entities to an active user. currently, the data reassignment option is only available for the users with the Disabled status, it''s not possible to reassign the data that belongs to an active user. What happens to the data after reassigning After you reassign data and delete a user, the following contents will be transferred/kept: · Documentsmodule o Personal documents that are available to other portal users will be transferred to theMy documents section of the selected active user where a new folder will be created with the name like ''Documents of user Merelin Linsdom''. All the access rights provided to other portal users remain unchanged; o The ownership for the documents created by the disabled user in the Common section will be reassigned to the selected user; o Documents from the In projects section created by the disabled user remain, the owner will not be changed. · Projectsmodule o Active/paused projects, open milestones and tasks will be reassigned to the selected active user. · CRMmodule o Contacts, open tasks and unclosed opportunities will be reassigned to the selected active user. The specified user will also be added as a participant to open cases of the disabled user. After you reassign data and delete a user, the following contents will be deleted:· Private documents that have not been shared with other users in the Documentsmodule; · Emails and mailboxes in theMailmodule; · Message history and sent files in the Talk tool; · Closed projects, milestones, tasks in the Projectsmodule; · Closed tasks and opportunities in the CRMmodule. Deleting a single user To delete a single user, 1. Open the list of disabled users selecting the corresponding status in the filter on the top, 2. Click the Actions button next to the disabled user, 3. Select the Delete profile option from the menu, 4. A confirmation window opens where you''ll be prompted to reassign the user''s data: 5. Click the Reassign data button in the confirmation window. 6. A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list. 7. The Delete profile when reassignment is finished box is checked by default that allows to automatically delete the profile after data reassignment. 8. Click the Reassign button. Now you can close this page. Once the reassignment process is over, you''ll be notified via email. If you unchecked the Delete profile when reassignment is finished box, you can return to the list of disabled users and manually delete the user without losing his/her data. Deleting several users Data reassignment is an individual action, i.e. if you want to delete several users at once, you''ll need to previously reassign the data for each of them separately. To reassign the data of any disabled user, 1. Click the Actions button next to the disabled user. 2. Select the Reassign data option from the menu. 3. A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list. 4. Check the Delete profile when reassignment is finished box to automatically delete the profile after data reassignment. 5. Click the Reassign button. Once you reassign all the necessary data, (if you did not check the Delete profile when reassignment is finished box) you can return to the list of disabled users, check the users you want to delete and press the Delete button above the user list to remove several users at once without losing their data.Changing People module settings Being a portal owner or full access administrator you can restrict access to the Peoplemodule for some users or even disable this module, if you don''t need it at all. To do that, 1. click the Settings link on the left-side panel, 2. select the Portal Access Rights subsection, 3. go to the People section, 4. check the Users from list radio button, 5. select the users you wish to grant access to, To do that, use one of the available options; · use the Add user link if you wish to grant access to one or more people; · use the Add group link if you wish to grant access to all portal users, or to one or more groups. Disabling People module To disable the Peoplemodule just switch to theModules & Tools section selecting the corresponding option on the left-side panel, uncheck the Peoplemodule and click the Save button. If the Peoplemodule is disabled, each portal member can access his/her own profile only.Community Module Overview The Communitymodule offers you a complete toolset for building a social network inside your company. It lets you communicate and collaborate not only with your project team, but with the entire company. Using the Communitymodule you can: · create and maintain a corporate blog where any person registered on your portal can share the interesting information, thoughts and experiences, · share events: news, orders, announcements with other portal users, · collect other users'' opinions creating polls, · discuss issues and share your ideas and knowledge leading the forum discussion, · create, store your bookmarks directly on the portal and share them with other portal users, · create your own knowledge base using the wiki markup. To access the Communitymodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option. Blogs Maintaining blog The corporate blog is a diary or journal where any user of the portal can create his own page to share the interesting information, thoughts and experiences with others. To build a corporate blog, 1. click the Create button in the upper left corner and select the blog Post option from the drop-down list, 2. enter a Title for your post, 3. type in your post Text, 4. format your text using the Formatting Toolbar, The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also: · insert links to some external or internal resources, · add image files, · insert smileys, · create lists. 5. select a part to be shown on the Blogs and Feed pages,To do that, select the part you wish to hide with the mouse and click the Text Cut button. The selected part will be highlighted. In this way only a short snippet of the post (not selected) was shown at the blog list and feed pages. 6. enter tags separating them with commas, This helps categorize your post and facilitate the search for the other users. 7. leave the Subscribe to post comments box checked if you wish to be notified about all new comments added to your post, 8. preview the result clicking the corresponding button below, 9. click the Publish button, if you are satisfied with the result. Your blog post will be published and displayed on the Blogs page. To leave a comment to your post or any other posts within your corporate blog, just click the Add comment link below the post message. If you need to edit a post, 1. open the blog post page clicking its title on the Blogs page, 2. click the icon to the right of the post title, 3. select the Edit option from the Actions drop-down list, 4. make all the changes you need and click the Publish button. To delete a post, choose the corresponding option from the Actions drop-down list. If you no longer want to receive the notifications about new comments added, unsubscribe from your post. To do that, 1. open your blog post page clicking its title, 2. click the icon to the right of the blog post title. Decorating posts It''s boring to read posts or comments containing pure plain text only. Let''s decorate them adding colors, styles, hyperlinks, images, etc. Formatting your text you can not only make it good-looking, but also highlight some important points, demonstrate something using images, give a link to an internal or external source. The instructions on how to write your blog post, create an event or start a forum or project- related discussion you can find in the corresponding sections. Reading this tip you can learn how to decorate them. After entering your text into the text field have a look at the Formatting Toolbar at its top: Using the tools situated on the Formatting Toolbar you can decorate your text as you wish:Undo/Redo (undo) - use this tool to undo the last action. (redo) - use this tool to redo the last undone action. Font Formatting (font name) - use this tool to change the font style of the text. By default, it is set to Open Sans. (size) - use this tool to make the selected word or phrase larger or smaller. (bold) - use this tool to highlight important words and give feeling to your text. (italics) - use this tool to emphasize words or phrases. (underline) - use this tool to highlight important words. (strike through) - use this tool to cross out some words or phrases. (text color) - use this tool to set a color for the selected word or phrase. (remove format) - use this tool to restore the initial state of your text without decoration and with standard color as well as font size. Background color (background color) - use this tool to set the background color for the text, selected word or phrase. Text and Paragraph Formatting (left justify) - use this tool to align your text by the left side. (center justify) - use this tool to align your text by both sides. (right justify) - use this tool to align your text by the right side. (justify) - use this tool to align your text by both the left and the right sides of the page. Lists and Indentation (decrease indent) - use this tool to decrease the indentation of a paragraph or group of paragraphs. (increase indent) - use this tool to increase the indentation of a paragraph or group of paragraphs. The Decrease Indent and Increase Indent options are available only in Mail. (insert/remove numbered list) - use this tool to create or edit a numbered list. (insert/remove bulleted list) - use this tool to create or edit a bulleted list. Object Insertion (image) - use this tool to add an image entering its URL address or uploading it to the server and setting other parameters in a separate window. (smiley) - use this tool to add a smiley to your post.(block quote) - use this tool to add a quote from another author to your post. The Block Quote option is available in Mail only. Hyperlinks (link) - use this tool to add a link to an internal or external source. (unlink) - use this tool to delete the inserted link to an internal or external source. Text Cut (hide from preview) - use this tool to truncate your post, so that only its first part is displayed on the feed pages and the blog/discussion list page. At the end of the first part of your post a link will be placed pointing the reader to the full content of your post. This option is available in blogs and project discussions only. Source (source) - use this tool to switch to the HTML view of your text with all the related HTML tags. Sharing events If you have some news or announcements you wish to share with other portal users, create an event. To post your message, 1. click the Create button in the upper left corner and select one of the event types: News, Order, or Announcement from the drop-down list, 2. enter a Title for your event, 3. type in your event Text, 4. format your text using the Formatting Toolbar, 5. The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also: · insert links to some external or internal resources, · add image files, · insert smileys, · create lists. 1. preview the result clicking the corresponding button below, 2. click the Publish button, if you are satisfied with the result. Your event will be published and displayed on the Events page. To leave a comment to your event or any other events shared with you, just click the Add comment link below the event message. All your portal users will be notified about a new event added. If you need to edit an event,1. open the event page clicking its title on the Events page, 2. click the icon to the right of the event title, 3. select the Edit option from the Actions drop-down list, 4. make all the changes you need and click the Publish button. To delete an event, choose the corresponding option from the Actions drop-down list. By default you are subscribed to your newly created event and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your event. To do that, 1. open your event page clicking its title, 2. click the icon to the right of the event title. Adding poll The best way to collect other users'' opinions and find out what they think about some issue is to create a poll. To add a new poll, 1. click the Create button in the upper left corner and select the corresponding Poll option from the drop-down list, You can add a poll within two Community sections: Events and Forums. 2. enter your Poll Question, 3. specify your Poll Choices, You need to add at least two possible choices. Using the Add poll choice link you can add up to 15 choices. To delete one of the choices use the icon to the right of the entry field. 4. select a desired Poll Type, · Allow only one choice for this poll question - check this option to give the participants the possibility to select only one answer. · Allow multiple choices for this poll question - check this option to give the participants the possibility to select several responses to a single question. 5. click the Save button. The created poll will be added to the Events list or Forums list according to the option you have selected at the step 1. If you need to edit a poll, 1. open the poll page clicking its title, 2. click the icon to the right of the poll title, 3. select the Edit option from the Actions drop-down list, 4. make all the changes you need and click the Save button.To delete a poll, choose the corresponding option from the Actions drop-down list. By default you are subscribed to your newly created poll and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your poll. To do that, 1. open your poll page clicking its title, 2. click the icon to the right of the poll title. Forums Leading forum discussion If you need to discuss some issues or just share your ideas and knowledge with other portal users make use of the Forums section. To organize a portal forum, 1. click the Create button in the upper left corner and select the Forum option from the drop-down list, 2. select a desired forum Category, Drop-down the list and select one of the existing categories you wish to add your forum to or create a new one choosing the Create a new category option from the list and entering its Title in the corresponding field below; 3. enter a Forum Name, 4. provide a short Description of your forum that will be displayed along with its name on the Forums page, 5. click the Create button. To manage forums, Make use of the Forum Editor clicking the corresponding link in the Settings section at the left side panel. Here you can: · edit any forum/category clicking the corresponding link to the right of its title, · delete any forum/category clicking the corresponding link to the right of its title, · relocate the forums within a certain category putting the mouse cursor to the left of the forum title and dragging it to the desired position without releasing the mouse button , · change the category order putting the mouse cursor to the left of the category title you wish to move and dragging it to the desired position without releasing the mouse button. The Forum Creation/Editing option is available for portal and Community administrators only.To add a new topic to discuss to your forum: 1. click the Create button in the upper left corner and select the Topic option from the drop-down list, 2. select a Forum you wish to add a topic to, 3. enter a Topic title, 4. type in your topicMessage, 5. format your text using the Formatting Toolbar, The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also: · insert links to some external or internal resources, · add image files, · insert smileys, · create lists. 6. enter tags separating them with commas, This helps categorize your topic and facilitate the search for the other users. 7. attach a file, if necessary, clicking the corresponding button, 8. leave the Subscribe to this topic box checked if you wish to be notified about all new posts added to your topic, 9. preview the result clicking the corresponding button below, 10. click the Publish button, if you are satisfied with the result. Your forum topic will be published and displayed on the selected forum page. To add a post to your topic or any other topics within your forum, use one of the links below the message: · Quote - use it to add a quote from the selected message; · Reply - use it to reply to the selected message; · Add new post - use it just to add a new post to the selected topic. To do that, you can also click the Create New... button in the upper left corner and select the Post option from the drop-down list. If you need to edit a topic, 1. open the topic page clicking its title, 2. click the icon to the right of the topic title, 3. select the Edit option from the Actions drop-down list, 4. make all the changes you need and click the Save button. To delete a topic, choose the corresponding option from the Actions drop-down list. Being a portal or Community administrator you can stick or close any topic, just open the topic list, click the arrow next to the topic title you need and select the necessary option. If you no longer want to receive the notifications about new posts added, unsubscribe from your topic. To do that,1. open your topic page clicking its title, 2. click the icon to the right of the topic title. Making forums more interactive Introduction Would you like to make your forum more interactive? Just add a poll. This step by step guide will show you how to quickly and easily add a poll to your new forum topic. Step 1. Access the Community Enter your portal and click the Community link. In case you have already logged in to the portal and been using it for some time, to access the Communitymodule, open the drop-down list in the top left corner of the page and select the corresponding option. Step 2. Start a poll Click the Create button in the upper left corner and select the Poll option from the Forums section of the drop-down list. The Create new poll page will open. Select a forum you wish to add a poll to. Enter your poll question, at least two possible choices and choose one of the available poll types: · Allow only one choice for this poll question - tick this option to give the participants the possibility to select only one answer. · Allow multiple choices for this poll question - tick this option to give the participants the possibility to select several responses to a single question. Using the Add poll choice link you can add up to 15 choices. To delete one of the choices use the icon to the right of the entry field. Step 3. Make your post To describe the issue you wish to discuss with other portal users or just add some comments to the created poll, type in your post in theMessage field and format it using the Formatting Toolbar commands. Add some tags in the Tags field separating them with commas. This will help categorize your topic and facilitate the search for the other users. Step 4. Add the created poll When everything is ready, preview the result using the corresponding button at the bottom of the page. If you are satisfied with it, close the preview area and click the Publish button.The created poll will be added to the selected forum. To access it, switch to the Forums section clicking the corresponding link at the left-side panel and select the necessary forum from the list. Inserting images in posted messages Introduction Want to discuss new product models in the online office forum to select a good one? Or just need to add some pictures as a reference to enhance your blog story? Read these step by step instructions to insert an image directly into your posted message. Step 1. Select an existing post or create a new one You can insert an image while creating or editing any message posted on your portal: news and announcements, blog story, forum post, comment or project discussion. To edit an item just open it and click the icon to the right of the post title and select the Edit option from the drop-down list. Step 2. Insert an image from the web Once the message is created click with the mouse at the place where you want to insert your image and press the Image icon on the Formatting Toolbar. The Image Properties window will open with the Image Info tab activated. Copy and paste the URL of the image you want to insert into the appropriate field. Type in the Alternative Text which will be displayed in case where the image in not available to the readers (for example, when the images are turned off in their browser) and adjust the image settings: · Adjust the image size inserting theWidth or Height value. By default the second parameter will be set automatically preserving the original image aspect. If you need to get the image of a particular size unlock the ratio clicking the button. Keep in mind that in this case the image proportions can get affected and the image might be distorted. · Set the Border size in pixels or leave this field empty if you don''t want the border to be inserted. · Adjust the distance from the top (VSpace) and left (HSpace) edges of the image if you align it on the left hand margin, or the distance from the top (VSpace) and right (HSpace) edges of the image if you align it on the right hand margin. · Select one of the image alignment options: Left to align the image on the left hand margin, or Right to align it on the right hand margin.If you wish to determine the web address to which you will be redirected when the image is clicked, switch to the Link tab. Enter the URL you wish to link the image to and specify the target attribute of a link: NewWindow (_blank), Topmost Window (_top), Same Window (_self), or Parent Window (_parent). To adjust the advanced image settings switch to the Advanced tab. Here you can specify: · Id - the ID of the inserted image. · Language Direction - the language direction from Left to Right (LTR) or from Right to Left (RTL). · Language Code - the code used to classify the language: de, en, es, fr, it, ru etc. · Long Description URL - the description of the target. · Stylesheet Classes - the CSS class to which the image belongs. · Advisory Title - the advisory information about the target. · Style - the style of the inserted image. It includes all the parameters specified on the Image Info tab. When all the parameters are set click the OK button to add the image to your message. Step 3. Insert an image from your PC If you wish to add an image stored on your PC, in the Image Properties window (see the Step 2) switch to the Upload tab. Click the Browse... button, find the desired image on your hard disk drive and click the Send it to the Server button. Make sure that your image is in JPEG, PNG, BMP or GIF format and is no larger than 1 MB. If not, the file cannot be sent. Once the image is uploaded to the server, the Image Info tab will open. You will see the link to the uploaded image displayed in the URL field and its size. If necessary, type in an Alternative Text and adjust the image settings as described above (see the Step 2). When all the parameters are set click the OK button. The image will be inserted into your post at the location where the cursor was placed. In case you need to upload a file larger than 1 Mb you can either attach it to your post using the Attach file button (available for project discussions and forum posts) or upload it to the Documentsmodule and share with your colleagues. Adding bookmarks A bookmark is a link to a web resource that allows you to easily get back to your favorite place. Community allows you to create, store and share your bookmarks with other portal users directly on your portal. To add a bookmark, 1. click the Create button in the upper left corner and select the Bookmark option from the drop-down list, 2. enter the link to the page you want to bookmark in the URL field, 3. click the Check URL button,4. change the bookmark Name, if necessary, 5. add/edit a bookmark Description, 6. enter tags separating them with commas, This helps categorize your bookmark and facilitate the search for the other users. 7. click the Save button. The created bookmark will be added to the Bookmarks list. To add a bookmark shared by other users to your Favorites list, 1. find the bookmark you wish to add, Use the links above the Bookmarks list to display theMost Recent bookmarks or, Top of the Day, or the bookmarks added the latestWeek,Month, Year. 2. click the sign to the right of the selected bookmark, 3. review the bookmark details, 4. click the Add to Favorites button. To access your Favorites list, explore the Bookmarks list at the left side panel and select the corresponding option. To remove a bookmark from your Favorites list use the icon to the right of the bookmark title. If you need to edit a bookmark, 1. find the bookmark you wish to edit, Use the links above the Bookmarks list to display theMost Recent bookmarks or, Top of the Day, or the bookmarks added the latestWeek,Month, Year. 2. click the Details link below the bookmark title, 3. use the Edit link to open the Edit bookmark form, 4. make the changes you need and click the Add to Favorites button. To delete a bookmark use the icon to the right of the bookmark title. By default you are subscribed to your newly created bookmark and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your bookmark. To do that, 1. open your bookmark description page clicking the Details link below its title, 2. click the icon to the right of the bookmark title.Using Wiki Wiki is another way to store, organize and share information with other portal users. It allows you to create pages, interlink them and group them into categories. To create a new page, 1. click the Create button in the upper left corner and select the Page option from the drop-down list, 2. enter a desired Page Title, 3. type in the Text of your article, 4. edit the text using the Formatting Toolbar. The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also: · add headings; · subscript and superscript some characters; · insert links to internal or external resources; · insert/edit tables; · add different images; · insert local file link; · add horizontal lines; · insert numbered and bulleted lists. Read theWiki Markup Tips for the text to be displayed correctly on a page, just click the corresponding link at the left side panel. 5. Preview the result and publish your article. Your page will be added and displayed on the Wiki Index page. Online office Wiki is a wiki, so any portal user can access any page and edit it, if necessary. To start editing a Wiki page, 1. open your Wiki page clicking its title on the Wiki Index page, 2. click the icon to the right of the page title, 3. select the Edit page option from the Actions drop-down list, 4. make all the changes you need and click the Publish button. The page version will be changed. To view the whole page history just click the Version # link in the lower right corner of the page. By default you are subscribed to your newly created page and will be notified via Email and Talk once your page is edited by another user or a comment is added. If you no longer want to receive the notifications, unsubscribe from your page. To do that, 1. open your Wiki page clicking its title on the Wiki Index page, 2. click the icon to the right of the page title.Creating a knowledge base Introduction Store and organize information creating your own database with the online office Wiki. Read the instructions below to learn how to create and edit wiki pages, attach the pages to a category and interlink them. Step 1. Access the Community Enter your portal and click the Community link. In case you have already logged in to the portal and been using it for some time to access the Communitymodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option. Step 2. Create a new wiki page Click the Create button in the upper left corner and select the Page option from the drop-down list. The New Page form will open. Enter a page title and type in your text. If you have an html-formatted text that you would like to transfer to wiki, paste your text into the text field and switch to the wiki markup mode by clicking theWikitext icon on the formatting toolbar above. The html tags will be changed to wiki markup. Step 3. Format your wiki page Formatting the wiki page is very simple. The Formatting Toolbar above the Text field provides many of most common formatting commands: · add headings using the H1/H2/H3/H4 buttons; · apply one of the font styles: Bold, Italic, Underline and Strike; · subscript and superscript some characters; · insert links to internal or external resources; · add different images; · insert local file link; · add horizontal lines. If you are not familiar with the wiki structure and markup you can make use of the common Text Editor. To activate it click theWikitext button on the Formatting Toolbar. To preview the result click the Preview button below the Text field. Step 4. Add a table of contents To add a table of contents to your wiki page, divide your text into sections, subsections and sub-subsections adding the appropriate headings. To do that, highlight the necessary phrase with the mouse and click the corresponding button on the Formatting Toolbar: H1, H2, H3 or H4.You can also do it manually using the = symbols: H1 - =Section= H2 - ==Subsection== H3 - ===Sub-subsection=== H4 - ====Sub-sub-subsection==== Then insert@@TOC@@ in the page at the point where you want your table of contents to be added. If you use the common Text Editor, first use the Format drop-down list to divide your text into sections and then click the Table of Contents button. The table of contents will be generated automatically on the basis of the marked sections. Step 5. Insert an image First of all load the images you wish to insert into the page to the online officeWiki. Click the Files link on the left-side panel, then use the Upload File button above the file list. Browse your hard disk drive for the necessary images and click the Upload button. The image will be loaded and displayed on the Files page. Do NOT forget to save your page using the Publish button before clicking the Files link. To insert the loaded image into your page, first of all open your wiki page (all the newly created pages are listed on the New Pages page), click the icon to the right of the page title and choose the Edit page option from the drop-down list to resume the editing. Then place the mouse cursor at the point where you want the image to be inserted and click the Image button on the Formatting Toolbar. The following line will be added to the page: [[Image:ImageName]] Indicate the file name including its extension instead of ImageName. If necessary, set its width (in pixels) typing it after the | symbol. If you use the common Text Editor: · Place the mouse cursor at the point where you want the image to be inserted. · Click the Insert/Edit Image button to open the Image Properties window. · Click the Upload button next to the Image file name field. · Browse your hard disk drive for the necessary image. · Select the Special Type from the corresponding drop-down list, if necessary. The available types are: Frame and Thumbnail.· Align your image to the right, left, or center selecting the corresponding option from the Align drop-down list. · Set the imageWidth. The height will be set respectively conserving the origin aspect ratio. · When everything is ready, click the OK button to apply the selected parameters. The image will be inserted at the point where the mouse cursor is placed. Step 6. Interlink your wiki pages To insert the link to another wiki page, place the mouse cursor at the point where you want the link to be inserted and click the Page Link button. The following structure will be added to the page: [[PageName | Page Description]] Indicate the wiki page name you wish to make reference to instead of PageName and the title instead of Page Description which will be displayed on the page. In case you need to add the link to some external resources click the External Link button and type in the page URL and the title which will be displayed on the page, like this [[https://www.example.com | web site]]. It''s also possible to insert the link using the common Text Editor. To do that highlight a single word or a word combination you wish to add a link to and click the Insert/Edit Link button. Step 7. Attach a wiki page to a category You may attach each wiki page you create to an existing category or create a new one and assign your page to it. To attach a page to an existing category, add the following line at the end of your page: [[Category: Desired category]] Indicate the necessary category name instead of Desired category. If you write a name that does not coincide with any of the existing categories, a new category with a such name will be automatically created and the page will be assigned to it. Step 8. Publish your wiki page When everything is ready, preview the result clicking the corresponding button below the Text field. If you are satisfied with the result close the preview area and click the Publish button to add the newly created page.The page is created. You can find it using the links on the left-side panel. For more detailed information about the wiki structure and markup refer to the Help page of the online officeWiki on the portal. Keeping track of birthdays Birthdays is a way to keep track of all portal users'' birthdays. It allows you to: · view the users who have their birthdays this day and ten nearest dates, · send your greetings to a person the day of his/her birth clicking the corresponding button below his/her name in the Nearest dates list, · set/remove a reminder, By default, you are subscribed to all the birthdays. If you don''t want to receive the notification each time somebody has his/her birthday, unsubscribe from them managing your subscriptions on the Profile page. If you wish to be notified about the upcoming birthday of a certain portal user, hover the mouse pointer over the necessary user name in the Nearest dates list and click the Remind about the birthday link which appears below the user name.For Administrators Changing Community module settings By default, all portal users can access the Communitymodule. There are 2 different access levels inside it: user/guest and community administrator. Being a user/guest you may perform the following operations: · view all content; · create/edit/delete your own content: blog posts, news, forum topics, bookmark, Wiki pages. Being a community administrator you may perform the following operations: · create and manage forums; · edit/delete all content. But being a portal owner/full access administrator you can restrict access to the Community for some users or even disable this module, if you don''t need it at all. To do that, 1. click the Settings link at the left-side panel, 2. select the Portal Access Rights subsection, 3. go to Community section, 4. check the Users from list radio button, 5. select the users you wish to grant access to, To do that, use one of the available options; · use the Add user link if you wish to grant access to one or more people; · use the Add group link if you wish to grant access to all portal users, or to one or more groups. Disabling Community module To disable the Communitymodule, go to the Common section and select theModules & Tools subsection using the corresponding option at the left side panel and uncheck the Communitymodule. To disable some Community tools only, just uncheck the tools you don''t need and click the Save button.CRM Module Overview CRM, or Customer Relationship Management, is a strategy used by many companies and aimed at getting more information about their customers'' needs and behaviors in order to improve their interactions, therefore reducing the company costs and increasing their profitability. CRM is a simple customer relationship management tool which helps achieve these goals providing you with: · a unique place for your customer database, · CRM is a modern alternative to a spreadsheet used by many companies to store their customers'' data. Unlike the spreadsheets CRM offers a multi-user access to the stored data, moreover it allows you to restrict access to some contacts making them private so that only the authorized people could view and edit them. · several ways to add new contacts to your customer database, · Add contacts one by one manually entering the available data, or import your contacts all at once from a .csv file, or even add contacts automatically creating aWebsite Contact Form. · a simple way to arrange your contacts, · Divide your contacts into types and add tags. It helps you create special marketing campaigns, track your contacts and simply facilitate the contact search process. · a great opportunity to keep track of the potential sales, · Create opportunities and link them with projects to organize the work and make the sale management easier and more effective. · a possibility to bill your customers in seconds, · Make an invoice for products and services provided and send it to your customers using the contact information stored in your customer database. · an effective way to organize a common event for your customers, · Use cases to plan and keep track of a common event: add tasks to manage your team work, store all the realated documentation in one place, track the work history. · an easy and convenient way to call your customers right from a web browser, · Use the VoIP functionality to receive incoming calls from your customers and make outgoing calls right from your portal. To access the CRMmodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.Contacts Adding contacts There''s no doubt that it''s very important to keep all information about clients in order, so that it can be quickly accessible and easily updated. The CRMmodule allows you to create your own customer database, whether your clients are big companies or single individuals. To add a new contact to your customer database: 1. Click the Create button in the upper left corner and select one of two options: Person or Company. 2. Fill in the obligatory fields: First Name and Last Name for persons, Company Name for companies. 3. Select a Contact Type or leave the type not specified. The portal and CRM administrators can change the default contact types according to their company needs. Just click the Contact Types link in the Settings >> Contact settings section. For more details please refer to this article. 4. Enter any other available information: Email, Phone,Web Site/Social Networks, Address, Description. To enter some additional information customize user fields. To do that, first of all save the currently created contact. Otherwise all the entered information will be lost. Then expand the Settings >> Other settings section on the left side panel and click the User Fields link. This function is available for portal and CRM administrators only. 5. Select the Currency for this contact from the list of the available ones. The selected currency will be used in the invoices you create for this contact. 6. Add some existing Tags selecting them from the list or create a new one. 7. Upload a photo. To add/change a picture click the Change photo link below the image area. The Choose a profile photo window will open. If you wish to upload a picture from PC click the Browse button, locate a desired picture stored on your hard disk drive and double- click it to load. You can upload an image not larger than 200x300 pixels, otherwise resizing will take place. The maximum image size cannot exceed 1 MB. If you previously filled the social network user field in the contact profile the images from the social networks will be displayed in the Choose a profile photo window. Click the one you wish to use for a contact. 8. Assign a contact manager.By default, the contact you create is assigned to you. If you wish to appoint another manager for this contact, click the Add user link and select the necessary user. The selected user will be notified about a new contact assigned to him/her. 9. Make the contact available to other users. By default, the access to the newly created contact is granted to its managers only. Check the Allow access to the company/person for all CRM users box if you wish to grant access to all CRM users i.e. make the contact public. Specify the access type selecting the necessary option from the drop-down list: · for reading - to allow all users to view this contact (this option is selected by default), · for reading/writing - to allow all users to view and edit this contact. Public contacts are marked with the icon on their photos. 10. Click the Save button or use the Save and Create New Contact button to start creating a new contact right after saving the current one. To add several contacts at once, Make use of the Import contacts option. This option helps you move all your contacts from a .csv file to CRMmodule without efforts. To do that, just click the button to the right of the Create button, select the Import contacts option and follow the step by step instructions. To add contacts automatically, Use theWebsite Contact Form. This option allows you to build a form that you can publish on your site. Your potential customers will be automatically added to your customer database when they contact you via the online form embedded on your web page. To do that, click theWebsite Contact Form link from the Settings list on the left side panel and follow the step by step instructions. This function is available for portal and CRM administrators only. Once your clients are manually created through the Create new company/person form, imported from a .csv file, or automatically added viaWebsite Contact Form, they will be all included in the Contacts list of the CRMmodule. To update the available contact information, 1. select the necessary contact from the Contacts list, 2. click the icon to the right of the contact name, 3. select the Edit contact option from the drop-down list, 4. make all the changes you need and click the Save Changes button. To delete a contact, choose the corresponding option from the Actions drop-down list.If an invoice has been made out to a contact, you cannot delete this contact until you delete the associated invoice. Adding contacts in bulk Introduction Building a customer database is essential for getting started with your CRM system. The Import contacts feature will facilitate this process allowing you to add several contacts at once instead of entering them one by one manually. This guide will show you how to transfer your contacts from a CSV file to CRM and restrict access to them. Step 1. Prepare your CSV file for importing Before you start importing you need to prepare a CSV (Comma Separated Values) file. If you already have a CSV file containing the contact information make sure that it meets the following requirements for a correct data import: · the first row is a header record containing column/field names. The required fields are: First Name and Last Name for importing persons, Company Name for companies. · there is one contact record per row; · there are no unnecessary commas in your file; · the selected file contains less than 10000 rows, otherwise it should be divided into smaller parts. You can also create a CSV file from any spreadsheets using our Documents module. Step 2. Access the CRM Enter your ONLYOFFICE portal and click the CRM link. In case you have already logged in to the portal and been using it for some time, to access the CRMmodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option. Step 3. Locate your CSV file Click the button next to the Create New... button in the upper left corner and select the Import contacts option from the drop-down list. The Import Contacts page will open. Click the Select a CSV file link. Browse your computer hard disk drive for the necessary file. Once the file is located click the Open button to load it into the system.The file will be loaded and displayed in place of the link. To replace it use the Edit link next to the file name. Step 4. Configure the CSV file settings For proper importing you need to set your CSV file settings: · Delimiter A CSV file uses commas to separate values, however many implementations of CSV import/export tools allow other delimiters to be used: semicolon, colon, tabulation, space. Use this drop-down list to select the character used to separate values in your CSV file. · Encoding Specify the encoding type used while saving your CSV file. The default type is UTF-8. · Text Delimiter Use this drop-down list to specify the character used to enclose the fields in your CSV file. After that select the action which will be performed with the duplicate records in case there are some. Check the Skip option to import contacts keeping the existing contacts, use the Overwrite option if you wish to import them overwriting the existing ones or leave the default Duplicate option checked if you need to duplicate the coinciding contacts. If your CSV file has a header row with the column titles make sure that the Ignore the first row when importing case is checked. Step 5. Set a desired access level By default, the access to the imported contacts will be granted to the current user only. To assign managers to these contacts click the Add user link and select a person from the list. Use the filter field at the top to facilitate the search. To make these contacts public and grant access to all the CRM users, check the Allow all CRM users access this contact option. When the file is selected and all the parameters are set click the Continue button at the bottom to proceed to the next step. Simteppor6t.inVgerify the contact information and start Before importing your customer data you need to verify the available information. You will see the table with three columns: · File column - the first row of your CSV file containing the column/field names. · Corresponding CRM field - the CRM field corresponding to the field/column name from your file if there is one.If the system does not find any corresponding CRM field automatically, open the drop- down list and select the necessary one manually. · Value - the available file column value. To verify all the file information use the Next record/Previous record links at the top. To be able to import persons you need to match at least one column from your file with the First Name and another with the Last Name fields of the CRM. The same is for the company import, you will need to match the Company Name field to be able to import a company. After you check the customer data click the Start importing contacts button below the contact list to launch the process. That''s all. All the selected contacts will be imported and displayed in the Contacts list. The current version of CRM also allows you to import opportunities and cases stored in a .csv file. The import process is almost the same. Just click the button next to the Create New... button in the upper left corner and use the corresponding option from the drop-down list.Keeping contacts up-to-date Introduction An effective well-organized customer database enables you to communicate better with your customers and increase your sales. This guide will show you how to maintain your customer database: arrange and update the available contact information. Step 1. Access the CRM Enter your ONLYOFFICE portal and click the CRM link. In case you have already logged in to the portal and been using it for some time, to access the CRMmodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option. Step 2. Filter your database information Your customer database can include as many contacts as you wish whether your customers are big companies or single individuals. By default, all the available companies and persons are displayed in the Contacts list. To find a necessary contact make use of our filter at the top of the list. Click the button and select one of the options: · MANAGER is used to display the contacts assigned to you or to any other CRM user; · CREATION DATE is used to display the contacts with the creation date within the specified period of time: Last month, Yesterday, Today, This month or any other custom period; · ACCESSIBILITY is used to display all public or restricted contacts; · SHOW is used to display all companies or all persons only, or show the contacts with opportunities; · TEMPERATURE LEVEL is used to display the contacts of a certain temperature level only. The default levels are: cold, warm or hot; · CONTACT TYPES is used to display the contacts of a certain type only. The default types are: Client, Competitor, Partner, Supplier; · WITH TAG is used to display the contacts with a specified tag only. You can also enter a contact name, entirely or partially, in the Filter field and press the Enter key to find the necessary one. To facilitate the search use the wildcards: · use the question mark ? to perform the single-character wildcard search. For example, when you use the Sm?th query, it will return results for Smith and Smyth. · use the asterisk * to perform the multiple-character wildcard search. For example, to search for all the words beginning with O, use the O* query · use the tilde ~ at the end of the word to search for the words similar in spelling.When the necessary contact is located click its title to open the contact information page. Step 3. Choose a picture for your contact Adding an image for your contact - photos or company logo - makes it easier to recognize your contacts. To add/change a picture click the Change photo link below the image area. The Choose a profile photo window will open. If you wish to upload a picture from PC click the Browse button, locate a desired picture stored on your hard disk drive and double-click it to load. You can upload an image not larger than 200x300 pixels, otherwise resizing will take place. The maximum image size cannot exceed 1 MB. If you previously filled the social network user field in the contact profile the images from the social networks will be displayed in the Choose a profile photo window. Click the one you wish to use for a contact. To remove a picture click the Change photo link and in the opened Choose a profile photo window select the default image. Step 4. Update the existing contact information The problem that many companies face with customer database is the outdated and duplicated information. The improper and incorrect data might cause you to waste time and money. To update the selected contact information click the icon to the right of the contact name and select the Edit contact option from the drop-down list. The Edit person/company page will open. Here you can: · modify the available information The available data are: first name, last name, company name, position, email, phone, web site/social network, address, description. · delete the unnecessary data Use the icon next to the unnecessary field to delete it. · set the information priority Use the icon next to the field to mark it as primary. This information will be displayed in the general contact list. · enter the additional information Click the corresponding icon or add the user fields to add some more information about your contact. To save the changes you made click the Save Changes button.Step 5. Arrange your contacts Arranging your contacts into groups will help you create marketing campaigns, track your contacts and simply facilitate the contact search process. In order to arrange your contacts you can divide them into types, set an appropriate temperature level and add tags. To tag your contact click the Add Tag link in the General Information section of the contact profile page. Select one of the available tags, if present or enter a tag you need and click the OK button to confirm it. If this contact is linked with some other contacts presented in the Contacts list, you will be offered to add this tag to them as well. Add it to all the linked contacts or to the current one only clicking the appropriate button in the opened dialog window. In the same way you can add as many tags as you wish. To delete an unnecessary tag point to it and click the icon that appears to the right. Step 6. Delete your contacts If you need to remove an old customer from your system, click the icon to the right of the contact name and select the Delete contact option from the drop-down list. The Delete company/person action cannot be undone. The selected contact with all the associated information will be removed from your system. EspxrpeoardtisnhgeCetReMdidtoartabase and editing it using Introduction Do you need to export the customer information from your CRM database as a .csv file to edit and print it later? You can do it right on the portal. Just follow these easy steps. Step 1. Access the CRM Enter your portal and click the CRM link. In case you have already logged in to the portal and been using it for some time, to access the CRMmodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.Step 2. Filter your database information By default, all the available companies and persons are displayed in the Contacts list. If you wish to export all of them, just proceed to the Step 3. If you need to export certain contacts, please make use of our filter at the top of the page. Click the button and select one of the options: · MANAGER is used to display the contacts assigned to you or to any other CRM user; · CREATION DATE is used to display the contacts with the specified creation date within the specified period of time: Last month, Yesterday, Today, This month or any other custom period; · ACCESSIBILITY is used to display all public or restricted contacts; · SHOW is used to display all companies or all persons only, or show the contacts with opportunities; · TEMPERATURE LEVEL is used to display the contacts of a certain temperature level only. The default levels are: cold, warm or hot; · CONTACT TYPES is used to display the contacts of a certain type only. The default types are: Client, Competitor, Partner, Supplier; · WITH TAG is used to display the contacts with a specified tag only. You can also use the wildcards to filter your contacts: · use the question mark ? to perform the single-character wildcard search. For example, when you use the Sm?th query, it will return results for Smith and Smyth. · use the asterisk * to perform the multiple-character wildcard search. For example, to search for all the words beginning with O, use the O* query · use the tilde ~ at the end of the word to search for the words similar in spelling. Step 3. Open and edit your contact list When the list is built, click the button next to the Create button in the upper left corner and select the Export current list to CSV-file option from the drop-down list. The contacts.csv file will be automatically saved in theMy Documents folder of the Documentsmodule. Click the Open link if you want to edit the list containing all the available contact information using the online Spreadsheet Editor. Format the list as you wish using the Home tab of the Top Toolbar. This tab provides many of most common text formatting commands such as font style, font color, alignment, etc. Step 4. Save your contact list By default, when you work on your document, Spreadsheet Editor automatically saves it each 2 seconds preventing the data loss in case of the unexpected program closing. If you previously disabled the Autosave option, you can save the file manually. To do that, · click the Save icon at the top toolbar, or · use the Ctrl+S key combination, or · switch to the File tab at the top toolbar and select the Save option at the left sidebar. The contacts.csv file can be found in theMy Documents folder of the Documentsmodule.To download the resulting file onto your computer hard disk drive, 1. switch to the File tab at the top toolbar, 2. select the Download as... option at the left sidebar, 3. choose one of the available formats depending on your needs: XLSX, PDF, ODS, CSV. By default, the created file will be saved in the Downloads folder on your hard disk drive.Performing group operations Want to save time while managing your contacts within the CRM module? Use group operations to delete, create new tasks, send an email, add a tag to several contacts at once! Read the instructions below on how to do that. To perform one of the group operations with your contacts, please follow the easy steps below: 1. Enter your portal using your login details. 2. Click the CRM link on the start page. The contacts list will open by default. 3. Check the boxes next to the contacts you want to perform an operation with. If you want to select all the contacts from the list, check the box above the list. 4. Click the needed button at the top: · Send Email to carry out a bulk mailing. · Add Tag to select an existing tag or create a new one and mark the checked contacts with it. · Create New Task to create several equal tasks linked with different contacts. · Delete to delete the checked contacts from your client database. After that the operation will be performed with the checked contacts from your contacts list. Deleting duplicate contacts Maintaining a contact list within the CRM module it might happen that portal users add the same contact details several times. After finding duplicate contacts, you can eliminate them in a few easy steps. Please see the instructions below. To eliminate duplicate contacts, please follow the easy steps below: 1. Enter your portal using your login details. 2. Click the CRM link on the start page. 3. The contacts list will open by default. 4. Find the duplicate of the original contact in the list using the available filters. 5. Click the needed contact to open it. 6. Press the icon and select the This is a duplicate option. 7. In the opened ''Merge Contacts'' window, find the original contact. 8. Click the Start Merging Contacts button. After that the both contact details will be merged under the caption of the original contact.Assigning tasks The Tasks section gives you a full overview of coming duties at a glance. Collaborating with a client you can create tasks for yourself or assign them to other colleagues. To set a task: 1. Click the Create button in the upper left corner and select the Task option. 2. Enter a Title for your task. 3. Select an appropriate task Category from the drop-down list. The portal and CRM administrators can change the default task categories according to their company needs. Just click the Task Categories link in the Settings >> Other settings section. 4. Enter a contact you wish to link your task with. 5. Set a desired Due date: date and time. To do that, use one of the available options: Today, 3 days,Week, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy. 6. Set a task reminder. By default, you will be informed about your task a day before its due date. If you want to change the reminder time, open the Alert drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day. To switch the reminder off select the never option from the drop-down list. 7. Select the responsible person you wish to assign this task to from the Assigned to list. By default, the task is assigned to you. To change the responsible person just click the link with your name and select the user you need. Leave the Notify box checked if you wish the responsible person to be notified about the new task assign to him/her. 8. Enter a short Description. 9. Click the Save button. It''s also possible to create a task within an opportunity or a case. 1. open an appropriate opportunity/case page clicking its title, 2. switch to the Tasks tab below its title, 3. click the Create task link if there is no tasks or use the Create button in the upper left corner and select the Task option, 4. fill in the Create new task form, 5. click the Save button. This task will be automatically linked to the selected opportunity/case. To add the same task linked with different contacts make use of the Create New Task group operation,1. open the Contacts list, 2. select the contacts you need checking the box to the left, 3. click the Create New Task button at the top of the Contacts list, 4. fill in the Create new task form, 5. click the Save button. The tasks will be added to the Tasks list. If you need to edit a task, 1. select the task you need from the Tasks list, 2. click the icon to the right of the task title, 3. select the Edit task option from the Actions drop-down list, 4. make all the changes you need and click the Save Changes button. Once the task is completed close it right in the Tasks list changing its status from Open to Closed. To do that, just click the arrow to the left of the task title and select the necessary status from the list. To delete a task, choose the corresponding option from the Actions drop-down list. Opportunities Managing opportunities An opportunity is used to keep track of the potential sales, their estimated due date, budget and success probability and help you manage your sales more easily and effectively. To add an opportunity: 1. Click the Create button in the upper left corner and select the Opportunity option. 2. Enter a Title for your opportunity. 3. Enter an opportunity Contact - person or company - selecting it from your customer database. 4. Add a short Description. 5. Specify your opportunity Budget currency, amount and type. 6. Set the Estimated deal due date using the calendar. 7. Select a Responsible for your opportunity from the drop-down list. 8. Set an opportunity Stage using the drop-down list. The Success probability in percent will set accordingly. The portal and CRM administrators can change the default opportunity stages according to their company needs. Just click the Opportunity Stages link in the Settings >> Other settings section.9. Enter other requested information, if available. To enter some additional information customize user fields. To do that, first of all save the currently created opportunity. Otherwise all the entered information will be lost. Then explore the Settings >> Other settings section on the left side panel and click the User Fields link. This function is available for portal and CRM administrators only. 10. Restrict access to your opportunity checking the corresponding box. By default, the access to the newly created opportunity is granted to all portal users. Check the Restrict access to the opportunity box and select the users you wish to grant the access to clicking the Add users link. The selected users will be notified about new opportunity added and will be able to view and edit it. 11. Click the Save button or use the Save and Create New Opportunity button to start creating a new opportunity right after saving the current one. The created opportunity will be added to the Opportunities list. You can access it either from the Opportunities list clicking the corresponding link on the left side panel or clicking the client name in the Contacts list and switching to the Opportunities tab inside. To organize the work on your opportunity more efficiently you can create a project. To do that, 1. select the opportunity you need in the Opportunities list, 2. click the icon to the right of the opportunity title, 3. select the Create project option from the drop-down list, 4. fill in the form and click the Save button. Each time your customer relations take a step forward, the opportunity related to this client goes to a new stage. To change the opportunity stage, 1. open the opportunity overview page clicking its title, 2. select one of the available stages from the corresponding drop-down list. To edit an opportunity, 1. select the opportunity you need in the Opportunities list, 2. click the icon to the right of the opportunity title, 3. select the Edit opportunity option from the drop-down list, 4. make all the changes you need and click the Save Changes button. To delete an opportunity, choose the corresponding option from the Actions drop-down list.Tracking potential sales Introduction An opportunity is used to keep track of the potential sales, their estimated due date, budget and success probability and help you manage your sales more easily and effectively. This guide will show you how to create and manage your opportunities. Step 1. Access the CRM Enter your ONLYOFFICE portal and click the CRM link. In case you have already logged in to the portal and been using it for some time, to access the CRMmodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option. Step 2. Create an opportunity Click the Create New... button in the upper left corner and select the Opportunity option from the drop-down list. It''s also possible to import several opportunities at once from a .csv file clicking the button next to the Create New... button and using the Import opportunities option from the drop-down list. You will be presented with the Create new opportunity form. Fill in the fields you need: · enter a Title for your opportunity; · find an opportunity Contact - person or company - in your customer database; · add a short Description; · set the Estimated deal due date using the calendar; · specify your opportunity Budget currency, amount and type; · select a Responsible person for your opportunity from the drop-down list; · set an opportunity Stage using the drop-down list. The Success probability in percent will set accordingly. If you wish to restrict the access to the created opportunity check the Restrict access box and add users you wish to grant the access to. Finally, click the Save button at the bottom. The created opportunity will be added to the Opportunities list. Step 3. Change your opportunity stage When you create an opportunity you can select one of the available stages from the list. It will help you track your sales pipeline. By default, it is set to Initial contact. To go to a new stage select the necessary opportunity from the list and click its title.To facilitate the search make use of our filter above the opportunity list. Open the Opportunity at stage list and select the needed one, the success probability value will be changed accordingly. Step 4. Add tasks Before you close an opportunity you need to accomplish some tasks/actions. Creating tasks is an effective way for getting things done on time. You can use them as simple reminders for yourself or to organize your team work on the opportunity. To add a new task switch to the Tasks tab on the selected opportunity page. Click the Create task link if there is no task or use the Create New... button in the upper left corner and select the Task option from the drop-down list. Fill in the form: enter a Title for the task, select one of the task categories, set a desired Due date (date and time) and the reminder time using the Alert drop-down list, select a responsible person from the Assign to list, add a short Description. When all the necessary information is specified, click the Save button at the bottom. The created task will be added to the Tasks list of the selected opportunity. Once the task is completed close it right in the list opening the drop-down list near the task title and choosing the Closed option. Step 5. Manage your opportunity participants Working on an opportunity you can always add or remove its participants. To add some more participants switch to the Participants tab on the selected opportunity page, select a necessary contact - person or company - from the existing ones entering it in the search field. The selected contact will be added to the Participants list. To remove a participant from the list, click the icon to the right of the participant you wish to remove and select the Unlink contact option from the drop-down list. Step 6. Store the related documentation To keep all the documentation related to your opportunity in one place use the Documents tab on the selected opportunity page. Here you can: · create a new document, spreadsheet or presentation clicking the New File link and selecting the file type from the list; · edit an existing document clicking the icon which appears to the right of the needed document if you hover the mouse cursor over its line; · upload some documents from your hard disk drive clicking the Upload File link;· download an existing document to your hard disk drive using the icon which appears to the right of the needed document if you place the mouse cursor on its line. Step 7. Track history All the completed tasks/actions/activities related to the selected opportunity are displayed and can be tracked within the Profile tab. Here you can not only view the information about the completed tasks, uploaded documents, sent/received correspondence etc. but also add some events related to this opportunity: note, email, phone call, appointment. Just select an event type from the list, set its date, add a description and click the Add This Event button. To notify other users about the created event click the Add user link and select the desired users from the list before adding this event. All the selected users will receive a notification about a new event added. Step 8. Generate reports To get a report of the opportunities and assess the managers'' productivity, click the Reports link on the left-side panel and select the Opportunities by managers report type from the list which opens. This report displays the total workload of won and lost opportunities for the specified time period for the selected managers. Now you need to specify what you wish to include to your report configuring the report parameters: · set a necessary Time period, · select theManagers whose productivity you wish to assess (you can select all portal users, or all employees of a certain group, or several users from different departments). When all the parameters are set, click the Generate Report button. Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary. You can also generate other types of reports, e.g. Sales forecast, Sales funnel etc. All the generated reports are available in the Generated reports list of the Reports section where you can edit, download or delete them using corresponding icons next to the necessary file.Step 9. Delete an opportunity To delete an opportunity locate it in the Opportunities list, click the icon to the right and select the Delete opportunity option from the drop-down list. Your opportunity with all the related information will be removed from your system. The Delete opportunity action cannot be undone. Linking an opportunity with a project Introduction Sometimes working on an opportunity might require the involvement of the whole team of the specialists. In this case creating a project and linking it with the opportunity will help you coordinate the work and manage it more efficiently. Follow the instructions below to learn how to link an existing opportunity with a project. Step 1. Access the CRM Enter your ONLYOFFICE portal and click the CRM link. In case you have already logged in to the portal and been using it for some time, to access the CRMmodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option. Step 2. Select an opportunity or create a new one By default, all the available opportunities are displayed in the Opportunities list. To open it, just click the Opportunities link on the left-side panel. Select the necessary opportunity from the list. To facilitate the search, make use of our filter at the top of the list. Click the button and select one of the options: · Responsible is used to display the opportunities assigned to you or to a specified user only; · Due date is used to display the opportunities with a specified due date; · Participant is used to display the opportunities with a specified participant only; · Contact is used to display the opportunities linked with a specified contact only; · With tag is used to display the opportunities with a specified tag only. · Stage/Stage type list is used to display the opportunities at a certain stage or of a certain stage type;You can also use the wildcards to filter your opportunities: · use the question mark ? to perform the single-character wildcard search. For example, when you use the Sm?th query, it will return results for Smith and Smyth. · use the asterisk * to perform the multiple-character wildcard search. For example, to search for all the words beginning with O, use the O* query · use the tilde ~ at the end of the word to search for the words similar in spelling. Step 3. Create a project When the opportunity is located, click the icon to the right and select the Create project option from the drop-down list. The standard Create new project form will be open. Check the available information and modify it, if necessary: If you have previously created a template and want to apply it to a new project click the Select link under the Select project template caption and choose the necessary template. Use the search field to accelerate the search process. · change your project Title and its Description, · change a Project Manager, To do that, open the corresponding drop-down list and select a person you need. Sort all users by group or use the filter field at the top to facilitate the search. Check the box near this field if you wish to notify the progect manager by email. · manage your project Team, Click theManage Team link. In the left part of the form check the users you wish to add to your team and click the rightwards arrow. To remove an added user, select him/her and click the leftwards arrow. When all the users are added, click the Save button. They will be notified by email. · edit project structure, You can edit project structure adding milestones. Click the Add milestone link, enter the title, due date and select responsible person. Click the OK button. To edit/delete a milestone or add a task, select the needed milestone and click the icon to the right and select the corresponding option from the drop-down list. If you wish to add tasks without milestone, click the Add task link in the Tasks without milestone section, enter the task title, set it''s due date and responsible person. · review the contact list, If you add some more participants to your opportunity, they will be automatically displayed on the Contacts tab of the created project.· enter tags separating them with commas, This helps categorize the project and facilitate the search for the other users. · check the Save this project as private box, Use this option if you''d like to restrict access to the newly created project. In this case the project will be available only to the project administrator, the project manager and its members with corresponding rights. · check the Follow this project box, if you don''t plan to participate in this project but need to keep track of it, After reviewing all the information click the Save button. The created project will be added to the Projects list of the Projects module. Organizing cases The Cases section is aimed to simplify event organization, seminar and meeting arrangement etc. with a group of customers. To plan an event: 1. Click the Create button in the upper left corner and select the Case option. 2. Enter a Title for your Case. 3. Select your case Participant from the customer database. You can add as many participants as you wish using the search field. To delete a participant added by mistake, use the icon. 4. Add tags, if necessary, clicking the Add tag link and selecting one of the available tags or creating a new one. 5. Enter other requested information, if available. To enter some additional information customize user fields. To do that, first of all save the currently created case. Otherwise all the entered information will be lost. Then explore the Settings >> Other settings section on the left side panel and click the User Fields link. This function is available for portal and CRM administrators only. 6. Restrict access to your case checking the corresponding box. By default, the access to the newly created case is granted to all portal users. Check the Restrict access to the case box and select the users you wish to grant theaccess to clicking the Add users link. The selected users will be notified about new case created and will be able to view and edit it. 7. Click the Save button or use the Save and Create New Case button to start creating a new case right after saving the current one. Once a case is created, you can schedule events, assign tasks, manage participants, store the related documentation. To edit a case, 1. select the case you need in the Cases list, 2. click the icon to the right of the case title, 3. select the Edit case option from the drop-down list, 4. make all the changes you need and click the Save Changes button. After your case took place you can close it in the system. To do that, just check the box to the left of the case title. To delete a case, choose the corresponding option from the Actions drop-down list. Organizing and tracking a common event Introduction Using case is an effective way to organize a common event for your customers. It allows you to coordinate teamwork, keep all the related documentation organized in one place and track the work process more efficiently. This guide will show you how to use a case in CRM. Step 1. Access the CRM Enter your ONLYOFFICE portal and click the CRM link. In case you have already logged in to the portal and been using it for some time, to access the CRMmodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option. Step 2. Create a case Click the Create New... button in the upper left corner and select the Case option. It''s also possible to import several cases at once from a .csv file clicking the button next to the Create New... button and selecting the Import cases option from the drop-down list. This is done the same way as the Contact import.You will be presented with the Create new case form. Fill in the fields you need: enter a Title for your case, add the case Participants - person or company - from your customer database. To define your case and facilite the further search, add some tags clicking the Add tag link and selecting one of the available tags or creating a new one. If you wish to restrict the access to the created case check the Restrict access box and add users you wish to grant the access to. Check the Notify box if you wish to inform the selected users about the created case. Finally, click the Save button at the bottom. The created case will be added to the Cases list. Step 3. Add tasks Using tasks you will not miss any scheduled appointments or phone call and will be able to manage the work process. Use them as simple reminders for yourself or to organize your team work on the case. To add a new task switch to the Tasks tab on the selected case page. Click the Create task link if there is no task or use the Create New... button in the upper left corner and select the Task option from the drop-down list. Fill in the form: enter a Title for the task, select one of the task categories, set a desired Due date (date and time) and the reminder time using the Alert drop-down list, select a responsible person from the Assign to list, add a short Description. When all the necessary information is specified, click the Save button at the bottom. The created task will be added to the Tasks list of the selected case. Once the task is completed close it right in the list opening the drop-down list near the task title and choosing the Closed option. Step 4. Manage your event participants Working on a case you can always add or remove its participants. To add some more participants switch to the Participants tab on the selected case page, select a necessary contact - person or company - from the existing ones entering it in the search field. The selected contact will be added to the Participants list. To remove a participant from the list, click the icon to the right of the participant you wish to remove and select the Unlink contact option from the drop-down list.Step 5. Store the related documentation To keep all the documentation related to your case in one place use the Documents tab on the selected case page. Here you can: · create a new document, spreadsheet or presentation clicking the New File link and selecting the file type from the list; · edit an existing document clicking the icon which appears to the right of the needed document if you hover the mouse cursor over its line; · upload some documents from your hard disk drive clicking the Upload File link; · download an existing document to your hard disk drive using the icon which appears to the right of the needed document if you place the mouse cursor on its line. Step 6. Track history All the completed tasks/actions/activities related to the selected case are displayed and can be tracked within the Profile tab. Here you can not only view the information about the completed tasks, uploaded documents sent/received correspondence etc. but also add some events related to this case: note, email, phone call, appointment. Just select an event type from the list, set its date, add a description and click the Add This Event button. To notify other users about your created event click the Add user link and select the desired users from the list before adding this event. All the selected users will receive a notification about a new event added. Step 7. Close your case After your case took place you can close it in the system. To do that, click the icon to the right of its title and select the Close case option from the drop-down list. The case status will be changed from Open to Closed. If you wish to delete the created case, click the icon to the right of its title in the Cases list and select the Delete case option from the drop-down list. Keep in mind that in this case all the related information (inc. history and documentation) will be deleted and cannot be restored anymore.Making invoices The Invoices section allows you to create and manage invoices for the products and services provided. To create an invoice: 1. Click the Create button in the upper left corner and select the Invoice option. 2. Check your Invoice number. By default, the invoice number is generated automatically using the INV prefix and the number in the ####### format starting from 0000001. But you can easily change it while creating an invoice. To do that, just click the Change format link next to the Invoice number field. Enter a necessary Prefix and the Start number. If you don''t want the invoice number to be generated automatically, uncheck the automatically generated case. After that you will be able to enter any number you need manually. This option is available for portal and CRM administrators only. 3. Set the Invoice date selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy. The Invoice date is the date the invoice is issued. 4. Select a Client you wish to create the invoice for using the search field. The system will use the billing address information stored on your customer database. If necessary, you can change it using the Edit billing address link which appears below the client name once it is selected. 5. Select a Consignee using the search field. If the Consignee coincides with the Client, just check the coincides with the client box and add the delivery address using the corresponding link which appears next to the Edit billing address link. 6. Link the invoice with one of the available opportunities. 7. Set a Due date using one of the available options to the right: Due on receipt, 15 days, 30 days or 45 days, or selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy. The Due date is the date by which the invoice needs to be paid. 8. Select the Invoice language from the list of the available ones. 9. Select the Currency for your invoice. By default, the currency specified in the profile of the client is used. If the currency is not set in the client''s profile, the default currency specified in the CRM settings is used. If necessary, you can select any other currency from the list of the available ones. If you select a currency that differs from the default currency specified in the CRM settings, the Exchange rate field is also displayed. Set the appropriate conversion rate and click the Save button.The portal and CRM administrators can change the default currency and set conversion rates for the currencies from the list in the Settings >> Currency settings section. 10. Enter a PO Number, if available. 11. Specify your payment Terms. If you wish to specify the general terms for all your future invoices, click the Set default link below the Terms field, enter your terms and click the Save button. 12. Enter Client Notes, if you want to express your gratitude to a customer for the purchase and/or to provide a special offer, for example, a 20% discount if the invoice is paid within 5 days. These notes will be displayed on your invoice and added to the message body if you send the invoice per ONLYOFFICE Mail. 13. Fill in the Products & Services section. List the services/products you provided for your client. You can select them from the list, if available, or create right there opening the Select item list and clicking the Create new item link. Enter the item Quantity and Discount, if applicable. Add the sale Tax or leave this field empty. You can select the tax to apply from the list, if already available, or create a new one right there opening the Tax list and clicking the Create new tax link. In the same way you can add as many services/products as you need. 14. Check the Subtotal and Total calculated automatically based on the information provided above. 15. Click the Add This Invoice button or use the Add and Create New Invoice button to start creating a new invoice right after saving the current one. To specify your company information for the invoice, expand the Settings list at the left side panel, select the Invoice settings section and click the Organization profile link. This option is available for portal and CRM administrators only. Here you can: 1. enter your company name, 2. add your company logo clicking the Change Logo button below the default image, 3. set your organization billing address filling in the Address section fields. All this information will be placed and displayed on your invoices. Once the invoice is created, it will be added to the invoice Drafts. As soon as the invoice is sent to your client, paid or rejected by him/her, you can change its status in the Invoices list.1. check the invoice you need in the Invoices list, 2. click the Change Status button above, 3. select the appropriate status: Draft, Billed, Paid or Rejected. To edit an invoice, You can edit invoices with the Draft status only. 1. select the invoice you need in the Invoices list, 2. click the icon to the right of the invoice title, 3. select the Edit invoice option from the Actions drop-down list, 4. make all the changes you need and click the Save Changes button. Using the Actions drop-down menu you can also download, print, send, duplicate or delete the selected invoice. Creating invoices for your clients Introduction When the sales cycle is completed, you can create an invoice for the products and services you have provided and send it to the client. CRM allows you to do it quickly and easily. Just fill in the fields of the invoice form and send it as an attachment to your client using Mail. Step 1. Access the CRM Enter your portal and click the CRM link. In case you have already logged in to the portal and been using it for some time, to access the CRMmodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option. Step 2. Specify your company information Before you start creating an invoice, you need to complete your organization profile. This option is available for CRM and portal administrators only. To do that, expand the Settings section at the left side panel, select the Invoice settings option, then click the Organization Profile link to open the corresponding page. On this page you can: · Specify your company name.Go to the Basic Information section, enter the name and click the Save button below the field. · Add your company logo. Go to the Invoice logo section, click the Change Logo button below the default logo image, select the necessary image file stored on your computer and click the Save button below the displayed invoice image. To restore the default image, use the Restore to Default button. · Enter your company billing address. Go to the Address section. Fill in all the fields: Address, City, State and Zip Code, select the Country from the corresponding drop-down list and click the Save button below the address fields This information will be used for all your future invoices. But you can always change it on this Organization Profile page. To specify the conditions under which your company will complete a sale, like suitable payment methods and details, make use of the Terms field while creating an invoice (refer to the step 5). Step 3. Start creating an invoice To start creating an invoice, you may proceed in one of the following ways: · Click the Create New... button in the upper left corner and select the Invoice option. OR · Open the Contacts list, select the contact you need to make an invoice for, switch to its Profile page clicking the title and use theMake out an invoice button below the contact information. The Create new invoice form will be opened. Step 4. Enter your client information Click within the Client filter field or start typing your client name to find him/her in your customer database. Once located, click the contact name. Specify the billing address clicking the Add billing address link which appears below the contact name. If you added it while creating the contact, the available billing address information will be automatically taken from the customer database. If not, enter the required information: City, Address, State, Zip code, select a Country from the drop-down list and click the Save button. If you create the invoice following the second way (at the step 3) the client name and all the contact information will be displayed automatically.To specify a Consignee, use the corresponding filter field. Then add the delivery address using the Add delivery address link which appears below the consignee name. If the Consignee coincides with the Client just check the coincides with the client box and verify the delivery address clicking the Add delivery address link which appears next to the Add billing address link in the Client section. To express your gratitude to a customer for the purchase and/or to provide a special offer, for example, a 20% discount if the invoice is paid within 5 days, make use of the Client notes field. Step 5. Set the general invoice parameters Check the Invoice number generated automatically. If you have the administrator rights (CRM/full access), you can change the number format clicking the Change format link next to the Invoice number field and entering the necessary prefix and number format in the fields of the opened Change format window. The Invoice Date, i.e. the date the invoice was issued, is set to the current one, by default. If necessary, you can change it selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy. To set the Due date, i.e. the date by which the invoice needs to be paid, use one of the available options on the right: Due on receipt, 15 days, 30 days, or 45 days, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy. Select a Language for your invoice from the Invoice language drop-down list. If your language is not yet present in the list of the available ones or the translation to your language is not complete, you may contribute to the translation sending your request at documentation@onlyoffice.com. Choose a Currency for the invoice. By default, the currency specified in the profile of the client is used. If the currency is not set in the client''s profile, the default currency specified in the CRM settings is used. If necessary, you can select any other currency from the list of the available ones. If you select a currency that differs from the default currency specified in the CRM settings, the Exchange rate field is also displayed. Set the appropriate conversion rate and click the Save button. The portal and CRM administrators can change the default currency and set conversion rates for the currencies from the list in the Settings >> Currency settings section. Enter a purchase order number (PO Number), if available, and specify your payment Terms. If you wish to specify the general terms for all your future invoices, click the Set default link below the Terms field, enter your terms and click the Save button.Step 6. Complete the Products&Services list To specify the products and services you provided to the client, refer to Products&Services section of your invoice. To add an item to your invoice, open the Item drop-down list and select one of the available items (if you have already created the Invoice Item List) or create a new item right there: 1. select the Create new item option from the Item drop-down list, 2. fill in the Item name and Price fields, 3. click the Create button to add this item to the Invoice Item List. The Create new item option is available for CRM and portal administrators only. Then specify the current item details: · Enter the Quantity of the products/services provided. · Check and correct the Price. · Specify the Discount rate, if applied. · Select the Tax, if imposed, from the Tax drop-down list. You can select one of the available taxes from the list, if the Tax List is already created, or create a new one right there using the Create new tax, if you have the CRM or portal administrator rights. If the double taxation is applied, use the second Tax field to select the second tax to be imposed. · Enter the item Description. Use the Add Line link to add as many products/services to your invoice as you need. Step 7. Save and manage your invoice When all the fields are filled in, check the Invoice Total calculated automatically on the basis of the product/service details provided (see the step 6) and click the Add This Invoice button. The saved invoice will be added to the invoice Drafts and displayed in the Invoices tab of the selected contact/opportunity profile. At the Documents tab of the selected contact/opportunity profile you will find the PDF copy of this invoice. As soon as the invoice is sent to your client, paid or rejected by him/her, you can change its status in the Invoices list. 1. check the invoice you need in the Invoices list, 2. click the Change Status button above, 3. select the appropriate status: Draft, Billed, Paid or Rejected. You can also change your invoice status selecting the corresponding option from the Actions drop-down list. Using the same Actionsmenu you can easily perform the following operations: · Show invoice profile to see what your invoice looks like to your client.· Download the created invoice as a PDF file and save it on your computer hard disk drive. · Send by email as an attachment usingMail. · Duplicate invoice to create a new invoice on the basis of the existing one. · Edit invoice with the Draft status. · Delete this invoice. Calls Using VoIP The VoIP feature allows you to receive incoming calls from your customers and make outgoing calls right from a web browser. To use the IP telephony functionality, you need to sign up for a Twilio account and connect it to your portal specifying API credentials: Account SID and Auth token. They can be found at the Twilio Console page in the ''Account Summary'' section. The ability to connect a Twilio account is available for portal administrators only. Click the icon at the top of the page to go to your portal settings and open the Integration -> Third-Party Authorization section. Click the switcher next to the Twilio service, specify API credentials in the appropriate fields and click the Enable button. Once you connect your Twilio account to the portal, you will be able to add and manage virtual numbers. To add a virtual number, 1. In the CRM module, go to the Settings section on the left-side panel and click the VoIP Settings option. 2. Click the Buy phone number link. 3. In the Number purchase window, select the necessary number from the list of the available ones and press the Buy phone number button. If you already have some phone numbers purchased earlier in your Twilio account, you can use the Link purchased number option. In a new window, select one of the available Twilio virtual numbers and click the Link purchased number button. When the first number is added to your CRM module, you can use the Buy phone number/Link purchased number link above the Virtual numbers and operators list to add some other numbers.If you are using a trial Twilio account, you cannot add more than one virtual number. Trial Twilio accounts also have some other restrictions. To use all the capabilities of the service, you''ll need to upgrade your Twilio account. To set up the added virtual number, 1. In the Virtual numbers and operators list, select the number you want to set up. 2. Click the Outgoing calls switcher to enable the possibility to not only receive incoming calls but also make outgoing calls using this number. 3. Click the Call recording switcher to enable the possibility to record all incoming and outgoing calls for this number so that you will be able to listen to the necessary call recording later. 4. Click the arrow to the left of the necessary number to Add operators who should be able to use this virtual number. Check the necessary portal users in the list and click the Save button. Once operators are added, the VoIP icon will be available for them on the top of the page. You can also set up Outgoing calls and Call recording for each of the added operators separately using the switchers next to the operator''s name. To remove an added operator from the virtual number operator list, click the Actions icon to the right of the operator''s name and select the Delete option. Use the Actions icon to the right of the necessary virtual number to Edit or Delete the number. To start accepting and making calls, 1. Click the VoIP icon on the top of the page. The VoIP client opens in a new window. 2. Choose the Online status next to your name. The Browser option is selected by default, and currently, it is the only available option in the drop-down list, so you don''t need to do anything else. Now you are ready to accept incoming calls. If you receive an incoming call, you can Answer or Reject it using the corresponding buttons within the VoIP window. If a person whose phone number is stored in your CRM customer base calls you, the contact name is displayed in this window. You can click it to open the customer profile in a new browser tab and easily find all the necessary information about the client that can be useful during the phone conversation. To end the call, click the Disconnect button.The button in the VoIP window allows to view the list of missed calls during the current session. If you want to call back to the person who called you, move the mouse cursor over the missed call icon in the list so that it turns into the icon and click it. The operators who have been granted sufficient permissions can make outgoing calls. To make a call, 1. Click the button to open the dial pad. 2. Click the icon to open the list of all existing CRM contacts. To facilitate searching for a contact, you can enter the contact name, entirely or partially, in the search field above the contact list. Select the necessary CRM contact from the list. Alternatively, you can right-click the necessary contact in the complete list of Companies/Persons on the Contacts tab and choose theMake a VoIP call option in the context menu. Currently, you cannot call a contact from his/her profile page. The selected contact phone number will be displayed in the corresponding field. If the contact profile contains several phone numbers (mobile, work, home), click the arrow in the right part of the phone number field to choose the necessary number. To remove the number, click the icon. To call to the number that is not stored in your customer base, select the country code from the list and enter the phone number using the keypad or your PC keyboard. 3. Click the Call button. If you call a contact stored in the CRM module, the link to the contact profile is displayed in this window, so that you can open the profile in a new browser tab. If you make a call to a new number that is not stored in the CRM contacts or if you receive a call from such a number, this number will be automatically saved to your CRM contacts as a new contact. A new Outgoing or Incoming call event is also automatically added to the history for this contact. All the incoming, outgoing and missed calls are displayed in the Calls section. Click the Calls link on the left-side panel to open the call list. It provides the following information about calls: date and time, agent (operator name), client (customer name stored in the CRM base), call duration and cost. If a call has been recorded, click the icon to playback the recording.Calling your customers directly from CRM Introduction In the CRM module, you can not only maintain your customer base, but also organize interaction with any client in an effective way. The VoIP feature allows you to receive incoming calls from your customers and make outgoing calls right from a web browser using virtual numbers provided by the Twilio service. Incoming calls from new phone numbers that are not stored in your customer base are automatically saved as new CRM contacts. The information about phone conversations with customers is automatically added to the communication history of your CRM contacts. You can also use incoming call queue, record calls, receive voicemail messages, set up your own waiting ringtones. This guide will show you how to add and manage virtual numbers and call your customers right from the CRMmodule. Step 1. Connect your Twilio account To use the IP telephony functionality, you need to sign up for a Twilio account and connect it to your portal specifying API credentials: Account SID and Auth token. They can be found at the Twilio Console page in the ''Account Summary'' section. The ability to connect a Twilio account is available for portal administrators only. Click the icon at the top of the page to go to your portal settings and open the Integration -> Third-Party Services section. Click the switcher next to the Twilio service, specify API credentials in the appropriate fields and click the Enable button. Once you connect your Twilio account to the portal, you will be able to add and manage virtual numbers. Step 2. Add a virtual number The ability to add and set up virtual numbers is available for portal and CRM module administrators only. To add a virtual number, 1. In the CRM module, go to the Settings section on the left-side panel and click the VoIP Settings option. 2. Click the Buy phone number link. 3. In the Number purchase window, select the necessary number from the list of the available ones and press the Buy phone number button. If you already have some phone numbers purchased earlier in your Twilio account, you can use the Link purchased number option. In a new window, select one of the available Twilio virtual numbers and click the Link purchased number button.When the first number is added to your CRM module, you can use the Buy phone number/Link purchased number link above the Virtual numbers and operators list to add some other numbers. If you are using a trial Twilio account, you cannot add more than one virtual number. Trial Twilio accounts also have some other restrictions. To use all the capabilities of the service, you''ll need to upgrade your Twilio account. Step 3. Set up the added virtual number To set up the added virtual number, 1. In the Virtual numbers and operators list, select the number you want to set up. 2. Click the Outgoing calls switcher to enable the possibility to not only receive incoming calls but also make outgoing calls using this number. 3. Click the Call recording switcher to enable the possibility to record all incoming and outgoing calls for this number so that you will be able to listen to the necessary call recording later. 4. Click the arrow to the left of the necessary number to Add operators who should be able to use this virtual number. Check the necessary portal users in the list and click the Save button. Once operators are added, the VoIP icon will be available for them on the top of the page. You can also set up Outgoing calls and Call recording for each of the added operators separately using the switchers next to the operator''s name. To remove an added operator from the virtual number operator list, click the Actions icon to the right of the operator''s name and select the Delete option. Use the Actions icon to the right of the necessary virtual number to Edit or Delete the number. When you select the Edit option, the Number setup page opens that allows to change some other parameters in addition to those mentioned above: · You can specify an Alias for this number that makes it easier to find the number in the list. · In the Quick setup section, you can enable or disable Outgoing calls and Call recording (these settings are the same as the ones available in the Virtual numbers and operators list). Moreover, you can specifyWorking hours when the number is available for clients. Click the switcher and set the necessary time in the hh.mm format. · In the Ringtone setup section, you can playback the default ringtones: o Greeting ringtones - the first greeting that callers hear when they call to this phone number, o Queue ringtones - music on hold that callers hear when they are placed in the waiting queue,o Voice mail ringtones - a message that callers hear when the waiting queue length or max waiting time is exceeded and the callers are able to leave a voicemail message. If you have previously added some other ringtones in the VoIP Settings -> Common section, you can select another available ringtone for each category. It''s also possible to upload necessary ringtones for this virtual number directly from this page clicking the Upload icon next to the ringtone you want to change. Click the Update settings button to apply the changes you made. On this page, you can also manage the operator list for this virtual phone number. Step 4. Adjust common settings for all numbers Go to the VoIP Settings -> Common section on the left-side panel. General settings section allows to set the following parameters: · Incoming call queue length - this option allows to select the number of the incoming calls assigned to the currently available operators. If the number of incoming calls exceeds the specified value, the calls will be redirected to the voice mail service. Choose the necessary quantity from the list: 5, 10, 15 · Waiting timeout - this option allows to select the time during which the customer will wait for the operator answer. When this time is exceeded, the call will be redirected to the voice mail service. Choose the necessary option from the list: 5, 10, 15 minutes. · Operator pause - this option allows the operator have some time before accepting calls again. This can be used to take some notes on the previous call, etc. Choose the Enabled or Disabled option from the list. In the Ringtone Setup section, some ringtones are provided, that are used for all of the added virtual numbers by default. To display all the available ringtones in each category, click the arrow on the left. You can upload your own ringtones in the .mp3 format for each operation. To do that, click the Actions icon to the right of the necessary category and select the Add ringtone option. Once your own ringtones are added, you can go to the VoIP Settings -> Numbers page and set up individual ringtones for each virtual number separately. To remove a ringtone, click the Actions icon to the right of the audio record you don''t need and select the Delete ringtone option. Step 5. Receive and make calls To start accepting and making calls, 1. Click the VoIP icon on the top of the page. The VoIP client opens in a new window. 2. Choose the Online status next to your name.The Browser option is selected by default, and currently, it is the only available option in the drop-down list, so you don''t need to do anything else. Now you are ready to accept incoming calls. If you receive an incoming call, you can Answer or Reject it using the corresponding buttons within the VoIP window. If a person whose phone number is stored in your CRM customer base calls you, the contact name is displayed in this window. You can click it to open the customer profile in a new browser tab and easily find all the necessary information about the client that can be useful during the phone conversation. To end the call, click the Disconnect button. The button in the VoIP window allows to view the list of missed calls during the current session. If you want to call back to the person who called you, move the mouse cursor over the missed call icon in the list so that it turns into the icon and click it. The operators who have been granted sufficient permissions can make outgoing calls. To make a call, 1. Click the button to open the dial pad. 2. Click the icon to open the list of all existing CRM contacts. To facilitate searching for a contact, you can enter the contact name, entirely or partially, in the search field above the contact list. Select the necessary CRM contact from the list. Alternatively, you can right-click the necessary contact in the complete list of Companies/Persons on the Contacts tab and choose theMake a VoIP call option in the context menu. Currently, you cannot call a contact from his/her profile page. The selected contact phone number will be displayed in the corresponding field. If the contact profile contains several phone numbers (mobile, work, home), click the arrow in the right part of the phone number field to choose the necessary number. To remove the number, click the icon. To call to the number that is not stored in your customer base, select the country code from the list and enter the phone number using the keypad or your PC keyboard. 3. Click the Call button.If you call a contact stored in the CRM module, the link to the contact profile is displayed in this window, so that you can open the profile in a new browser tab. Step 6. View call list All the calls are displayed in the Calls section. Click the Calls link on the left-side panel to open the call list. It provides the following information about calls: date and time, agent (operator name), client (customer name stored in the CRM base), call duration and cost. The calls can be easily distinguished by type: · - answered · - missed · - outgoing If a call has been recorded, click the icon to playback the recording. When someone leaves a voicemail message, the link to the voicemail recording stored in your Twilio account appears in the Calls section. You can listen to the voicemail message right from the Calls page or go to your Twilio account to check all the voicemail recordings. To easily find necessary call, you can use the filter field on the top and filter calls by type, caller (operator name) or date. Calls can be sorted by date, duration and cost selecting the necessary parameter from the list to the right. Click the icon to change the sorting order. Sbatespe7. Add information about calls to the customer If you make a call to a new number that is not stored in the CRM contacts or if you receive a call from such a number, this number will be automatically saved to your CRM contacts as a new contact. The phone number and the call date and time are specified as the contact first and last name. This phone number is also saved to the contact information. The operator who received or made the call is appointed as the contact manager. You can edit the automatically saved contact by specifying the necessary data or merging it with an already existing contact. Go to the contact profile, click the Actions icon to the right of the contact name and use the Edit person option to change the contact name and specify some other information, or select the This is a duplicate option to merge this contact with another one. A new Outgoing or Incoming call event is also automatically added to the history for this contact with the indication of the call duration and operator''s name.You can also add your notes about the call to the contact history manually. Select an event type from the list, set its date, add a description and click the Add This Event button. For administrators Exporting all CRM data Do you want to be on the safe side and backup your CRM data with important information on your customers, opportunities, tasks, cases as well as contact history? Export all data into CSV files and download in a ZIP archive with just one mouse click! See further instructions below. To export your CRM data, please follow the easy steps below: 1. Enter your portal using your login details. 2. Click the CRM link on the start page. 3. Click the Settings option at the left-side panel then choose Common settings section. 4. Click the Download all data in one ZIP archive button within the ''Export of All Data'' section. You will have to wait several minutes depending on the amount of your data till a ZIP archive is generated. After that a link to the created ZIP archive will be displayed under the progress bar. You will also receive an email notification containing a link for you to download the created ZIP archive. Changing CRM module settings By default, all portal users can access the CRMmodule. There are 2 different access levels inside it: user and CRM administrator. Being a user you may perform the following operations: · view all content (except private one); · create contact, task, case, opportunity with a possibility to restrict access to them; · edit contact, task, case, opportunity having the corresponding access rights; Being a CRM administrator you may perform the following operations: · read and moderate all content; · organize mass mailing;· generate reports; · configure module settings; o set up the default currency used to calculate the Total amount for all CRM opportunities. This currency is also used to set prices in the Products & Services list, o export all data to a .csv file, o adjust contact temperature levels, o add new contact types and modify the existing ones, o make a list of products and services to provide which can be included into your invoices, o make a list of taxes which can be applied and used in your invoices, o create your organization profile: your company name, logo and address which will be placed to all your invoices, o add virtual numbers and adjust VoIP settings, o customize user fields to add some additional information, o create new categories of history events, o specify task categories, o set opportunity stages, o manage tags within the CRM Module, o create a Website Contact Form But being a portal owner/full access administrator you can restrict access to the CRM for some users or even disable this module, if you don''t need it at all. To do that, 1. click the Settings link at the left-side panel, 2. select the Portal Access Rights subsection, 3. go to the CRM section, 4. check the Users from list radio button, 5. select the users you wish to grant access to, To do that, use one of the available options; · use the Add user link if you wish to grant access to one or more people; · use the Add group link if you wish to grant access to all portal users, or to one or more groups. To disable the CRMmodule just switch to theModules & Tools subsection of the Common portal settings selecting the corresponding option on the left side panel, uncheck the CRMmodule in theModules section and click the Save button.Adding user fields Found out that you need some more fields to enter additional data concerning your contacts in the contact list, opportunities you create or cases you organize? It''s easy! Just read this tip to learn how to add user fields. To add a new field, please follow the easy steps below: 1. Enter your portal using your login details. 2. Click the CRM link on the start page. 3. Click the Settings option at the left-side panel, then choose the Other settings section and click the User Fields item. 4. Open one of the available user field lists clicking the Both Person & Company, Just for Person, Just for Company, Opportunities or Cases link depending on the section you want to add a new field to. 5. Click the New Field button. 6. A window will open introducing the form you need to fill in: enter a name for the new field in the Title area and select a field type in the Type drop-down list: text, text area, select box (i.e. drop-down list), checkbox, title (under which several user fields will be combined) or date (that will include a calendar). o In case you selected the Text type, you will also need to set the field size entering a number of characters in the ''Size'' area. o In case you selected the Text Area type, you will also need to set the field size entering certain numbers in the ''Lines'' and ''Columns'' areas. o In case you selected the Select Box type, you will also need to set the choices adding the needed options. You can edit the user field ''Title'' no matter how many persons or companies already have it filled out. To do that click the Settings option, then choose the Other settings section and click the User fields item. Choose the user field that you want to edit, click the icon next to the required user field and select the Edit Field option. In the opened window introduce the new ''Title'' and click the Save changes button. 7. Click the Save button. The newly created user field will be added to the corresponding user field list. Setting opportunity stages Do you need to change the default opportunity stages according to the business process in your company? It''s not that hard! Just add new stages to the standard ones or change their order. The default opportunity stages offered within the CRM module are initial contact, suspect, application of initial fit criteria, need assessment, qualifiedprospect, proposal, negotiations, closure/transaction, unsuccessfully closed. Their detailed description can be found on the ''Opportunity Stages'' page of the ''Settings'' tab. You can edit the default opportunity stages changing their title, description, success probability in percent, and stage type or delete them all and add your own stages. See the instructions below. To add a new opportunity stage, please follow the easy steps below: 1. Enter your portal using your login details. 2. Click the CRM link on the start page. 3. Click the Settings option at the left-side panel, then choose Other settings section and click the Opportunity Stages item. 4. Press the New Stage button. 5. A window will open introducing the form you need to fill in. Select a color from the palette clicking the Change Color link. Enter a title for the new opportunity stage as well as its description. Set its success probability in percent. Select a stage type from the available ones: open, successfully closed, unsuccessfully closed. Depending on the chosen stage type, a corresponding mark will be added to opportunities at this stage. 6. Click the Save button. The newly created opportunity stage will be added to the list. Here you can change the order of existing stages by dragging them according to their success probability for example.Adjusting Temperature levels Need to specify or even change the default temperature levels you can use to characterize your potential customers and navigate through the contact list easier? Read this tip on how to do that. The default temperature levels offered within the CRM module are cold, warm, hot and mean the contacts'' willingness to purchase your product. You can edit them adding a description to each level and specifying their meaning or delete them all and add your own temperature levels. See the instructions below. To add your own temperature levels, please follow the easy steps below: 1. Enter your portal using your login details. 2. Click the CRM link on the start page. 3. Click the Settings option at the left-side panel, then choose Contact settings section and click the Contact Temperature Levels item. 4. Press the New temperature level button. 5. A new window will open introducing the form you need to fill in. Select a color for your new temperature level, enter its title, add its description for your colleagues to know which contacts can be assigned to this level, and press the Save button. The newly created temperature level will be added to the list. Here you can change the order of existing temperature levels by dragging them. Adjusting Contact types Are you tired of searching through your contact list? Do you want to specify your contacts more precisely? ONLYOFFICE gives you an opportunity to do that! Use one of the default contact types or create your own! Are you curious? Read this article to learn more. The Contact types function lets you characterize your contacts in a certain way. There are four default contact types in CRM: Client, Competitor, Partner, Supplier. If four is not enough for you create as many contact types as you wish. Don''t know how to do it? Read the instruction below. 1. Access your ONLYOFFICE portal. 2. Click the CRM link on the start page. 3. Expand the Settings option then choose Contact settings section and click the Contact type item. 4. Click the New contact type button. 5. In the opened Create new contact type window introduce contact type Title.6. Click the Save button. You can access the contact list with the necessary contact type right from the Contact types page in the Contact settings section clicking the appropriate link with the specified number of contacts. That''s it! The new contact type is created. Easy as pie! Specifying tasks categories Need to change the default tasks categories according to the processes specific for your company? It''s easy! Just add new categories characterizing task goals that aren''t covered in the default ones. The default tasks categories offered within the CRM module are phone call, opportunity, demo, email, fax, execution control, lunch, appointment, note, delivery, social networks, expression of gratitude. You can edit the default tasks categories changing their icon, title, description or delete some of them and add your own categories. See the instructions below. To add a new tasks category, please follow the easy steps below: 1. Enter your portal using your login details. 2. Click the CRM link on the start page. 3. Click the Settings option, then choose the Other settings section and click the Tasks Categories item. 4. Press the New Category button. 5. A window will open introducing the form you need to fill in. Select an icon from the drop-down list. Enter a title for the new tasks category as well as its description. 6. Click the Save button. The newly created tasks category will be added to the list. Here you can change the order of existing categories by dragging them. Creating a new category of history events The standard history event categories are mail, note, phone call, meeting. Need more categories for events that are added to history of your contacts, opportunities or cases? It''s easy! Just read this tip to learn how to create new categories.To add a new category of history events, please follow the easy steps below: 1. Enter your portal using your login details. 2. Click the CRM link on the start page. 3. Click the Settings option at the left-side panel, then choose the Other settings section and click the History Event Categories item. 4. Press the New Category button. 5. A window will open introducing the form you need to fill in: select an icon for the new category, enter its name in the Title field and description. 6. Click the Save button. The newly created history event category will be added to the list. Using tags within the CRM module Add tags to your contacts, opportunities, cases to classify, group, describe them and facilitate the search process in this way. Read the instructions below to learn how to manage existing tags and create new ones. To add a new tag, please follow the easy steps below: 1. Enter your portal using your login details. 2. Click the CRM link on the start page. 3. Click the Settings option at the left-side panel, then choose the Other settings section and click the Tags item. 4. Select the category you want to create a tag for clicking the appropriate link - Both Person & Company, Opportunities, Cases. 5. Press the New Tag button. 6. In the opened ''Create New Tag'' window, enter the needed tag text into the ''Title'' field and click the Save button. The newly created tag will be added to the corresponding category. You can add a tag to several somehow connected contacts at once. For example if you want to add a tag to a person you''ll be offered to add it also to the related company if it''s represented in your contact list. You can apply this function clicking the appropriate button or, if you are not likely to use it and don''t want to see this message again, choose the ''Settings'' option, then open the ''Tags'' page and check the ''Do not show the Linking Contacts dialog again'' box.Adding invoice items and taxes The Invoice option significantly simplifies the cooperation with your clients as long as you have an opportunity to create and send the invoices right from your portal. Read this tip and you''ll find out how to create new invoice items and taxes without a hitch! No doubt, when you start using the Invoice option in portal you''ll certainly need to create a list of items which you are going to use while making out an invoice. To add a new item: 1. Enter your portal using your login details. 2. Go to the CRMmodule. 3. Click the Settings option at the left-side panel, then choose the Invoice settings section and click the Products & Services item. 4. Click the Create first item link if there are no items yet or press the Create item button. 5. In the ''Create new item'' page fill out the Stock keeping unit (SKU) field, enter the Item name and add it''s Description. Then set the item Price and choose the Taxes from the lists if it''s necessary. If you want to track the number of items in stock, check the Track inventory box and introduce the number of items in the Stock quantity field. Prices for all items are set in the default currency. If you want to change the default currency, it can be done in the Settings >> Currency settings section. 6. Press the Save button. Done! The new item will be added to the list Probably, you''ll need to add taxes to the item price very often. For that reason it''s important for you to know how to create them. To create a new tax: 1. Enter your portal using your login details. 2. Go to the CRMmodule. 3. Click the Settings option at the left-side panel, then choose the Invoice settings section and click the Taxes item. 4. Click the Create first tax link if there are no taxes yet or press the Create tax button. 5. In the Create new tax window fill out the tax name it''s rate and description. 6. Press the Save button. That''s it! The new tax will be added to the list.Sraettetsing up the default currency and exchange The Default currency is used to calculate the Total amount for all CRM opportunities. This currency is also used to set prices in the Products & Services list. Read this tip and you''ll find out how to change the default currency used in the CRM module and specify exchange rates for other available currencies. To select a default currency: 1. Enter your portal using your login details. 2. Go to the CRMmodule. 3. Click the Settings option at the left-side panel and choose the Currency settings section. 4. In the Default currency list, select the necessary currency. 5. Press the Save button. Done! The default currency is now selected. If you create invoices for customers from different countries, it will be necessary to specify exchange rates for some currencies that you use. To add the exchange rate for a currency: 1. Enter your portal using your login details. 2. Go to the CRMmodule. 3. Click the Settings option at the left-side panel and choose the Currency settings section. 4. In the Currency rate list, select the currency you want to set the exchange rate for. 5. Click the Add rate button next to the Currency rate list. 6. In the entry field that appears, type in the appropriate exchange rate (see the tips below to know where the actual exchange rate can be found). 7. Press the Save button. That''s it! The exchange rate for the selected currency is specified. Creating a website contact form Wish to gain more prospective customers effortlessly? Just create a website contact form, embed the generated source code into your website and your leads'' contact details will be automatically added to your client database. Read the instructions below on how to do that. To create a website contact form, please follow the easy steps below: 1. Enter your portal using your login details. 2. Click the CRM link on the start page.3. Click the Settings option at the left-side panel and select theWebsite Contact Form item. 4. In the ''Form Properties'' section, enter a redirection URL address that will lead to a page on your website after your prospective customer filled in the form. If you are creating a form for the first time, you''ll see zeros under theWeb Form Key caption. Click the icon to generate a real key that is used to authenticate the form and prevent spam, fraud, and unauthorized use. 5. In the ''Field Selection'' section, choose between the Company and Person option depending on your prospective customers'' status. Then check the fields you want to be included into the contact form. 6. In the ''Access Rights & Tags'' section, you can restrict access to the contacts added using this form or make them public. If you want to grant access to the certain users only and restrict it for the others click the Add user link and select the user/users you want to grant access to. If you want to make the contacts public check the Allow all CRM users access this contact box and choose the necessary option: for reading or for reading/writing. You can also enter your own tags that will be added to the contacts in the list clicking the Add Tag link. 7. Select the users that will be notified when a lead is added to the contacts list by clicking the Add user link within the ''Notify Users'' section. 8. Click the Generate Form button. After that the ''Form Source Code'' area will appear letting you copy the source code of the created contact form. But first of all preview the form and then if you are satisfied with the result you can copy and paste the code onto your website. Organizing mass mailing Introduction Want to send a newsletter to all the contacts from your customer database or just need to inform some clients about an upcoming event? Now you can do that directly from the CRM module. This guide will show you how it can be done in a few easy steps. Step 1. Configure SMTP server Online office allows you to send messages without opening any external email client software, all you need is to specify the parameters of the SMTP server for the mail service you commonly use. You will be able to send mails to your clients from your usual email address via your portal interface.Online office does not provide any SMTP server integrated, it simply provides an interface to the existing mail services where you have an account. To configure the SMTP settings: 1. Go to the portal Settings section. To do that click the icon in the right upper corner. 2. Switch to the Integration tab. 3. Open the SMTP Settings page. 4. In the SMTP Settings section fill out the necessary fields (you can get specific settings from your email service provider): · in the Host field, introduce your SMTP server host name, such as smtp.domain.com, · specify the Port number used by the SMTP server. It''s recommended to use port 587 or 25. · check the Authentication box, if only the authorized users can use the server; · fill out the Host Login and Host Password fields, Host login is your email box address for the email server you specify the SMTP settings for. Host Password is the password you use to access the corresponding email box. Make sure that your email address and password are valid. · introduce any name you want in the Sender Display Name field, · specify the corresponding email address in the Sender Email Address field (it must comply with the one specified in the Host Login field). 5. Check the Enable SSL box to enable encrypted connections. 6. Click the Save button. 7. To verify whether the specified settings are correct, click the Send Test Mail button. If the settings are specified correctly, you''ll receive the SMTP Test Message to the email address specified in your user profile on the portal. Step 2. Access the CRM Enter your portal and click the CRM link. In case you have already logged in to the portal and been using it for some time, to access the CRMmodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option. Step 3. Create a mailing list Your mailing list can contain up to 50 recipients. To create it just check the contacts you wish to send your email to in the Contacts list. To facilitate the search of the needed contacts make use of our filter above the contact list.Verify that all the selected contacts have the email address specified. If not, to add the address click the Actions button to the right, select the Add email option from the drop-down list and enter the necessary address into the field which appears. To confirm it press the Enter key. When all the contacts are selected click the Send Email button above the contact list and select the Internal SMTP (50 email recipients maximum) option. If you wish to send emails using an external mailing software select the Generate list for external program option from the drop-down list. Step 4. Compose a message When all the settings are configured the Compose Mail page will open. In the From: field you will see the sender name and email address indicated while configuring the SMTP server. The To: field shows the number of the selected contacts. All you need to do is enter the Subject for your letter and type in your message. The Formatting Toolbar helps you format your text changing font style, font color, alignment, size etc. If you need to add some variables to your message make use of the Personal Tags. If you wish to add the recipient name to the salutation, just place the mouse cursor at the point where you want the variable to be added, then select an appropriate tag from the drop-down list and click the Add to Letter Body. In our case it will be: FirstName and LastName as we send our letter to Persons. As a result you will see the following line: Dear $(Person.First Name) $(Person.Last Name), The necessary data will be automatically taken from your CRM customer database. You can also attach a certain file to your message. Click the Show file attachment panel link below the Letter Body field and using the Attach File button browse your hard disk drive for the necessary file. Check the Store this message in History box to add the corresponding event to the interaction history of each contact in the mailing list. Step 5. Preview and start mailing To preview the result click the Next (to preview) button below the the Letter Body field. The "Powered by ONLYOFFICE.com" text watermark will be added to your letter. If you are satisfied with the result click the Send button to start mailing.Projects Module Overview A project is an unique group activity with a definite beginning and end designed to achieve a specific goal. As a rule, during its life each project goes through five main stages: · Initiating Defining the main goal and objectives of the project. · Planning Developing a plan to execute the project: setting milestones, creating a project team, assigning tasks. · Executing Completing the work according the developed plan. · Monitoring Tracking and analyzing the project execution activities in order to define potential issues and make necessary corrections. · Closing Accepting the result of the project execution and completing the project. Projects is a project management tool developed to help you successfully carry out the project through all these stages: schedule your workflow, manage your project team and distribute tasks between its members, track and report project progress in order to achieve the main goal of the created project. To access the Projectsmodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option. Using templates for similar projects It takes a lot of time to create a project with all the related stuff like building a project team, planning milestones, tasks and discussions. Now you can create a template for similar projects and save time you spend each time on entering the same data. Want to learn how to do that? Just read the instructions below. Follow these simple steps to create a project template: 1. Enter your portal. 2. Click the Projects link on the start page. 3. In the opened ''Projects'' module, click the Create button and select the Project Template option. 4. Enter a title for your project template into the corresponding field.5. Click the Add Milestone link to create the first milestone. Enter its title, set its duration period and press the ''Enter'' key. The milestone will be added. You can create as many milestones as you need by filling in the form. To edit or delete the milestone created by mistake, click the icon next to it and select the needed option. 6. To create the first task that will belong to one of the created milestones, click the icon next to the needed milestone and select the Add Task option. Enter the title of a new task and press the ''Enter'' key. You can create as many tasks as you need that will belong to the current or another milestone. To create a task that won''t belong to any milestone, click the Add Task link within the ''Tasks without milestone'' section. To edit or delete the task created by mistake, click the icon next to it and select the needed option. 7. As soon as your project template is ready, click the Save button to save the created project template or the Save & Create project from template button to save the template and create a project based on it. If you click the Cancel button, no template will be created. The created project template will be added to the templates list within the Project Templates section at the left-side panel. Linking project with a CRM contact Introduction Need to know what companies are involved in certain projects and be able to manage them easily? Just link your project with contacts (persons or companies) from your customer database. This guide will show you how it can be done in a few mouse clicks. Step 1. Access the Projects Enter your portal and click the Projects link. In case you have already logged in to the portal and been using it for some time, to access the Projectsmodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option. Step 2. Select your project Click the Projects link on the left-side panel. A new page opens with the list of all the created projects. To find a necessary one make use of our filter at the top of the list. Click the button and select one of the options: · use the STATUS list to display the projects you are working on (Active), you have temporarily suspended the work on (Paused) or you have already completed (Closed);· use the PROJECT MANAGER list to display the projects managed by you or by a certain user; · use the TEAM MEMBER list to display the projects you or a certain user or group participate in; · use the OTHER list to display the projects you don''t participate in but keep track of (Followed) or the projects with a specified tag, or the projects without tags; You can also enter a project title, entirely or partially, in the field and press the Enter key to find the necessary one. When the project is located, click its title. The project overview page will open. Step 3. Choose CRM contacts to link Switch to the Contacts tab. If the contact list is empty, click the Link or add contact link at the center. Select a necessary contact - person or company - from the existing ones entering it in the search field. If there is no such a contact in your database, the system will offer you to add a new person or a company. Just click the necessary link and fill in the form. The selected contact will be added to the list. In the same way you can link as many contacts as you wish. To unlink the contact linked by mistake, click the icon to the right of the unnecessary contact. Step 4. Restrict access to the linked contacts By default, each project member (except guests) can view the contacts linked with the project. To restrict the access to them for some users, switch to the Team tab. All the project members will be listed in alphabetical order. Find the user you wish to restrict the access for and click the Contacts link to the right. The same way you can restrict the access for any other user unless he/she does not have projects administrator privileges. This function is available for private projects only.Following projects Want to keep track of some projects at your portal? Just click a link and you''ll receive notifications about everything new in the needed project by email. Bare Bones Instructions Perform these simple steps to follow a project: 1. Enter your portal. 2. Click the Projects link on the start page. 3. In the opened ''Projects'' module, click the Projects option on the left-side panel. 4. Open the needed project clicking its title in the list. 5. Click the icon next to the project title. 6. Select the Follow item from the menu. Now you will receive email notifications about everything new within this project. Suspending/closing/deleting project If you no longer work on your project, you may choose to either suspend or close it changing its status. All the project milestones and tasks should not necessarily be closed for you to be able to pause it, but you cannot close a project with the open tasks. To do that, 1. select your project from the Projects list using the filter above. 2. click the arrow to the left of the project title. 3. select an appropriate status from the drop-down list. The paused or closed project will be faded and moved to the end of the Projects list. But you can easily access its milestones and tasks and change its status back to Active anytime. If you wish to delete your project permanently, 1. select your project from the Projects list, 2. open the project page clicking its title, 3. click the icon to the right of the project title, 4. select the Delete option from the drop-down list, 5. confirm the operation. It''s also possible to delete several projects at once. To do that check the projects you want to delete in the list and press the Delete button above the project list. If you decide to delete a project, keep in mind that the project with all its tasks, milestones, files, discussions etc. will be lost with no possibility to restore.Managing your team One of the key factor to your project success is your Team. When your project is underway you might need to add or remove some team members. To do that, 1. Switch to the Team tab on the project page. 2. Click theManage Team link. 3. Add new users to your team. To do that, check the users you wish to add to your team from the list and click the Save button. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively. 4. Remove members from your team. To do that, uncheck the users you wish to remove from the list or click the icon to the right of the user you wish to remove and select the Remove the user from the team option. 5. Click the Save button. By default, each project team member can view all content inside the selected project: milestones, tasks, documents, discussions and contacts. To restrict the access just select the teammate you wish to set access rights for and click one of the links to the right: · Discussions - disable this option to restrict the access to the project discussions. If this option is enabled, a project member can view and comment discussions as well as start a new one. · Documents - disable this option to restrict the access to the project documents and files. If this option is enabled, a project member can view, load and create documents. · All Tasks - disable this option to restrict the access to all the project tasks. In this case the project member will be able to access tasks assigned to him/her only. If this option is enabled, a project member can view all tasks and set tasks to other teammates. · Milestones - disable this option to restrict the access to the project milestones. In this case the project member will be able to access milestones with tasks assigned to him/her only. · Contacts - disable this option to restrict the access to the CRM contacts linked with this project. If this option is enabled, a project member can view the linked contacts and the available contact information. The same way you can set the access rights for each member of your project team unless he/she does not have projects administrator privileges. This function is available for private projects only.Scheduling workflow Once the project is created, the next step is to schedule the workflow using the milestones. A milestone is a key point in the progress of a project. To plan a new milestone, 1. Click the Create button in the upper left corner and select theMilestone option from the drop-down list. 2. Specify your milestone Title and enter a short Description, if necessary. 3. Select the Project you need to add a milestone to. 4. Select the Responsible person you wish to assign the newly created milestone to. By default, the project manager is selected. 5. Set a desired Due Date. The due date of a milestone is the date by which all the tasks attached to it are supposed to be done. To set a due date, use one of the available options:Week,Month, Two months, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy. 6. Check the Key milestone option, if necessary. Use this option if you consider the newly created milestone to be more important than others. All the key milestones are marked by the red key icon placed near its title 7. If you want to be notified 48 hours before the due date check the corresponding option. 8. Click the Save button. The created milestone will be added to theMilestones list. The same way as many milestones as you wish can be added to your project. When all the task are done, you can close the milestone changing its status from Open to Closed in theMilestones list. All you need is to click the arrow to the left of the milestone title and select the necessary status from the list. If you need to shift a milestone, 1. select the milestone you need from theMilestones list, 2. click the icon to the right of the milestone title, 3. select the Edit option from the Actions drop-down list, 4. make all the changes you need and click the Save Changes button. To delete a milestone, choose the corresponding option from the Actions drop-down list.You can also delete several milestones at once instead of deleting them one by one. To do that, check the milestones you want to delete and press the Delete button above the milestone list. Reattaching tasks to other milestones Do you need to attach an existing task to another milestone without creating the same task once again? Just read the step-by-step instructions below to learn how to do that. Follow these simple steps to attach a task to another milestone: 1. Enter your portal. 2. Click the Projects link on the start page. 3. In the opened ''Projects'' module, the list with the existing tasks will be displayed if there is at least one open task. You can also click the Tasks option at the left-side panel to open the task list. 4. Click the icon next to the needed task and select theMove to milestone option. 5. In the opened window, select the needed milestone from the available ones. You can also select the ''none'' option, in this case the task won''t belong to any milestone. 6. Click theMove to milestone button. That''s all! Now you can find your task under the needed milestone. You can also quickly move several tasks at once from one milestone to another. To do that, check the tasks that belong to the same milestone and press theMove button above the task list. In the confirmation window, select a different milestone and press theMove to milestone button. Tasks Assigning tasks Once the project is created and the milestone is added, one more step is left. Distribute the tasks among the project team members. To add a task, 1. Click the Create button in the upper left corner and select the Task option from the drop-down list. 2. Specify your task Title and enter a short Description, if necessary. 3. Select the Project you need to add a task to. 4. Assign a task to one of the availableMilestones.Use the none option if you don''t want to attach this task to any milestone. 5. Select the responsible person you wish to assign this task to from the Assigned to list. You can assign the task to asmany responsible persons as you wish selecting them from the list. To remove a person added by mistake from the list of the responsible persons, hover the mouse cursor on his/her name and click the icon which appears to the left. All the responsible persons will be informed about a new task assigned to them by email. 6. Set a desired Start Date selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy. 7. Set a desired Due Date using one of the available options: Today, 3 days,Week, or selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy. 8. Check the High option to set the task priority. The icon will be added next to the task title in the Tasks list. 9. Click the Save button or use the Save & Create New Task button to save this task and start creating the new one right away. The created task will be added to the Tasks list. The same way as many tasks as you wish can be added to your project. If a task does not have a due date but belongs to a milestone, this task in the list is marked with the icon and is displayed with the milestone due date. To quickly create a new task on the base of the existing one with all its contents, such as attached documents and subtasks, make use of the Copy feature. You''ll be able to create an exact task duplicate or make some minor corrections to it (e.g. select another milestone, responsible person or due date); create similar tasks within the same project or move task copies to another project. 1. select the task you need from the Tasks list, 2. click the icon to the right of the task title, 3. select the Copy option from the Actions drop-down list, 4. change the task details, if necessary, 5. choose which items you want to be copied checking the Documents and/or Subtasks box, 6. click the Copy button to duplicate the task or use the Replace button to remove the original task and add the copied one instead of it. If you need to edit a task, 1. select the task you need from the Tasks list, 2. click the icon to the right of the task title, 3. select the Edit option from the Actions drop-down list,4. make all the changes you need and click the Save Changes button. You can attach documents to your task. Open the task page and switch to the Documents tab on the top. Here you can: · create a new document, spreadsheet or presentation clicking the New file link and selecting the file type from the list; · upload some documents from your hard disk drive clicking the Upload file link; · attach files from the project that your task belongs to. To manage documents attached to your task, place the mouse cursor over the attached document and use corresponding icons to perform the necessary action: · open an existing document with the Online Editor clicking the icon; · download an existing document to your hard disk drive clicking the icon; · delete an existing document clicking the icon. You can also quickly move several tasks at once from one milestone to another. To do that, check the tasks that belong to the same milestone and press theMove button above the task list. In the confirmation window, select a different milestone and press theMove to milestone button. When the task is done, close it right in the Tasks list changing its status from Open to Closed. To do that, just click the arrow to the left of the task title and select the necessary status from the list. If some additional task statuses have been previously created by a full access or the ''Projects'' module administrator, it''s also possible to assign custom statuses to your tasks. You can also change the status for several tasks at once instead of changing statuses one by one. To do that, check the necessary tasks, press the Change Status button above the task list and select the necessary status. To delete a task, choose the corresponding option from the Actions drop-down list. You can also delete several tasks at once instead of deleting them one by one. To do that, check the tasks you want to delete and press the Delete button above the task list. Viewing all active tasks quickly Do you want to know the fastest and the easiest way to view all the active tasks assigned to you? Read this tip and you will learn how to do that. Follow these simple steps to view your active tasks quickly: 1. Enter your portal.2. Click the Projects link on the start page. 3. Click the black arrow next to the Tasks option at the left-side panel and selectMy Tasks. That''s all! You''ll see all your open tasks in all the projects. Linking tasks within your project Introduction Once the tasks are created, you need to determine the order in which they will be completed, i.e. link them creating the task dependencies. Projects allows you to link tasks in two different ways: on the task description page or using the Gantt Chart view. This guide will show you how to determine the dependency relationships between tasks in a few mouse clicks. Step 1. Access the Projects Enter your portal and click the Projects link. In case you have already logged in to the portal and been using it for some time, to access the Projectsmodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option. Step 2. Select the task to link Click the Tasks link at the left-side panel. A new page opens with the list of all the created tasks. To find a necessary one make use of our filter at the top of the list or enter a task name, entirely or partially, in the filter field and press the Enter key to display the necessary one. When the task is found, click its title. The task overview page will open. Step 3. Link the task on its overview page To be able to link the task on its overview page you must have the task editing rights that are granted to full access or project administrator, project manager, task creator, task and subtask responsible persons. Switch to the Related tasks section and click the Create new link link. If this link is disabled, it means that there are no tasks to link with or you have not enough rights to do it.Open the Choose task drop-down list. You will see all the opened tasks assigned to the same milestone as the selected one. Select a task you wish to link with and click the OK button to the right. The End-Start link will be created. This type of link means that the task you link with cannot begin until the task you link is completed. The linked task will be added to the Related tasks list. In the same way you can link as many tasks within the same milestone or outside milestones as you need. If the start date of the task you link with is set before the due date of the task you link, the created link will be highlighted in red as invalid. To make it valid you need to correct the task dates manually. If you didn''t set the start date while creating the task, the creation date will be automatically considered as a start date. To edit or delete the created link, click the icon to the right of the link title and select the corresponding option from the drop-down list. Step 4. Link tasks using the Gantt сhart To be able to link the task using the Gantt chart, you must have the project administrator or project manager rights. On the task overview page, switch to the Gantt Chart tab. In the Gantt chart, all the project tasks grouped by milestones are displayed at the left-side panel. Locate the task you need to link and click it. The Gantt chart will be automatically scrolled to its start date, i.e. the beginning of the bar representing this task. Hover the mouse over the task bar and click the button of the task floating menu which appears above it. The Create new link window will pop up. Select the task you wish to link with from the corresponding drop-down list and click the Save button. Alternatively, you can: 1. place the cursor at the end of the task bar you need to link, 2. left click the square mark which appears, 3. without releasing the mouse button drag to the beginning of the task bar you need to link with.The created link will be represented by a blue dashed line. The red dashed line means that the created link is invalid. To make it valid, you need to correct the task dates. Creating subtasks Sometimes to complete a task you need to perform several steps or divide it into parts and distribute them among several persons. Creating subtasks will help you manage your to-do list and stay organized. To create a subtask, 1. Open the Tasks list clicking the corresponding option on the left side panel. 2. Select a desired task. To find a necessary task make use of our filter at the top of the list. Click the Add Filter button and select one of the options: o use the RESPONSIBLE list to display the tasks assigned to you, to a certain user or a group, or the tasks with no responsible; o use the CREATOR list to display the tasks created by you, or by a certain user; o use the PROJECT list to display the tasks within your projects, or the projects you don''t participate in, or the projects with a specified tag, or the projects without tags; o use theMILESTONE list to display all the tasks of the milestones with at least one task assigned to you, or tasks without milestones, or the ones assigned to a specifiedmilestone; o use the STATUS list to display the tasks you are working on (open) or you have already completed (closed); o use the DUE DATE list to display the tasks with a specified due date; You can also enter a task name, entirely or partially, in the field and press the Enter key to find the necessary one. 3. Hover the cursor over the selected task and click the Subtask link which appears to the right of the task title. 4. Specify your subtask Title. 5. Select the responsible person you wish to assign this subtask to from the Responsible list. 6. Click the OK button to the right. The created subtask will be added and displayed below the selected task. The subtask due date will coincide with the due date of the task you attached the subtask to and can NOT be altered. You can continue adding subtasks right now using the field below or create other subtasks later using the Add subtask option in the Actionsmenu to the right of the task title.To quickly duplicate an existing subtask within the same task, click the icon to the right of the subtask title and select the Copy option from the Actions drop-down list. The copied subtask will be added and displayed below the original one. If you need to edit a subtask, 1. select the subtask you need from the list, 2. click the icon to the right of the subtask title, 3. select the Edit option from the Actions drop-down list, 4. make all the changes you need and click the OK button. When the subtask is completed, close it checking the box to the left of its title. To delete a subtask, choose the corresponding option from the Actions drop-down list. Using Gantt chart Gantt Chart is a bar chart used to illustrate a project schedule and dependency relationships between tasks. The most simple way to open the Gantt Chart is to click the Gantt Chart link on the left side panel. Alternatively, you can open the Gantt Chart proceeding in one of the following ways: 1. Select your project from the Projects list. To find a necessary one make use of our filter at the top of the list clicking the Add Filter button and selecting one of the options: · use the STATUS list to display the projects you are working on (Active), you have temporarily suspended the work on (Paused) or you have already completed (Closed); · use the PROJECT MANAGER list to display the projects managed by you or by a certain user; · use the TEAM MEMBER list to display the projects you or a certain user or group participate in; · use the OTHER list to display the projects you don''t participate in but keep track of (Followed), or the projects with a specified tag, or the projects without tags; You can also enter a project title, entirely or partially, in the field and press the Enter key to find the necessary one. 2. Open the project page clicking its title.3. Switch to the Gantt Chart tab on the project page. OR 1. select a desired task from the Tasks list using the filter above, 2. open the task page clicking its title, 3. scroll down to the Related Tasks section, 4. click theMove to Gantt Chart link. The Gantt Chart will be opened: Here you can: · select one or several projects you wish to view the Gantt Chart for, · choose the activity details to display on the left side panel: responsible, start date, end date, status, priority, · get a panoramic view of all the project activities, · visually judge the project activity status: open/closed, active/overdue, · manage the project milestones and tasks: create, edit, close, reopen, delete etc, · link the tasks within your project to create the task dependencies. Managing your project using the Gantt chart Introduction The Gantt Chart is a great way to build your project schedule and visually judge its progress. Read this guide to learn how to plan milestones, manage tasks and create task dependencies using the Gantt chart view. Step 1. Access the Projects Enter your portal and click the Projects link. In case you have already logged in to the portal and been using it for some time, to access the Projectsmodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option. Step 2. Activate the Gantt Chart view Click the Gantt Chart link at the left side panel and select the project you need to activate the Gantt Chart for. To do that, 1. click the button in the upper left corner, 2. check the necessary projects from the drop-down list, 3. use the Save button to close the list and display the projects.Alternatively, you can proceed as follows: 1. First of all select a project you need. Click the Projects link at the left-side panel to open the list of all the created projects. To find a necessary one make use of our filter at the top of the list or enter a project title, entirely or partially, in the filter field and press the Enter key to display the necessary one. 2. Click the project title to open the project overview page. 3. Switch to the Gantt Chart tab on the project page. The Gantt Chart for the selected project will be activated. Step 3. Adjust the Gantt Chart view The Gantt chart is a bar chart where the horizontal axis represents the total amount of time you expect to spend on completing the project and the vertical axis represents the tasks you need to perform for completing this project on time. The horizontal bars of different length and colors show the sequence of tasks with the specified start and end dates. The horizontal lines mark the most important dates in the project progress (milestones). The Gantt Chart gives you the panoramic view of all the project activities and their status: - open task/milestone, - closed task/milesone, - overdue task/milestone. By default, the Gantt Chart is divided into one day time increments and shows all the milestones and tasks created within this project. But you can easily adjust its view: change the timeline increments and select the chart objects to be hidden or shown to set the most convenient way to work. To change the timeline increment, open the Timeline scale drop-down list in the upper right corner and select one of the available options: Days,Week,Month. Or, change the slider size of the scale bar at the top of the chart dragging its margins or using the mouse wheel: To select the chart objects to be shown, use the left-side panel: · to add or remove some projects from the chart use the button in the upper left corner, · to hide all the closed tasks and milestones from the chart, check the Open tasks and milestones only box right above the task list , · to hide the tasks and milestones of a certain project, click the downward arrow next to the project title, · to hide the tasks assigned to a certain milestone, click the downward arrow next to the milestone title. To select the activity details to be displayed at the left side panel: 1. click the button in the upper right corner of the left side panel,2. check the details you wish to be shown: Responsible, Start Date, End Date, Status, Priority, 3. click the Apply button to display the selected details. To hide the the details you don''t need at the moment just close the unnecessary tabs using the cross icons. When some detail tabs are activated, you can adjust the left side panel width using the simple drag-and-drop. Step 4. Plan and manage milestones To add a key point in a progress of your project, create a milestone. To do that, 1. Click the Create button in the upper left corner, 2. Select theMilestone option from the drop-down list, 3. Specify your milestone Title and enter a short Description, if necessary. 4. Select the Project you need to add a milestone to. 5. Select the Responsible person you wish to assign the newly created milestone to. 6. Set a desired Due Date. 7. Check the Key milestone option, if necessary. 8. To be notified 48 hours before the due date check the corresponding option. 9. Click the Save button. To change a responsible person, 1. activate the Responsible tab using the button in the upper right corner of the left side panel and click the responsible user name to the right of the milestone title at the left-side panel, or hover the mouse over the milestone shape at the Gantt chart and click the button of the milestone floating menu which appears above it, 2. select a necessary user from the drop-down list checking the radiobutton next to it, 3. click the OK button to confirm your choice. To shift a milestone, 1. hover the mouse over the milestone shape arrow, 2. drag and drop the shape to the necessary date. To manage your milestones, you can use the milestone floating menu which appears when you hover the mouse over the milestone shape or the context menu activated by a single right-click of the mouse. You can perform one of the following operations: · - edit your milestone title, · - assign a responsible user for your milestone, · - delete an unnecessary milestone, · - add task to the selected milestone,· - fit the milestone shape to your screen, · - close the milestone as soon as all the tasks are completed. To reopen the closed milestone, use the button. Step 5. Create and manage tasks To add a new task, you can proceed in one of the following ways: · click the Create New... button in the upper left corner, select the Task option and fill in the standard Create new task form, · use the Gantt chart, · hover the mouse over the milestone you wish to assign the task to and click the button, · or, simply right-click within the Gantt chart area. If you follow the first way, the task bar with all the specified parameters will be added and assigned to the necessary milestone. If you use the second one, the empty task bar will be added to the Gantt chart, enter a title for the task and press the Enter key. After that you will be able to edit and manage your task. To assign/change responsible persons, 1. activate the Responsible tab using the button in the upper right corner of the left side panel and click the No Responsible link to the right of the task title at the left- side panel, or hover the mouse over the task bar at the Gantt chart and click the button of the task floating menu which appears above it, 2. select necessary users from the drop-down list cheсking the boxes next to them, 3. click the OK button to confirm your choice. You can easily change the task start and end date and the amount of time you expect to spend on completing this task by simple drag-and-drop. Hover the mouse cursor over the task bar border (the left border to change the start date or the right border to change the due date) and without releasing the mouse button move it to set the appropriate date. Using drag-and-drop functionality you can also move your task bar horizontally or vertically: · move it horizontally to change the dates without changing the amount of time, · move it vertically to shift the task to another milestone. To edit the task title, change its status from Open to Closed and vice-versa, or delete it at all use the task floating menu which appears when you hover the mouse over the task bar or the context menu activated by a single right-click of the mouse.Step 6. Create task dependencies To determine the order of the tasks to be completed, link them. To do that, proceed in one of the following ways. 1. Locate the task you need to link at the left-side panel and click it. The Gantt chart will be automatically scrolled to its start date, i.e. the beginning of the bar representing this task. 2. Hover the mouse over the task bar and click the button of the task floating menu. 3. In the opened Create new link window select the task you wish to link with from the corresponding drop-down list. 4. Click the Save button to create the link and close the window. Alternatively, you can: 1. position the pointer at the end of the task bar you need to link, 2. left click the square mark which appears, 3. without releasing the mouse button drag to the beginning of the task bar you need to link with. The End-Start link will be created. This type of link means that the task you link with cannot begin until the task you link is completed. It will be represented by a blue dashed line. The red dashed line means that the created link is invalid. To make it valid, you need to correct the task dates. To delete an invalid/unnecessary link, just right-click it. If you need to link a task, but have no administrator or project manager rights, you can do it on the task overview page. Time tracking Tracking work time efficiently Introduction Regardless of the billing method you use (per hour or per project) tracking time is a great possibility to assess the productivity of your team and of each its member and make the necessary corrections to achieve the best result. This article will show you how to track time and manage your time sheet using the Time Tracking feature offered by Projects.Step 1. Access the Projects Enter your portal and click the Projects link. In case you have already logged in to the portal and been using it for some time, to access the Projectsmodule from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option. Step 2. Get a complete picture of the time spending Click the Time Tracking link on the left-side panel. You will be presented with the whole list of the hours spent on your projects. To see the total time spent on performing a certain task, on achieving a certain milestone, etc. or just to facilitate the monitoring process, make use of the Filter available at the top of the page. Click the button and select one of the options: · use the PROJECT list to display the hours spent on your projects or on the projects you don''t participate in, or on the projects with a specified tag/without tags, · use theMILESTONES list to display the hours spent on the tasks assigned to a specifiedmilestone, · use the RESPONSIBLE list to display the hours spent on the tasks assigned to you, to a certain user or a group, · use the STATUS list to display the hours which are already billed, the hours which are not billed yet, or the hours which cannot be billed (not chargeable), · use the TIME PERIOD list to display the hours recorded during the previous week, the previous month, or a specified time period, You can also enter the hour description, entirely or partially, in the field and press the Enter key to display the necessary ones. By default, the records are sorted by date in descending order (earlier dates first). If necessary, you can sort them by Time or Description opening the Sort by drop-down list to the right of the Filter field and choosing the necessary option. To change the sorting order from Descending to Ascending click the icon. Step 3. Edit the records, if necessary Making the changes is an integral part of any process. While tracking time you might need to correct some data (time, hours) or complete the description. To do that, click the icon to the right of the record you need to edit and select the Edit option from the drop-down list. The Time Tracking window opens: Here you can check the total time spent on this task and make some changes: change time and date, select another responsible person, modify description. To apply all the changes you made, click the Save Changes button.To delete the record you don''t need anymore, click the icon to the right and select the Delete option from the drop-down list. Step 4. Manage billable and not billable hours The Billable time is the hours you are paid for spent on client project. It can be billed or not billed. The Non Billable (Not Chargeable) time is the hours you are not paid for directly spent on performing administrative tasks. Being a project manager or a Projects administrator you can easily set the payment status for each record/activity: Billed, Not Billed, Not Chargeable. To do that, click the button to the left of the necessary record/activity and choose the status you need from the drop-down list. If you need to set the payment status for several records at once, select the records you need checking the boxes to the left and use one of the buttons at the top of the list. You have been paid for the hours you spent on achieving a certain milestone. To quickly change the status of all the records/activities which belong to the tasks assigned to this milestone, first of all make use of the Filter. Click the button and select the necessary filter option: ''Milestones with my tasks'' or ''Other milestones'', then choose the milestone you need. All the records/activities matching this criterion will be displayed. Check all of them clicking the very first checkbox to the left of the list and use the Billed button. The status of all the records will be set to Billed . Step 5. Generate reports To get a report of the time spending and assess the productivity, click the Reports link on the left-side panel and select the Time Tracking report type from the list which opens. Now you need to specify what you wish to include to your report configuring the report parameters: · select a Group or a User who''s productivity you wish to assess, · specify a Payment Status of the activities you wish to include in your report, · set a necessary Time period, · check the View by user tasks radiobutton if you wish to include the tasks and the project the user spent time on, or leave the View by user radiobutton checked, if you don''t need any details about the spent time. When all the parameters are set, click the Generate Report button.Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary. · To print the report, click the Print icon at the top toolbar. · To download the report, switch to the File tab at the top toolbar, select the Download as... option at the left sidebar and choose the necessary file format. To regularly receive automatic reports by email on certain date and time, create a template. Automatic time tracking while performing a task This tip is aimed at those users who bother their head each time they need to enter time spent on performing a certain task. Now you can use the timer that will automatically calculate how long you have been working on the task. The only thing you''ll have to do is turn on the timer with one mouse click. Bare Bones Instructions Follow these simple steps to record time: 1. Enter your portal. 2. Click the Projects link on the start page. 3. Press the Create button and select the Start/Stop Timer option. Alternatively, you can find the needed task in the tasks list, click the icon next to it and select the Track time option. 4. In the opened window, select the needed project, task, yourself in the ''Responsible'' list. 5. Add the description of the time period you will spent on the task. 6. Press the button to start the timer. 7. After finishing a part of the task or at the end of your workday, click the button. 8. Press the Add Time button. To view the total time spent on a task, open the task page clicking its title in the tasks list and find the Time Spent caption. To view the description of every period of time spent on a task, click the ''Time Tracking'' option at the left-side panel and enter the needed task title into the filter bar. You''ll see all the time periods added. To edit or delete one of them, click the icon next to the needed period and select the corresponding option. Besides on this page you can also mark added time periods as ''not billed'' and ''billed'' or leave the dafault ''not chargeable'' option.Discussions Leading discussion Once the project is underway any sort of problems or outstanding questions may occur. To find a right solution, discuss the issue with your project team. To start a project-related discussion, 1. Open the Project you wish to add a discussion to. 2. Click the Create button in the upper left corner and select the Discussion option from the drop-down list. 3. Specify your discussion Title. 4. Type in your message and edit it using the Formatting Toolbar. 5. Use the Text Cut button to select a part you wish to be shown on the Discussions page. To do that, select the part you wish to hide with the mouse and click the Text Cut button. The selected part will be highlighted. In this way only a short snippet of the post (not selected) was shown at the discussion list and feed pages. 6. Invite people to your discussion. All the project team members will be invited to the discussion automatically and listed below the discussion text field. If you need to remove some of them or invite the persons who don''t take part in the project click theManage Subscribers link. · To invite some more people, Сheck the users you wish to invite to your discussion and click the Save button. You can add users from a particular group or all the portal users checking the corresponding option on the right side of the window. · To remove a subscriber, Place the mouse cursor over the needed user and click the icon. The people you''ve selected will be informed about the discussion created and the comments added to it. 7. add documents to the discussion: · create a new document, spreadsheet or presentation clicking the New file link and selecting the file type from the list; · upload some documents from your hard disk drive clicking the Upload file link; · attach files from the project that your discussion belongs to. 8. Preview the result and save your discussion. You can always edit the text of your discussion, manage its subscribers and attached documents. To do that, 1. select your discussion from the Discussions list, 2. open the discussion page clicking its title (the Comments tab opens by default), 3. click the icon to the right of the discussion title, 4. select the Edit option from the Actions drop-down list,5. make all the changes you need and click the Save Changes button. To manage documents attached to your discussion, open the discussion page and switch to the Documents tab on the top. Place the mouse cursor over the attached document and use corresponding icons to perform the necessary action: · open an existing document with the Online Editor clicking the icon; · download an existing document to your hard disk drive clicking the icon; · delete an existing document clicking the icon. It’s also possible to create a task on the base of the discussion. Open the discussion page, click the icon next to the discussion title and use the Create task on discussion option from the menu. To delete a discussion, choose the corresponding option from the Actions drop-down list. If your discussion is no longer relevant, but you don''t want to delete it because it contains some important information, use the Archive option in the drop-down list on the discussion page. All the discussion members will have an access to the discussion and all the files attached but won''t be able to add new comments to it. If you want to resume the discussion, click the icon and choose the Open option. Reports Reporting project progress To increase the chances for project success, once your project is created you need to constantly monitor its progress keeping up with what everyone is doing. To do that, make use of the online office Reports system: 1. open the Reports list clicking the corresponding link on the left-side panel, 2. select the type of the report you wish to generate from the Reports list, 3. configure the available parameters, 4. click the Generate Report button. Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary. · To print the report, click the Print icon at the top toolbar. · To download the report, switch to the File tab at the top toolbar, select the Download as... option at the left sidebar and choose the necessary file format.All the generated reports can be found in the Generated Reports list (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file: · - to open the report using the Spreadsheet Editor. · - to download the report as the .xlsx file. · - to delete the report. By default, all the generated reports are stored in theMy Documents section of the Documentsmodule. You can choose a certain folder to store project reports. To do that, 1. click the Settings link at the left-side panel, 2. select the Common Settings sub-section, 3. in the Personal Settings section, click the Choose button next to the Report Folder field, 4. select one of the existing folders within theMy Documents section and click the OK button. You can set up needed parameters once and regularly receive automatic reports by email on certain date and time. RE-empoairlting templates with automatic delivery by Are you tired of generating reports manually? Now you can set up needed parameters once and regularly receive automatic reports by email on certain date and time. You save lots of time and keep up with everything new at your portal. Bare Bones Instructions Follow these simple steps to create a report template: 1. Enter your portal. 2. Click the Projects link on the start page. 3. In the opened ''Projects'' module, click the Reports option at the left-side panel. 4. Select the needed report type on the left and configure report parameters on the right. 5. Press the Create Template button. 6. In the opened window, enter a title for your report template. If you want to receive reports created on the basis of this template regularly via email, check the Generate such report automatically box. Then specify a certain time period and time of the day when you want to receive reports. 7. Click the Save button to accept the changes you made.After that you will regularly receive reports on the basis of the created template via email.For Administrators Changing Projects module settings By default, all portal users can access the Projectsmodule. There are 5 different access levels inside it: guest (an external user with view-only permissions), user (a portal user not participating in any project), project teammember, project manager and project administrator. Being a guest you may perform the following operations: · view projects available to all portal members or private ones (where he is a project team member); · add comments and subscribe to tasks and discussions belonging to projects he/she can access. Being a user you may perform the following operations: · view all content (except private projects); · add comments in discussions; · follow necessary projects; · select a start page in the Projectsmodule; · select a folder to store project reports. To select a start page, 1. click the Settings link at the left-side panel, 2. select the Common Settings sub-section, 3. In the Personal Settings section, select the necessary start page from the list. The following options are available: Tasks, Projects, Discussions and Time Tracking. By default, the Tasks option is selected. Being a project teammember you may perform the following operations: · perform all user operations; · add tasks and assign them to yourself or other team members; · manage tasks created by you/assigned to you; · start new discussions; · add/remove your own files. Being a project manager you may perform the following operations: · perform team member operations; · add/remove people from project team; · manage tasks, milestones, discussions, comments inside a project; · change project status; · edit project settings;· set access rights to project team members (for private project only). Being a project administrator you may perform the following operations: · perform project manager operations; · create/edit/delete projects; · assign project manager; · create and edit project templates; · fully manage all content across all projects (manage team, tasks, milestones etc.); · adjust common settings for the Projectsmodule. To change common settings of the Projectsmodule, 1. click the Settings link at the left-side panel, 2. select the Common Settings sub-section, 3. set necessary options: · Any user can create a project - by default, this option is disabled. Turn on the switcher if you want to allow all users to create new projects. · Hide Entities In Paused Projects - by default, this option is enabled. Turn off the switcher if you want to display entities of the paused projects. But being a portal owner/full access administrator you can restrict access to the Projects for some users or even disable this module, if you don''t need it at all. To restrict access to the Projectsmodule, 1. click the Settings link at the left-side panel, 2. select the Portal Access Rights sub-section, 3. go to Projects section, 4. check the Users from list radio button, 5. select the users you wish to grant access to, To do that, use one of the available options; · use the Add user link if you wish to grant access to one or more people; · use the Add group link if you wish to grant access to all portal users, or to one or more groups. To disable the Projectsmodule just switch to theModules & Tools section selecting the corresponding option on the left-side panel, uncheck the Projectsmodule and click the Save button.ONLYOFFICE Mail Overview Mail is a communication tool designed to manage your correspondence right on the portal. This message management solution helps you work more efficiently, improve business communication and allows you to: · manage one or several email accounts, · communicate quickly and manage the contacts effectively, · get access to your personal, portal and CRM contact addresses, · organize email addresses in a single place, · create corporate mailboxes, · manage email messages on the portal, · read your messages in one place and respond to all of them, · create and edit email templates to simplify the process of working with similar messages, · get access to message history, contacts and files through any browser any time, anywhere, · link a conversation or a single message to existing CRM elements or create new CRM contacts on the base of conversations, · send invoices from CRM module, · create a signature, · use the Mail autoreply feature, · save attachments to any folder in Documents module, · create, customize and use tags for fast and easy message management, · receive calendar event notifications, accept or decline invitations, · use on-portal notifications when you receive new messages, · create custom folders and apply filters to automatically perform certain actions on messages. To accessMail just click the icon available at the top of each portal page. Account Creating/editing account To send, receive and keep your messages in order right on the portal first of all you need to set up an account. To do that, 1. click the icon at the top of any portal page,2. click the Add new account button in the opened window, 3. complete the following fields: email and password, 4. If necessary, switch to the advanced settings window using the Advanced option: Default parameters for the most popular mail services are automatically detected. You can change some of them if necessary. To return to the default settings click the Get default settings link. The following parameters are available: · Email - your email address. · Account name (optional) - your name. · Receive mail fields o POP or IMAP Server - your POP or IMAP server host name, such as pop.domain.com or imap.domain.com. o Port - the port number used by the POP or IMAP server (by default, port 993 is used for IMAP Server, port 995 is used for POP Server, with the SSL encryption). o Login - your email address. o Password - the password you use to access the email box. o Authentication type - Simple password or Encrypted password. o Encryption for POP or IMAP Server - select the SSL or STARTTLS option depending on the encryption used for your POP or IMAP Server. · Send mail fields o SMTP Server - your SMTP server host name, such as smtp.domain.com. o Port - the port number used by the SMTP server (by default, port 465 is used for SSL, port 587 is used for STARTTLS). o Login - your email address. o Password - the password you use to access the email box. o Authentication type - Simple password or Encrypted password. o Encryption for SMTP Server - select the SSL or STARTTLS option depending on the encryption used for your SMTP Server. You may need to change the port correspondingly. 5. click the Add Account (or Save) button to connect an account. The mail importing process starts. This might take some time. You can close the window and continue using the portal or even close the browser. The importing will continue in the background. When the importing process is finished, all messages from your mail account will be loaded into the Inbox folder and you can start working with your correspondence. In case you need to add one more account, follow these steps: 1. click the Settings section on the left-side menu, 2. select the Account Management option, 3. click the Add New Account button above the list of the existing accounts, 4. follow the account creation procedure described above,5. click the Add Account button to connect a new account. The messages of the new added mail account will be loaded into the Inbox folder. To edit an account (if you have changed the password for example) complete the following steps: 1. click the Settings section on the left-side menu, 2. select the Account Management option, 3. select the necessary account from the list and click the icon to the right, 4. select the Edit option to open the Account Management window, 5. type in the necessary parameters to make changes, 6. click the Save button. The settings for the accounts connected using OAuth cannot be edited. You can only change the account name for them. If you have decided to delete an account fromMail: 1. click the Settings section on the left-side menu, 2. select the Account Management option, 3. select the necessary account from the list and click the icon to the right, 4. select the Delete option, 5. click the Delete button to confirm the account elimination. All messages of this account will be removed from the Inbox folder. If you don''t need an account any longer but you want to save all the messages that have already been sent to it just Deactivate your account. If you choose this option you won''t receive new messages from the deactivated account but the previously received messages will be displayed in yourMail and you could access them any time. Changing account settings Adding Signature Mail allows you to add a signature to your email messages. To do that, 1. go to the Settings section on the left-side menu and choose the Account Management option, 2. click theManage signature button next to the needed account,3. in the opened ''Manage signature'' window set up your own signature, Your choice is not restricted to the name only. You may use a text, picture, link or even generated html code as a signature. 4. click the Save button. Your personal signature will be added automatically every time you send an email from the account with the signature preconfigured. If you want to change or delete the signature, 1. go to the Settings section on the left-side menu and choose the Account Management option, 2. click theManage signature button next to the needed account, 3. in the opened ''Manage signature'' window change the signature or delete it, You may also deactivate it temporarily unchecking the Use signature box. Enabling Mail Autoreply feature You can set up your accounts connected to theMailmodule to send automatic replies when you are away. To do that, 1. go to the Settings section on the left-side menu and choose the Account Management option, 2. select the necessary account from the list and click the icon to the right, 3. select theMail autoreply option, 4. in the opened ''Mail autoreply'' window check the Turn autoreply on option to enable the autoreply feature, 5. check the Send autoreply to people in contacts only option, if you want automatic replies to be sent to the email addresses stored in your address book only (including Personal, Portal and CRM Contacts). 6. if necessary, set the period when the feature should work. The start date is automatically set to a current date, but you can change it. Check the To box and set the end date. 7. fill in the message Subject and Body, If you have set up a signature, it will also be added into automatic responses. 8. click the Save button. Once theMail autoreply feature is enabled, an information message will be displayed when you accessMail. Using the links in this message you will be able to quickly disable the feature or go to the Account Management page to change the settings. At the Account Management page, you can also turnMail autoreply off by clicking the corresponding link.When theMail autoreply feature is enabled, an automatic response will be sent to all incoming messages, except when: · a message has been received from your account or from a mail group, · an automatic response has already been sent to this address within one day, · a message is a newsletter, · the Send autoreply to people in contacts only option is checked and the sender''s email address is not stored in your address book. Messages Sending/receiving messages Once you''ve added an email account toMail or have created a mailbox right on the portal you can send and receive emails. To send an email, 1. click the Create Email button in the upper left corner to open the page where you will be able to create a message, In case you have several accounts, you need to select one to send a message. To do that, click the black arrow next to the From: field to open the drop-down list and select the necessary account. You can set the default account on the Account Management page of the Settings section. To do that, check the account you want to set as default for sending the emails. 2. start typing the recipient email address or name in the To: filter field and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email adresses you''ve already sent emails to). You can send a message to more than one person. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address from the To: field, click the icon. When entering email addresses, you can also use common keyboard shortcuts: Ctrl+A to select all address blocks or all content within the block being edited, Ctrl+C to copy the selected data, Ctrl+V to paste the previously copied data, Ctrl+Z to undo the last performed action, Ctrl+Y to redo the last undone action. To send a copy to multiple addresses, use the Add copy link situated to the right of the To: field.3. enter a subject of your message in the Subject: field, 4. write your message, To format your message, insert a link or an image use the formatting toolbar located above the message body field. You can change the font type, size, color, background color, clear formatting, change the text alignment, increase or decrease indents, insert lists, images, links, smileys, quotes, switch to the HTML view of your text. The mail message editor uses native browser spellchecker to check the spelling when you enter the message text. The incorrectly spelt word will be underlined with the red wavy line. If you need to see the word variant suggestions with the correct spelling, click the word with the right mouse button holding the Ctrl key on the keyboard. Some browsers have the spellchecker disabled by default. Please see your browser documentation to find out how to enable it. The message is automatically saved as a drafts while you are typing. 5. attach files, You can attach documents from your local drive or Documents module to the message using the corresponding buttons under the message body field. Remember, that the file size must not exceed 15 MB and the total size of all files must not exceed 25 MB. To remove an attachment, click the icon. You can also click the Actions icon to the right of the attachment to Download, View or Delete the file. If your message contains several attachments, you can use the Delete All option next to the attachment list to remove all the files at once. If the file size exceedes the allowed limit, you''ll be suggested to send the attachment(s) as a link(s) to the needed document(s). In such case all the files you want to send will be saved inMy Documents folder. If you want to send links to some files from the Documentsmodule instead of adding these files to your message as attachments, use the Attach files from Documents option. In a new window that opens, switch between the Documentsmodule sections and folders, check the necessary documents in the list, make sure that the Attach links to files option is selected and click the Attach Files button. If you have the Read Only access rights to a file from the Shared with me or Common Documents folder, you''ll be prompted to copy the file to theMy documents folder. The links to the selected files will be inserted into your message body. When you click the Send button, you will be asked to set up access rights for all the files attached as links. When a recipient follow the link from your message, the document will open in the online viewer or editor depending on the access rights you have specified.6. if necessary, you can request the delivery report using the icon. At the receiving end, a read-receipt request will be displayed in the message if the client application supports this functionality. If the server supports sending delivery receipts, you should also receive a message with a delivery notification. 7. assign a tag, The tags are used to simplify the search and message organization. To assign a tag to the message, click the Tags button at the top of the message body field and select the necessary tag or create a new one. 8. click the Send button. To send your message later, click the arrow next to the Save button and choose the Save draft option. Your message will be saved in the Drafts folder. To access your draft, just click the corresponding folder on the left-side menu. To create a template on the base of your message, click the arrow next to the Save button and choose the Save template option. Your message will be saved in the Templates folder on the left-side menu. Managing messages in the Inbox folder In order to update the Inbox folder, just click the button. All the conversations which you haven''t read yet are displayed next to the Inbox caption or over the icon. If you click the icon you''ll see the list of new conversations/messages, click the See all link to open them in the inbox. The number of messages in one conversation is displayed next to the name of a sender, for example: . If you do not want messages to group into conversations, go to the Settings section on the left-side menu, open the Common Settings page and uncheck the Enable Conversations option. If this setting is disabled, all emails and replies to them are displayed separately in the message list. Searching for, sorting and filtering messages To quickly find necessary emails according to the selected criteria, use the Filter field above the messages list. · to display the conversations according to the selected criteria, click the button and select one of the options: Status o Unread to display the conversations with unread messages; o Read to display the conversations that have been read. By period o Last week to display the conversations of last week; o Yesterday to display the conversations of yesterday; o Today to display the conversations of today; o Custom period to display the conversations of the specified period.Other o Important to display the flagged conversations; o With attachment to display the conversations with attachment only. These conversations are marked with the icon in the list; o From sender to display the conversations of the specified sender; o To mail address to display the conversations with a specified email address; o With tag to display the conversations with a specified tag only; o With calendar to display the conversations with calendar events only. These conversations are marked with the icon in the list. · you can also enter the message subject entirely or partially into the Filter field and press Enter. To organize the received emails, check the box in the upper left corner above the message list to select all displayed messages, or click the arrow next to this check box and choose one of the options to mark the needed group of conversations: All, Unread, Read, Important,With attachment, None, or manually check some necessary conversations from different groups. Then choose an appropriate operation using buttons above the message list: · Delete - to move the selected conversation(s) to the Trash folder, You can delete all the conversations from the Trash folder in one click. You only need to click the icon which appears when you hold the cursor on the Trash caption. · Spam - to move the selected conversation(s) to the Spam folder, Remember that it''s impossible to restore the conversations deleted from the Spam folder. · Move to - to move the selected conversation(s) to the specified default or custom folder, · Tags - to assign a selected or created tag to the selected conversation(s), · More - to choose one of the following actions: o Mark as read - to mark the selected unread conversation(s) as read o Mark as unread - to mark the selected read conversation(s) as unread o Mark as important - to mark the selected conversation(s) as important using the icon. o Mark as not important - to mark the selected important conversation(s) as not important. The flag icon will look like this: . You can also use the conversation context menu to perform the desired operation. Check the necessary conversations, right click the selected area and choose the needed option:Mark as Read/Unread, Spam, Delete. If you choose only one conversation, you''ll see the advanced context menu. Choose one of the available options: Open, Open in new tab, Reply Reply All, Forward, Create Email to Sender,Mark as Read/Unread,Mark as Important/Not Important, Print, Spam, Delete. · add a flag to add a visual sign to the conversation,· use Sort by option to view the conversations in the Inbox folder arranged by date. Reading & printing messages To read an email just click its subject. When the conversation is open, by default, only the last sent or received message is shown. If you want to see all the messages of the conversation, click the Expand all link. If you want to hide them click the Collapse all link. You can pass from one open conversation to another using the Previous and Next links. Using the buttons situated above the message body field or the drop-down list, you can reply to the message, forward it, open it in a new tab, delete it, print, export it to CRM, mark it as unread, move it to the Spam folder, add a tag, link it with a CRM element, create a new personal or CRM contact on its base. To print all the messages in the conversation, open it, click theMore button on the top and select the Print all option. To print a single message from the conversation, click the corresponding Actions button on the right and select the Print option. Displaying images By default, images sent in a message are disabled for the security reasons. To see the images you need to press the Display images link. If you need to change display options click the Always display images from "name of a sender" caption. After you''ve applied this option all the images in a message sent by the chosen user will be displayed by default. You can also go to the Settings section on the left-side menu, open the Common Settings page and use the Always display images from all option to enable or disable displaying images in all messages from all senders. Working with attachments The received email may contain attached files. UsingMail you can automatically save those files to any folder in the Documentsmodule. To do that, you need to set up a folder for the attachments, 1. go to the Settings section on the left-side menu and choose the Account Management option, 2. click the icon to the right of the account you want to set up the folder for, 3. choose the Folder for Attachments option and then the desired folder, 4. click the OK button. When the folder for attachments is set all the files attached to the future emails will be saved there. You can easily Unlink or change the attachment folder following the steps described above. But please note, if you change the folder all the previously saved attachments won''t be transferred to a new folder. The changes will be applied only to new emails.Using the icon to the right of the attachment you also can: · Download a file to your computer, · View a file in your browser, · Open a file (text file, spreadsheet or presentation) in document editor, · Save a file to Documentsmodule selecting the folder you need. If a message contains several attachments, you can use the Download All option next to the attachment list to download all the files as a single .zip archive. Creating E-mail templates Introduction If you often send emails of the same type or need to reply to similar messages from time to time, you can speed up the communication process by using the Templates option of theMailmodule. Use this feature to send any invitation, convocation or confirmation messages, or to respond to them. Step 1. Access the Mail Enter your portal and click the icon available at the top of each portal page. To access theMail, you can also open the drop-down list in the top left corner of the page and select the corresponding option. Step 2. Create templates The portalMail window will open. To create your first email template choose the Templates folder on the left-side menu, then click the Compose the first template link. Alternatively, create a new email and save it as a template. To do that, click the Create Email button and fill To, Copy, BBC and Subject fields in, where applicable. Then click the Save button at the top of the page, open the drop-down list and select the Save template option or click the Templates button at the top of the page and confirm saving of the template. If you need to use an existing message as a template, choose appropriate email and then select the Templates folder from theMove tomenu.You can also drag-and-drop your email directly to the Templates folder on the left-side menu. Step 3. Edit templates You can edit any created template. To do that, choose the Templates folder on the left-side menu and open the email template you wish to edit. Enter the text of the message, add a signature, smileys, images or links, and attach documents. You can also mark the template as important or request notification. As soon as the message is composed click the Save template button to save it, since templates are not autosaved like drafts. If you leave the Templates folder without saving you will be prompted to save: click the Save / Do not save button or Cancel to continue editing. The same way that you manage your emails, you can delete a template, move it to another folder or add tags. Step 4. Apply templates To apply a template click the Create Email button and open the Templates list at the top of the page, then choose the required one. Alternatively, select a template, fill in the empty fields and send your email. When you apply a template, its text is automatically inserted before the text of your message. However if you need to completely replace the text, enable the Completely replace text of the email when you insert a template option. To do that, select the Common settings section on the left-side menu and turn the “on/off” switcher on. Step 5. Reassign templates If you delete your mailbox, all the messages will be removed from it. However you can reassign your templates and drafts to another account. To do that, switch to the Account Management section on the left-side menu and choose the mailbox you wish to delete. Where applicable, select the account which your templates will be reassigned to and tick the Reassign to account box while deleting. Then, all your templates will be moved to the corresponding Templates folder and you can continue to use them.Contacts Managing Contacts Mail as an indispensable tool of business communication allows you to carry on correspondence with your personal contacts, portal users as well as with CRM contacts. All the contacts are stored in the address book. To access it, expand the Contacts section on the left- side menu and select the Personal Contacts, Portal Contacts or CRM Contacts list. The Personal Contacts list displays the people you''ve already sent emails to (they can be filtered by the Frequently contacted parameter) and those who have been added as your personal contacts. · You can create completely new contacts using the Create contact button on the top of the list or save existing contacts using the Add to contacts option from the menu. To add a new personal contact, you can also open an incoming message, click the icon to the right and select the Create personal contact option. Fill in the Add to contacts form specifying the person Name, Email, Phone (use the icon to add additional phone numbers or email addresses) and Description and click Save. Once you have saved some contacts, you can filter them by the Personal contacts parameter. · To edit a personal contact click the icon, select the Edit contact option, change the necessary data and click Save. · To remove contacts from the list, click the icon and use the Delete option for each separate contact or check several contacts and click the Delete button on the top of the list. Within the Portal Contacts and CRM Contacts lists, you can click the icon and select the View contact profile option to open a contact profile. You can also use the Filter to display: · portal contacts which are included into a certain Group, · all CRM companies or all persons only, or the CRM contacts with opportunities, · CRM contacts of a certain temperature level only, · CRM contacts with a specified tag only. To send an email to a contact, 1. select the Personal Contacts, Portal Contacts or CRM Contacts list, 2. select the necessary contact from the list, 3. click the icon to the right of the selected contact and use the Compose mail option.Alternatively use the Compose button situated above the contact list to send a message to the contact(s) you have selected checking the box next to the contact name. Additional Actions Integrating with CRM Mail gives you an opportunity to link a conversation or a single message to a CRM element with the purpose to transfer all the necessary information about the contacts, cases, opportunities sent by email to your CRM module. There is a difference between linking a conversation and single message to a CRM element. If you link a conversation, all the conversation existing messages and as well as future ones will be transferred to the CRM module. If you link a single message to a CRM element, only this message will be displayed in the CRM module. To link a conversation to a CRM element, 1. choose a conversation and open it, 2. сlick theMore button in the upper part of the page and select the Link with CRM option, 3. in the opened Link conversation with CRM window select the element you want to link your conversation to opening the drop-down list, There are three available options in Mail, they are: Contact, Case and Opportunity. The default option is Contact. 4. enter the name of an element fully or partially, You can link your conversation to several CRM elements at once. If you''ve added an element by mistake and want to delete it click the icon next to its name. 5. click the Save button. To link a single message to a CRM element, 1. open the required conversation, 2. click the desired message, 3. click the icon to the right and select the Export to CRM option, 4. in the opened Export to CRM window select the element you want to link your message to opening the drop-down list, 5. enter the name of an element fully or partially,If you''ve added an element by mistake and want to delete it click the icon next to its name. 6. click the Export button. So that''s it! You successfully transferred the necessary emails to the CRM module and since this moment you can look over your correspondence right on the element description page. On the element description page in the CRM module you also can: · see not only the messages of the conversation that have already been sent or received but the new ones as well; · open any message by clicking its subject; · open the attached files by clicking the Show files link; · delete a message by clicking the icon next to it. To unlink a conversation from a CRM element, 1. click the icon at the top of any portal page, 2. choose the necessary conversation and open it, 3. сlick theMore button in the upper part of the page and select the Link with CRM option, 4. in the opened Link conversation with CRM window you''ll see all the CRM elements linked with the conversation. If you want to delete all the linked elements, click the Unlink all button and confirm your choice. If you want to delete a certain CRM element click the icon next to its name and then the Save button. Remember that if you unlink a conversation from a CRM element, new messages won''t be transferred to the CRM module any longer but all the previously transferred conversation messages will remain on the element description page.If you want to delete the conversation from the element description page delete the messages one by one clicking the icon next to the corresponding message. To unlink a single message from a CRM element go to the element description page and click the icon next to the required message. You can also create a new CRM contact on the base of a conversation. To do that, 1. open the required conversation, 2. click any message received from the sender you want to add to CRM contacts, 3. click the icon to the right and select the Create new CRM person or Create new CRM company option, 4. in the opened Link conversation with CRM window click the necessary button: · Create and link - to create a new contact and link the current conversation with it, · Just create contact - to create a new contact without linking the current conversation.5. a new CRM contact creation form will open. The First name, Last name (or Company Name for companies) and Email fields will be automatically filled in with the contact information from the received message. Add some other data, if necessary, and click Save. You can send invoices from the CRM module usingMail. No doubt this feature will considerably save your time as long as you don''t need to change between modules any longer. To do that, 1. go to CRMmodule, 2. click the Create new button and choose the Invoice option. Alternatively, go to the Contacts section and choose a person or company the invoice is going to be made out to and click theMake out an invoice button, If the invoice that you need to send is made out already, proceed to the step 5. 3. fill out all the fields marked with the red sign, 4. click the Add this invoice button, 5. on the ''Invoices'' page click icon to the right of the necessary invoice and select the Send by email option. You will be redirected to theMail. There you''ll see the letter with the invoice attached, 6. fill out all the necessary fields of the letter, 7. click the Send button. If you want to send it later click the Save button. There you are! Now you know how to easily send the invoices to your clients withMail. Integrating with Calendar TheMail and Calendar integration gives you a possibility to exchange the calendar event information between the internal portal Calendar and some third-party calendar applications using theMailmodule as a communication channel. The integration is based on the common open iCalendar format. iCalendar is a popular format for interchanging calendar and scheduling information over the Internet. iCalendar is supported by a large number of open and proprietary software, such as MS Exchange Server, MS Office Outlook 2000-2013, Google Calendar/GMail, Outlook.com, Yandex Mail/Calendar, Mail.ru, Yahoo, Apple Mail/Calendar, Lotus, Zimbra, Mozilla Thunderbird with the Lightning extension etc. When theMail Aggregator downloads email messages from any mail accounts connected to theMailmodule, the service searches for files in the iCalendar format. If an email contains such a file, you can:· view the information about the event: its date and time, location, organizer''s name. The calendar event card is interactive, i.e. it changes depending on the source event state. If the event has been changed or deleted in the third-party calendar or in the internal portal Calendar, the event card will display corresponding changes and a new notification about the event update or cancellation will be sent to the event participants. o if you have been invited to an event from the third-party calendar application or the internal portal Calendar, you can respond to the invitation right from the email message clicking the Yes,Maybe or No button in the Reply section. You can change your decision later. When a participant accept, tentatively accept or decline the invitation, the event organizer will also receive an email notification. o view the event Location on themap (if the location has been specified by the organizer). o edit the event in the internal portal Calendar using the Go to event link. The events from the email messages are automatically imported toMy calendar on the portal. When you edit an imported event, the changes will be applied to this calendar only, they will not affect the source event in the third- party calendar. In turn, any further changes to the source event in the third- party application will not have an effect on the imported event. o view other events scheduled for the event date clicking the Go to Calendar in the Agenda section. · manually import events into the internal portal Calendar. While the events are imported automatically, you might need to import the event repeatedly from the email message, e.g. in case you delete it from your calendar. To do that, click the icon to the right of the file and select the Save to Calendar option from the menu. The event will be saved toMy calendar. · view .ics files. To do that, click theMore Details link in the event card, or the file name in the Attachments section, or click the icon to the right of the file and select the View option from the menu. The file will open in a new window. · download the .ics files to your computer or save them to any folder in the Documentsmodule. To do that, click the icon to the right of the file and select the Download or Save to Documents option from the menu. Creating/managing tags Arranging your emails will help you track your correspondence and facilitate the message search process. In order to arrange your emails you can add tags to them. To do that, In the Inbox folder: 1. select the conversation(s) checking the appropriate box, 2. click the Tags button above the list of received conversations,3. select the tag from the list or create a new one. While reading a message: 1. open the necessary conversation, 2. click the Tags button above the message body field, 3. if necessary, check theMark all sender(s) mail option to automatically add the selected tag to all messages received later from the sender(s) of the current message, 4. select the tag from the list or create a new one. While composing a message: 1. click the Create Email button, 2. click the Tags button situated above the From: field, 3. select the tag from the list or create a new one. The added tag is always visible next to the conversation subject in the Inbox folder and in the opened conversation window in the Tags field under the Date field. You can access the tagged conversations using the links available in the left-side menu under the Spam folder. Clicking the name of the necessary tag you will open the list of conversations with the specified tag name. To edit a tag: 1. click the Settings section on the left-side menu, 2. select the Tag Management option to open the list of tags, 3. select the necessary tag from the list and click the icon to the right, 4. select the Edit option, 5. make all the changes you need: for example, change the tag color, name, or specify necessary email address(es) in theMark all messages from section to automatically add this tag to all messages received later from the specified email address. To add one more email address, use the icon, to remove the added email address, use the icon. 6. click the Save button. At the Tag Management page, you can also create new tags using the Create New Tag button. To delete a tag, choose the corresponding option from the Actions drop-down list.For Administrators How it works ONLYOFFICE Mail is a tool that allows to work with email messages right on your portal. It provides a variety of the standard capabilities implemented in any other email client: · connecting mailboxes, · receiving and sending email messages, · using the address book and managing contacts, · setting up a signature, · using the mail autoreply feature, · printing messages. Besides that, ONLYOFFICE Mail provides useful features that are not available when working with other email clients, namely it allows to add information to other entities on the portal, e.g. you can: · automatically save documents from attachments into a shared folder on the portal, · add new contacts into the CRM module, · link the correspondence history with a CRM contact/opportunity/case, · add events into the Calendar. This is one of the portal tools used to create a single workspace and make your business communications and customer relationship more convenient and efficient. In addition to the above options, ONLYOFFICE Mail allows you to: · send invoices to your customers right from the CRM system, · attach any documents stored on the portal to email messages. In the ONLYOFFICE Mailmodule, it''s also possible to use ONLYOFFICE Mail Server that offers the following features: · connect your domain, · create corporate mailboxes, · add aliases, · create mail groups. For a better understanding of the ONLYOFFICE Mail special characteristics and differences from other email clients like Thunderbird or MS Outlook, you should know what is email as a phenomenon and how the process of sending and receiving emails is performed in other email clients. How do commonly used email clients work? Email is a client/server solution. When sending and receiving email messages from an email client, the following client-side and server-side applications interact: · MUA - Mail User Agent that allows to view incoming messages and transfers outgoing messages to the mail server,· MTA - Mail Transfer Agent that transfers messages between servers, · MDA - Mail Delivery Agent that receives incoming messages and delivers them to the recipient''s mailbox. The process of sending messages from an email client is performed as follows: 1. The sender transfers an email message from the email client to the mail server over the SMTP protocol. o The sender''s email client connects to its outgoing mail server. o Once the connection with the mail server is established, the information about the email sender, recipient and the send date is transmitted to the server. 2. The sender''s mail server transfers the email message to the recipient''s mail server over the SMTP protocol. o The mail server queues the message. Before the message is actually sent, the server verifies if several conditions are performed. o The sender''s mail server refers to the Domain Name System (DNS) and verifies if the A and MX records exist for the domain specified in the recipient''s email address. o A record allows to obtain an external IP address associated with a domain name. o MX record allows to find out where the mail server that receives mail for a domain is located. o The sender''s mail server verifies if port 25, which is responsible for the message delivery, is open on the recipient''s incoming mail server. o If all the requirements are met, the sender''s mail server refers to the recipient''s mail server, informs it about the intention to send the message and transfers the information about the email sender and certain recipient. If this recipient exists, the message body is sent. o The recipient''s mail server downloads the message and checks it for spam or viruses. If the message passes all checks, it is placed to the storage. If the message does not pass a check, it can be rejected. 3. The recipient connects to his mail server over the POP3 or IMAP4 protocol, downloads the message, and after that can view it in the email client interface. The main differences between the POP3 and IMAP4 protocols are in the following facts: o The POP3 protocol downloads an entire email message completely to the user''s computer. This does not ensure reverse synchronization. All the actions performed with a message in the client-side application (e.g., reading, moving) are not transferred to the server and cannot be displayed in other email clients. o The IMAP4 protocol allows to work with the mail server without downloading the entire message, but downloading the display of the status for the email messages on the server. A user can view email headers only and selectively download the messages he want to read by clicking on the necessary header. This protocol ensures reverse synchronization.Particulars of the ONLYOFFICE Mail implementation ONLYOFFICE Mail includes the following main components: 1. Mail Aggregator - a service that collects email messages from other mailboxes. The following components are also used to ensure the mail aggregator operation: o Own email storage, o The email storage API, o HTTP server that processes the requests to this API. It is also responsible for sending emails. In the user interface with a set of standard folders, you can connect existing mailboxes specifying your login, password and settings for connection to a mail server. The mail aggregator will download email messages from the connected mailboxes into the storage over the protocol used for retrieving email (POP3 or IMAP4) that is specified in the connection settings. You will be able to view the received messages and send emails from any of the connected mailboxes. The mail aggregator always works with a delay. If there are a lot of users on your portal, a number of settings can be used to ensure that email messages for all user are delivered in a certain time period. First the aggregator collects new messages, and then collects all others. It''s also possible to collect messages only for the last 30 days, or give priority to active portal users. None of the actions performed in our client are transferred to the source server, with the only exception: a sent message is placed to the "Sent" folder on the server. 2. Mail Server - a set of software products that allows to send and receive email messages from the ONLYOFFICE Mail interface using own domain names. The following components are also used to ensure the mail server operation: o MailServer API - a set of functions for connecting own domain names, creating and setting up mailboxes, aliases and mail groups. o MailServer WebUI - the Administration page used for the interaction with the MailServer API. o Mail Aggregator, which is described above. The main differences between ONLYOFFICE Mail and other email programs are in the following facts: · ONLYOFFICE Mail Server supports the SMTP, IMAP and POP3 protocols, but email messages are sent using HTTP server. · ONLYOFFICE Mail Server does not have own email client. TheMail Aggregator is used for working with ONLYOFFICE Mail Server, like for the interaction with any other third-party mail server. This results in some restrictions. For example, it''s not possible to implement full-fledged operation via the IMAP protocol.If a mail server has own email client, there are no restrictions on the number of connections from the same IP address between the client-side and server-side applications, while such restrictions always exist when working with third-party clients. As we work with ONLYOFFICE Mail Server using the mail aggregator rather than own email client, this restriction may work if there are a lot of users on the portal, because all the users'' mailboxes are on the same IP address. Configuring mail server From now onMail not only aggregates the emails from different email services that you use but also gives you an opportunity to add a mail server to your domain. So, if you have your own domain you can easily create and manage corporate mailboxes right on your portal. Only the portal owner and administrator can set up the domains, create, manage and delete corporate mailboxes. To set up your first domain, 1. click the icon at the top of any portal page (if you haven''t created any account yet) and click the Set up domain link or go to the Settings section of theMailmodule, 2. choose theMail Server option and click the Add your own domain button, 3. follow the wizard instructions to set up the domain: · enter your domain name in the corresponding field and click the Next button, · prove the domain ownership by adding TXT record to the control panel of your domain using the information provided in the wizard instruction and click the Next button, If you are using the server version, it’s not necessary to perform this step. In this case, the wizard includes 4 steps only. · add theMX record to the control panel of your domain using the information provided in the wizard instruction and click the Next button, · add the SPF record to the control panel of your domain using the information provided in the wizard instruction and click the Next button, · add the DKIM record to the control panel of your domain using the information provided in the wizard instruction and click the Complete button. 4. in the appeared window click the OK button. The added domain will be shown on the domains list page. Using the Add your own domain button you can add as many domains as you need. Using the domain menu you can:· Check the DNS settings, · Delete domain if you don''t need it any more. If you are using the server version, there is also a possibility to view the connection settings that can be used when connecting a mailbox to a third-party mail client. Administrators can view the connection settings using the domain menu at the Mail Server settings page. Users who have a mailbox on the domain can view the connection settings using the mailbox menu at the Account Management page. Select the Connection settings option from the domain/mailbox menu. The connection settings will be displayed in a new window. The settings include the following data: Login and password (your mailbox address and password), Server, Port, SSL/TLS for the incoming mail (IMAP server) and outgoing mail (SMTP server). If you see the red notification next to the added domain, it means that some of the DNS records are incorrect or that they haven''t been updated yet (this process may take from several minutes to several hours). Wait some time and if the notification remains click the DNS settings link to learn which DNS record you need to check. Click the Verify button to update the DNS settings information. Once updating is over, you can add the first mailbox. In case you don''t have your own domain you can use our free default domain. You can find it on theMail server page of the Settings section. To create a new mailbox, 1. choose the needed domain (it can be either our domain or yours), 2. click the Add new mailbox link, 3. in the Create new mailbox window type theMailbox address in the corresponding field and choose the user you want to create a mailbox for using the Add user link. The Sender name field will be filled in automatically with the information from the user profile, but you can change the name, if necessary, You can create only two mailboxes for one user for each domain. 4. click the Save button. There is a second way to create a mailbox for our default domain. Go to the Account Management page, click the Create Mailbox button and follow the instruction described above. If you are using the server version, the user will receive a notification about the mailbox creation. The notification will be sent to the mailbox specified in the user’s profile (if it is activated) and to the created mailbox. In the Enterprise Edition server version, the notification will also contain the information about the connection settings for the third-party mail clients. Using the mailbox menu you can Edit mailbox aliases or Delete a mailbox.If you are using the server version, there is also a possibility to change a mailbox password. Administrators can change a password for the user’s mailbox using the mailbox menu at the Mail Server settings page. Users who have a mailbox on the domain can change their passwords using the mailbox menu at the Account Management page. Select the Change password option from the mailbox menu and specify a new password. The password generation and validation rules are the same as the ones for the portal accounts passwords (which are specified in the Password Strength Settings section of the portal security settings). You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the icon. The mailbox address and generated password can be copied using the corresponding link below and sent to the user. The automatic portal notification about the password change will be sent to the mailbox specified in the user’s profile (if it is activated). If the user’s profile mailbox is not activated the message will be sent to the current mailbox.Setting up mail server Introduction Mail Server is an additional feature of theMailmodule used to send and receive emails using your own domain names. Connecting mail to your own domain, you will be able to do business correspondence using your own addresses such as your company name. This messaging solution makes email management simple and includes the following components: mail server, mail server API, web server, WebUI and mail aggregator (2g!) service. In the following guide you will find out how to set up and get started with the portal Mail Server. Step 1. Access the Mail Enter your portal and click the icon available at the top of each portal page. To access theMail, you can also open the drop-down list in the top left corner of the page and select the corresponding option. Step 2. Add a domain The portalMail window will open. Switch to the Settings section on the left-side menu, select theMail Server option and click the Add your own domain button. Enter the company domain name in the field and click the Next button. The next step is used to prove your domain ownership. To do that you need to add TXT-record in the control panel of your own domain. If you are using the server version It’s not necessary to prove the domain ownership by adding a TXT record. In this case, the Add domain wizard includes 4 steps only and you can proceed to adding the MX record right after you specify the domain name. Open the control panel of your domain in another browser tab, copy the bold text provided in the Add domainWizard and paste it into the appropriate fields in your domain DNS settings. The Next button will be locked until the TXT entry appears in the DNS settings. Once the DNS settings are updated, the next step of the Add domain wizard will be available. As soon as the TXT record is created press the Next button of the Add domain wizard.The same way you need to add MX-record, SPF-record and DKIM-record in the DNS settings. Just copy the needed information provided in the wizard and pase it into the appropriate fields of the control panel of your domain and click the Next button of the wizard. When all records are added press the Complete button. To verify your domain settings, click the button situated next to the domain name and select the DNS Settings option from the menu. The domain settings window will open where the records are checked. If you see the DNS settings link appearing in red next to the domain name it means that one or several DNS records for your domain are incorrect or not updated yet. Go to your domain settings panel to verify the records. If all is correct please wait till the records are updated as some servers can take up to 24 hours to update DNS information. Use the Verify button in order to update the information. If you are using the server version It''s possible to view the connection settings that can be used when connecting a mailbox to a third-party mail client, e.g. Mozilla Thunderbird. Administrators can view the connection settings using the domain menu at the Mail Server settings page. Users who have a mailbox on the domain can view the connection settings using the mailbox menu at the Accounts Management page. Click the button to the right of the domain/mailbox and select the Connection settings option from the domain/mailbox menu. The connection settings will be displayed in a new window. The settings include the following data: Login and password (your mailbox address and password), Server, Port, SSL/TLS for the incoming mail (IMAP server) and outgoing mail (SMTP server). Step 3. Add a mailbox, aliases and mail group You have set up your domain. Now you can add a first mailbox. To do that click the Add new mailbox link and enter the mailbox address intoMailbox address field. Then add a user. Click the Add user link and choose the needed person from the list or find the user typing his name into the Search field. The Sender name field will be filled in automatically with the information from the user profile, but you can change the name, if necessary. When you finish adding the user, click the Save button to make the settings take effect.You can create only two different mailboxes for one user. If you are using the server version The user will receive a notification about the mailbox creation. The notification will be sent to the mailbox specified in the user’s profile (if it is activated) and to the created mailbox. In the Enterprise Edition server version, the notification will also contain the information about the connection settings for the third-party mail clients. To add an alias to the newly created mailbox click the button to the right of the mailbox name and select the Edit mailbox option from the menu. In the opened window enter the mailbox alias into the corresponding field and press the Save button. The same way you can add as many aliases as you need. If you are using the server version It''s possible to change a mailbox password. Administrators can change a password for the user’s mailbox using the mailbox menu at the Mail Server settings page. Users who have a mailbox on the domain can change their passwords using the mailbox menu at the Accounts Management page. Click the button to the right of the mailbox, select the Change password option from the mailbox menu and specify a new password. The password generation and validation rules are the same as the ones for the portal accounts passwords (which are specified in the Password Strength Settings section of the portal security settings). You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the icon. The mailbox address and generated password can be copied using the corresponding link below and sent to the user. The automatic portal notification about the password change will be sent to the mailbox specified in the user’s profile (if it is activated). If the user’s profile mailbox is not activated the message will be sent to the current mailbox. In case you need to group some email addresses under one name you can create a mail group. Click the Add new mail group link situated under the needed domain name. Enter the mail group address and choose mailboxes to be included in the mailgroup. Click the Save button to save the changes. The added mailbox will be automatically included into the group. If the mailbox is not included in any group, it will apear in the not in group list. That''s all! Everything is ready to start sending emails using the new domain.Adding alias and creating mail groups Have you already set up your first domain on the portal? Do all the portal users have the corporate mailboxes? If the greater part of the work is done, you''re in a right place! Read this article to learn how to create mail groups and aliases. It might happen that a user needs to change his/her original email address without creating a new mailbox. Mail gives an opportunity to add aliases to the mailbox address. To add a new alias: 1. Access the portal using the login details. 2. Go to theMail using the corresponding icon in the right upper corner of the page or the drop-down list in the left upper corner. 3. Open the Settings section. 4. Go to theMail Server subsection. 5. Click the icon next to the mailbox you want to create alias for. 6. Choose the Edit mailbox option. 7. EnterMailbox alias into the corresponding field of the Edit mailbox window and click the icon. Add as many aliases as you want following the instruction described in this step. If you want to delete an alias added by mistake, find it in the list below theMailbox alias field and click the icon. 8. Click the Save button. The user email aliases will be shown on the left-side panel with the email accounts connected to Mail. Sometimes people who work in one department need to have an access to the same email correspondence. Creating a mail group is a good way to make the certain emails available for a certain group of employees. To create a mail group: 1. Access the portal using the login details. 2. Go to theMail using the corresponding icon in the right upper corner of the page or the drop-down list in the left upper corner. 3. Open the Settings section. 4. Go to theMail Server subsection. 5. Click the Add new mail group link under the needed domain. 6. Enter theMail group address into the corresponding field of the Create new mail group window. 7. Click the Add new mailbox link, check the boxes next to the email addresses you want to add to the group and click the Save button. If you want to delete an email address added by mistake, find it in theMail group mailboxes list and click the icon. 8. Click the Save button.From now on all the emails sent to the specified mail group address will be forwarded to the personal emails of the group members. Settings for most popular mail services Gmail.com Protocol Server Port Encryption Authentication IMAP imap.gmail.com 993 SSL POP3 pop.googlemail.com 995 SSL smtp.googlemail.com 465 SSL SMTP smtp.googlemail.com 587 TLS/STARTTLS Yandex.ru Protocol Server Port Encryption Authentication IMAP imap.yandex.ru 993 SSL POP3 pop.yandex.ru 995 SSL SMTP smtp.yandex.ru 465 SSL Mail.ru Protocol Server Port Encryption Authentication IMAP imap.mail.ru 993 SSL POP3 pop.mail.ru 995 SSL SMTP smtp.mail.ru 465 SSL Yahoo.com Protocol Server Port Encryption Authentication IMAP imap.mail.yahoo.com 993 SSL POP3 pop.mail.yahoo.com 995 SSLsmtp.mail.yahoo.com 465 SSL SMTP smtp.mail.yahoo.com 587 TLS/STARTTLS Outlook.com Protocol Server Port Encryption Authentication IMAP imap- mail.outlook.com 993 SSL POP3 pop- mail.outlook.com 995 SSL SMTP smtp- mail.outlook.com 587 TLS/STARTTLS Gmx.com Protocol Server Port Encryption Authentication IMAP imap.gmx.com 993 SSL POP3 pop.gmx.com 995 SSL SMTP mail.gmx.com 465 SSL T-online.de Protocol Server Port Encryption Authentication IMAP secureimap.t- online.de 993 SSL POP3 securepop.t- online.de 995 SSL SMTP securesmtp.t- online.de 587 TLS/STARTTLS Aol.com Protocol Server Port Encryption Authentication imap.aol.com 993 SSL IMAP imap.aol.com 143 TLS/STARTTLS POP3 pop.aol.com 995 SSLSMTP smtp.aol.com 587 TLS/STARTTLSCalendar Module Overview Calendar is a built-in scheduling tool that allows you: · view all your personal and corporate events at a glance, · keep track of your milestones, Projects and CRM tasks, user birthdays, · add different types of events: single events with start and end time, all-day events that last one or several days, or repeating events, · create and manage to-dos, · do not miss any important date using reminders, · invite guests to your events, · create a personal timetable, or grant access to your calendar to a certain user or a group, · specify who can only view your calendar, or also edit it and create new events, · export/import calendars, export tasks synchronizing with other calendar apps you use. To access the Calendar tool from any portal page, click the icon at the top of the page or use the drop-down list in the top left corner and select the corresponding option. Events Creating events You can add events to your personal calendar in several ways: using the Quick Mode that allows to add basic information about an event, or switching to the Advanced Mode to specify all the event details such as a recurrence period, reminder time, guest list etc. Quick Mode 1. left-click within a day you wish to add an event to, 2. in a new popup window, enter the event basic information: title, location, time and select the calendar you wish to add your event to (the description of these options is provided in the Advanced Mode instruction), 3. click the Save button to add the event to the calendar or use the Details link to switch to the advanced mode.Advanced Mode 1. to start creating an event in the advanced mode, click the Create button in the upper left corner and select the Event option, 2. enter the event title, 3. set the event time: · to create an event that lasts for an entire day or longer, leave the All-day event box checked and set the start and end dates. Enter the date you need in the From: and To: fields using the keyboard or clicking the corresponding icon and selecting the necessary date. · to create an event that occurs at specific time, uncheck the All-day event box and enter a desired start and end time values. 4. set a recurrence period, if you wish to repeat your event on a regular basis, Open the Repeat drop-down list and select one of the available options: every day, every week, every month, every year. To set a custom recurrence period select the corresponding option from the Repeat drop-down list and adjust the available settings. 5. set your event reminder, By default, you will be informed about your event added to theMy calendar 15 minutes before it occurs. If you want to change the reminder time, open the Alert drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day. To switch the reminder off select the never option from the drop-down list. Keep in mind that the notification will be sent according to the time zone set for the calendar you add the event to. 6. if you have several calendars, select the Calendar you wish to add your event to from the drop-down list, 7. specify the event Location, 8. if you have several email accounts connected in theMailmodule, you can change the Organizer email address, selecting the necessary one from the list. You will receive notifications about the guest attendance to the selected email address. 9. add a Description for your event, 10. invite Guests to your event, Start typing the guest name or email address and choose the necessary contact from the list (your personal, CRM and portal contacts that match the entered characters are displayed there as you type). If you enter a new email address that is not stored in yourMail contacts, press Enter or click the Ok button on the right to add the guest.Then you can specify the necessity for the presence of each guest. The Required option is selected by default, but you can change it to the Optional one. To remove a guest, use the icon. Guests can only view the event. If you want to let another portal user edit the event and invite other guests, use the Add users link at the bottom of the page, and provide the user Full access to the event. 11. share your event with other portal users, if necessary, Click the Add users link, check the persons you wish to share your event with and click the Save button. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively. Then set the access type for each user. The Read Only option is selected by default, but you can grant Full Access so that the user can not only view but also edit the event. To remove a user, use the icon. 12. click the Save button. If you have added some guests, the Send invitations window will appear. Decide if you want to send invitations to guests or not and click the corresponding button. The added event will be highlighted with the color of the selected calendar. The invited guests will receive email notifications, if you have decided to send them invitations. The guests will be able to accept/decline the invitation choosing the Yes,Maybe or No option right from the email message as well as from the event preview window in the Calendar. The decision can be changed later. To open the event preview window, left-click the event in the calendar. In this window, you can also view the total number of invited guests and the quantity of guests who have accepted/declined the invitation. When a participant accept, tentatively accept or decline the invitation, the event organizer will also receive an email notification. Editing Events If you need to edit an event, 1. left-click the event you wish to edit, 2. click the Edit button at the bottom of the window, 3. make all the changes you need,Besides the options described above, you can also change your decision concerning your participation in the event selecting the Yes,Maybe or No radio button in the Attending section. 4. click the Save button, 5. If you have invited some guests to the event, the Sending updates window will appear. Decide if you want to send notifications about the event change to guests or not and click the corresponding button. If you have added new guests or removed some of the existing ones, you will be suggested to choose if you want to notify about the change New and Removed Guests only or Everyone. To delete an event, left-click it and use the Delete button at the bottom of the window. If you have invited some guests to the event, the Sending cancellations window will appear. Decide if you want to send notifications about the event cancellation to guests or not and click the corresponding button. Creating an all-day event An all-day event is an event that lasts an entire day or longer. For example, if you plan a seminar or a training for two days you can select a start and end date and check the All-day event feature instead of entering the time. This guide will show you how to create an all-day event in your Calendar. Step 1. Access the Calendar Enter your portal and click the Calendar icon at the top of the page. Step 2. Add a new event Click with the left mouse button the necessary day to quickly create a new all-day event specifying basic information. Step 3. Configure your event settings Enter as many information as you wish about your event. Type in a title. Set start and end dates for your event in the From: and To: fields respectively using the keyboard or clicking the corresponding icon and selecting the necessary date. Make sure that the All-day event option is checked.If you need to invite guests, set a recurrence period, change the reminder settings, share your event with colleagues or add a description, you can switch to the advanced mode clicking the Details link. To publish your event just click the Save button at the bottom of the window. The created event will be immediately added to your calendar. Step 4. Edit the created all-day event The all-day events are displayed at the top of each day and highlighted with a color associated with a calendar the event is added to. To change some all-day event settings proceed as for a single event. Click the all-day event title and use the Edit button at the bottom of the pop-up window to start editing. To apply the changes you made use the Save button. You can also change the all-day event end date right in your calendar without opening the editing window as described above. Place the mouse cursor at the right boundary of the event box. The cursor will turn into a bidirectional arrow. Then, without releasing the mouse button, drag it to change the event end date. Step 5. Delete an all-day event To delete an all-day event proceed as for a single one. Click the all-day event title and use the Delete button at the bottom of the pop-up window. The selected event will be removed from your calendar. Creating a recurring event A recurring event is an event that repeats on a regular basis: daily, weekly, monthly or yearly. For example, if you have to make a report every Monday, you can add the same event to your calendar several times or create this event once and specify how often it occurs using the Repeat Event feature. This guide will show you how to make an event recur. Step 1. Access the Calendar Enter your portal and click the Calendar icon at the top of the page.Step 2. Add a new event or select an existing one Click the Create New... button in the upper left corner and select the Event option or click with the left mouse button the day where you wish to create a new event and click the Details link. The Create new event page will open. Fill out the basic information including name, location, date and time, add an event description, if needed. To mark an existing event as recurring click the event title you wish to repeat and use the Edit button at the bottom of the open window with event details. Step 3. Set the recurrence period Open the Repeat drop-down list and select one of the available options: never, every day, every week, every month, every year. To set a custom recurrence period select the corresponding option from the Repeat drop- down list and adjust the available settings: · set the start date in the starting with field using the keyboard or selecting the appropriate date from the calendar; · select the recurrence rule: o by days use this option if you wish to repeat your event on a daily basis and enter a number of days you wish to repeat your event by; o by weeks use this option if you wish to repeat your event on certain weekday, set the number of weeks you wish to repeat your event by and check the appropriate weekdays; o by months use this option if you wish to repeat your event at monthly intervals, set the number of months you wish to repeat your event by and check one of the options below: - every X day if you wish to repeat your event on specific date of the month; - every X weekday if you wish to repeat your event on a specific day of the week based on its position in the month (First, Second, etc); o by years use this option if you wish to repeat your event on a yearly basis and set the number of years you wish to repeat your event by. · set the end selecting one of the available options: o never use this option if you do not want the event to stop repeating; o number of times use this option if you want the event to occur a specific number of times and enter the number of times to repeat your event;o date use this option if you want your event to stop repeating after a certain date and set the end date using the keyboard or selecting the appropriate date from the calendar. To apply the changes you made click the Save button. The created event will be added to your calendar within a specified time period. To be notified before your event occurs set an event reminder. Step 4. Delete a recurring event To delete a recurring event click the recurring event title and use the Delete button at the bottom of the pop-up window. The Delete recurring event window will open. Check one of three available options: · This event only · This event and all that follow · All events in the series After you select one of the options click the Apply button. Management Adding calendar If theMy calendar isn''t enough for planning your work, you can create new personal calendars. To do that, 1. open the Create drop-down list clicking the arrow next to the button in the upper left corner and select the Calendar option, 2. enter a title for your calendar, 3. select colors to display events and text, 4. set the reminder time, i.e. the default time you will be notified about the events added to this calendar before they occur, Open the Alert drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day or leave the never option to switch the reminder off. 5. set the appropriate Time Zone using the drop-down list, 6. share your calendar, if necessary, Click the Add users for sharing link and use one of the following links to select persons you wish to share your calendar with: · use the Add Users link if you wish to share your calendar with one or more people; · use the Add Groups link if you wish to share your calendar with all portal users, a group, or with portal administrators only.Then set the access level for each user/group and click the Save button. 7. click the Save button. A newly created calendar will be added and displayed in theMy Calendars list to the left. Managing calendars By default, Calendar is divided in two sections: · My Calendars section includes the defaultMy calendar as well as other calendars created by you, · Other Calendars section includes the calendars that show: o milestones of projects you participate in or follow; o tasks assigned to you within Projectsmodule (only if the due date is set); o tasks assigned to you within CRMmodule; o events/calendars shared with you by other users; o portal users'' birthdays; o third-party calendars created using the iCal feed. If you need to edit a calendar, 1. hover the mouse pointer over the calendar you wish to edit, 2. click the icon which appears to the right of the calendar title, 3. make all the changes you need and click the Save button. If you don''t need some of your calendars you can either delete them (from theMy Calendars list) or hide them (from the Other Calendars list). To delete a calendar from theMy Calendars list, 1. hover the mouse pointer over the calendar you wish to delete, 2. click the icon which appears to the right of the calendar title, 3. click the Delete button at the bottom of the Edit calendar window. To disable one of the calendars from the Other Calendars list and hide all the events from it, 1. hover the mouse pointer over the calendar you wish to hide, 2. click the icon which appears to the right of the calendar title, 3. click the Hide from List button. To disable some calendars at once, 1. click the icon to the right of the Other Calendars list caption, 2. check the box near the calendar titles you wish to show, uncheck those to hide, 3. click the Save button to apply the changes.Assigning a color to your calendar Assigning different colors to your calendars helps you distinguish events that belong to them at a glance or even group your calendars. For example, you can select a single color for all project- related or shared calendars to find the needed events easily or to set priorities on them. Please read this tip for more detailed information. To assign a certain color to your existing calendar, please follow the easy steps below: 1. Enter your portal using your login details. 2. Click the icon in the right upper corner. 3. You will see all your calendars on the left side. Hover your mouse cursor over the needed one and click the appeared icon to open the ''Edit Calendar'' window. 4. Click a square with the Color caption to assign another color to your calendar and a square with the Text Color caption to select another color for the text within the calendar events. 5. Press the Save button to apply the changes you made. The same way you can assign or change the color of other calendars. Setting time zone for your calendar It''s very convenient to receive notifications about coming events in time. Select a time zone in the calendar settings and keep up with all the events. The instructions are listed below. To set the needed time zone for your calendar, please follow the easy steps below: 1. Enter your portal using your login details. 2. Click the icon in the right upper corner. 3. You will see all your calendars on the left side. Hover your mouse cursor over the needed one and click the appeared icon to open the ''Edit Calendar'' window. 4. Open the Time Zone drop-down list and select the option you need. 5. Press the Save button to apply the changes you made. Sharing calendars The best way to organize the work schedule of your team and keep your teammates updated with all the important events is to add a new calendar and share it. To share an existing calendar, 1. select a desired calendar from theMy Calendars list to the left, 2. click the icon which appears to the right of the calendar title, 3. click the Add users for sharing link to open the Sharing Settings window, 4. use on of the links at the top:· use the Add Users link if you wish to share your calendar with one or more people; · use the Add Groups link if you wish to share your calendar with all portal users, a group, or with portal administrators only. Select a person (a group) from the list. Use the filter field at the top to facilitate the search. The selected person (or group) will be added to the list. To remove a person (a group) added by mistake just click the corresponding icon. 5. set an appropriate access level, By default, the calendar will be available in read-only mode. To give the user (or group) full access to the calendar so that he/she could not only view but also edit this calendar, add or remove events, click the Read Only link and select the Full Access option from the list. 6. save the changes in the Sharing Settings window clicking the corresponding button at the bottom, 7. click the Save button at the bottom of the Edit calendar window to apply all the changes. All the selected users (or group) will receive a notification about a new calendar shared with them. After the selected user receives a notification he/she needs to activate the shared calendar to display all events from it. Here are the instructions to be performed by the user you shared your calendar with: 1. click the icon to the right of the Other Calendars list caption, 2. go to the Calendars shared with me section, 3. check the box near the calendar title you wish to activate, 4. click the Save button. Export Exporting calendars and to-dos If you use Calendar for work purposes and another one, like Google, for personal to-do lists, exporting your online office calendar can help you synchronize the available information saving time and effort. Calendar allows you to:· Synchronize the calendar using the CalDAV protocol. This feature is available starting from v. 10.0 for calendars from theMy Calendars section only. If a calendar has been created in an earlier portal version, it can be exported using iCal only. Starting from v. 10.5, it''s also possible to export calendars from the Other Calendars section. · Export events using the iCal feed link. This feature is available for any online office calendar from theMy Calendars or Other Calendars section. In this case all the changes you made in the online office calendar will be automatically available in a third-party calendar but you will be only able to view them. If you wish to edit and update them in your third-party calendar your need to save them as a .ics file. To export your calendar, 1. select a calendar to export, Please note that the possibility to synchronize a calendar using the CalDAV protocol is available starting from v. 10.0 for calendars from theMy Calendars section only. Starting from v. 10.5, it''s also possible to export calendars from the Other Calendars section. 2. hover the mouse pointer over the calendar you wish to export, 3. click the icon which appears to the right of the calendar title, 4. click the Export and Sync link, 5. copy the entire link provided in the CalDAV or iCal section and enter it into any third- party calendar supporting the CalDAV protocol/iCal format, For example, to synchronize a calendar with Mozilla Thunderbird using the CalDAV protocol, right-click a calendar in the Mozilla Thunderbird calendar list, choose the New calendar option. In a new window that opens, check the On the Network radio button and click Next, select the CalDAV option, insert the copied CalDAV link into the Address field and press Next. Set the new calendar name and color and click Finish. When the calendar is created, you''ll also need to specify your credentials. Specify the login and password you use to access the portal. If you use Google Calendar, open a drop-down list next to the ''Add Calendar'' caption and choose the ''From URL'' option. Then paste the copied iCal link into the ''URL of calendar'' field and save the calendar. Your calendar will be added and displayed in the ''Other Calendars'' list. OR Follow the iCal link provided to save your calendar into a file in the iCal format with .ics extension on your hard disk drive. Use the saved file to import theevents from your online office calendar into any third-party calendar providing the Import feature. If you use Google Calendar, open a drop-down list next to the ''Add Calendar'' caption and choose the ''Import'' option. Then browse your hard disk drive for the created file, choose the calendar where these events should be saved and click the ''Import'' button. All the events from your online office calendar will be imported and displayed within the selected Google calendar. To export your to-dos, 1. click the Todo button in the upper right corner to open the To-do panel, 2. click the icon on the To-do panel, 3. click the Export and Sync option, 4. copy the provided CalDAV link clicking the Copy option and enter it into any third- party calendar supporting the CalDAV protocol, 5. close the Export and Sync window. Export calendar to devices Starting from v. 10.0 there is the possibility to synchronize calendars from the ''My Calendars'' section using the CalDAV protocol. When you synchronize a calendar, all the changes made to existing events as well as newly created events will be displayed both in the third-party calendar for which the synchronization is enabled and in the portal web interface. Please note that the synchronization via the CalDAV protocol is supported for new calendars only, i.e. for the calendars created after updating the portal to version 10.0. If a calendar has been created in an earlier portal version, the CalDAV synchronization will not work. Starting from v. 10.5, it''s also possible to export calendars from the Other Calendars section. The CalDAV calendar is created when trying to get a link for export (Export and Sync -> CalDAV). When exporting a calendar to devices, access rights to the calendar and events remain unchanged (for example, events from the Users'' birthdays calendar cannot be changed, but you can modify events from the shared calendar if you have been granted full access to it). Export a calendar to your Android device Android devices do not have the built-in support for the CalDAV synchronization. To export a calendar, first you need to install a third-party app on your device, for example, OpenSync When the app is installed, open it. If you are going to export not only calendar events, but also todos, you''ll also need to additionally install the OpenTasks app on your device to be able to export todos. When you launch the OpenSync app for the first time, the corresponding notification message appears. Click the Install OpenTasks to install the app. 1. In the OpenSync app, click the Plus button in the lower right corner to add a new account.2. Select the Login with URL and user name option. 3. Specify the account settings: o Base URL - specify your portal address + /caldav/, for example, https://portalname.onlyoffice.com/caldav/ o User Name - specify the email address that you use to access the portal o Password - specify the password that you use to access the portal 4. Press Login in the lower right corner. 5. Then press Create account. 6. In the notification bar, a notification will appear informing that the app requires permissions. Tap the Request calendar permissions button, then provide the corresponding permissions by tapping the Allow button. If you are going to export todos, you''ll also need to provide permissions for the OpenTasks app. Tap the Request OpenTasks permissions button, then provide the corresponding permissions by tapping the Allow button. When you launch the OpenTasks app for the first time, you''ll also need to provide permissions via the app interface. 7. In the OpenSync app, tap the added account (by default the email address is used as the account name). 8. All calendars from theMy Calendars section of your account that support the CalDAV synchronization will be imported to the device and displayed in the CalDAV list. Check the calendars that you need to display in the default calendar app on your device. If you are going to import todos, you''ll also need to enable the Todo_calendar by checking it in the list in the OpenSync app. 9. Open the default calendar app on your device. Refresh the calendar by tapping the menu button in the upper right corner and selecting the Refreshmenu item. After that the events from the exported calendar will be displayed in the default calendar on your device. If you are going to import todos, open the OpenTasks app and refresh the todo list by tapping the menu button in the upper right corner and selecting the Refreshmenu item. After that the Todo_calendar will be displayed within the OpenTasks app.Export a calendar to your iOS device To synchronize your portal calendar with a default calendar on your iOS device, please follow the easy steps below: 1. On your iOS device, open the Settingsmenu and go to the Calendar (Passwords and accounts on iOS 13 and lower) section. 2. Click Add account. 3. Select the Other option in the list. 4. Select the Add CalDAV account option (located in the Calendars subsection on iOS 13 and lower). 5. Specify the account settings: o Server - specify your portal address + /caldav/, for example, https://portalname.onlyoffice.com/caldav/ o User - specify the email address that you use to access your account on the portal o Password - specify the password that you use to access your account on the portal The settings will be verified and saved. 6. Tap the added account and go to the advanced settings. o Tap Advanced. o In the Account URL field the URL address must be specified in the following form: https://portalname.onlyoffice.com/caldav/login@example.com@portalname.only office.com/ Correct the URL by adding login@example.com@portalname.onlyoffice.com/ Where login@example.com is the email address that you use to access your account on the portal o Return to the previous screen and save the settings by tapping Done. After you press the Done button, return to the advanced settings and verify once again that the data is specified correctly. After that the exported calendar will be available in the calendar list and the events from it will be displayed in the default calendar on your device.Export a calendar to the Thunderbird application To synchronize your portal calendar with the Mozilla Thunderbird application, please follow the easy steps below: 1. In your portal calendar, copy the CalDAV link: 1. Hover the mouse pointer over the calendar from the "My Calendars" or "Other Calendars" section you wish to export, 2. Click the icon which appears to the right of the calendar title, 3. Click the Export and Sync link in the Edit calendar window, 4. Copy the entire link provided in the CalDAV section by clicking the Copy option, It''s also possible to connect the to-do list to the Mozilla Thunderbird. To obtain the link perform the following actions in your portal calendar: 1. Click the Todo button in the upper right corner to open the To-do panel, 2. Click the icon on the To-do panel, 3. Click the Export and Sync option, 4. Copy the provided CalDAV link clicking the Copy option. 2. Create a new calendar in the Mozilla Thunderbird: 1. Right-click the calendar list on the left. 2. Select the New calendar option from the drop-down menu. 3. Select the On the Network option in the Create New Calendar window and click Next. 4. Select the CalDAV option. 5. Paste the copied CalDAV link into the Location field and press Next. The Offline Support option is selected by default. It allows to work with the calendar when you are in the offline mode. 6. Enter a title and choose a color for the calendar you add. Click Next. 7. You''ll receive the confirmation that the calendar is created. Click Finish. 8. When the calendar is created, you''ll also need to specify your credentials. Specify the login (email address) and password that you use to access your account on the portal. To refresh the calendar use the Synchronize button on the top. Adding a third-party calendar feed Want to view the read-only version of a third-party calendar within Calendar with no need to switch between them? You can add the iCal feed link of this calendar to Calendar and save yourtime and effort tracking all the events from both calendars. Read the instructions below to do that. To add a third-party calendar feed link to Calendar, please follow the easy steps below: 1. Enter your portal using your login details. 2. Click the icon in the right upper corner. 3. Press the arrow next to the ''Create'' button and select the Import events option. 4. In the Import events window, leave the By link option which is selected by default. 5. Enter the iCal feed link of a third-party calendar you wish to add. 6. Check the Sync with calendar by link box below. 7. Enter a title for a new calendar and select colors to display events and text. 8. Click the Save button. A new calendar containing events from the iCal feed will be added and displayed in the Other Calendars list to the left. To make the events from the added calendar feed visible within Calendar, click the icon near the ''Other Calendars'' caption, check the box next to the calendar in the opened window and click ''Save''.ONLYOFFICE Talk Overview Talk is an instant messenger that provides a real-time communication between the co-workers. It offers all the traditional features you expect from a messenger: history archiving, file transfer, multi-user chat support, search function, emoticons. As a collaborative tool Talk helps to work together easier and achieve common goals. For an effective collaboration in addition to the basic functionality Talk offers the following features: · mailing list to send a message to many people at once, · chat room to create the conference in real time, · notifications to provide you with information about every change at your portal. To access Talk just click the icon available at the top of each portal page. Using instant messenger You can use Talk as a web client. Talk can be accessed right from the portal. To start talking, just click the icon available at anytime at the top of the page. The Talk window opens in a new tab. The messenger interface is divided into two sections: contact list formed by the users of your portal organized in groups to the left, chat window to the right. You may also use themini Chat.Mini Chat is a compact version of Talk, you can access it from any portal module as well as from the Settings, Feed pages and from your profile page. To open a mini version of Talk click the icon available in the left lower corner. After you click the icon you''ll see a small window with the names of the users. If you click the name of a user a dialog window will open in the right lower corner of the page. If you want to hide themini Chat, click the icon. Exchanging instant text messages To start using Talk and chat with your colleagues instantly: 1. click the icon at the top of the page, 2. select the user you wish to talk,The Talk contact list is formed by the users of the portal divided into groups. It is automatically updated as users are added or removed. If the contact list is very long, you can hide offline users and view the online users only. To do that, click the Settings icon above the contact list and turn on the Hide offline contacts switcher. To facilitate the search of your interlocutor, use the Find Contact field above the contact list and type in the name of the needed user. 3. type in your message, You can easily change the size of the input field by dragging its top border. If you need to send a file click the Send File icon below the Talkmain area. Select the file you need and click the Open button. The file will be sent. 4. click the Send button. You can choose either to use Ctrl+Enter or Enter to send messages. To choose one of the two available sending options, click the Settings icon above the contact list and turn on or off the Send messages by Ctrl+Enter switcher. To activate the pop-up notifications about the newly received messages in your browser, click the Settings icon above the contact list and turn on the Notification in a browser switcher. Turn off this switcher if you don''t want to receive the pop-up notifications. On the settings panel, you can also enable or disable sound notifications about events. To search for a certain message in the history, open the conversation with the necessary user and click the Search icon located in the upper right corner - the search field opens. Type in the text you are searching for and press Enter. The found matches will be highlighted in yellow. Use the Previous and Next buttons to navigate between them. The files you sent via Talk occupy some portal disk space. To free up disk space you can remove these files, but they will no longer be accessible through the links in the history for all the conversation participants. To delete the files, 1. Click the Settings icon above the contact list. 2. Click the Delete sent files link. 3. In a new window that opens, select which files you want to delete: All files, Files sent more than a month ago, or Files sent more than a year ago. 4. Click the Delete button.Creating a mailing list Are you tired of typing one and the same message each time selecting a recipient from the contact list? Follow these easiest steps to create a mailing list and send the message to many people at once. Step 1. Access the Talk Enter your portal and click the Talk icon available at the top of each portal page. Step 2. Create a mailing list The Talk window will open. Press the Create chat room button above the contact list located on the left. In a new window that opens, select theMailing option from the Type list. Enter a name for your mailing list and click the Create button. Select a contact you wish to add to your mailing list and click the button to the right of the user''s name. Or simply drag and drop it to the Talkmain area. To facilitate the search of the necessary user you can use the Find Contact field above the contact list and type in the user name entirely or partially. The same way you can add as many recipients as you wish. Step 3. Compose a message for your recipients When all the recipients are selected, type in your message and click the Send button. If you need to send a file click the Send File button below the Talkmain area. Select the file you need and click the Open button. The file will be sent. To display all the recipients click the Total caption on the top. If you want to delete a user from the list, move the mouse cursor over his/her name in the mailing list and click the icon. To delete the mailing list use the Remove mailing option in the upper right corner.Creating a chat room? Create a conference to discuss an issue with many people at once in real time. Follow these easy steps to create a chat room in the Talk and start talking instantly. Step 1. Access the Talk Enter your portal and click the Talk icon available at the top of each portal page. Step 2. Create a recipient list The Talk window will open. Press the Create chat room button above the contact list located on the left. In a new window that opens, select the Chat room option from the Type list. Enter a name for your chat room. If you wish to create a persistent room uncheck the Temporary room box and click the Create button. Select the user you wish to invite to your discussion and click the button to the right of his/her name. Or simply drag and drop it to the Talkmain area. The invitation will be sent to the selected user. He/she can accept or decline it. Once the invitation is accepted, the user will be available in the participant list. To facilitate the search of the necessary user you can use the Find Contact field above the contact list and type in the user name entirely or partially. The same way you may add as many members of the chat room as you wish. Step 3. Start your conference When the list is created, type in your message to start the conference and click the Send button. To display all the participants click the Total caption on the top. If you want to delete a user from the chat room, move the mouse cursor over his/her name in the participant list and click the icon. To search for a certain message in the history, click the Search icon located in the upper right corner - the search field opens. Type in the text you are searching for and press Enter. The found matches will be highlighted in yellow. Use the Previous and Next buttons to navigate between them. If you have created the temporary room this one will be deleted once all the users leave it. To delete the persistent chat room use the Remove option in the upper right corner.Receiving portal notifications Portal notifications are made to provide you with information about every change at your portal as well as remind you of some event. By default the notifications are received by email and Talk. To change the notification type, 1. click the link with your name at the very top, 2. select the Profile option from the list, 3. go to the Subscriptions section, 4. click the Show link next to the Subscriptions, 5. change the notification type of the needed subscription checking the necessary option next to the Notify via caption: Email, Talk or Telegram. If you no longer want to receive notifications, you can unsubscribe from them clicking the corresponding link.For Administrators Changing Talk settings Using the Options icon in the upper left corner of the Talk window you can change its settings as well as remove sent files. After you click the ''Options'' icon, the menu with the available options will appear: · Voices of events - turn on this switcher to receive sound notifications about the new messages. · Notification in a browser - turn on this switcher to receive the pop-up notifications. · List of contacts joining in groups - turn on this switcher to display contacts joining in groups. · Hide offline contacts - turn on this switcher to display online contacts only. · Send messages by Ctrl+Enter - turn on this switcher to change the default key combination used to send messages. When this switcher is turned off, you can send messages by pressing Enter. · Delete sent files - use this link to remove sent files and free up disk space. Changing mini Chat settings Using the Options icon in the lower right corner of themini Chat window you can change its settings and also perform several operations. After you click the ''Options'' icon the window with the available options will appear. Here are the options: · Enable sounds - check this option to receive sound notifications about the new messages, · Use Ctrl+Enter to send messages - check this option to change the default key combination used to send messages, · Minimize all windows when out of focus - check this option if you want to collapse the Chat windows when you perform other portal activity, · Minimize/Expand all mini-chat windows - use this option to collapse or expand all mini-chat windows, · Close all mini-chat windows - use this option to close all mini-chat windows. TheMinimize/Expand all mini-chat windows and Close all mini-chat windows options are available when at least one chat window is opened.Changing attachment size Do you need to send a file via Talk but its size exceeds the allowed limit? Since now on you don''t need to worry about it. Just change the allowed file size and use the Talk functionality to the full. Available only for Server version. Follow these simple steps to change the file size settings: 1. Open the web.appsettings.config file in the portal root folder. 2. Add the setting to the appSettings section, where X is a file size limit in bytes. 3. Restart your ONLYOFFICE portal. That''s it. What could be easier? Starting from now the file size you want to send depends only on you.ONLYOFFICE Control Panel Configuring all portals Switching to HTTPS using Control Panel Control Panel offers you the possibility to quickly and easily switch your portal to the secure HTTPS protocol. This option is not currently available in the installation for Windows. There are two ways to enable HTTPS for your portal via the Control Panel interface: · If you don''t have any SSL certificates, you can generate a new signed certificate with one click. The Control Panel uses the letsencrypt.org service to generate the CA- signed certificates. · If you have an existing private key generated on your server and a public key certificate created on its base (self-signed or issued by a Certification Authority), you can simply upload them in the Control Panel. To access Control Panel, sign in to your portal and click the ''Control Panel'' link on the Start Page. Alternatively, you can go to the portal ''Settings'' and click the ''Control Panel'' link on the left-side panel. Generate a new certificate To generate a new certificate: 1. Open the HTTPS page in the COMMON SETTINGS section on the left sidebar. 2. Click the GENERATE AND APPLY button. A popup message box will appear informing you that the certificate and private key are successfully generated. 3. After that your Control Panel and portal will be restarted and become unavailable during this process. It can take up to 5 minutes. Once the certificate installation process is over, your portal will be available over HTTPS. To remove the installed certificate, use the DELETE button. Upload an existing certificate and private key To use an existing .crt certificate and private .key key: 1. Open the HTTPS page in the COMMON SETTINGS section on the left sidebar. 2. Click the Plus button next to the CRT certificate field and select your .crt certificate to upload it. 3. Click the Plus button next to the HTTPS key field and select your private .key key to upload it.Before uploading, please make sure that the private key is not encrypted. If you have a password-protected .key file, you will need to decrypt it first. 4. Once the .crt and .key files are uploaded, click the APPLY button at the bottom of the page. 5. After that your Control Panel and portal will be restarted and become unavailable during this process. It can take up to 5 minutes. Once the certificate installation process is over, your portal will be available over HTTPS. The domain name that your certificate was issued for is now displayed in the Generated on domain section of the HTTPS page in the Control Panel. To remove the installed certificate, use the DELETE button. Using the Control Panel backup/restore feature Introduction The Backup/Restore features provided by the Control Panel allow you to backup your portal data and restore it in the ONLYOFFICE Workspace. To access Control Panel, sign in to your portal and click the ''Control Panel'' icon on the Start Page. Alternatively, you can go to the portal ''Settings'' and select the ''Control Panel'' link on the left-side panel. Data backup To create your portal data backup manually, switch to the Backup page in the COMMON SETTINGS section on the left sidebar and use the Data Backup section. 1. select the necessary type and location of the Storage for your backup files: o select the Temporary tab if you wish to download the backup to your local drive when the backup process is over. You''ll be able to do that using the link that appears below. o select the Documents module tab and click the Plus button next to the field that appears below. The Select folder window will open. Set a folder in the Common Documents section where you wish to store your backup and click the OK button. o select the Third-Party Storage tab, choose one of the available third-party storages and enter the necessary data to access it: 1. The necessary service (Amazon AWS S3, Google Cloud Storage, Rackspace Cloud Storage, Selectel Cloud Storage, DropBox, Box.com, OneDrive, Google Drive) must be previously connected in the Integration section of the portal settings. Otherwise the corresponding storages will be disabled and grayed out. 2. The third-party account (DropBox, Box.com, OneDrive, Google Drive, Yandex Disk and storages connected via the WebDAV protocol, such as Nextcloud orownCloud) must be previously connected to the Documents module as well as make shared and put into the Common Documents section. Otherwise the corresponding storages will be disabled and grayed out. When the necessary storage is selected, specify the data to access it in the fields that appear below: · For the Amazon AWS S3 service, the following fields are available: o Bucket - unique Amazon bucket name, e.g. my-new-test-bucket-12345. o Region - an AWS region where your Amazon bucket resides, e.g. us-east-2. o Service Url - this is an optional property; change it only if you want to try a different service endpoint. Leave this field empty to use the default value. o Force Path Style - when true, requests will always use path style addressing. Leave this field empty, as the Service Url property is not specified. o Use Http - if this property is set to true, the client attempts to use HTTP protocol, if the target endpoint supports it. By default, this property is set to false. Set it to true or leave this field empty to use the default value. o Server Side Encryption Method - the server-side encryption algorithm used when storing this object in S3. The possible values are none, aes256, awskms. Leave this field empty to use the default aes256 value. · For the Google Cloud Storage service, the following field is available: Bucket (unique Google Cloud bucket name, e.g. test_bucket111419). · For the Rackspace Cloud Storage service, the following fields are available: Public container (Rackspace public container URL address), Private container (Rackspace private container URL address) and Region (a region where your Rackspace containers are located). · For the Selectel Cloud Storage service, the following fields are available: Private container (Selectel private container name, e.g. test_container) and Public container (Selectel public container name, e.g. test_container_public). · For the DropBox, Box.com, OneDrive, Google Drive, Yandex Disk services or storages connected via theWebDAV protocol, click the Plus button next to the field that appears below. The Select folder window will open. Set a third-party resource directory located in the Common Documents section where you wish to store your backup and click the OK button. · select the Computer file tab if you wish to save the backup on your local drive. In the Choose the storage location field that appears below, specify the path to the folder where you wish to store your backup. If you select the Documents module or one of the third-party services connected to it (DropBox, Box.com, OneDrive, Google Drive, Yandex Disk and storages connected via the WebDAV protocol), the backup file size affects the overall disk space used on your portal. 2. check the Include Mail in backup box if you want to backup theMail data as well. This increases the backup process time and backup file size, but if this option isunchecked, theMail data will be lost after restoring and you''ll need to connect accounts again. The license data will not be included into the backup. After restoring data from the backup, you will need to upload your license file again. 3. click theMAKE BACKUP button. Once the backup process is completed you''ll find the backup .tar.gz file (portal- name_date_time.tar.gz) in the specified folder. If you''ve selected the Temporary storage, the link to download the created backup will be available for 24 hours. When encryption is enabled, a newly created backup copy of the data archive will contain decrypted files. When such a copy is restored, the files will be encrypted on the disk again. Automatic backup To automate the backup process, switch to the Backup page in the COMMON SETTINGS section on the left sidebar and use the Automatic backup section: 1. click the Disabled switcher to enable the feature. 2. select the necessary Storage for your backup files (the available options are the same as those described above, except for the Temporary storage which is only available in the Data Backup section). 3. specify the time interval at which backups should be created: Every day with an indication of the necessary time of the day, Every week with an indication of the necessary day of the week and time of the day, or Every month with an indication of the necessary day of the month and time of the day. 4. set The maximal number of backup copies to be stored selecting the necessary value (from 1 to 30) from the corresponding drop-down list. 5. check the Include Mail in backup box if you want to backup theMail data as well. 6. click the SAVE button. Backups will be created automatically with the specified periodicity. Data restore Due to the new mechanism of the password encryption, there is no possibility to restore the password from the backup using the core.machinekey key which differs from the original one. To ensure correct portal operation, specify the old server key in the web.appsettings.config and TeamlabSvc.exe.Config files before restoring the backup on a new server. For the Docker version, you can replace machinekey here /app/onlyoffice/CommunityServer/data/.private/machinekey and restart the Community Server container.To restore your portal data from the previously created backup file, switch to the Restore page in the COMMON SETTINGS section on the left sidebar. 1. select the Source where your backup files are stored: · select the Documents module tab and click the Plus button below. In the Select file window, choose the necessary backup file stored in the Common Documents and click OK. · select the Third-Party Storage tab, choose the necessary third-party storage and enter the data to access it as well as the necessary backup file URL address in the Path field. For accounts connected to the Documentsmodule (DropBox, Box.com, OneDrive, Google Drive, Yandex Disk and storages connected via the WebDAV protocol), click the Plus button below. In the Select file window, choose the necessary backup file stored in the third-party resource directory located in the Common Documents section and click OK. · select the Computer file tab, click the Plus button next to the Choose the storage location field, and browse for the necessary backup file stored on your local drive. Instead of selecting a backup file from a certain Source, you can just click the Show the backup list link below the radio buttons to select the necessary backup file from the backup history (if a backup file was deleted manually from the storage, it will not be available in the list). Click the Restore link next to the necessary backup file. To delete a backup file from the list, click the icon. 2. if necessary, leave the Send notification about portal restore process to users box checked to notify your portal users; 3. click the RESTORE button. Remember that you will need to upload your license file again when the restoring process is complete. This can be done in the Payments section.Connecting third-party storages Introduction By default, the portal data are stored on the local disk of the machine where ONLYOFFICE Workspace is installed. You can also connect third-party services and use them as a storage for your portal data. This can be done in the Storage section available in the Control Panel. To access Control Panel, sign in to your portal and click the ''Control Panel'' icon on the Start Page. Alternatively, you can go to the portal ''Settings'' and select the ''Control Panel'' link on the left-side panel. You can connect one of the following third-party services and use it as a storage for static data: 1. Google Cloud Storage 2. Amazon AWS S3 3. Rackspace Cloud Storage 4. Selectel Cloud Storage It’s also possible to use a third-party service as a CDN (Content Delivery Network), i.e. as a distributed network that allows to speed up loading your portal data for users. You can connect one of the following third-party services and use it as a CDN: 1. Amazon AWS S3 2. Selectel Cloud Storage Connect third-party services in the portal settings First of all, the necessary service (Amazon AWS S3, Google Cloud Storage, Rackspace Cloud Storage, or Selectel Cloud Storage) must be connected in the Integration section of the portal settings. Otherwise the corresponding storages will be disabled and grayed out in the Control Panel. Once the necessary service is connected in the portal settings, you can connect it in the Control Panel and use the connected service as a storage or CDN. Connect a third-party service as a Storage To connect one of the third-party services as a storage, switch to the Storage page in the COMMON SETTINGS section on the left sidebar and use the Storage section. If you have connected several storages in your portal settings, you can specify the data individually for each storage and store your portal data in the selected storage. 1. Select the necessary location of the Storage for your portal data: · the Disk Default option is selected by default. When the Disk Default option is selected, the CONNECT button is inactive.· select one of the available third-party storages. Once you select one of the third-party storages, the CONNECT button becomes active. 2. When the necessary service is selected, specify the data to access it in the fields that appear below: · For the Amazon AWS S3 service, the following fields are available: o Bucket - unique Amazon bucket name, e.g. my-new-test-bucket-12345. o Region - an AWS region where your Amazon bucket resides, e.g. us-east-2. o Service Url - this is an optional property; change it only if you want to try a different service endpoint. Leave this field empty to use the default value. o Force Path Style - when true, requests will always use path style addressing. Leave this field empty, as the Service Url property is not specified. o Use Http - if this property is set to true, the client attempts to use HTTP protocol, if the target endpoint supports it. By default, this property is set to false. Set it to true or leave this field empty to use the default value. o Server Side Encryption Method - the server-side encryption algorithm used when storing this object in S3. The possible values are none, aes256, awskms. Leave this field empty to use the default aes256 value. · For the Google Cloud Storage service, the following field is available: Bucket (unique Google Cloud bucket name, e.g. test_bucket111419). · For the Rackspace Cloud Storage service, the following fields are available: Public container (Rackspace public container URL address), Private container (Rackspace private container URL address) and Region (a region where your Rackspace containers are located). · For the Selectel Cloud Storage service, the following fields are available: Private container (Selectel private container name, e.g. test_container) and Public container (Selectel public container name, e.g. test_container_public). 3. Click the CONNECT button to connect the selected storage and save your settings. Once the storage is connected, the page will be reloaded and the data migration process will start. This may take some time. When the data migration process is over, the Storage page in the Control Panel will be loaded with the connected storage selected. The CONNECT button is inactive for the currently selected connected storage. If you change data in any field for the connected storage or choose a different available storage, the CONNECT button will be active again. Connect a third-party service as a CDN To connect one of the third-party services as a CDN, switch to the Storage page in the COMMON SETTINGS section on the left sidebar and use the CDN section. 1. Select the necessary location of the Storage for your portal data: · the Disk Default option is selected by default. When the Disk Default option is selected, the CONNECT button is inactive. · select one of the available third-party storages. Once you select one of the third-party storages, the CONNECT button becomes active.2. When the necessary service is selected, specify the data to access it in the fields that appear below: · For the Amazon AWS S3 service, the following fields are available: o Bucket - unique Amazon bucket name, e.g. my-new-test-bucket-12345. o Subdir - i.e. a name of a nested folder within the Amazon bucket, e.g. testfolder. o Region - an AWS region where your Amazon bucket resides, e.g. us-east-2. o Service Url - this is an optional property; change it only if you want to try a different service endpoint. Leave this field empty to use the default value. o Force Path Style - when true, requests will always use path style addressing. Leave this field empty, as the Service Url property is not specified. o Use Http - if this property is set to true, the client attempts to use HTTP protocol, if the target endpoint supports it. By default, this property is set to false. Set it to true or leave this field empty to use the default value. o Server Side Encryption Method - the server-side encryption algorithm used when storing this object in S3. The possible values are none, aes256, awskms. Leave this field empty to use the default aes256 value. · For the Selectel Cloud Storage service, the following fields are available: Public container (Selectel public container name, e.g. test_container_public) and Subdir, i.e. a name of a nested folder within the Selectel container, e.g. testfolder. 3. Click the CONNECT button to connect the selected storage and save your settings. Once the storage is connected, the page will be reloaded and the data migration process will start. This may take some time. When the data migration process is over, the Storage page in the Control Panel will be loaded with the connected storage selected.Protect data using encryption Introduction The Encrypt data at rest feature provided by the Control Panel allows you to ensure the security of sensitive data on your portal. Encryption is a reversible conversion of information in order to maintain the confidentiality of the data stored on disk. Thus, even if intruders managed to gain access to the data stored on the hard disk, they will not be able to read it, since it is encrypted. Encryption is based on a Encrypt-then-MAC type of encryption (AES-256-CBC + HMAC-SHA256) of the entire body of data within the ONLYOFFICE instance and is compliant with AES- 256 international data encryption standard. AES-256 encryption type with CipherMode.CBC symmetric algorithm are used for enciphering the data on the portal, while SHA256 hashing function paired with HMAC message authentication code screening verify the integrity and the authenticity of the encrypted data. This feature is available only for server versions. Prepare for the encryption process Before starting the encryption procedure, you must perform some preliminary steps. 1. Sign in to your portal and click the Control Panel icon on the Start Page. Alternatively, you can go to the portal Settings and select the Control Panel link on the left-side panel. 2. Switch to the Backup section and backup data. 3. Disable the Automatic Data Backup feature. 4. Select the Local storage option for both Connect storage for static data and Connect storage as CDN. 5. Make sure there is enough space on your hard drive. After the preliminary preparations are ready, you can proceed to the next step. Encrypt storage 1. Switch to the Storage section in the Control Panel. 2. Check the Notify users that the portal will be unavailable checkbox to notify all active users via email when the encryption process starts. Upon the successful completion of the encryption process, all active users will also receive email notifications. If an error occurs during the encryption process, then all administrators (regardless of the Notify users option) will receive email notifications of the unsuccessful encryption process. 3. Click the Encrypt storage button and then OK to launch the encryption process.The time required to complete the procedure depends on the data volume. All portals will be unavailable during the encryption process. As soon as the encryption is over, the portal data will be available for work. When encryption is enabled, a newly created backup copy of the data archive will contain decrypted files. When such a copy is restored, the files will be encrypted on the disk again. Decrypt storage To decrypt data on the portal, 1. Switch to the Storage section in the Control Panel. 2. Check the Notify users that the portal will be unavailable checkbox to notify all active users via email when the decryption process starts. Upon the successful completion of the decryption process, all active users will also receive email notifications. If an error occurs during the decryption process, then all administrators (regardless of the Notify Users option) will receive email notifications of the unsuccessful decryption process. 3. Click the Decrypt storage button and then OK to launch the decryption process. The time required to complete the procedure depends on the data volume. All portals will be unavailable during the encryption process. As soon as the encryption is over, the portal data will be available for work. Navigate faster using Full-Text Search feature Introduction The Full-Text Search feature provided by the Control Panel allows you to search for the necessary string not only among the names of documents, emails etc. but also within their content. ONLYOFFICE uses Elasticsearch, an open-source, broadly-distributable and readily-scalable search engine. Elsaticsearch is built on top of Lucene, a free and open-source search engine software library, and, therefore, it is excellent for fast full-text search. The documents stored in Elasticsearch are distributed across different containers known as shards, which are duplicated to provide redundant copies of the data in case of hardware failure. Using Elasticsearch not only significantly reduces the time spent searching for a particular file or a text line but also enhances the search precision.This feature is available only for server versions. Enabling the Full-Text Search feature To turn on full-text search within document contents, 1. Sign in to your portal and click the Control Panel icon on the Start Page. Alternatively, you can go to the portal Settings and select the Control Panel link on the left-side panel. 2. Switch to the Full-Text Search section. 3. Check the Search in documents content checkbox and/or Search in mail messages content to enable the full-text search in the Documentmodule, or in theMailmodule respectively and click Save. The stored files will be indexed in the corresponding modules. Since ElasticSerch indexes all stored files, enabling this feature requires at least an equal amount of free disk space as the overall disk space required for all documents, emails and other content. Reindex Full-Text Search If the file you are looking for is not among the search results (e.g. in the Documents module), and you are sure that it exists, an indexing error might have occurred. To rebuild indexes in a separately selected portal module, 1. Switch to the Full-Text Search section in the Control Panel. 2. Click the Reindex button on the right of the necessary module section. To rebuild all indexes, 1. Switch to the Full-Text Search section in the Control Panel. 2. Click the Reindex all button.Branding your online office With the Branding feature provided by the Control Panel, you can easily replace branding elements used in the online office interface and customize the look of the portal according to your company brand: · use your company name in the text elements, such as tooltips, message boxes etc., · replace the default favicon and logos with your own logo, · change the information displayed in the About this program window, · hide or show links to external resources, such as Feedback and Support form, Help Center etc. Branding settings can be applied to all portals or to the current portal only. To access Control Panel, sign in to your portal and click the ''Control Panel'' link on the Start Page. Alternatively, you can go to the portal ''Settings'' and click the ''Control Panel'' link on the left-side panel. Changing branding elements for all portals The COMMON SETTINGS section allows you to change settings for all your portals. Open the Branding page in the COMMON SETTINGS section on the left sidebar. You can change basic and advanced branding settings. Changing basic branding settings The BASIC tab is opened by default. Here you can change the company name and replace logos. 1. Enter your Company name in the text entry field to change all the titles and messages in the online office interface where the default value is used replacing it with the one you specified. Click the USE AS LOGO button to the right of the entry field if you want to use your company name as a text logo (instead of an image logo) - all the logos below will change correspondingly. 2. Replace all the image Logos which appear in the online office: We recommended that you use images in the PNG format with a transparent background. To improve your logos legibility and make their outline clearly distinguishable, you also need to optimize them for use on dark or light backgrounds. The image sizes must strictly correspond to the sizes specified next to each logo. · Logo for the editor headers (172x40) (available for the paid server version only) - this logo appears in the upper left corner of the online editors launched. · Logo for the portal header (284x46) - this logo appears in the upper left corner of every portal page. · Logo for the About/Login page and editor embedded mode (432x70) - this logo appears on the Sign In page of the portal, the About page (user profile -> About thisprogram) and in the upper left corner of your portal documents embedded into web pages. · Favicon (32x32) - this logo appears in the address bar or tab of a web browser when the portal is opened in it, or on the bookmarks panel if you''ve added the portal address to the bookmarks. Click the CHANGE button to the right of the logo you want to replace. In the window that opens, browse for the necessary image file and click the Open button. The image will be loaded and displayed in the corresponding Logo field. 3. click the SAVE button at the bottom of the page to make the parameters you set take effect. To return to the default settings, click the RESTORE DEFAULT button. Changing advanced branding settings Switch to the ADVANCED tab of the Branding page in the COMMON SETTINGS section. Here you can change the information displayed in the About this program window and hide links to external resources. The Company info settings section is used to specify your company information displayed in the About this program window. 1. Enter your company name, email address, phone number, website URL address and postal address into the corresponding fields. 2. Click the SAVE button at the bottom of this section. The Additional resources section is used to choose if you want to display links to additional resources in all portal modules and sample documents in the Documentsmodule. 1. Uncheck the elements you want to hide and leave checked the ones you want to display: · Show Feedback & Support link - is used to hide or show the link to the Feedback and Support form which is used to contact ONLYOFFICE support team. · Show sample documents - is used to hide or show sample documents in the Documentsmodule. · Show link to Video Guides - is used to hide or show the link to the web page containing training videos. · Show link to Help Center - is used to hide or show the link to the Help Center page. 2. Click the SAVE button at the bottom of this section. Changing branding elements for the current portal The PORTAL SETTINGS section allows you to change settings for the current portal only.Switch to the Control Panel within the necessary portal and open the Branding page in the PORTAL SETTINGS section on the left sidebar. Here you can change basic branding settings for your current portal. The settings are similar to those contained in the BASIC settings tab within the COMMON SETTINGS section. Advanced branding settings are not available for the current portal and can be changed for all portals only. DMeupltlioteyninagncmyufletiaptluereportals using the Introduction In case you have a large number of users, you might need a solution that allows you to reduce licensing and infrastructure costs as well as simplify the software deployment and maintenance. ONLYOFFICE Workspace provides you such a possibility. You can run several independent portals from a single ONLYOFFICE Workspace installation instead of installing several application instances on separate servers. For example, you can create individual portals for certain departments of your organization so that each portal contains own data and has some individual settings, but all the portals can be centrally updated and managed via Control Panel. Step 1. Set up your domain name To use the multitenancy functionality, you need to have a registered domain name. In your domain DNS settings, create the following records: 1. Create the A record that points your domain name to the IP address of the server where ONLYOFFICE Workspace is installed. 2. Create the wildcard A record specifying the asterisk "*" as a name to enable subdomains. Your settings should look something like this: Step 2. Configure the current portal To access Control Panel, sign in to your portal and click the ''Control Panel'' link on the Start Page. Alternatively, you can go to the portal ''Settings'' and click the ''Control Panel'' link on the left-side panel.Switch to theMultitenancy page in the COMMON SETTINGS section on the left sidebar. Specify your domain name in the first entry field. Then enter any portal name you like in the second field (it must be at least 6 characters long) and click the CONNECT button. The portal start page will open in a new browser tab at the portalname.domainname.com address. If you wish to rename your portal later, you will be able to do that in the portal settings: Settings->Common->Customization. Go to the Portal Renaming section, specify a new portal name in the corresponding field and click Save. Step 3. Create a new portal At theMultitenancy page of the Control Panel, perform the following actions: 1. click the NEW PORTAL button, 2. specify a name for your second portal, 3. if necessary, uncheck the Limit Control Panel functionality option, When this setting is enabled, the PORTAL SETTINGS section will only be available in the Control Panel of the new portal. This section allows the portal administrator to manage the current portal only. If you disable this setting, full access to the Control Panel functionality will be provided. The COMMON SETTINGS section will also be available in the Control Panel of the new portal. This section allows the portal administrator to manage all portals. 4. click OK to save the portal. If you have not unchecked the Visit this portal after creating option that is selected by default, you will be redirected to the new portal that is available at the newportalname.domainname.com address. The Portal Setup page will open in a new browser tab. Specify and confirm your password (password must be at least 8 but no more than 30 characters long), optionally change the email to create the Administrator account. You will not need to upload the license file as it is applied to all the portals at once. To configure some individual settings for the new portal, go to the Portal Settings. You can adjust Customization settings (portal language and time zone, welcome page settings, team template, color scheme), select the necessaryModules and Tools to use, specify Security settings and SMTP settings. Step 4. Manage your portals You can access Control Panel from each of the created portals. At theMultitenancy tab you can view the overall number of your created portals and the license information. If you want to upgrade your pricing plan, click the Pricing plan settings link to go to the Payments page.All the created portal addresses are also displayed at theMultitenancy tab. You can navigate between them clicking the portal you want to go to. Warning We strongly recommend that you do not change the domain name if your portal contains data because this may cause unpredictable consequences. If for some reasons you nevertheless decide to change the domain name, click the EDIT button in the Domain settings section. In a new window that opens, set a new domain name and click OK. After changing the domain name you might also need to reconfigure some settings. Configuring current portal UdoscinugmtehnetsPrsiveactuereRlyoom to work on your Introduction The Private Room is designed to provide a secure environment for document editing and co- authoring. The Private Room is a special section in the Documentsmodule. Work in the Private Room is only available via ONLYOFFICE Desktop Editors. Documents stored in the Private Room and data transferred during collaboration are encrypted with the AES-256 encryption algorithm to protect your data from unauthorized access. the Private Room functionality is supported in the server version only, starting from Community Server v.11.0, Document Server v.5.5.4 and Control Panel v.2.9. The required version of Desktop Editors is v.5.6. SCtoenptr1o.lEPnaanbelle the Private Room settings in the The Private Room functionality is enabled by default in the Control Panel for the server version (the paid version 5.6 of Desktop Editors is also required for working with Private Rooms).The full access administrator or portal owner can disable/enable the Private Room in the Control Panel. To access the Control Panel, sign in to your portal and click the ''Control Panel'' icon on the Start Page. Alternatively, you can go to the Portal Settings and select the Control Panel link on the left-side panel. Switch to the Private Room page in the PORTAL SETTINGS section of the Control Panel. To disable/enable the Private Room, turn off/on the switcher and click the SAVE button. Private Rooms will be available for the current portal only. SDteespkt2o.pCEondniteocrst to the ONLYOFFICE cloud via To start working in Private Rooms, users should install the latest version of the Desktop Editors with the Private Room support (version 5.6 and later). To connect to the ONLYOFFICE cloud: 1. Launch Desktop Editors. 2. In the main program window, switch to the Connect to cloud tab at the left sidebar. 3. Click the ONLYOFFICE button. 4. Specify your web office address in the new window. 5. Click the Connect now button. 6. On the authorization page, specify the login and password used to access your cloud office account. You cannot sign in to your account via Desktop Editors using SSO or third-party services when Private Rooms are enabled. SRtoeopm3. Store and manage documents in the Private When users connected to the ONLYOFFICE cloud via Desktop Editors, they can use the Private Room section of the Documentsmodule to store documents and collaborate on them securely. The Private Room of each user contains: · folders and files created by the current user, · files shared with the current user by other users from the Private Room. work in the Private Room and documents stored in it are only available when you connect to your ONLYOFFICE cloud via the Desktop Editors interface.Within the Private Room, you can: · create folders, · create and upload files (.docx, .xlsx, .pptx), · share documents with other portal users, · co-edit documents. All documents are encrypted once uploaded or created. All the documents stored in the Private Room are encrypted and marked with the icon in the file list. DthueePtroivthaetesRpeocoimficictyomofpaernecdrywpittihono,thtehresreectiaornes osofmthee Dreoscturimcteionntssmonoduceler.tain operations in Uploading 1. When uploading files, an existing file with the same name cannot be overwritten. 2. You cannot upload files using the drag-and-drop method. 3. You cannot upload folders. Copying 1. You cannot copy the files. Moving 1. You can move the files within the Private Room section only. 2. You can move only your own items and cannot move items shared with you by other users. 3. When moving files, an existing file with the same name cannot be overwritten. Removing 1. Files are removed permanently without passing through the Trash and cannot be restored. Versioning 1. You cannot restore previous versions of a file. Sharing 1. You can share files with users who have already obtained private and public keys. 2. You can share files providing Full Access only. 3. You cannot provide access to the file via an external link. SRtoeopm4. Share and co-edit documents in the Private To share your files stored in the Private Room with other users: 1. Click the Share button to the right of the necessary document. 2. In the Sharing Settings window, click the Add Users button to open the user list, then check the users you want to share the document with and click Save. you can share the file with users who have already obtained private and public keys.3. By default, Full Access is provided. If you want to block access previously granted to a user, select the Deny Access option from the drop-down list next to the user name. 4. Click Save at the bottom of the Sharing Settings window. Now you can co-edit the file securely together with other users within the Private Room. When you work on the encrypted file, it is marked with the icon in the editor header. Altering LDAP settings If you''ve just deployed ONLYOFFICE Workspace on your server, the first thing that you need to do is to create accounts for all your company employees. But if it numbers more than 50 persons, the process of creating new portal users will take a lot of time. Since now you don''t need to worry about it, because Control Panel offers you the LDAP Support option which allows you to import the necessary users and groups from an LDAP Server (e.g. OpenLDAP Server or Microsoft Active Directory) to your portal, literally, in several minutes. The newly created users, in turn, don''t need to memorize new passwords and logins because they will sign in to portal using their credentials stored in your LDAP Server. To access Control Panel, sign in to your portal and click the ''Control Panel'' link on the Start Page. Alternatively, you can go to the portal ''Settings'' and click the ''Control Panel'' link on the left-side panel. Importing users and groups Before you start importing If you connect to Active Directory which has more than 1000 users, you will need to increase the AD limit MaxPageSize = 1000 using the ntdsutil. 1. In the Control Panel, open the LDAP page in the PORTAL SETTINGS section on the left sidebar. 2. Click the Enable LDAP Authentication switcher and use the Show link next to the LDAP Settings title to display the parameter form. 3. Check the Enable StartTLS box if you want to secure your connections by using the StartTLS technology (in this case, the default port 389 is used). Check the Enable SSL box if you want to use the SSL protocol (in this case, the port number will change to 636 automatically). 4. Fill out the fields necessary for user import (the obligatory fields are marked with an asterisk): Warning Please note that in case you have already imported some users and changed some of the settings (e.g. Server, User Filter, User DN, Group Filter, Group DN), the existing users and all their data, including documents, emails, etc. not matching these new settings will be DISABLED. We strongly recommend creating a backup before you change any settings.· in the Server field, enter the LDAP server URL address in the form protocol://host, e.g. LDAP://example.com for a regular LDAP connection or LDAPS://example.com for a secure LDAP connection over SSL. You can also specify the server IP address instead of its DNS name: LDAP://192.168.3.202, · specify a Port Number that is used to access LDAP server. The default port for regular LDAP connections is 389. If you have enabled the StartTLS option, the default port 389 is also used. If the SSL option is enabled, the port number automatically changes to 636. · in the User DN (User Distinguished Name) field, specify the absolute path to the top level directory containing users you want to import. This parameter defines the node where the search starts. You can specify the root directory, e.g. dc=example,dc=com, to search for users within the entire directory, or specify a certain search area, e.g. ou=groupname,dc=example,dc=com, to search for users within the specified group. · fill out the User Filter field if you need to import the users who correspond to the specified search criteria. The default filter value (uid=*) allows importing all users. · specify the Login Attribute value (an attribute in a user record that corresponds to the login that LDAP server users will use to log in to ONLYOFFICE). Please note: the default settings are specified for OpenLDAP Server. For Active Directory, you need to change the following settings: User Filter - (userPrincipalName=*) Login Attribute - sAMAccountName 5. The Attribute Mapping section allows you to set up a correspondence between the user data fields on the portal and the attributes in the LDAP server user record. Click the Add Attribute button, choose the necessary data field from the list and specify the user attribute used in your LDAP server. The following parameters are set by default, but you can change them if it''s necessary: · First Name (an attribute in a user record that corresponds to the user''s first name) · Second Name (an attribute in a user record that corresponds to the user''s second name) · Mail (an attribute in a user record that corresponds to the user''s email address) · Title (an attribute in a user record that corresponds to the user''s title) · Primary Mobile Phone (an attribute in a user record that corresponds to the user''s mobile phone number) · Location (an attribute in a user record that corresponds to the user''s location) You can also add the following attributes: Additional Mail, Additional Mobile Phone, Additional Phone, Date of Birth, Profile Photo, Sex, Skype. 6. Click the Group membership switcher if you want to add groups from LDAP server to your portal and fill out the necessary fields:Please note, that if you decide to add groups, only users who belong to at least one group will be added. Warning Please note that in case you have already imported some users and changed some of the settings (e.g. Server, User Filter, User DN, Group Filter, Group DN), the existing users and all their data, including documents, emails, etc. not matching these new settings will be DISABLED. We strongly recommend creating a backup before you change any settings. · in the Group DN (Group Distinguished Name) field, specify the absolute path to the top level directory containing groups you want to import, e.g. ou=Groups,dc=example,dc=com. · fill out the Group Filter field if you need to import the groups which correspond to the specified search criteria. The default filter value (objectClass=posixGroup) allows importing all groups. · the following parameters are set by default, but you can change them if it''s necessary: o User Attribute (an attribute that determines whether this user is a member of the groups) o Group Name Attribute (an attribute that corresponds to a name of the group where the user is included) o Group Member Attribute (an attribute that specifies the users that the group includes) Please note: the default settings are specified for OpenLDAP Server. For Active Directory, you need to change the following settings: · Group Filter - (objectClass=group) · User Attribute - distinguishedName · Group Member Attribute - member 7. Set up Admin Access Rights Settings: click the corresponding button, select full access and specify the group that should have full administrative rights. Choose a portal module from the list and specify the group that should have administrative rights to the selected module. 8. Turn on the Authentication switcher. In the Login and Password fields, enter the credentials of the user who have rights to read data from LDAP server. 9. Check the Send Welcome Letter box in the Advanced Settings section if you want to send invitations by email to all new users. The welcome message contains a button that allows users to go to the portal login page and activate the email. This option is only available if the mail attribute mapping is configured. 10. Click the SAVE button. 11. In the ''Confirmation of import'' window that appears click the OK button to start importing users.The import process will take some time depending on number of users, groups, computer specifications etc. Please note: the portal user email will be taken from theMail Attribute setting. If it is missing, it will be formed in the following way: Login Attribute + @ + LDAP Domain. · In case there is a previously created user with such email on the portal, this user will be automatically synchronized with the LDAP user. · In case such email does not exist, the user will not receive any portal notifications. There are some special features starting from Community Server v. 10.0: · the portal owner is not affected by changing access rights via LDAP; · if the portal owner has been excluded from the user/group filter, he ceases to be an LDAP user but always remains active; · when disabling LDAP, all access rights provided for users via LDAP are taken away; · if the user who have disabled LDAP should lose admin rights, his admin rights are unaffected and the user receives a notification; · if a user has been excluded from the user/group filter, he remains active and receives a notification that the LDAP password is no longer active and it should be changed at the profile settings page; · if a user attempts to take away admin rights from himself (both via access rights settings and by excluding himself from the user/group filter), his admin rights are unaffected and the user receives a notification.Authenticating LDAP users Each imported user will be able to sign in to the portal using the login that is formed according to the following schemes: · Login Attribute, e.g. Andrew.Stone · Login Attribute + @ + LDAP Domain, e.g. Andrew.Stone@example.com · LDAP Domain + \ + Login Attribute (incomplete domain names are supported), e.g. example\Andrew.Stone On the authorization page, the Sign in to domain option is available which allows transferring a password in an explicit form. Portal users outside of the domain can uncheck this setting. In such a case, a password will be transferred in a hashed form. Imported user profiles in the Peoplemodule will be marked with the LDAP icon for the portal administrator. The user profile fields that have been imported using LDAP are blocked for editing. Synchronizing LDAP data If you change data in your LDAP server (e.g. add new users/groups, rename existing groups or edit some information in a user record), you can easily synchronize the portal data with the new information from your LDAP server. To adjust the synchronization options, turn on the Auto Sync switcher and set the necessary time to perform the automatic synchronization: you can synchronize data every hour at specified minutes, or every day at a specified time, as well as every week or month at a specified day and time. Click Save to apply the settings. It''s also possible to synchronize data manually by clicking the SYNC button at the bottom of the LDAP page. Alternatively, you can use the SAVE button below the LDAP Settings section. The information about a separate user will also be synchronized after this user has logged in to the portal. ONLYOFFICE Single Sign-on overview Introduction The Single Sign-on feature provided by the Control Panel allows you to enable third-party authentication using the installed SSO services (Shibboleth, OneLogin, or Active Directory Federation Services). Generally, the Single Sign-on technology allows users to sign in only once and then get access to multiple applications/services without re-authentication. E.g. if a web portal includes several large independent sections (forum, chat, blogs etc.), a user can undergo the authentication procedure within one of the services and automatically get access to all other services without entering credentials several times.SSO is always ensured by the joint operation of two applications: an Identity Provider and a Service Provider (hereinafter referred to as "IdP" and "SP"). ONLYOFFICE SSO implements the SP only. A lot of different providers can act as an IdP, but ONLYOFFICE has been tested with the following services only: Shibboleth, OneLogin and AD FS. Using SSO authentication you get the following main benefits: · Increased convenience. Users obtain a more quick and easy way to access the portal without the necessity to memorize multiple passwords and logins. · Enhanced security. ONLYOFFICE does not store user passwords in any form, instead of that it uses the results of the authentication on the Identity Provider side. · Easy administration. All the necessary user information is transmitted through an authentication token. If the user information changes on the Identity Provider side, it will be automatically updated on the portal during the next SSO authentication. If a user profile does not exist on the portal, it will be created automatically when the user signs in to the portal using the SSO credentials for the first time. In ONLYOFFICE, SSO authentication is implemented on the base of the secure and commonly used SAML standard. SAML (Security Assertion Markup Language) is an XML standard that allows to transmit user authentication/authorization data between an Identity Provider and a Service Provider through security tokens which contain assertions. Enabling SSO To enable and configure SSO authentication for your portal, you need to perform the following two main steps: 1. Register your Identity Provider at the ONLYOFFICE Control Panel -> SSO page. The information you should specify can be found in your Identity Provider account. If you want to use SSO when connecting ONLYOFFICE Desktop Editors to your ONLYOFFICE Workspace, disable Private Rooms in the Control Panel. 2. Register ONLYOFFICE as a trusted Service Provider in your Identity Provider account. This procedure differs depending on the selected Identity Provider. Each portal can only be integrated with one Identity Provider at the same time. RSeergvisicteerPinrgovyioduerr Identity Provider in the ONLYOFFICE To register your IdP in ONLYOFFICE SP, use the ONLYOFFICE SP Settings section of the SSO page. 1. On your ONLYOFFICE portal, go to the Control Panel and open the SSO page in the PORTAL SETTINGS section on the left sidebar. 2. Click the Enable Single Sign-on Authentication switcher.3. Fill in the required fields in the ONLYOFFICE SP Settings section. The necessary information can be specified in several different ways: · Enter the URL address to the metadata file. If your IdP metadata is accessible from outside by the link, insert the link into the URL to IdP Metadata XML field and click the Load data button. When the data is loaded, all the required parameters will be automatically displayed in the extended form. · Upload the metadata file. If your IdP provides a metadata file, use the Select file button to browse for the file stored on your local machine. When the file is uploaded, all the required parameters will be automatically displayed in the extended form. · Specify the required parameters manually. If the metadata file is not available, enter the necessary parameters manually. To obtain the necessary values, please contact your IdP administrator. The following parameters are available: · IdP Entity Id (obligatory field) - the Identity Provider identifier or URL address which will be used by the Service Provider to unequivocally identify the IdP. example: https://example.com/idp/shibboleth · where example.com is your SSO service domain name · IdP Single Sign-On Endpoint URL (obligatory field) - the URL used for the single sign- on on the Identity Provider side. It is the endpoint address in your IdP to which SP sends authentication requests. Set the necessary Binding type selecting one of the corresponding radio buttons. Bindings specify the way in which authentication requests and responses are transmitted between the IdP and SP over the underlying transport protocol: using the HTTP POST or HTTP Redirect binding. · IdP Single Logout Endpoint URL - the URL used for the single logout on the Service provider side. It is the endpoint address in your IdP to which SP sends logout requests/responses. Set the necessary Binding type selecting one of the corresponding radio buttons. Bindings specify the way in which logout requests and responses are transmitted between the IdP and SP over the underlying transport protocol: using the HTTP POST or HTTP Redirect binding. · NameId Format - the NameID parameter allows SP to identify a user. Select one of the available formats from the list. It''s possible to customize the button used to login to the portal with the Single Sign-on service at the ONLYOFFICE authentication page. You can do it using the Custom login button caption field in the ONLYOFFICE SP Settings section.You can also add the IdP and SP certificates. IdP Public Certificates IdP Public Certificates - this section allows you to add the Identity Provider public certificates used by the SP to verify the requests and responses from the IdP. If you have loaded the IdP metadata, these certificates will be added to the Control Panel automatically. Otherwise, the certificates can be found in your IdP account. To add a certificate manually, click the Add certificate button. The New Certificate window opens. Enter the certificate in the Public Certificate field and click the OK button. Set additional parameters for certificates checking the corresponding boxes. Specify which signatures of requests/responses sent from IdP to SP should be verified: · Verify Authentication Response Signature - to verify signatures of the SAML authentication responses sent to SP. · Verify Logout Request Signature - to verify signatures of the SAML logout requests sent to SP. · Verify Logout Response Signature - to verify signatures of the SAML logout responses sent to SP. Select the necessary algorithm from the Default Signature Verification Algorithm list: rsa- sha1, rsa-sha256 or rsa-sha512. Default settings are used only in cases if the IdP metadata does not specify which algorithm should be used. You can edit or delete the added certificates using the corresponding link. SP Certificates SP Certificates - this section allows you to add the Service Provider certificates used to sign and encrypt the requests and responses from the SP. If your IdP requires that input data is signed and/or encrypted, create or add corresponding certificates in this section. Click the Add certificate button. The New Certificate window opens. You can generate a self- signed certificate or add an existing certificate in the Public Certificate field and the corresponding private key in the Private Key field. In the Use for list, select one of the available options: signing, encrypt, signing and encrypt. When ready, click the OK button.Depending on the certificate purpose selected in the Use for list when uploading/generating the certificate, the certificate additional parameters are specified. The following parameters define which requests/responses sent from SP to IdP should be signed: · Sign Authentication Requests - to have SP sign the SAML authentication requests sent to IdP. · Sign Logout Requests - to have SP sign the SAML logout requests sent to IdP. · Sign Logout Responses - to have SP sign the SAML logout responses sent to IdP. If you have selected the encrypt or signing and encrypt option in the Use for list, the Decrypt Assertions parameter is also checked. The decryption is performed using the corresponding Private Key. Select the necessary algorithms from the lists: · Signing Algorithm: rsa-sha1, rsa-sha256 or rsa-sha512. · Default Decryption Algorithm: aes128-cbc, aes256-cbc or tripledes-cbc. You can edit or delete the added certificates using the corresponding link. Attribute Mapping Attribute Mapping - this section allows you to set the correspondence of the fields in the ONLYOFFICE Peoplemodule to the user attributes which will be returned from the IdP. When a user signs in to the ONLYOFFICE SP using the SSO credentials, ONLYOFFICE SP receives the required attributes and populates the full name and email address fields in the user account with the values received from the IdP. If the user does not exist in the People module, it will be created automatically. If the user information has been changed on the IdP side, it will be updated in SP as well. The available attributes are: · First Name (obligatory field) - an attribute in a user record that corresponds to the user''s first name. · Last Name (obligatory field) - an attribute in a user record that corresponds to the user''s second name. · Email (obligatory field) - an attribute in a user record that corresponds to the user''s email address. · Location - an attribute in a user record that corresponds to the user''s location. · Title - an attribute in a user record that corresponds to the user''s title. · Phone - an attribute in a user record that corresponds to the user''s phone number. Advanced Settings The Hide auth page option allows you to hide default authentication page and automatically redirect to SSO service.When all the settings are specified in the Control Panel, click the Save button. The ONLYOFFICE SP Metadata section will open. RPreogvisidteerriningyOoNuLr YIdOeFnFtiItCyEPraosvaidterur sted Service Now you need to add ONLYOFFICE as a trusted Service Provider in your IdP account specifying the ONLYOFFICE SP metadata in the IdP. To receive necessary data, refer to the ONLYOFFICE SP Metadata section of the SSO page. Verify that the SP data is publicly accessible. To do that, click the Download SP Metadata XML button. The XML file contents will be displayed in a new browser tab. Save the data as an XML file to be able to upload it to the IdP. Alternatively, you can manually copy separate parameters clicking the Copy to clipboard button in the corresponding fields. The following parameters are available: · SP Entity ID (link to metadata XML) - the Service Provider XML URL address which can be downloaded and used by the Identity Provider to unequivocally identify the SP. By default, the file is located at the following address: http://example.com/sso/metadata where example.com is your ONLYOFFICE portal domain name or public IP. · SP Assertion Consumer URL (support POST and Redirect binding) - the Service Provider URL address where it receives and processes assertions from the Identity Provider. By default, the following address is used: http://example.com/sso/acs where example.com is your ONLYOFFICE portal domain name or public IP. · SP Single Logout URL (support POST and Redirect binding) - the URL used for the single logout on the Identity Provider side. It is the endpoint address in your SP where it receives and processes logout requests/responses from the Identity Provider. By default, the following address is used: http://example.com/sso/slo/callback where example.com is your ONLYOFFICE portal domain name or public IP. These parameters and XML contents differ depending on you portal configuration, e.g. if you switch your portal to HTTPS or specify a domain name, the parameters will also be changed and you will need to reconfigure your IdP. Logging in to the ONLYOFFICE SP After the SSO is enabled and configured, the logging in process is performed in the following way: 1. A user requests access to ONLYOFFICE by clicking the Single Sign-on button (the caption may differ if you have specified your own text when configuring ONLYOFFICE SP) at the ONLYOFFICE portal Authentication page (SP-initiated SSO).2. If all the IdP and SP settings are set correctly, ONLYOFFICE sends the authentication request to the IdP and redirects the user to the IdP page where he/she is asked for credentials. 3. If the user is not already logged in to the IdP, he/she provides credentials in the IdP. 4. IdP creates the authentication response that contains user data and sends it to ONLYOFFICE. 5. ONLYOFFICE receives the authentication response from the Identity Provider and validates it. 6. If the response is validated, ONLYOFFICE allows the user to log in (the user will be created automatically if missing, or the data will be updated if changed in the IdP). It''s also possible to use the sign-in page on the Identity Provider side (IdP-initiated SSO), enter credentials and then access the ONLYOFFICE portal without re-authentication. Logging out from the ONLYOFFICE SP Logout can be made using 2 available ways: 1. From the ONLYOFFICE portal using the Sign Outmenu (in this case the request will be sent from IdP to logout). The user should also be automatically logged out from the IdP in case he/she is logged out from all other applications previously accessed via SSO authentication. 2. From the IdP logout page. Editing user profiles created using SSO The users created using the SSO authentication are marked with the SSO icon in the user list for the portal administrator. The possibility to edit such user profiles in the People module is restricted. The user profile fields that have been created using the SSO authentication are disabled for editing from the People module. The user data can be changed on the IdP side only. Configuring ONLYOFFICE SP and Shibboleth IdP Introduction Single Sign-on (SSO) is a technology that allows users to sign in only once and then get access to multiple applications/services without re-authentication. example: If a web portal includes several large independent sections (forum, chat, blogs etc.), a user can undergo the authentication procedure within one of the services and automatically get access to all other services without entering credentials several times. SSO is always ensured by the joint operation of two applications: an Identity Provider and a Service Provider (hereinafter referred to as "IdP" and "SP"). ONLYOFFICE SSO implements the SP only. A lot of different providers can act as an IdP, but this article considers the Shibboleth implementation.If you want to use SSO when connecting ONLYOFFICE Desktop Editors to your ONLYOFFICE Workspace, disable Private Rooms in the Control Panel. Preparing ONLYOFFICE Workspace for the SSO setup 1. Install ONLYOFFICE Workspace v. 11.0.0 for Docker or any later version with the SSO support. 2. Add a domain name, e.g., myportal-address.com. 3. On your portal, go to the Control Panel -> HTTPS, create and apply the letsencrypt certificate for the traffic encryption (to enable HTTPS on your portal). Creating Shibboleth IdP Requirements · To deploy Shibboleth IDP, a clean CentOS 7 host machine is required. · Time must be set correctly and the time synchronization service must be installed on the host machine for IDP: timedatectl status yum install ntp systemctl enable ntpd.service ntpdate time.apple.com · The unzip package must be installed on the machine: yum install unzip · Docker and Docker Compose must be installed on the machine. · A domain name must be associated with the machine (for example, your-idp- domain.com) Creating Shibboleth IdP To create, configure and start Shibboleth IDP, download and execute the install.sh script. Here''s what the script does: · downloads docker files for creating Shibboleth Idp images and containers from github, · changes the default idptestbed.edu domain in the configuration files to the domain specified when executing the script, · adds access via the SAML protocol for the specified ONLYOFFICE SP domain, · specifies which attributes are required for ONLYOFFICE SP to issue information about users from Shibboleth IDP (the Attribute Mapping setting), · creates and configures LDAP and creates users for issuing, · enables dynamic loading of metadata from ONLYOFFICE SP to Shibboleth IDP, · enables Shibboleth SLO, if necessary. 1. Download the install.sh script: curl -L https://bit.ly/3fwo5e6 -o install.sh2. Make the script executable: chmod +x install.sh 3. Execute the script replacing parameters with your own ones: ./install.sh -id your-idp-domain.com -sd myportal-address.com --no_slo Script parameters: · -id - a domain name of the current machine for Shibboleth IDP. · -sd - a domain name where ONLYOFFICE SP is deployed. · --no_slo - disables Single Logout in Shibboleth IDP (optional parameter). 4. Wait when Shibboleth IDP starts after executing the script. 5. To verify that Shibboleth IDP started correctly, open the https://your-idp- domain.com/idp/shibboleth link in your browser. An xml file should be displayed. 6. Copy the https://{your_idp_domain}/idp/shibboleth link (e.g., https://your-idp- domain.com/idp/shibboleth) and go to the ONLYOFFICE portal signing in as an administrator. Open the Control Panel -> SSO page. Configuring ONLYOFFICE SP 1. Make sure that you are signed in as an Administrator to your ONLYOFFICE Control Panel and click the SSO tab in the PORTAL SETTINGS section on the left sidebar. You can only register one enterprise Identity Provider for your organization on the ONLYOFFICE portal. 2. Enable SSO using the Enable Single Sign-on Authentication switcher and paste the link to the Shibboleth IdP into the URL to Idp Metadata XML field. 3. Press the button with the upward arrow to load the IdP metadata. The ONLYOFFICE SP Settings form will be automatically filled in with your data from the Shibboleth IdP. As we disabled SLO when executing the install.sh script by specifying the -- no_slo parameter, the IdP Single Logout Endpoint URL field will be empty. 4. Once the IdP metadata is loaded, two certificates will be added in the IdP Public certificates section. You''ll also see the pop-up window with the following text: ''Multiple Idp verification certificates are not supported. Please leave only Primary certificate''. You need to delete the second certificate in the list and leave the first certificate only, which is the primary certificate. Use the Delete link next to the secondcertificate to remove it. If you do not remove the certificate, you''ll not be able to save the settings. 5. In the Custom login button caption field, you can enter any text instead of the default one (Single Sign-on). This text will be displayed on the button used to login to the portal with the Single Sign-on service at the ONLYOFFICE authentication page. 6. Now you need to create self-signed certificates or add any other certificates in the SP Certificates section. Important! In the Use for list, choose the signing and encrypt option as your Shibboleth IdP is automatically configured with the install.sh script to verify that data is digitally signed and encrypted. 7. In the Attribute Mapping section, set the correspondence of the fields in the ONLYOFFICE People module to the user attributes which will be returned from the Shibboleth IdP. First Name urn:oid:2.5.4.42 Last Name urn:oid:2.5.4.4 Email urn:oid:0.9.2342.19200300.100.1.3 Location urn:oid:2.5.4.7 Title urn:oid:2.5.4.12 Phone urn:oid:0.9.2342.19200300.100.1.41 In the Advanced Settings section, you can check the Hide auth page option to hide default authentication page and automatically redirect to SSO service. 8. Click the Save button. 9. The ONLYOFFICE SP Metadata section should be opened. 10. Verify that our settings are publicly available by clicking the Download SP Metadata XML button. The XML file contents should be displayed. This xml file is usually used to configure Shibboleth IDP, but because the install.sh script enables DynamicHTTPMetadataProvider, we do not need to do that (Shibboleth IDP will download this xml file at the first request for the login).CShhiebcbkoinlegththIdePwork of the ONLYOFFICE SP with the The install.sh script created 4 users which can be used for testing the work of the ONLYOFFICE SP with the Shibboleth IdP. Email Username Password Comment student1@{your_idp_domain} student1 password Standard student2@{your_idp_domain} student2 password Without givenName student3@{your_idp_domain} student3 password With umlauts staff1@{your_idp_domain} staff1 password Obligatory fields only Logging in to ONLYOFFICE on the SP side 1. Go to the ONLYOFFICE Authentication page (e.g., https://myportal- address.com/Auth.aspx). 2. Click the Single sign-on button (the caption may differ if you have specified your own text when configuring ONLYOFFICE SP). If the button is missing, this means that SSO is not enabled. 3. If all the SP and IdP parameters are set correctly, we will be redirected to the Shibboleth IdP login form: 4. Enter the username and password of the Shibboleth IdP account (username: student1, password: password) and check the Don''t Remember Login box. 5. If the credentials are correct, a new window opens. Allow the provision of information to the service by clicking the Accept button. 6. If everything is correct, we will be redirected to the main page of the portal (the user will be created automatically if missing, or the data will be updated if changed in the IDP). Profiles for users added with SSO authentication The possibility to edit user profiles created using the SSO authentication is restricted. The user profile fields received from the IdP are disabled for editing (i.e. First Name, Last Name, Email, Title and Location). You can edit these fields from your IdP account only. The users created using the SSO authentication are marked with the SSO icon in the user list for the portal administrators. To log out from the Shibboleth IdP (if you have not checked the Don''t Remember Login box when logging in), go to the link that looks like this: https://{shibboleth-idp- domain}/idp/profile/LogoutConfiguring ONLYOFFICE SP and OneLogin IdP Introduction Single Sign-on (SSO) is a technology that allows users to sign in only once and then get access to multiple applications/services without re-authentication. example: If a web portal includes several large independent sections (forum, chat, blogs etc.), a user can undergo the authentication procedure within one of the services and automatically get access to all other services without entering credentials several times. SSO is always ensured by the joint operation of two applications: an Identity Provider and a Service Provider (hereinafter referred to as "IdP" and "SP"). ONLYOFFICE SSO implements the SP only. A lot of different providers can act as an IdP, but this article considers the OneLogin implementation. If you want to use SSO when connecting ONLYOFFICE Desktop Editors to your ONLYOFFICE Workspace, disable Private Rooms in the Control Panel. Preparing ONLYOFFICE Workspace for the SSO setup 1. Install ONLYOFFICE Workspace v. 11.0.0 for Docker or any later version with the SSO support. 2. Add a domain name, e.g., myportal-address.com. 3. On your portal, go to the Control Panel -> HTTPS, create and apply the letsencrypt certificate for the traffic encryption (to enable HTTPS on your portal). Creating an IdP in OneLogin 1. Sign up for OneLogin, if you have not yet registered. 2. Sign in to OneLogin as an administrator. 3. Go to the Administration section. 4. Click the Applicationsmenu. Click the Add App button. 5. In the Find Application search field, type in the following text: SAML Test Connector (Advanced): 6. Select the found option. 7. In a new window that opens, enter any Display Name, for example, "IDP OneLogin Onlyoffice v11 Test", to distinguish this application from others, replace icons with your own ones and click the Save button. 8. Go to the Configuration submenu and fill in the fields according to the table below: Please specify your own domain name or public IP where your ONLYOFFICE SP is hosted instead of myportal-address.com. Application Details RelayState https://myportal-address.comAudience (EntityID) https://myportal-address.com/sso/ Recipient https://myportal-address.com/sso/acs ACS (Consumer) URL Validator* ^https:\/\/myportal-address\.com\/sso\/acs\/$ ACS (Consumer) URL* https://myportal-address.com/sso/acs Single Logout URL https://myportal-address.com/sso/slo/callback SAML initiator Service Provider SAML nameID format Email SAML issuer type Specific SAML signature element Assertion Encrypt assertion (check this box) SAML encryption method AES-128-CBC Sign SLO Request (check this box) Sign SLO Response (check this box) 9. Click the Save button and go to the Parameters submenu. 10. Use the + button to create 5 parameters (givenName, sn, mail, title, mobile). Check the Include in SAML assertion option and specify a value from the Value list, suitable for issuing from the field catalog of the LDAP directory, for all of them: 11. Once you fill in all the necessary fields for SAML assertion attributes in the IdP, you should receive nearly the same result as shown in the figure below. Click the Save button. 12. Go to the SSO submenu. 13. Choose a valid certificate from the certificate list by clicking the Change link, if you have several certificates. In the SAML Signature Algorithm field, leave the SHA-1 option and click the Save button: 14. Copy the link from the Issuer URL field (e.g., https://app.onelogin.com/saml/metadata/4d87973f-629d-4a52-812e- bde45eff92b8) and go to the ONLYOFFICE portal signing in as an administrator. Open the Control Panel -> SSO page. Configuring ONLYOFFICE SP 1. Make sure that you are signed in as an Administrator to your ONLYOFFICE Control Panel and click the SSO tab in the PORTAL SETTINGS section on the left sidebar. You can only register one enterprise Identity Provider for your organization on the ONLYOFFICE portal.2. Enable SSO using the Enable Single Sign-on Authentication switcher and paste the link copied from the OneLogin issuer URL into the URL to Idp Metadata XML field. Press the button with the upward arrow to load the IdP metadata. The ONLYOFFICE SP Settings form will be automatically filled in with your data from the OneLogin IdP. 3. In the Custom login button caption field, you can enter any text instead of the default one (Single Sign-on). This text will be displayed on the button used to login to the portal with the Single Sign-on service at the ONLYOFFICE authentication page. 4. Now you need to create a certificate in the SP Certificates section. To do that, click the Add certificate button in the corresponding section. 5. In the opened modal window, click the Generate New Self-Signed Certificate link, choose the signing and encrypt option in the Use for list. Before you save the certificate, copy the Public Certificate text to the clipboard (it will be necessary for OneLogin), then click the OK button. 6. You should get nearly the same result: 7. It is not necessary to adjust the Attribute Mapping form, since we specified the same parameters when creating OneLogin IdP. The following values are used: First Name givenName Last Name sn Email mail Location l Title title Phone mobile In the Advanced Settings section, you can check the Hide auth page option to hide default authentication page and automatically redirect to SSO service. 8. Click the Save button. The ONLYOFFICE SP Metadata section should be opened. Verify that our settings are publicly available by clicking the Download SP Metadata XML button. The XML file contents should be displayed. 9. Return to OneLogin to set up encryption, open your application and go to the Configuration setting. Scroll down the page - the new SAML Encryption field for entering an encryption key should appear. Paste the copied Public Certificate text from the step 4 of this instruction into this field and click the Save button:COrNeLaYtiOngFFuIsCeErs in OneLogin and giving them access to To create users in OneLogin and provide them access to our ONLYOFFICE SP, perform the following steps: 1. go to the OneLogin All Users page signing in as an administrator, 2. create a new user or edit an existing one, 3. go to the Applications submenu and click the + button, 4. select our newly created application from the list and click CONTINUE, 5. in a new window that opens add the missing data and click the SAVE button, 6. now the user is able to work in ONLYOFFICE SP. COhneecLkoignigntIhdePwork of the ONLYOFFICE SP with the Logging in to ONLYOFFICE on the SP side 1. Go to the ONLYOFFICE Authentication page (e.g., https://myportal- address.com/Auth.aspx). 2. Click the Single sign-on button (the caption may differ if you have specified your own text when configuring ONLYOFFICE SP). If the button is missing, this means that SSO is not enabled. 3. If all the SP and IdP parameters are set correctly, we will be redirected to the OneLogin IdP login form: 4. Enter the login and password of the user who has been granted access to the ONLYOFFICE SP and click the LOG IN button. 5. If the credentials are correct, we will be redirected to the main page of the portal (the user will be created automatically if missing, or the data will be updated if changed in the IDP). Logging out from ONLYOFFICE SP 1. An SSO user can log out from the ONLYOFFICE portal using the Sign Outmenu. The user should also be automatically logged out from the OneLogin IdP in case he/she is logged out from all other applications that he/she has been granted access to in OneLogin and that he/she previously signed in to. 2. If you signed out successfully, you will be redirected to the portal authentication page. 3. If you click the Single Sign-on button once again, you will be redirected to the OneLogin login page again (this means that you successfully logged out from the portal): Profiles for users added with SSO authentication The possibility to edit user profiles created using the SSO authentication is restricted. The user profile fields received from the IdP are disabled for editing (i.e. First Name, Last Name, Email, Title and Location). You can edit these fields from your IdP account only.The users created using the SSO authentication are marked with the SSO icon in the user list for the portal administrators. Configuring ONLYOFFICE SP and AD FS IdP Introduction Single Sign-on (SSO) is a technology that allows users to sign in only once and then get access to multiple applications/services without re-authentication. example: If a web portal includes several large independent sections (forum, chat, blogs etc.), a user can undergo the authentication procedure within one of the services and automatically get access to all other services without entering credentials several times. SSO is always ensured by the joint operation of two applications: an Identity Provider and a Service Provider (hereinafter referred to as "IdP" and "SP"). ONLYOFFICE SSO implements the SP only. A lot of different providers can act as an IdP, but this article considers the Active Directory Federation Services (AD FS) implementation. If you want to use SSO when connecting ONLYOFFICE Desktop Editors to your ONLYOFFICE Workspace, disable Private Rooms in the Control Panel. System requirements The system requirements include the following software which has been tested and proved to be working correctly with ONLYOFFICE SSO: · Windows Server 2008 R2, Windows Server 2016; · AD FS version 3.0 or later. Preparing ONLYOFFICE Workspace for the SSO setup 1. Install ONLYOFFICE Workspace for Docker or any later version with the SSO support (AD FS is supported starting from Community Server v9.5). 2. Add a domain name, e.g., myportal-address.com. 3. On your portal, go to the Control Panel -> HTTPS, create and apply the letsencrypt certificate for the traffic encryption (to enable HTTPS on your portal). Preparing AD FS for the SSO setup 1. Install the latest AD DS (Active Directory Domain Service) version with all official updates and patches. 2. Install the latest AD FS version with all official updates and patches. 3. Verify that the link to the AD FS metadata is publicly available. To do that, 1. In the Server Manager, open Tools -> AD FS Management, 2. Go to AD FS \ Service \ Endpoints, 3. Find the row with the Federation Metadata type in the table. The link to the IdP metadata is constructed under the following scheme: https://{ad-fs-domain}/{path-to-FederationMetadata.xml}Alternatively, you can use the following PowerShell command: PS C:\Users\Administrator> (Get-ADFSEndpoint | Where {$_.Protocol -eq "FederationMetadata" -or $_.Protocol -eq "Federation Metadata"}).FullUrl.ToString() As a result you should get a link that looks like this: https://onlyofficevm.northeurope.cloudapp.azure.com/FederationMetadata/200 7-06/FederationMetadata.xml 4. To verify that AD FS has been started correctly, open the received link in a web browser. The xml should be displayed or downloaded. Copy the link to the metadata xml: it will be required at the next step. Configuring ONLYOFFICE SP 1. Make sure that you are signed in as an Administrator to your ONLYOFFICE Control Panel and click the SSO tab in the PORTAL SETTINGS section on the left sidebar. You can only register one enterprise Identity Provider for your organization on the ONLYOFFICE portal. 2. Enable SSO using the Enable Single Sign-on Authentication switcher and paste the link copied from the AD FS into the URL to Idp Metadata XML field. Press the button with the upward arrow to load the IdP metadata. The ONLYOFFICE SP Settings form will be automatically filled in with your data from the AD FS IdP. 3. In the Custom login button caption field, you can enter any text instead of the default one (Single Sign-on). This text will be displayed on the button used to login to the portal with the Single Sign-on service at the ONLYOFFICE authentication page. 4. In the NameID Format selector, choose the following value: urn:oasis:names:tc:SAML:1.1:nameid-format:emailAddress. 5. In the IdP Public Certificates \ Advanced settings section, uncheck the Verify Logout Response Signature option, as AD FS does not require that by default. 6. Now you need to add certificates to the SP Certificates section. You can generate self- signed certificates or add any other certificates. in the New Certificate window, switch the Use for selector to the signing and encrypt option, as AD FS IdP is automatically configured to verify digital signatures and encrypt data. 7. In the SP Certificates \ Advanced settings, uncheck the Sign Logout Responses, as AD FS does not require that by default.It is not necessary to adjust the Attribute Mapping form, as we will set these parameters in the AD FS IdP later. In the Advanced Settings section, you can check the Hide auth page option to hide default authentication page and automatically redirect to SSO service. 8. Click the Save button. The ONLYOFFICE SP Metadata section should be opened. Verify that our settings are publicly available by clicking the Download SP Metadata XML button. The XML file contents should be displayed. 9. Copy the link to the ONLYOFFICE SP metadata from the SP Entity ID (link to metadata XML) field and go to the machine where AD FS is installed. Configuring AD FS IdP 1. In the Server Manager, open Tools -> AD FS Management, 2. In the AD FS Management panel, select the Trust Relationships > Relying Party Trusts. Click the Add Relying Party Trust... option on the right. The Add Relying Party Trust Wizard opens, 3. In the wizard window, select the Import data about the relying party published online or on a local network radio button, paste the previously copied link to the ONLYOFFICE SP metadata into the Federation metadata address (host name or URL) field and click the Next button, 4. In the Display name field, specify any name and click the Next button, 5. Select the I do not want to configure multi-factor authentication settings for this relying party trust at this time option and click the Next button, 6. Select the Permit all users to access this relying party option and click the Next button, 7. Check the resulting settings and click the Next button, 8. Leave the default option unchanged and click the Close button, 9. A new window opens. At the Issuance Transform Rules tab, click the Add Rule... button, 10. Select the Send LDAP Attributes as Claims option from the Claim rule template list and click the Next button, 11. Type in any name in the Claim rule name field. Select the Active Directory option from the Attribute store list and fill in theMapping of LDAP attributes to outgoing claim types form according to the table below. When ready, click Finish. LtoDAadPdAmttorirbeu)te (Select or type Outgoing Claim Type (Select or type to add more) Given-Name givenName Surname snE-Mail-Addresses mail Telephone-Number mobile Title title physicalDeliveryOfficeName l 12. In the Edit Claim Rules window, click the Add Rule... button once again, select the Transform an Incoming Claim option from the Claim rule template list and click the Next button, 13. Type in any name in the Claim rule name field and select the following options from the lists: o Incoming claim type:mail, o Outgoing claim type: Name ID, o Outgoing name ID format: Email When ready, click the Finish button. If logout from AD FS does not work, it''s recommended to add a Custom Claim Rule replacing {portal-domain} with your SP domain and changing {ad-fs-domain} to your IdP domain: c:[Type == "mail"] => issue(Type = "http://schemas.xmlsoap.org/ws/2005/05/identity/claims/nameidentifier", Issuer = c.Issuer, OriginalIssuer = c.OriginalIssuer, Value = c.Value, ValueType = c.ValueType, Properties["http://schemas.xmlsoap.org/ws/2005/05/identity/claimproperties/format"] = "urn:oasis:names:tc:SAML:1.1:nameid-format:emailAddress", Properties["http://schemas.xmlsoap.org/ws/2005/05/identity/claimproperties/namequal ifier"] = "http://{ad-fs-domain}/adfs/services/trust", Properties["http://schemas.xmlsoap.org/ws/2005/05/identity/claimproperties/spnameq ualifier"] = "https://{portal-domain}/sso/metadata"); 14. Click the OK button, 15. So that SSO can work from the intranet you need to enable the Forms Authentication option in the Edit Global Authentication Policy (contextual menu AD FS / Authentication Policies), 16. Open the properties of the created relying party trust and switch to the Advanced tab, Select the SHA-1 option in the Secure hash algorithm list.CAhDeFcSkiIndgPthe work of the ONLYOFFICE SP with the Logging in to ONLYOFFICE on the SP side 1. Go to the ONLYOFFICE Authentication page (e.g., https://myportal- address.com/auth.aspx). 2. Click the Single sign-on button (the caption may differ if you have specified your own text when configuring ONLYOFFICE SP). If the button is missing, this means that SSO is not enabled. 3. If all the SP and IdP parameters are set correctly, we will be redirected to the AD FS IdP login form. 4. Enter the login and password of the AD FS IdP account and click the Sign in button. 5. If the credentials are correct, we will be redirected to the main page of the portal (the user will be created automatically if missing, or the data will be updated if changed in the IDP). Profiles for users added with SSO authentication The possibility to edit user profiles created using the SSO authentication is restricted. The user profile fields received from the IdP are disabled for editing (i.e. First Name, Last Name, Email, Title and Location). You can edit these fields from your IdP account only. The users created using the SSO authentication are marked with the SSO icon in the user list for the portal administrators. Branding your online office With the Branding feature provided by the Control Panel, you can easily replace branding elements used in the online office interface and customize the look of the portal according to your company brand: · use your company name in the text elements, such as tooltips, message boxes etc., · replace the default favicon and logos with your own logo, · change the information displayed in the About this program window, · hide or show links to external resources, such as Feedback and Support form, Help Center etc. Branding settings can be applied to all portals or to the current portal only. To access Control Panel, sign in to your portal and click the ''Control Panel'' link on the Start Page. Alternatively, you can go to the portal ''Settings'' and click the ''Control Panel'' link on the left-side panel. Changing branding elements for all portals The COMMON SETTINGS section allows you to change settings for all your portals.Open the Branding page in the COMMON SETTINGS section on the left sidebar. You can change basic and advanced branding settings. Changing basic branding settings The BASIC tab is opened by default. Here you can change the company name and replace logos. 1. Enter your Company name in the text entry field to change all the titles and messages in the online office interface where the default value is used replacing it with the one you specified. Click the USE AS LOGO button to the right of the entry field if you want to use your company name as a text logo (instead of an image logo) - all the logos below will change correspondingly. 2. Replace all the image Logos which appear in the online office: We recommended that you use images in the PNG format with a transparent background. To improve your logos legibility and make their outline clearly distinguishable, you also need to optimize them for use on dark or light backgrounds. The image sizes must strictly correspond to the sizes specified next to each logo. · Logo for the editor headers (172x40) (available for the paid server version only) - this logo appears in the upper left corner of the online editors launched. · Logo for the portal header (284x46) - this logo appears in the upper left corner of every portal page. · Logo for the About/Login page and editor embedded mode (432x70) - this logo appears on the Sign In page of the portal, the About page (user profile -> About this program) and in the upper left corner of your portal documents embedded into web pages. · Favicon (32x32) - this logo appears in the address bar or tab of a web browser when the portal is opened in it, or on the bookmarks panel if you''ve added the portal address to the bookmarks. Click the CHANGE button to the right of the logo you want to replace. In the window that opens, browse for the necessary image file and click the Open button. The image will be loaded and displayed in the corresponding Logo field. 3. click the SAVE button at the bottom of the page to make the parameters you set take effect. To return to the default settings, click the RESTORE DEFAULT button. Changing advanced branding settings Switch to the ADVANCED tab of the Branding page in the COMMON SETTINGS section. Here you can change the information displayed in the About this program window and hide links to external resources.The Company info settings section is used to specify your company information displayed in the About this program window. 1. Enter your company name, email address, phone number, website URL address and postal address into the corresponding fields. 2. Click the SAVE button at the bottom of this section. The Additional resources section is used to choose if you want to display links to additional resources in all portal modules and sample documents in the Documentsmodule. 1. Uncheck the elements you want to hide and leave checked the ones you want to display: · Show Feedback & Support link - is used to hide or show the link to the Feedback and Support form which is used to contact ONLYOFFICE support team. · Show sample documents - is used to hide or show sample documents in the Documentsmodule. · Show link to Video Guides - is used to hide or show the link to the web page containing training videos. · Show link to Help Center - is used to hide or show the link to the Help Center page. 2. Click the SAVE button at the bottom of this section. Changing branding elements for the current portal The PORTAL SETTINGS section allows you to change settings for the current portal only. Switch to the Control Panel within the necessary portal and open the Branding page in the PORTAL SETTINGS section on the left sidebar. Here you can change basic branding settings for your current portal. The settings are similar to those contained in the BASIC settings tab within the COMMON SETTINGS section. Advanced branding settings are not available for the current portal and can be changed for all portals only. Tracking login history Introduction The Login History section of the Control Panel is used to monitor the latest user login activity including successful logins and failed attempts with an indication of reasons.To access Control Panel, sign in to your portal and click the ''Control Panel'' link on the Start Page. Alternatively, you can go to the portal ''Settings'' and click the ''Control Panel'' link on the left-side panel. Viewing login history Switch to the Control Panel within the necessary portal and open the Login History page in the PORTAL SETTINGS section on the left sidebar. This page displays only the last 20 records. Each record shows which action took place, who performed it and when the event occurred. You can also set the period to store the data. By default, it is set to 180 days. To view the detailed statistics for the latest half year click the Download and open report button. The report will open in an .xlsx spreadsheet (LoginHistory_ReportStartDate- EndDate.xlsx). The file will also be automatically saved to theMy documents section. The login history report includes the following details: user IP address, Browser and Platform which were being used when the registered event occurred, Date and time of the event, name of the User who made an attempt to log in/log out, portal Page where the action has been performed, specific Action (for example, Login Fail. Associated Social Account Not Found). The records are sorted chronologically in descending order, but you can easily sort and filter the data by any parameter or use the search tool to quickly find a specific record. In the Online Users section, you can also view the list of the users who are currently logged in as well as each online user session duration. Receiving audit trail data Introduction The Audit Trail section of the Control Panel allows you to browse through the list of the latest changes (creation, modification, deletion etc.) made by users to the entities (tasks, opportunities, files etc.) on your portal. To access Control Panel, sign in to your portal and click the ''Control Panel'' link on the Start Page. Alternatively, you can go to the portal ''Settings'' and click the ''Control Panel'' link on the left-side panel.Viewing audit trail data Switch to the Control Panel within the necessary portal and open the Audit Trail page in the PORTAL SETTINGS section on the left sidebar. This feature is currently available for the Common section of the Documentsmodule, Projects, CRM and Peoplemodules, as well as for portal settings. This page displays only the last 20 records. Each record shows which action took place, who performed it and when the event occurred. You can also set the period to store the data. By default, it is set to 180 days. To view the detailed statistics for the latest half year click the Download and open report button. The report will open in an .xlsx spreadsheet (AuditTrail_ReportStartDate- EndDate.xlsx). The file will also be automatically saved to theMy documents section. The audit trail report includes the following details: user IP address, Browser and Platform which were being used when the registered event occurred, Date and time of the event, name of the User who performed the operation, portal Page where the action has been performed, generic Action Type (for example, download, attach, updated access), specific Action (for example, Projects [Product development and promotion]. Tasks [Distribute coupons]. Status Updated: Closed ), Product andModule that the changed entity is referred to. The records are sorted chronologically in descending order, but you can easily sort and filter the data by any parameter or use the search tool to quickly find a specific record.ONLYOFFICE Docs ONLYOFFICE Document Editor Program interface Introducing the user interface of the Document Editor The Document Editor uses a tabbed interface where editing commands are grouped into tabs by functionality. 1. The Editor header displays the ONLYOFFICE logo, tabs for all opened documents with their names and menu tabs. On the left side of the Editor header, the Save, Print file, Undo and Redo buttons are located. On the right side of the Editor header, along with the user name the following icons are displayed: · Open file location - in the desktop version, it allows opening the folder, where the file is stored, in the File explorer window. In the online version, it allows opening the folder of the Documentsmodule, where the file is stored, in a new browser tab. · It allows adjusting the View Settings and access the Advanced Settings of the editor. · Manage document access rights (available in the online version only). It allows adjusting access rights for the documents stored in the cloud. · Mark as favorite - click the star to add a file to favorites as to make it easy to find. The added file is just a shortcut so the file itself remains stored in its original location. Deleting a file from favorites does not remove the file from its original location. 2. The Top toolbar displays a set of editing commands depending on the selected menu tab. Currently, the following tabs are available: File, Home, Insert, Layout, References, Collaboration, Protection, Plugins. The Copy and Paste options are always available on the left side of the Top toolbar regardless of the selected tab. 3. The Status bar located at the bottom of the editor window indicates the page number and displays some notifications (for example, "All changes saved", etc.). It alsoallows setting the text language, enabling spell checking, turning on the track changes mode and adjusting zoom. 4. The Left sidebar contains the following icons: · - allows using the Search and Replace tool, · - allows opening the Comments panel, · - allows going to the Navigation panel and managing headings, · - (available in the online version only) allows opening the Chat panel, · - (available in the online version only) allows to contact our support team, · - (available in the online version only) allows to view the information about the program. 5. Right sidebar sidebar allows adjusting additional parameters of different objects. When you select a particular object in the text, the corresponding icon is activated on the Right sidebar. Click this icon to expand the Right sidebar. 6. The horizontal and vertical Rulersmake it possible to align the text and other elements in the document, set up margins, tab stops and paragraph indents. 7. Working area allows to view document content, enter and edit data. 8. Scroll bar on the right allows to scroll up and down multi-page documents. For your convenience, you can hide some components and display them again when them when necessary. To learn more about adjusting view settings, please refer to this page. File tab The File tab allows performing some basic operations. With this tab, you can use the following options: · in the online version: save the current file (in case the Autosave option is disabled), save it in the required format on the hard disk drive of your computer with the Download as option, save a copy of the file in the selected format to the portal documents with the Save copy as option, print or rename the current file. in the desktop version: save the current file without changing its format and location using the Save option, save it changing its name, location or format using the Save as option or print the current file. · protect the file using a password, change or remove the password (available in the desktop version only); · create a new document or open a recently edited one (available in the online version only), · view general information about the document or change some file properties, · manage access rights (available in the online version only), · track version history (available in the online version only), · access the Advanced Settings of the editor, · in the desktop version, open the folder, where the file is stored, in the File explorer window. In the online version, open the folder of the Documentsmodule, where the file is stored, in a new browser tab.Home tab The Home tab appears by default when you open a document. It also allows formating fonts and paragraphs. Some other options are also available here, such asMail Merge and color schemes. Using this tab, you can: · adjust the font type, its size and color, · apply font decoration styles, · select a background color for a paragraph, · create bulleted and numbered lists, · change paragraph indents, · set paragraph line spacing, · align your text in a paragraph, · show/hide non-printing characters, · copy/clear text formatting, · change the color scheme, · useMail Merge (available in the online version only), · manage styles. Insert tab The Insert tab allows adding some page formatting elements as well as visual objects and comments. Using this tab, you can: · insert a blank page, · insert page breaks, section breaks and column breaks, · insert tables, images, charts, shapes, · insert hyperlinks, comments, · insert headers and footers, page numbers, date & time, · cinosnetrrtotelsx.t boxes and Text Art objects, equations, symbols, drop caps, content Layout tab The Layout tab allows changing the appearance of a document: setting up page parameters and defining the arrangement of visual elements. Using this tab, you can: · adjust pagemargins, orientation and size, · add columns,· insert page breaks, section breaks and column breaks, · insert line numbers, · align and arrange objects (tables, pictures, charts, shapes), · change the wrapping style and edit wrap boundary, · add a watermark. References tab The References tab allows managing different types of references: adding and refreshing tables of contents, creating and editing footnotes, inserting hyperlinks. Using this tab, you can: · create and automatically update a table of contents, · insert footnotes and endnotes, · insert hyperlinks, · add bookmarks. · add captions, · insert cross-references, · create a table of figures. Collaboration tab The Collaboration tab allows collaborating on documents. In the online version, you can share the file, select the required co-editing mode, manage comments, track changes made by a reviewer, view all versions and revisions. In the commenting mode, you can add and remove comments, navigate between the tracked changes, use the built-in chat and view the version history. In the desktop version, you can manage comments and use the Track Changes feature. Using this tab, you can: · specify the sharing settings (available in the online version only), · switch between the Strict and Fast co-editing modes (available in the online version only), · add or remove comments to the document, · enable the Track Changes feature, · choose the changes display mode, · manage the suggested changes, · load a document for comparison (available in the online version only), · open the Chat panel (available in the online version only), · track the version history (available in the online version only).Plugins tab The Plugins tab allows accessing the advanced editing features using the available third-party components. This tab also makes it possible to use macros to simplify routine operations. The Settings button allows viewing and managing all the installed plugins as well as adding new ones. TheMacros button allows you to create and run your own macros. To learn more about macros, please refer to our API Documentation. Currently, the following plugins are available by default: · Send allows to send the document via email using the default desktop mail client (available in the desktop version only), · Highlight code allows to highlight syntax of the code selecting the necessary language, style, background color, · OCR allows to recognize text included into a picture and insert it into the document text, · Photo Editor allows to edit images: crop, flip, rotate them, draw lines and shapes, add icons and text, load a mask and apply filters such as Grayscale, Invert, Sepia, Blur, Sharpen, Emboss, etc., · Speech allows to convert the selected text into speech (available in the online version only), · Thesaurus allows to search for synonyms and antonyms of a word and replace it with the selected one, · Translator allows to translate the selected text into other languages, Note: this plugin doesn''t work in Internet Explorer. · YouTube allows to embed YouTube videos into your document, · Mendeley allows to manage research papers and generate bibliographies for scholarly articles (available in the online version only), · Zotero allows to manage bibliographic data and related research materials (available in the online version only), · EasyBib helps to find and insert related books, journal articles and websites (available in the online version only). TheWordpress and EasyBib plugins can be used if you connect the corresponding services in your portal settings. You can use the following instructions for the server version or for the SaaS version.Basic operations Create a new document or open an existing one To create a new document In the online editor 1. click the File tab on the top toolbar, 2. select the Create New option. In the desktop editor 1. in the main program window, select the Documentmenu item from the Create new section on the left sidebar - a new file will open in a new tab, 2. when all the necessary changes are made, click the Save icon in the upper left corner or switch to the File tab and choose the Save asmenu item. 3. in the file manager window, select the file location, specify its name, choose the required format for saving (DOCX, Document template (DOTX), ODT, OTT, RTF, TXT, PDF or PDFA) and click the Save button. To open an existing document In the desktop editor 1. in the main program window, select the Open local filemenu item on the left sidebar, 2. choose the required document from the file manager window and click the Open button. You can also right-click the required document in the file manager window, select the Open with option and choose the necessary application from the menu. If text documents are associated with the application you need, you can also open them by double-clicking the file name in the file explorer window. All the directories that you have navigated through using the desktop editor will be displayed in the Recent folders list so that you can quickly access them afterwards. Click the required folder to select one of the files stored there. To open a recently edited document In the online editor 1. click the File tab on the top toolbar, 2. select the Open Recent... option, 3. choose the document you need from the list of recently edited documents. In the desktop editor 1. in the main program window, select the Recent filesmenu item on the left sidebar,2. choose the document you need from the list of recently edited documents. To open the folder, where the file is stored, in a new browser tab in the online editor in the file explorer window in the desktop editor, click the Open file location icon on the right side of the editor header. Alternatively, you can switch to the File tab on the top toolbar and select the Open file location option. Copy/paste text passages, undo/redo your actions Use basic clipboard operations To cut, copy and paste text passages and inserted objects (autoshapes, images, charts) in the current document, select the corresponding options from the right-click menu or click the icons located on any tab of the top toolbar: · Cut – select a text fragment or an object and use the Cut option from the right-click menu to delete the selected text and send it to the computer clipboard memory. The cut text can be later inserted to another place in the same document. · Copy – select a text fragment or an object and use the Copy option from the right-click menu, or the Copy icon on the top toolbar to copy the selected text to the computer clipboard memory. The copied text can be later inserted to another place in the same document. · Paste – find the place in your document where you need to paste the previously copied text fragment/object and use the the Paste option from the right-click menu, or the Paste icon on the top toolbar. The copied text/object will be inserted to the current cursor position. The data can be previously copied from the same document. In the online version, the key combinations below are only used to copy or paste data from/into another document or a program. In the desktop version, both corresponding buttons/menu options and key combinations can be used for any copy/paste operations: · Ctrl+X key combination for cutting; · Ctrl+C key combination for copying; · Ctrl+V key combination for pasting. Note: instead of cutting and pasting text fragments in the same document, you can just select the required text passage and drag and drop it to the necessary position. Use the Paste Special feature Once the copied text is pasted, the Paste Special button appears next to the inserted text passage. Click this button to select the necessary paste option. When pasting a text paragraph or some text within autoshapes, the following options are available: · Paste - allows pasting the copied text keeping its original formatting.· Keep text only - allows pasting the text without its original formatting. If you copy a table and paste it into an already existing table, the following options are available: · Overwrite cells - allows replacing the contents of the existing table with the copied data. This option is selected by default. · Nest table - allows pasting the copied table as a nested table into the selected cell of the existing table. · Keep text only - allows pasting the table contents as text values separated by the tab character. To enable / disable the automatic appearance of the Paste Special button after pasting, go to the File tab > Advanced Settings... and check / uncheck the Cut, copy and paste checkbox. Undo/redo your actions To perform undo/redo operations, click the corresponding icons in the editor header or use the following keyboard shortcuts: · Undo – use the Undo icon on the left side of the editor header or the Ctrl+Z key combination to undo the last operation you performed. · Redo – use the Redo icon on the left part of the editor header or the Ctrl+Y key combination to redo the last undone operation. Note: when you co-edit a document in the Fastmode, the possibility to Redo the last undone operation is not available. Change color scheme Color schemes are applied to the whole document. They are used to quickly change the appearance of your document because they define the Theme Colors palette for different document elements (font, background, tables, autoshapes, charts). If you applied some Theme Colors to the document elements and then select a different Color Scheme, the applied colors in your document will change correspondingly. To change a color scheme, click the downward arrow next to the Change color scheme icon on the Home tab of the top toolbar and select the required color scheme from the list: Office, Grayscale, Apex, Aspect, Civic, Concourse, Equity, Flow, Foundry,Median,Metr o,Module, Odulent, Oriel, Origin, Paper, Solstice, Technic, Trek, Urban, Verve. The selected color scheme will be highlighted in the list.Once you select the preferred color scheme, you can select other colors in the color palettes window that corresponds to the document element you want to apply the color to. For most document elements, the color palettes window can be accessed by clicking the colored box on the right sidebar when the required element is selected. For the font, this window can be opened using the downward arrow next to the Font color icon on the Home tab of the top toolbar. The following palettes are available: · Theme Colors - the colors that correspond to the selected color scheme of the document. · Standard Colors - a set of default colors. The selected color scheme does not affect them. · Custom Color - click this caption if the required color is missing among the available palettes. Select the necessary color range moving the vertical color slider and set a specific color dragging the color picker within the large square color field. Once you select a color with the color picker, the appropriate RGB and sRGB color values will be displayed in the fields on the right. You can also define a color on the base of the RGB color model by entering the corresponding numeric values into the R, G, B (red, green, blue) fields or enter the sRGB hexadecimal code into the field marked with the # sign. The selected color appears in the New preview box. If the object was previously filled with any custom color, this color is displayed in the Current box so you can compare the original and modified colors. When the color is defined, click the Add button. The custom color will be applied to the selected element and added to the Custom color palette. Page formatting Set page parameters To change page layout, i.e. set page orientation and size, adjust margins and insert columns, use the corresponding icons on the Layout tab of the top toolbar. Page Orientation Change the current orientation by type clicking the Orientation icon. The default orientation type is Portrait that can be switched to Album.Page Size Change the default A4 format by clicking the Size icon and selecting the required format from the list. The following preset sizes are available: · US Letter (21,59cm x 27,94cm) · US Legal (21,59cm x 35,56cm) · A4 (21cm x 29,7cm) · A5 (14,81cm x 20,99cm) · B5 (17,6cm x 25,01cm) · Envelope #10 (10,48cm x 24,13cm) · Envelope DL (11,01cm x 22,01cm) · Tabloid (27,94cm x 43,17cm) · AЗ (29,7cm x 42,01cm) · Tabloid Oversize (30,48cm x 45,71cm) · ROC 16K (19,68cm x 27,3cm) · Envelope Choukei 3 (11,99cm x 23,49cm) · Super B/A3 (33,02cm x 48,25cm) You can also set a special page size by selecting the Custom Page Size option from the list. The Page Size window will open where you''ll be able to select the required Preset (US Letter, US Legal, A4, A5, B5, Envelope #10, Envelope DL, Tabloid, AЗ, Tabloid Oversize, ROC 16K, Envelope Choukei 3, Super B/A3, A0, A1, A2, A6) or set customWidth and Height values. Enter new values into the entry fields or adjust the existing values using the arrow buttons. When you finish, click OK to apply the changes. Page Margins Change the default margins, i.e. the blank space between the left, right, top and bottom page edges and the paragraph text, by clicking the Margins icon and selecting one of the available presets: Normal, US Normal, Narrow,Moderate,Wide. You can also use the Custom Margins option to set your own values in the Margins window. Enter the required Top, Bottom, Left and Right page margin values into the entry fields or adjust the existing values using arrow buttons. Gutter position is used to set up additional space on the left side of the document or at its top. The Gutter option is helpful to make sure that bookbinding does not cover the text. In theMargins enter the required gutter position into the entry fields and choose where it should be placed in. Note: the Gutter position cannot be used when theMirror margins option is checked. In theMultiple pages drop-down menu, choose theMirror margins option to set up facing pages for double-sided documents. With this option checked, Left and Rightmargins turn into Inside and Outsidemargins respectively. In Orientation drop-down menu choose from Portrait and Landscape options.All applied changes to the document will be displayed in the Preview window. When you finish, click OK. The custom margins will be applied to the current document and the Last Custom option with the specified parameters will appear in the Margins list so that you will be able to apply them to other documents. You can also change the margins manually by dragging the border between the grey and white areas on the rulers (the gray areas of the rulers indicate page margins): Columns Apply a multi-column layout by clicking the Columns icon and selecting the necessary column type from the drop-down list. The following options are available: · Two - to add two columns of the same width, · Three - to add three columns of the same width, · Left - to add two columns: a narrow column on the left and a wide column on the right, · Right - to add two columns: a narrow column on the right and a wide column on the left. If you want to adjust column settings, select the Custom Columns option from the list. The Columns window will appear, and you''ll be able to set the required Number of columns (you can add up to 12 columns) and Spacing between columns. Enter your new values into the entry fields or adjust the existing values using arrow buttons. Check the Column divider box to add a vertical line between the columns. When you finish, click OK to apply the changes. To exactly specify where a new column should start, place the cursor before the text that you want to move to the new column, click the Breaks icon on the top toolbar and then select the Insert Column Break option. The text will be moved to the next column. The inserted column breaks are indicated in your document with a dotted line: . If you do not see the inserted column breaks, click the icon at the Home tab on the top toolbar to make them visible. To remove a column break select it with the mouse and press the Delete key. To manually change the column width and spacing, you can use the horizontal ruler. To cancel columns and return to a regular single-column layout, click the Columns icon on the top toolbar and select the One option from the list.Show/hide nonprinting characters Nonprinting characters help you edit a document. They indicate the presence of various types of formatting elements, but they cannot be printed with the document even if they are displayed on the screen. To show or hide nonprinting characters, click the Nonprinting characters icon at the Home tab on the top toolbar. Alternatively, you can use the Ctrl+Shift+Num8 key combination. Nonprinting characters include: Spaces Inserted when you press the Spacebar on the keyboard. They create a space between characters. Tabs Inserted when you press the Tab key. They are used to advance the cursor to the next tab stop. Paragraph marks (i.e. Inserted when you press the Enter key. They ends a hard paragraph and adds a bit of space after it. They also returns) contain information about the paragraph formatting. Line breaks Inserted when you use the Shift+Enter key combination. (i.e. soft They break the current line and put the text lines close returns) together. Soft return are primarily used in titles and headings. Nonbreaking Inserted when you use the Ctrl+Shift+Spacebar key spaces combination. They create a space between characters which can''t be used to start a new line. Inserted when you use the Breaks icon on the Insert or Layout tabs of the top toolbar and then Page breaks select one of the Insert Page Break submenu options (the section break indicator differs depending on which option is selected: Next Page, Continuous Page, Even Page or Odd Page). Inserted when you use the Breaks icon on Section the Insert or Layout tab of the top toolbar and then breaks select one of the Insert Section Break submenu options (the section break indicator differs depending on which option is selected: Next Page, Continuous Page, Even Page or Odd Page). Column breaks Inserted when you use the Breaks icon onthe Insert or Layout tab of the top toolbar and then select the Insert Column Break option. End-of-cell and end-of Contain formatting codes for an individual cell and a row, row markers respectively. in tables Small black square in the margin Indicates that at least one of the paragraph options was to the left of applied, e.g. Keep lines together, Page break before. a paragraph Indicate the position of floating objects (objects whose Anchor wrapping style is different from Inline), e.g. images, symbols autoshapes, charts. You should select an object to make its anchor visible. Insert section breaks Section breaks allow you to apply different layouts or formatting styles to a certain part of your document. For example, you can use individual headers and footers, page numbering, footnotes format, margins, size, orientation, or column number for each separate section. Note: an inserted section break defines formatting of the preceding part of the document. To insert a section break at the current cursor position: 1. click the Breaks icon on the Insert or Layout tab of the top toolbar, 2. select the Insert Section Break submenu 3. select the necessary section break type: · Next Page - to start a new section from the next page · Continuous Page - to start a new section on the current page · Even Page - to start a new section from the next even page · Odd Page - to start a new section from the next odd page The added section breaks are indicated in your document with a double dotted line: If you do not see the inserted section breaks, click the icon on the Home tab of the top toolbar to display them. To remove a section break, select it with the mouse and press the Delete key. Since a section break defines formatting of the previous section, when you remove a section break, this sectionformatting will also be deleted. When you delete a section break, the text before and after the break is combined into one section. The new combined section will use the formatting from the section that followed the section break. Insert headers and footers To add a new header or footer to your document or edit one that already exists, 1. switch to the Insert tab of the top toolbar, 2. click the Header/Footer icon on the top toolbar, 3. select one of the following options: · Edit Header to insert or edit the header text. · Edit Footer to insert or edit the footer text. 4. change the current parameters for headers or footers on the right sidebar: · Set the Position of the text: to the top for headers or to the bottom for footers. · Check the Different first page box to apply a different header or footer to the very first page or in case you don''t want to add any header/ footer to it at all. · Use the Different odd and even pages box to add different headers/footer for odd and even pages. · The Link to Previous option is available in case you''ve previously added sections into your document. If not, it will be grayed out. Moreover, this option is also unavailable for the very first section (i.e. when a header or footer that belongs to the first section is selected). By default, this box is checked, so that the same headers/footers are applied to all the sections. If you select a header or footer area, you will see that the area is marked with the Same as Previous label. Uncheck the Link to Previous box to use different headers/footers for each section of the document. The Same as Previous label will no longer be displayed. To enter a text or edit the already entered text and adjust the header or footer settings, you can also double-click anywhere on the top or bottom margin of your document or click with the right mouse button there and select the only menu option - Edit Header or Edit Footer. To switch to the document body, double-click within the working area. The text you use as a header or footer will be displayed in gray. Insert date and time To insert Date and time into your document, 1. put the cursor where you want to insert Date and time, 2. switch to the Insert tab of the top toolbar, 3. click the Date & time icon on the top toolbar, 4. in the Date & time window that will appear, specify the following parameters:· Select the required language. · Select one of the suggested formats. · Check the Update automatically checkbox to let the date & time update automatically based on the current state. Note: you can also update the date and time manually by using the Refresh field option from the contextual menu. · Click the Set as default button to make the current format the default for this language. 5. Click the OK button. Insert page numbers To insert page numbers into your document, 1. switch to the Insert tab of the top toolbar, 2. click the Header/Footer icon on the top toolbar, 3. choose the Insert Page Number submenu, 4. select one of the following options: · To add a page number to each page of your document, select the page number position on the page. · To insert a page number at the current cursor position, select the To Current Position option. Note: to insert a current page number at the current cursor position you can also use the Ctrl+Shift+P key combination. To insert the total number of pages in your document (e.g. if you want to create the Page X of Y entry): 1. put the cursor where you want to insert the total number of pages, 2. click the Header/Footer icon on the top toolbar, 3. select the Insert number of pages option. To edit the page number settings, 1. double-click the page number added, 2. change the current parameters on the right sidebar: · Set the Position of page numbers on the page accordingly to the top and bottom of the page. · Check the Different first page box to apply a different page number to the very first page or in case you don''t want to add any number to it at all. · Use the Different odd and even pages box to insert different page numbers for odd and even pages. · The Link to Previous option is available in case you''ve previously added sections into your document. If not, it will be grayed out. Moreover, thisoption is also unavailable for the very first section (i.e. when a header or footer that belongs to the first section is selected). By default, this box is checked, so that unified numbering is applied to all the sections. If you select a header or footer area, you will see that the area is marked with the Same as Previous label. Uncheck the Link to Previous box to use different page numbering for each section of the document. The Same as Previous label will no longer be displayed. · The Page Numbering section allows adjusting page numbering options throughout different sections of the document. The Continue from previous section option is selected by default and makes it possible to keep continuous page numbering after a section break. If you want to start page numbering with a specific number in the current section of the document, select the Start at radio button and enter the required starting value in the field on the right. To return to the document editing, double-click within the working area. Insert line numbers wThheenOyNoLuYnOeFeFdICtoEreDfeorctuomaesnpteEcdifiictolirnceaonf cthoeundtolcinuemseinnty, oeu.gr.dinocaumlegeanlt aagurteoemmaeticnat lolyr.aTchoisdfeeascturirpet.cUansebe useful tsheequence iLsinnoetNauppmlibeedrtsottohoel tteoxatpinpltyhelinoebnjeucmtsbseuricnhgatos tthaebledso,ctuemxtebnot.xPelses are treated as one line. ,acsheanrtost,ehtehaadtethrse/flobject oinoetenrsu,mebtce.rTinhgese Applying line numbering 1. Open the Layout tab located at the top toolbar and click on the Line Numbers icon. 2. Choose the required parameters for a quick set-up in the opened drop-down menu: · Continuous - each line of the document will be assigned a sequence number. · Restart Each Page - the line numbering sequence will restart on each page of the document. · Restart Each Section - the line numbering sequence will restart in each section of the document. · Suppress for Current Paragraph - the current paragraph will be skipped in the line numbering sequence. To exclude several paragraphs from the sequence, select them via the left-mouse button before applying this parameter. 3. Specify the advanced parameters if needed. Click the Line Numbering Options item in the Line Numbers drop-down menu. Check the Add line numbering box to apply the line numbering to the document and to access the advanced parameters of the option: · Start at sets the starting numeric value of the line numbering sequence. The parameter is set to 1 by default. · From text specifies the distance between the line numbers and the text. Enter the required value in cm. The parameter is set to Auto by default.· Count by specifies the sequence numbers that are displayed if not counted by 1, i.e. the numbers are counted in a bunch by 2s, 3s, 4s, etc. Enter the required numeric value. The parameter is set to 1 by default. · Restart Each Page - the line numbering sequence will restart on each page of the document. · Restart Each Sectionthe line numbering sequence will restart in each section of the document. · Continuous - each line of the document will be assigned a sequence number. · The Apply changes to parameter specifies the part of the document you want to assign sequence numbers to. Choose one of the available presets: Current section to apply line numbering to the selected section of the document; This point forward to apply line numbering to the text following the current cursor position;Whole document to apply line numbering to the whole document. The parameter is set toWhole document by default. · Click OK to apply the changes. Removing line numbering To remove the line numbering sequence, 1. open the Layout tab located at the top toolbar and click on the Line Numbers icon, 2. choose the None option in the opened drop-down menu or choose the Line Numbering Options item in the menu and deactivate the Add line numbering box in the opened Line Numbers window. Insert footnotes You can insert footnotes to add explanations or comments for certain sentences or terms used in your text, make references to the sources, etc. Inserting footnotes To insert a footnote into your document, 1. position the insertion point at the end of the text passage that you want to add the footnote to, 2. switch to the References tab located at the top toolbar, 3. click the Footnote icon on the top toolbar, or click the arrow next to the Footnote icon and select the Insert Footnote option from the menu, The footnote mark (i.e. the superscript character that indicates a footnote) appears in the text of the document, and the insertion point moves to the bottom of the current page.4. type in the footnote text. Repeat the above mentioned operations to add subsequent footnotes for other text passages in the document. The footnotes are numbered automatically. Display of footnotes in the document If you hover the mouse pointer over the footnote mark in the document text, a small pop-up window with the footnote text appears. Navigating through footnotes To easily navigate through the added footnotes in the text of the document, 1. click the arrow next to the Footnote icon on the References tab located at the top toolbar, 2. in the Go to Footnotes section, use the arrow to go to the previous footnote or the arrow to go to the next footnote. Editing footnotes To edit the footnotes settings, 1. click the arrow next to the Footnote icon on the References tab located at the top toolbar, 2. select the Notes Settings option from the menu, 3. change the current parameters in the Notes Settings window that will appear:· Activate the Footnote box to edit the footnotes only. · Set the Location of footnotes on the page selecting one of the available options from the drop-down menu to the right: o Bottom of page - to position footnotes at the bottom of the page (this option is selected by default). o Below text - to position footnotes closer to the text. This option can be useful in cases when the page contains a short text. · Adjust the footnotes Format: o Number Format - select the necessary number format from the available ones: 1, 2, 3,..., a, b, c,..., A, B, C,..., i, ii, iii,..., I, II, III,.... o Start at - use the arrows to set the number or letter you want to start numbering with. o Numbering - select a way to number your footnotes: o Continuous - to number footnotes sequentially throughout the document, o Restart each section - to start footnote numbering with 1 (or another specified character) at the beginning of each section, o Restart each page - to start footnote numbering with 1 (or another specified character) at the beginning of each page. o Custom Mark - set a special character or a word you want to use as the footnote mark (e.g. * or Note1). Enter the necessary character/word into the text entry field and click the Insert button at the bottom of the Notes Settings window. · Use the Apply changes to drop-down list if you want to apply the specified notes settings to theWhole document or the Current section only. Note: to use different footnotes formatting in separate parts of the document, you need to add section breaks first.4. When you finish, click the Apply button. Removing footnotes To remove a single footnote, position the insertion point directly before the footnote mark in the text and press Delete. Other footnotes will be renumbered automatically. To delete all the footnotes in the document, 1. click the arrow next to the Footnote icon on the References tab located at the top toolbar, 2. select the Delete All Notes option from the menu. 3. choose the Delete All Footnotes option in the appeared window and click OK. Insert endnotes You can insert endnotes to add explanations or comments to specific terms or sentences, make references to the sources, etc. that are displayed at end of the document. Inserting endnotes To insert an endnote into your document, 1. position the insertion point at the end of the text passage or at the word that you want to add the endnote to, 2. switch to the References tab located at the top toolbar, 3. click the Footnote icon on the top toolbar and select the Insert Endnote option from the menu. The endnote mark (i.e. the superscript character that indicates an endnote) appears in the text of the document, and the insertion point moves to the end of the document. 4. type in the endnote text. Repeat the above mentioned operations to add subsequent endnotes for other text passages in the document. The endnotes are numbered automatically: i, ii, iii, etc. by default. Display of endnotes in the document If you hover the mouse pointer over the endnote mark in the document text, a small pop-up window with the endnote text appears.Navigating through endnotes To easily navigate through the added endnotes in the text of the document, 1. click the arrow next to the Footnote icon on the References tab located at the top toolbar, 2. in the Go to Endnotes section, use the arrow to go to the previous endnote or the arrow to go to the next endnote. Editing endnotes To edit the endnotes settings, 1. click the arrow next to the Footnote icon on the References tab located at the top toolbar, 2. select the Notes Settings option from the menu, 3. change the current parameters in the Notes Settings window that will appear: · Set the Location of endnotes on the page selecting one of the available options from the drop-down menu to the right: o End of section - to position endnotes at the end of the sections. o End of document - to position endnotes at the end of the document (set by default). · Adjust the endnotes Format:o Number Format - select the necessary number format from the available ones: 1, 2, 3,..., a, b, c,..., A, B, C,..., i, ii, iii,..., I, II, III,.... o Start at - use the arrows to set the number or letter you want to start numbering with. o Numbering - select a way to number your endnotes: § Continuous - to number endnotes sequentially throughout the document, § Restart each section - to start endnote numbering with 1 (or another specified character) at the beginning of each section, § Restart each page - to start endnote numbering with 1 (or another specified character) at the beginning of each page. o Custom Mark - set a special character or a word you want to use as the endnote mark (e.g. * or Note1). Enter the necessary character/word into the text entry field and click the Insert button at the bottom of the Notes Settings window. · Use the Apply changes to drop-down list if you want to apply the specified notes settings to theWhole document or the Current section only. Note: to use different endnotes formatting in separate parts of the document, you need to add section breaks first. 4. When you finish, click the Apply button. Removing endnotes To remove a single endnote, position the insertion point directly before the endtnote mark in the text and press Delete. Other endnotes will be renumbered automatically. To delete all the endnotes in the document, 1. click the arrow next to the Footnote icon on the References tab located at the top toolbar, 2. select the Delete All Notes option from the menu. 3. choose the Delete All Endnotes option in the appeared window and click OK. Convert footnotes and endnotes yThe ONLYOFFICE Document Editor allows you to quickly convert footnotes to endnotes, and vice versa, e.g., ifeonudnsoeteesth, autsseotmheecfooorrtensopteosndinintghetoroelsfuolrtienfgfodrotlecsusmceonntvsehrosuioldn.be placed in the end. Instead of recreating them as 12.. Click the arrow next to the Footnote icon on the References tab located at the top toolbar, Hover over the Convert all notes menu item and choose one of the options from the list to the right:3. · Convert all Footnotes to Endnotes to change all footnotes into endnotes; · Convert all Endnotes to Footnotes to change all endnotes to footnotes; · Swap Footnotes and Endnotes to change all endnotes to footnotes, and all footnotes to endnotes. Add bookmarks Bookmarks allow quickly access a certain part of the text or add a link to its location in the document. To add a bookmark in a document: 1. specify the place where you want the bookmark to be added: · put the mouse cursor at the beginning of the necessary text passage, or · select the necessary text passage, 2. switch to the References tab of the top toolbar, 3. click the Bookmark icon on the top toolbar, 4. in the Bookmarks window, enter the Bookmark name and click the Add button - a bookmark will be added to the bookmark list displayed below, Note: the bookmark name should begin with a letter, but it can also contain numbers. The bookmark name cannot contain spaces, but can include the underscore character "_".To access one of the added bookmarks within in the text: 1. click the Bookmark icon on the References tab of the top toolbar, 2. in the Bookmarks window, select the bookmark you want to access. To easily find the required bookmark in the list, you can sort the list of bookmarks by Name or by Location in the text, 3. check the Hidden bookmarks option to display hidden bookmarks in the list (i.e. the bookmarks automatically created by the program when adding references to a certain part of the document. For example, if you create a hyperlink to a certain heading within the document, the document editor automatically creates a hidden bookmark to the target of this link). 4. click the Go to button - the cursor will be positioned where the selected bookmark was added to the text, or the corresponding text passage will be selected, 5. click the Get Link button - a new window will open where you can press the Copy button to copy the link to the file which specifyes the bookmark location in the document. When you paste this link in a browser address bar and press Enter, the document will be opened where the selected bookmark was added.Note: if you want to share this link with other users, you''ll need to provide them with the corresponding access rights using the Sharing option on the Collaboration tab. 6. click the Close button to close the window. To delete a bookmark, select it in the bookmark list and click the Delete button. Add watermarks A watermark is a text or image placed under the main text layer. Text watermarks allow indicating the status of your document (for example, confidential, draft etc.). Image watermarks allow adding an image, for example, the logo of your company. To add a watermark in a document: 1. Switch to the Layout tab of the top toolbar. 2. Click the Watermark icon on the top toolbar and choose the Custom Watermark option from the menu. After that theWatermark Settings window will appear. 3. Select a watermark type you wish to insert: · Use the Text watermark option and adjust the available parameters:o Language - select one of the available languages from the list, o Text - select one of the available text examples in the selected language. For English, the following watermark texts are available: ASAP, CONFIDENTIAL, COPY, DO NOT COPY, DRAFT, ORIGINAL, PERSONAL, SAMPLE, TOP SECRET, URGENT. o Font - select the font name and size from the corresponding drop-down lists. Use the icons on the right to set the font color or apply one of the font decoration styles: Bold, Italic, Underline, Strikeout, o Semitransparent - check this box if you want to apply transparency, o Layout - select the Diagonal or Horizontal option. · Use the Image watermark option and adjust the available parameters:· Choose the image file source using one of the options from the drop-down list: From File, From URL or From Storage - the image will be displayed in the preview window on the right, · Scale - select the necessary scale value from the available ones: Auto, 500%, 200%, 150%, 100%, 50%. 4. Click the OK button. To edit the added watermark, open theWatermark Settings window as described above, change the necessary parameters and click OK. To delete the added watermark click the Watermark icon on the Layout tab of the top toolbar and choose the Remove Watermark option from the menu. It''s also possible to use the None option in theWatermark Settings window. Paragraph formatting Align your text in a paragraph The text is commonly aligned in four ways: left-aligned text, right-aligned text, centered text or justified text. To align the text,1. place the cursor to the position where you want the alignment to be applied (this can be a new line or already entered text), 2. switch to the Home tab of the top toolbar, 3. select the alignment type you would like to apply: · Left alignment (when the text is lined up to the left side of the page with the right side remaining unaligned) is done by clicking the Align left icon on the top toolbar. · Center alignment (when the text is lined up in the center of the page with the right and the left sides remaining unaligned) is done by clicking the Align center icon on the top toolbar. · Right alignment (when the text is lined up to the right side of the page with the left side remaining unaligned) is done by clicking the Align right icon on the top toolbar. · Justified alignment (when the text is lined up to both the left and the right sides of the page, and additional spacing is added where necessary to keep the alignment) is done by clicking the Justified icon on the top toolbar. The alignment parameters are also available in the Paragraph - Advanced Settings window. 1. right-click the text and choose the Paragraph - Advanced Settings option from the contextual menu or use the Show advanced settings option on the right sidebar, 2. open the Paragraph - Advanced Settings window, switch to the Indents & Spacing tab, 3. select one of the alignment types from the Alignment list: Left, Center, Right, Justified, 4. click the OK button to apply the changes.Select a background color for a paragraph A background color is applied to the whole paragraph and completely fills all the paragraph space from the left page margin to the right page margin. To apply a background color to a certain paragraph or change the current one, 1. select a color scheme for your document from the available ones clicking the Change color scheme icon at the Home tab on the top toolbar 2. place the cursor within the required paragraph, or select several paragraphs with the mouse or the whole text using the Ctrl+A key combination 3. open the color palettes window. You can access it in one of the following ways: · click the downward arrow next to the icon on the Home tab of the top toolbar, or · click the color field next to the Background Color caption on the right sidebar, or · click the ''Show advanced settings'' link on the right sidebar or select the ''Paragraph Advanced Settings'' option on the right-click menu, then switch to the ''Borders & Fill'' tab within the ''Paragraph - Advanced Settings'' window and click the color field next to the Background Color caption. 4. select any color among the available palettes After you select the required color by using the icon, you''ll be able to apply this color to any selected paragraph just by clicking the icon (it displays the selected color), without having to choose this color in the palette again. If you use the Background Color option on the right sidebar or within the ''Paragraph - Advanced Settings'' window, remember that the selected color is not retained for quick access. (These options can be useful if you wish to select a different background color for a specific paragraph and if you are also using some general color selected by clicking the icon). To remove the background color from a certain paragraph, 1. place the cursor within the required paragraph, or select several paragraphs with the mouse or the whole text using the Ctrl+A key combination 2. open the color palettes window by clicking the color field next to the Background Color caption on the right sidebar 3. select the icon. Set up paragraph outline level An outline level is the paragraph level in the document structure. The following levels are available: Basic Text, Level 1 - Level 9. The outline level can be specified in different ways, for example, by using heading styles: once you assign a heading style (Heading 1 - Heading 9) to a paragraph, it acquires the corresponding outline level. If you assign a level to a paragraph using the paragraph advanced settings, the paragraph acquires the structure level only while its styleremains unchanged. The outline level can be also changed in the Navigation panel on the left using the contextual menu options. To change a paragraph outline level using the paragraph advanced settings, 1. right-click the text and choose the Paragraph Advanced Settings option from the contextual menu or use the Show advanced settings option on the right sidebar, 2. open the Paragraph - Advanced Settings window, switch to the Indents & Spacing tab, 3. select the necessary outline level from the Outline level list. 4. click the OK button to apply the changes. Change paragraph indents the Document Editor, you can change the first line offset from the left side of the page as well as the paragraph offset from the left and right sides of the page. To do that, · set the necessary parameters on the right sidebar Paragraph settings in the Indents section: · Left - set the paragraph offset from the left side of the page specifying the necessary numeric value, · Right - set the paragraph offset from the right side of the page specifying the necessary numeric value,· Special - set an indent for the first line of the paragraph: select the corresponding menu item ((none), First line, Hanging) and change the default numeric value specified for First Line or Hanging, or 1. place the cursor within the required paragraph, or select several paragraphs with the mouse or the whole text by pressing the Ctrl+A key combination, 2. click the right mouse button and select the Paragraph Advanced Settings option from the menu or use the Show advanced settings link on the right sidebar, 3. in the opened Paragraph - Advanced Settings window, switch to the Indents & Spacing tab and set the necessary parameters in the Indents section (the parameters’ description is given above), 4. click the OK button.1. place the cursor within the required paragraph, or select several paragraphs with the mouse or the whole text by pressing the Ctrl+A key combination, 2. click the right mouse button and select the Paragraph Advanced Settings option from the menu or use the Show advanced settings link on the right sidebar, 3. in the opened Paragraph - Advanced Settings window, switch to the Indents & Spacing tab and set the necessary parameters in the Indents section: · Left - set the paragraph offset from the left side of the page specifying the necessary numeric value, · Right - set the paragraph offset from the right side of the page specifying the necessary numeric value, · Special - set an indent for the first line of the paragraph: select the corresponding menu item ((none), First line, Hanging) and change the default numeric value specified for First Line or Hanging, 4. click the OK button.To quickly change the paragraph offset from the left side of the page, you can also use the corresponding icons on the Home tab of the top toolbar: Decrease indent and Increase indent . You can also use the horizontal ruler to set indents. Select the necessary paragraph(s) and drag the indent markers along the ruler. · The First Line Indentmarker is used to set an offset from the left side of the page for the first line of the paragraph. · The Hanging Indentmarker is used to set an offset from the left side of the page for the second line and all the subsequent lines of the paragraph. · The Left Indentmarker is used to set an offset for the entire paragraph from the left side of the page. · The Right Indentmarker is used to set a paragraph offset from the right side of the page. Set paragraph line spacing In the Document Editor, you can set the line height for the text lines within the paragraph as well as the margins between the current paragraph and the previous one or the subsequent paragraphs.To do that, 1. place the cursor within the required paragraph, or select several paragraphs with the mouse or the whole text by pressing the Ctrl+A key combination, 2. use the corresponding fields on the right sidebar to achieve the desired results: · Line Spacing - set the line height for the text lines within the paragraph. You can select among three options: at least (sets the minimum line spacing that is needed to fit the largest font or graphic in the line),multiple (sets line spacing that can be expressed in numbers greater than 1), exactly (sets fixed line spacing). You can specify the necessary value in the field on the right. · Paragraph Spacing defines the amount of spacing between paragraphs. o Before defines the amount of spacing before the paragraph. o After defines the amount of spacing after the paragraph. o Don''t add interval between paragraphs of the same style - please check this box if you don''t need any spacing between paragraphs of the same style. These parameters can also be found in the Paragraph - Advanced Settings window. To open the Paragraph - Advanced Settings window, right-click the text and choose the Paragraph Advanced Settings option from the menu or use the Show advanced settings option on the right sidebar. Then switch to the Indents & Spacing tab and go to the Spacing section.To quickly change the current paragraph line spacing, you can also use the Paragraph line spacing icon on the Home tab of the top toolbar selecting the required value from the list: 1.0, 1.15, 1.5, 2.0, 2.5, or 3.0 lines. Insert page breaks In the Document Editor, you can add a page break to start a new page, insert a blank page and adjust pagination options. To insert a page break at the current cursor position click the Breaks icon on the Insert or Layout tab of the top toolbar or click the arrow next to this icon and select the Insert Page Break option from the menu. You can also use the Ctrl+Enter key combination. To insert a blank page at the current cursor position click the Blank Page icon on the Insert tab of the top toolbar. This action inserts two page breaks that create a blank page. To insert a page break before the selected paragraph i.e. to start this paragraph at the top of a new page: · click the right mouse button and select the Page break before option in the menu, or · click the right mouse button, select the Paragraph Advanced Settings option in the menu or use the Show advanced settings link on the right sidebar, and check the Page break before box at the Line & Page Breaks tab of the opened Paragraph - Advanced Settings window.To keep lines together so that only whole paragraphs will be moved to the new page (i.e. there will be no page break between the lines within a single paragraph), · click the right mouse button and select the Keep lines together option in the menu, or · click the right mouse button, select the Paragraph Advanced Settings option on the menu or use the Show advanced settings link at the right sidebar, and check the Keep lines together box at the Line & Page Breaks in the opened Paragraph - Advanced Settings window. The Line & Page Breaks tab of the Paragraph - Advanced Settings window allows you to set two more pagination options: · Keep with next - is used to prevent a page break between the selected paragraph and the next one. · Orphan control - is selected by default and used to prevent a single line of the paragraph (the first or last) from appearing at the top or bottom of the page. Add borders To add borders to a paragraph, page, or the whole document, 1. place the cursor within the required paragraph, or select several paragraphs with the mouse or the whole text by pressing the Ctrl+A key combination, 2. click the right mouse button and select the Paragraph Advanced Settings option from the menu or use the Show advanced settings link on the right sidebar, 3. switch to the Borders & Fill tab in the opened Paragraph - Advanced Settings window, 4. set the needed value for Border Size and select a Border Color,5. click within the available diagram or use buttons to select borders and apply the chosen style to them, 6. click the OK button. After adding the borders, you can also set paddings i.e. distances between the right, left, top and bottom borders and the paragraph. To set the necessary values, switch to the Paddings tab of the Paragraph - Advanced Settings window:Set tab stops In the Document Editor, you can change tab stops. A tab stop is a term used to describe the location where the cursor stops after the Tab key is pressed. To set tab stops you can use the horizontal ruler: 1. Select the necessary tab stop type by clicking the button in the upper left corner of the working area. The following three tab types are available: · Left Tab Stop lines up the text to the left side at the tab stop position; the text moves to the right from the tab stop while you type. Such a tab stop will be indicated on the horizontal ruler with the Left Tab Stopmarker. · Center Tab Stop centers the text at the tab stop position. Such a tab stop will be indicated on the horizontal ruler with the Center Tab Stopmarker. · Right Tab Stop lines up the text to the right side at the tab stop position; the text moves to the left from the tab stop while you type. Such a tab stop will be indicated on the horizontal ruler with the Right Tab Stopmarker. 2. Click on the bottom edge of the ruler where you want to place the tab stop. Drag it along the ruler to change its position. To remove the added tab stop drag it out of the ruler. You can also use the paragraph properties window to adjust tab stops. Click the right mouse button, select the Paragraph Advanced Settings option in the menu or use the Showadvanced settings link on the right sidebar, and switch to the Tabs tab in the opened Paragraph - Advanced Settings window. You can set the following parameters: · Default Tab is set at 1.25 cm. You can decrease or increase this value by using the arrow buttons or entering the required value in the box. · Tab Position is used to set custom tab stops. Enter the required value in this box, adjust it more precisely by using the arrow buttons and press the Specify button. Your custom tab position will be added to the list in the field below. If you''ve previously added some tab stops using the ruler, all these tab positions will also be displayed in the list. · Alignment - is used to set the necessary alignment type for each of the tab positions in the list above. Select the necessary tab position in the list, choose the Left, Center or Right option from the drop-down list and press the Specify button. · Leader - allows choosing a character to create a leader for each tab positions. A leader is a line of characters (dots or hyphens) that fills the space between tabs. Select the necessary tab position in the list, choose the leader type from the drop-down list and press the Specify button. · To delete tab stops from the list, select a tab stop and press the Remove or Remove All button. Create lists To create a list in your document,1. place the cursor to the position where a list will be started (this can be a new line or the already entered text), 2. switch to the Home tab of the top toolbar, 3. select the list type you would like to start: · Unordered list with markers is created using the Bullets icon on the top toolbar · Ordered list with digits or letters is created using the Numbering icon on the top toolbar Note: click the downward arrow next to the Bullets or Numbering icon to select how the list is going to look like. 4. each time you press the Enter key at the end of the line, a new ordered or unordered list item will appear. To stop that, press the Backspace key and keep on typing common text paragraphs. The program also creates numbered lists automatically when you enter digit 1 with a dot or a bracket and a space after it: 1., 1). Bulleted lists can be created automatically when you enter the -, * characters and a space after them. You can also change the text indentation in the lists and their nesting by clicking the Multilevel list , Decrease indent , and Increase indent icons on the Home tab of the top toolbar. To change the list level, click the Numbering , Bullets , orMultilevel list icon and choose the Change List Level option, or place the cursor at the beginning of the line and press the Tab key on a keyboard to move to the next level of the list. Proceed with the list level needed.Note: the additional indentation and spacing parameters can be changed on the right sidebar and in the advanced settings window. Combine and separate lists To combine a list with the previous one: 1. click the first item of the second list with the right mouse button, 2. use the Join to previous list option from the contextual menu. The lists will be joined and the numbering will continue in accordance with the first list numbering. To separate a list: 1. click the list item where you want to begin a new list with the right mouse button, 2. use the Separate list option from the contextual menu. The lists will be combined, and the numbering will continue in accordance with the first list numbering.Change numbering To continue sequential numbering in the second list according to the previous list numbering: 1. click the first item of the second list with the right mouse button, 2. use the Continue numbering option from the contextual menu. The numbering will continue in accordance with the first list numbering. To set a certain numbering initial value: 1. click the list item where you want to apply a new numbering value with the right mouse button, 2. use the Set numbering value option from the contextual menu, 3. in the new opened window, set the required numeric value and click the OK button. Change the list settings To change the bulleted or numbered list settings, such as a bullet/number type, alignment, size and color: 1. click an existing list item or select the text you want to format as a list, 2. click the Bullets or Numbering icon on the Home tab of the top toolbar, 3. select the List Settings option, 4. the List Settings window will open. The bulleted list settings window looks like this: The numbered list settings window looks like this:For the bulleted list, you can choose a character used as a bullet, while for the numbered list you can choose the numbering type. The Alignment, Size and Color options are the same both for the bulleted and numbered lists. · Bullet allows selecting the required character used for the bulleted list. When you click on the Font and Symbol field, the Symbol window will appear, and you will be able to choose one of the available characters. · Type allows selecting the required numbering type used for the numbered list. The following options are available: None, 1, 2, 3,..., a, b, c,..., A, B, C,..., i, ii, iii,..., I, II, III,.... · Alignment allows selecting the required bullet/number alignment type that is used to align bullets/numbers horizontally. The following alignment types are available: Left, Center, Right. · Size allows selecting the required bullet/number size. The Like a text option is selected by default. When this option is selected, the bullet or number size corresponds to the text size. You can choose one of the predefined sizes ranging from 8 to 96. · Color allows selecting the required bullet/number color. The Like a text option is selected by default. When this option is selected, the bullet or number color corresponds to the text color. You can choose the Automatic option to apply the automatic color, or select one of the theme colors, or standard colors in the palette, or specify a custom color. All the changes are displayed in the Preview field. 5. click OK to apply the changes and close the settings window.To change the multilevel list settings, 1. click a list item, 2. click theMultilevel list icon on the Home tab of the top toolbar, 3. select the List Settings option, 4. the List Settings window will open. The multilevel list settings window looks like this: Choose the necessary level of the list in the Level field on the left, then use the buttons on the top to adjust the bullet or number appearance for the selected level: · Type allows selecting the required numbering type used for the numbered list or the required character used for the bulleted list. The following options are available for the numbered list: None, 1, 2, 3,..., a, b, c,..., A, B, C,..., i, ii, iii,..., I, II, III,.... For the bulleted list, you can choose one of the default symbols or use the New bullet option. When you click this option, the Symbol window will appear, and you will be able to choose one of the available characters. · Alignment allows selecting the required bullet/number alignment type that is used to align bullets/numbers horizontally at the beginning of the paragraph. The following alignment types are available: Left, Center, Right. · Size allows selecting the required bullet/number size. The Like a text option is selected by default. You can choose one of the predefined sizes ranging from 8 to 96. · Color allows selecting the required bullet/number color. The Like a text option is selected by default. When this option is selected, the bullet or number color corresponds to the text color. You can choose the Automatic option to apply the automatic color, or select one of the theme colors, or standard colors on the palette, or specify a custom color.All the changes are displayed in the Preview field. 5. click OK to apply the changes and close the settings window. Text formatting Apply formatting styles Each formatting style is a set of predefined formatting options: (font size, color, line spacing, alignment etc.). The styles allow you to quickly format different parts of the document (headings, subheadings, lists, normal text, quotes) instead of applying several formatting options individually each time. This also ensures the consistent appearance of the whole document. You can also use styles to create a table of contents or a table of figures. Applying a style depends on whether this style is a paragraph style (normal, no spacing, headings, list paragraph etc.), or a text style (based on the font type, size, color). It also depends on whether a text passage is selected, or the mouse cursor is placed on a word. In some cases you might need to select the required style from the style library twice, so that it can be applied correctly: when you click the style in the style panel for the first time, the paragraph style properties are applied. When you click it for the second time, the text properties are applied. Use default styles To apply one of the available text formatting styles, 1. place the cursor within the required paragraph, or select several paragraphs, 2. select the required style from the style gallery on the right on the Home tab of the top toolbar. The following formatting styles are available: normal, no spacing, heading 1-9, title, subtitle, quote, intense quote, list paragraph, footer, header, footnote text. Edit existing styles and create new ones To change an existing style:1. Apply the necessary style to a paragraph. 2. Select the paragraph text and change all the formatting parameters you need. 3. Save the changes made: · right-click the edited text, select the Formatting as Style option and then choose the Update ''StyleName'' Style option (''StyleName'' corresponds to the style you''ve applied at the step 1), · or select the edited text passage with the mouse, drop-down the style gallery, right-click the style you want to change and select the Update from selection option. Once the style is modified, all the paragraphs in the document formatted with this style will change their appearance correspondingly. To create a completely new style: 1. Format a text passage as you need. 2. Select an appropriate way to save the style: · right-click the edited text, select the Formatting as Style option and then choose the Create new Style option, · or select the edited text passage with the mouse, drop-down the style gallery and click the New style from selection option. 3. Set the new style parameters in the opened Create New Style window: · Specify the new style name in the text entry field. · Select the desired style for the subsequent paragraph from the Next paragraph style list. It''s also possible to choose the Same as created new style option. · Click the OK button. The created style will be added to the style gallery. Manage your custom styles: · To restore the default settings of a certain style you''ve changed, right-click the style you want to restore and select the Restore to default option. · To restore the default settings of all the styles you''ve changed, right-click any default style in the style gallery and select the Restore all to default styles option.· To delete one of the new styles you''ve created, right-click the style you want to delete and select the Delete style option. · To delete all the new styles you''ve created, right-click any new style you''ve created and select the Delete all custom styles option. Set the font type, size, and color You can select the font type, its size and color using the corresponding icons on the Home tab of the top toolbar. Note: in case you want to apply the formatting to the already existing text in the document, select it with the mouse or use the keyboard and apply the formatting. Used to select a font from the list of the the available fonts. If the Font required font is not available in the list, you can download and install it on your operating system, and the font will be available in the desktop version. Used to choose from the preset font size values in the dropdown list (the default values are: 8, 9, 10, 11, 12, 14, 16, 18, 20, 22, 24, Font size 26, 28, 36, 48, 72 and 96). It''s also possible to manually enter a custom value up to 300 pt in the font size field. Press Enter to confirm. Increment Used to change the font size making it one point bigger each time font size the button is pressed.Decrement Used to change the font size making it one point smaller each font size time the button is pressed. Used to mark separate sentences, phrases, words, or even characters by adding a color band that imitates the highlighter pen effect throughout the text. You can select the required part of the text and click the downward arrow next to the icon to select a color in the palette (this color set does not depend on the selected Color scheme and includes 16 colors) - the color will be Highlight applied to the selected text. Alternatively, you can first choose a color highlight color and then start selecting the text with the mouse - the mouse pointer will look like this and you''ll be able to highlight several different parts of your text sequentially. To stop highlighting, just click the icon once again. To delete the highlight color, choose the No Fill option. The Highlight color is different from the Background color as the latter is applied to the whole paragraph and completely fills all the paragraph space from the left page margin to the right page margin. Used to change the color of the letters/characters in the text. By default, the automatic font color is set in a new blank document. It is displayed as a black font on the white background. If you change the background color to black, the font color will automatically change to white to keep the text clearly visible. To Font color choose a different color, click the downward arrow next to the icon and select a color from the available palettes (the colors in the Theme Colors palette depend on the selected color scheme). After you change the default font color, you can use the Automatic option in the color palettes window to quickly restore the automatic color for the selected text passage. Apply font decoration styles You can apply various font decoration styles using the corresponding icons on the Home tab of the top toolbar. Note: in case you want to apply the formatting to the already existing text in the document, select it with the mouse or use the keyboard and apply the formatting. Bold Used to make the font bold giving it a heavier appearance. Italic Used to make the font slightly slanted to the right. Underline Used to make the text underlined with a line going under the letters. Strikeout Used to make the text struck out with a line going through the letters. Superscript Used to make the text smaller placing it in the upper part of the text line, e.g. as in fractions.Subscript Used to make the text smaller placing it in the lower part of the text line, e.g. as in chemical formulas. To access the advanced font settings, click the right mouse button and select the Paragraph Advanced Settings option from the menu or use the Show advanced settings link on the right sidebar. Then the Paragraph - Advanced Settings window will appear, and you will need to switch to the Font tab. Here you can use the following font decoration styles and settings: · Strikethrough is used to make the text struck out with a line going through the letters. · Double strikethrough is used to make the text struck out with a double line going through the letters. · Superscript is used to make the text smaller placing it in the upper part of the text line, e.g. as in fractions. · Subscript is used to make the text smaller placing it in the lower part of the text line, e.g. as in chemical formulas. · Small caps is used to make all letters lower case. · All caps is used to make all letters upper case. · Spacing is used to set the space between the characters. Increase the default value to apply the Expanded spacing, or decrease the default value to apply the Condensed spacing. Use the arrow buttons or enter the necessary value in the box. · Position is used to set the characters position (vertical offset) in the line. Increase the default value to move characters upwards, or decrease the default value to move characters downwards. Use the arrow buttons or enter the necessary value in the box. · All the changes will be displayed in the preview field below.Copy/clear text formatting To copy a certain text formatting, 1. select the text passage whose formatting you need to copy with the mouse or using the keyboard, 2. click the Copy style icon on the Home tab of the top toolbar (the mouse pointer will look like this ), 3. select the required text passage to apply the same formatting. To apply the copied formatting to multiple text passages, 1. select the text passage whose formatting you need to copy with the mouse or use the keyboard, 2. double-click the Copy style icon on the Home tab of the top toolbar (the mouse pointer will look like this and the Copy style icon will remain selected: ), 3. select the necessary text passages one by one to apply the same formatting to each of them, 4. to exit this mode, click the Copy style icon once again or press the Esc key on the keyboard. To quickly remove the applied formatting from your text, 1. select the text passage whose formatting you want to remove, 2. click the Clear style icon on the Home tab of the top toolbar. Add hyperlinks To add a hyperlink, 1. place the cursor in the text that you want to display as a hyperlink, 2. switch to the Insert or References tab of the top toolbar, 3. click the Hyperlink icon on the top toolbar, 4. after that the Hyperlink Settings window will appear, and you will be able to specify the hyperlink parameters: · Select a link type you wish to insert: Use the External Link option and enter a URL in the format http://www.example.com in the Link to field below if you need to add a hyperlink leading to an external website.· Use the Place in Document option and select one of the existing headings in the document text or one of previously added bookmarks if you need to add a hyperlink leading to a certain place in the same document. · Display - enter a text that will get clickable and lead to the address specified in the upper field. · ScreenTip text - enter a text that will become visible in a small pop-up window with a brief note or label pertaining to the hyperlink to be pointed. 5. Click the OK button.To add a hyperlink, you can also use the Ctrl+K key combination or click with the right mouse button at a position where a hyperlink will be added and select the Hyperlink option in the right-click menu. Note: it''s also possible to select a character, word, word combination, text passage with the mouse or using the keyboard and then open the Hyperlink Settings window as described above. In this case, the Display field will be filled with the text fragment you selected. By hovering the cursor over the added hyperlink, the ScreenTip will appear containing the text you specified. You can follow the link by pressing the CTRL key and clicking the link in your document. To edit or delete the added hyperlink, click it with the right mouse button, select the Hyperlink option and then the action you want to perform - Edit Hyperlink or Remove Hyperlink. Insert cross-references Cross-references are used to create links leading to other parts of the same document, e.g. headings or objects such as charts or tables. Such references appear in the form of a hyperlink. Creating a cross-reference 1. Position your cursor in the place you want to insert a cross-reference. 2. Go to the References tab and click on the Cross-reference icon. 3. Set the required parameters in the opened Cross-reference window:· The Reference type drop-down menu specifies the item you wish to refer to, i.e. a numbered item (set by default), a heading, a bookmark, a footnote, an endnote, an equation, a figure, and a table. Choose the required item type. · The Insert reference to drop-down menu specifies the text or numeric value of a reference you want to insert depending on the item you chose in the Reference typemenu. For example, if you chose the Heading option, you may specify the following contents: Heading text, Page number, Heading number, Heading number (no context), Heading number (full context), Above/below.The full list of the options provided depending on the chosen reference type · Check the Insert as hyperlink box to turn the reference into an active link. · Check the Include above/below box (if available) to specify the position of the item you refer to. The ONLYOFFICE Document Editor will automatically insert words “above” or “below” depending on the position of the item. · Check the Separate numbers with box to specify the separator in the box to the right. The separators are needed for full context references. · The For which field offers you the items available according to the Reference type you have chosen, e.g. if you chose the Heading option, you will see the full list of the headings in the document. 4. Click Insert to create a cross-reference. Removing a cross-reference To delete a cross-reference, select the cross-reference you wish to remove and press the Delete key. Insert a drop cap A drop cap is a large capital letter used at the beginning of a paragraph or section. The size of a drop cap is usually several lines. To add a drop cap, 1. place the cursor within the required paragraph, 2. switch to the Insert tab of the top toolbar, 3. click the Drop Cap icon on the top toolbar, 4. in the opened drop-down list select the option you need: · In Text - to place the drop cap within the paragraph. · In Margin - to place the drop cap in the left margin.The first character of the selected paragraph will be transformed into a drop cap. If you need the drop cap to include some more characters, add them manually: select the drop cap and type in other letters you need. To adjust the drop cap appearance (i.e. font size, type, decoration style or color), select the letter and use the corresponding icons on the Home tab of the top toolbar. When the drop cap is selected, it''s surrounded by a frame (a container used to position the drop cap on the page). You can quickly change the frame size dragging its borders or change its position using the icon that appears after hovering your mouse cursor over the frame. To delete the added drop cap, select it, click the Drop Cap icon on the Insert tab of the top toolbar and choose the None option from the drop-down list. To adjust the added drop cap parameters, select it, click the Drop Cap icon at the Insert tab of the top toolbar and choose the Drop Cap Settings option from the drop-down list. The Drop Cap - Advanced Settings window will appear:The Drop Cap tab allows adjusting the following parameters: · Position is used to change the placement of a drop cap. Select the In Text or In Margin option, or click None to delete the drop cap. · Font is used to select a font from the list of the available fonts. · Height in rows is used to define how many lines a drop cap should span. It''s possible to select a value from 1 to 10. · Distance from text is used to specify the amount of spacing between the text of the paragraph and the right border of the drop cap frame. The Borders & Fill tab allows adding a border around a drop cap and adjusting its parameters. They are the following: · Border parameters (size, color and presence or absence) - set the border size, select its color and choose the borders (top, bottom, left, right or their combination) you want to apply these settings to. · Background color - choose the color for the drop cap background.TheMargins tab allows setting the distance between the drop cap and the Top, Bottom, Left and Right borders around it (if the borders have previously been added). Once the drop cap is added you can also change the Frame parameters. To access them, right click within the frame and select the Frame Advanced Settings from the menu. The Frame - Advanced Settings window will open:The Frame tab allows adjusting the following parameters: · Position is used to select the Inline or Flow wrapping style. You can also click None to delete the frame. · Width and Height are used to change the frame dimensions. The Auto option allows automatically adjusting the frame size to fit the drop cap. The Exactly option allows specifying fixed values. The At least option is used to set the minimum height value (if you change the drop cap size, the frame height changes accordingly, but it cannot be less than the specified value). · Horizontal parameters are used either to set the exact position of the frame in the selected units of measurement with respect to a margin, page or column, or to align the frame (left, center or right) with respect to one of these reference points. You can also set the horizontal Distance from text i.e. the amount of space between the vertical frame borders and the text of the paragraph. · Vertical parameters are used either to set the exact position of the frame is the selected units of measurement with respect to a margin, page or paragraph, or to align the frame (top, center or bottom) with respect to one of these reference points. You can also set the vertical Distance from text i.e. the amount of space between the horizontal frame borders and the text of the paragraph. · Move with text is used to make sure that the frame moves as the paragraph to which it is anchored.The Borders & Fill andMargins allow adjusting the same parameters as the corresponding tabs in the Drop Cap - Advanced Settings window. Operations on objects Insert tables Insert a table To insert a table into the document text, 1. place the cursor where the table should be added, 2. switch to the Insert tab of the top toolbar, 3. click the Table icon on the top toolbar, 4. select the option to create a table: · either a table with predefined number of cells (10 by 8 cells maximum) If you want to quickly add a table, just select the number of rows (8 maximum) and columns (10 maximum). · or a custom table In case you need more than 10 by 8 cell table, select the Insert Custom Table option that will open the window where you can enter the necessary number of rows and columns respectively, then click the OK button. · If you want to draw a table using the mouse, select the Draw Table option. This can be useful, if you want to create a table with rows and colums of different sizes. The mouse cursor will turn into the pencil . Draw a rectangular shape where you want to add a table, then add rows by drawing horizontal lines and columns by drawing vertical lines within the table boundary. 5. once the table is added you can change its properties, size and position. To resize a table, hover the mouse cursor over the handle in its lower right corner and drag it until the table reaches the necessary size.You can also manually change the width of a certain column or the height of a row. Move the mouse cursor over the right border of the column so that the cursor turns into the bidirectional arrow and drag the border to the left or right to set the necessary width. To change the height of a single row manually, move the mouse cursor over the bottom border of the row so that the cursor turns into the bidirectional arrow and drag the border up or down. To move a table, hold down the handle in its upper left corner and drag it to the necessary place in the document. Select a table or its part To select an entire table, click the handle in its upper left corner. To select a certain cell, move the mouse cursor to the left side of the necessary cell so that the cursor turns into the black arrow , then left-click. To select a certain row, move the mouse cursor to the left border of the table next to the necessary row so that the cursor turns into the horizontal black arrow , then left-click. To select a certain column, move the mouse cursor to the top border of the necessary column so that the cursor turns into the downward black arrow , then left-click. It''s also possible to select a cell, row, column or table using options from the contextual menu or from the Rows & Columns section on the right sidebar. Adjust table settings Some of the table properties as well as its structure can be altered using the right-click menu. The menu options are: · Cut, Copy, Paste - standard options which are used to cut or copy the selected text/object and paste the previously cut/copied text passage or object to the current cursor position. · Select is used to select a row, column, cell, or table. · Insert is used to insert a row above or row below the row where the cursor is placed as well as to insert a column at the left or right side from the column where the cursor is placed. · It''s also possible to insert several rows or columns. If you select the Several Rows/Columns option, the Insert Several window will appear. Select the Rows or Columns option from the list, specify the number of rows/column you want to add, choose where they should be added: Above the cursor or Below the cursor and click OK.· Delete is used to delete a row, column, table or cells. If you select the Cells option, the Delete Cells window will open, where you can select if you want to Shift cells left, Delete entire row, or Delete entire column. · Merge Cells is available if two or more cells are selected and is used to merge them. · It''s also possible to merge cells by erasing a boundary between them using the eraser tool. To do this, click the Table icon on the top toolbar, choose the Erase Table option. The mouse cursor will turn into the eraser . Move the mouse cursor over the border between the cells you want to merge and erase it. · Split Cell... is used to open a window where you can select the needed number of columns and rows the cell will be split in. · It''s also possible to split a cell by drawing rows or columns using the pencil tool. To do this, click the Table icon on the top toolbar, choose the Draw Table option. The mouse cursor will turn into the pencil . Draw a horizontal line to create a row or a vertical line to create a column. · Distribute rows is used to adjust the selected cells so that they have the same height without changing the overall table height. · Distribute columns is used to adjust the selected cells so that they have the same width without changing the overall table width. · Cell Vertical Alignment is used to align the text top, center or bottom in the selected cell. · Text Direction - is used to change the text orientation in a cell. You can place the text horizontally, vertically from top to bottom (Rotate Text Down), or vertically from bottom to top (Rotate Text Up). · Table Advanced Settings is used to open the ''Table - Advanced Settings'' window. · Hyperlink is used to insert a hyperlink. · Paragraph Advanced Settings is used to open the ''Paragraph - Advanced Settings'' window.You can also change the table properties on the right sidebar: · Rows and Columns are used to select the table parts that you want to be highlighted. For rows: · Header - to highlight the first row · Total - to highlight the last row · Banded - to highlight every other row For columns: · First - to highlight the first column · Last - to highlight the last column · Banded - to highlight every other column · Select from Template is used to choose a table template from the available ones. · Borders Style is used to select the border size, color, style as well as background color. · Rows & Columns is used to perform some operations with the table: select, delete, insert rows and columns, merge cells, split a cell.· Rows & Columns Size is used to adjust the width and height of the currently selected cell. In this section, you can also Distribute rows so that all the selected cells have equal height or Distribute columns so that all the selected cells have equal width. · Add formula is used to insert a formula into the selected table cell. · Repeat as header row at the top of each page is used to insert the same header row at the top of each page in long tables. · Show advanced settings is used to open the ''Table - Advanced Settings'' window. Adjust table advanced settings To change the advanced table properties, click the table with the right mouse button and select the Table Advanced Settings option from the right-click menu or use the Show advanced settings link on the right sidebar. The table properties window will open: The Table tab allows changing the properties of the entire table. · The Table Size section contains the following parameters: o Width - by default, the table width is automatically adjusted to fit the page width, i.e. the table occupies all the space between the left and right page margin. You can check this box and specify the necessary table width manually. o Measure in allows specifying the table width in absolute units i.e. Centimeters/Points/Inches (depending on the option specified on the File -> Advanced Settings... tab) or in Percent of the overall page width.Note: you can also adjust the table size manually changing the row height and column width. Move the mouse cursor over a row/column border until it turns into the bidirectional arrow and drag the border. You can also use the markers on the horizontal ruler to change the column width and the markers on the vertical ruler to change the row height. o Automatically resize to fit contents - allows automatically change the width of each column in accordance with the text within its cells. · The Default Cell Margins section allows changing the space between the text within the cells and the cell border used by default. · The Options section allows changing the following parameter: o Spacing between cells - the cell spacing which will be filled with the Table Background color. The Cell tab allows changing the properties of individual cells. First you need to select the required cell or select the entire table to change the properties of all its cells. · The Cell Size section contains the following parameters: o Preferred width - allows setting the preferred cell width. This is the size that a cell strives to fit, but in some cases, it may not be possible to fit this exact value. For example, if the text within a cell exceeds the specified width, it will be broken into the next line so that the preferred cell width remains unchanged, but if you insert a new column, the preferred width will be reduced.o Measure in - allows specifying the cell width in absolute units i.e. Centimeters/Points/Inches (depending on the option specified on the File -> Advanced Settings... tab) or in Percent of the overall table width. Note: you can also adjust the cell width manually. To make a single cell in a column wider or narrower than the overall column width, select the necessary cell and move the mouse cursor over its right border until it turns into the bidirectional arrow, then drag the border. To change the width of all the cells in a column, use the markers on the horizontal ruler to change the column width. · The Cell Margins allows adjusting the space between the text within the cells and the cell border. By default, the standard values are used (the default, these values can also be altered on the Table tab), but you can uncheck the Use default margins box and enter the necessary values manually. · The Cell Options section allows changing the following parameter: o TheWrap text option is enabled by default. It allows wrapping the text within a cell that exceeds its width onto the next line expanding the row height and keeping the column width unchanged. The Borders & Background tab contains the following parameters: · Border parameters (size, color and presence or absence) - set the border size, select its color and choose the way it will be displayed in the cells. Note: in case you choose not to show the table borders by clicking the button or deselecting all the borders manually on the diagram, they will be indicated with a dottedline in the document. To make them disappear at all, click the Nonprinting characters icon on the Home tab of the top toolbar and select the Hidden Table Borders option. · Cell Background - the color for the background within the cells (available only if one or more cells are selected or the Allow spacing between cells option is selected at the Table tab). · Table Background - the color for the table background or the space background between the cells in case the Allow spacing between cells option is selected on the Table tab. The Table Position tab is available only if the Flow table option on the Text Wrapping tab is selected and contains the following parameters: · Horizontal parameters include the table alignment (left, center, right) relative tomargin, page or text as well as the table position to the right ofmargin, page or text. · Vertical parameters include the table alignment (top, center, bottom) relative tomargin, page or text as well as the table position belowmargin, page or text. · The Options section allows changing the following parameters: o Move object with text ensures that the table moves with the text. o Allow overlap controls whether two tables are merged into one large table or overlap if you drag them near each other on the page.The Text Wrapping tab contains the following parameters: · Text wrapping style - Inline table or Flow table. Use the necessary option to change the way the table is positioned relative to the text: it will either be a part of the text (in case you select the inline table) or bypassed by it from all sides (if you select the flow table). · After you select the wrapping style, the additional wrapping parameters can be set both for inline and flow tables: o For the inline table, you can specify the table alignment and indent from left. o For the flow table, you can specify the distance from text and table position on the Table Position tab.The Alternative Text tab allows specifying the Title and Description which will be read to people with vision or cognitive impairments to help them better understand the contents of the table. Use formulas in tables Insert a formula You can perform simple calculations on data in table cells by adding formulas. To insert a formula into a table cell, 1. place the cursor within the cell where you want to display the result, 2. click the Add formula button on the right sidebar, 3. in the opened Formula Settings window, enter the required formula into the Formula field. You can enter the required formula manually using the common mathematical operators (+, -, *, /), e.g. =A1*B2 or use the Paste Function drop-down list to select one of the embedded functions, e.g. =PRODUCT(A1,B2).4. manually specify the required arguments within the parentheses in the Formula field. If the function requires several arguments, they must be separated by commas. 5. use the Number Format drop-down list if you want to display the result in a certain number format, 6. click OK. The result will be displayed in the selected cell. To edit the added formula, select the result in the cell and click the Add formula button on the right sidebar, make the required changes in the Formula Settings window and click OK. Add references to cells You can use the following arguments to quickly add references to cell ranges: · ABOVE - a reference to all the cells in the column above the selected cell · LEFT - a reference to all the cells in the row to the left of the selected cell · BELOW - a reference to all the cells in the column below the selected cell · RIGHT - a reference to all the cells in the row to the right of the selected cell These arguments can be used with the AVERAGE, COUNT, MAX, MIN, PRODUCT, SUM functions. You can also manually enter references to a certain cell (e.g., A1) or a range of cells (e.g., A1:B3). Use bookmarks If you have added some bookmarks to certain cells within your table, you can use these bookmarks as arguments when entering formulas. In the Formula Settings window, place the cursor within the parentheses in the Formula entry field where you want the argument to be added and use the Paste Bookmark drop-down list to select one of the previously added bookmarks.Update formula results If you change some values in the table cells, you will need to manually update the formula results: · To update a single formula result, select the necessary result and press F9 or right-click the result and use the Update field option from the menu. · To update several formula results, select the necessary cells or the entire table and press F9. Embedded functions You can use the following standard math, statistical and logical functions: Category Function Description Example The function is used to return Mathematical ABS(x) the absolute value of a =ABS(-10) number. Returns 10 The function is used to check if the logical value you Logical AND(logical1, =AND(1>0,1>3) logical2, ...) entered is TRUE or FALSE. The function returns 1 (TRUE) if all Returns 0 the arguments are TRUE. Statistical AVERAGE(argument- The function is used to =AVERAGE(4,10) list) analyze the range of data and find the average value. Returns 7 The function is used to count the number of the selected Statistical COUNT(argument- list) cells which contain numbers =COUNT(A1:B3) ignoring empty cells or those Returns 6 contaning text. The function evaluates if a value in the cell is defined. The function returns 1 if the Logical DEFINED() value is defined and calculated without errors and =DEFINED(A1) returns 0 if the value is not defined or calculated with an error. The function returns 0 Logical FALSE() (FALSE) and does not require =FALSE any argument. Returns 0 Logical IF(logical_test, The function is used to check =IF(3>1,1,0)value_if_true, the logical expression and Returns 1 value_if_false) return one value if it is TRUE, or another if it is FALSE. The function is used to Mathematical INT(x) analyze and return the =INT(2.5) integer part of the specified Returns 2 number. n is used to Statistical MAX(number1, The functio number2, ...) analyze the range of data and =MAX(15,18,6) find the largest number. Returns 18 Statistical MIN(number1, The function is used to 5,18,6) number2, ...) analyze the range of data and =MIN(1 find the smallest number. Returns 6 The function is used to return Mathematical MOD(x, y) the remainder after the =MOD(6,3) division of a number by the Returns 0 specified divisor. The function is used to check if the logical value you entered is TRUE or FALSE. The Logical NOT(logical) function returns 1 (TRUE) if =NOT(2<5) the argument is FALSE and 0 Returns 0 (FALSE) if the argument is TRUE. The function is used to check Logical OR(logical1, if the logical value you =OR(1>0,1>3) logical2, ...) entered is TRUE or FALSE. The function returns 0 (FALSE) if Returns 1 all the arguments are FALSE. The function is used to Mathematical PRODUCT(argument- multiply all the numbers in =PRODUCT(2,5) list) the selected range of cells Returns 10 and return the product. The function is used to round Mathematical ROUND(x, =ROUND(2.25,1) num_digits) the number to the desired number of digits. Returns 2.3 The function is used to return the sign of a number. If the Mathematical SIGN(x) number is positive, the =SIGN(-12) function returns 1. If the Returns -1 number is negative, the function returns -1. If thenumber is 0, the function returns 0. The function is used to add all Mathematical SUM(argument-list) the numbers in the selected =SUM(5,3,2) range of cells and return the Returns 10 result. The function returns 1 (TRUE) Logical TRUE() and does not require any =TRUE argument. Returns 1 Insert images In the Document Editor, you can insert images in the most popular formats into your document. The following image formats are supported: BMP, GIF, JPEG, JPG, PNG. Insert an image To insert an image into the document text, 1. place the cursor where you want the image to be put, 2. switch to the Insert tab of the top toolbar, 3. click the Image icon on the top toolbar, 4. select one of the following options to load the image: · the Image from File option will open a standard dialog window for to select a file. Browse your computer hard disk drive for the necessary file and click the Open button · the Image from URL option will open the window where you can enter the web address of the requiredimage, and click the OK button · the Image from Storage option will open the Select data source window. Select an image stored on your portal and click the OK button 5. once the image is added, you can change its size, properties, and position.Move and resize images To change the image size, drag small squares situated on its edges. To maintain the original proportions of the selected image while resizing, hold down the Shift key and drag one of the corner icons. To alter the image position, use the icon that appears after hovering your mouse cursor over the image. Drag the image to the necessary position without releasing the mouse button. When you move the image, the guide lines are displayed to help you precisely position the object on the page (if the selected wrapping style is different from the inline). To rotate the image, hover the mouse cursor over the rotation handle and drag it clockwise or counterclockwise. To constrain the rotation angle to 15 degree increments, hold down the Shift key while rotating.Adjust image settings Some of the image settings can be altered using the Image settings tab of the right sidebar. To activate it click the image and choose the Image settings icon on the right. Here you can change the following properties: · Size is used to view theWidth and Height of the current image. If necessary, you can restore the actual image size clicking the Actual Size button. The Fit to Margin button allows you to resize the image, so that it occupies all the space between the left and right page margin. The Crop button is used to crop the image. Click the Crop button to activate cropping handles which appear on the image corners and in the center of each its side. Manually drag the handles to set the cropping area. You can move the mouse cursor over the cropping area border so that it turns into the icon and drag the area. o To crop a single side, drag the handle located in the center of this side. o To simultaneously crop two adjacent sides, drag one of the corner handles. o To equally crop the two opposite sides of the image, hold down the Ctrl key when dragging the handle in the center of one of these sides. o To equally crop all sides of the image, hold down the Ctrl key when dragging any of the corner handles. When the cropping area is specified, click the Crop button once again, or press the Esc key, or click anywhere outside of the cropping area to apply the changes.After the cropping area is selected, it''s also possible to use the Fill and Fit options available from the Crop drop-down menu. Click the Crop button once again and select the option you need: o If you select the Fill option, the central part of the original image will be preserved and used to fill the selected cropping area, while the other parts of the image will be removed. o If you select the Fit option, the image will be resized so that it fits the height and the width of the cropping area. No parts of the original image will be removed, but empty spaces may appear within the selected cropping area. · Rotation is used to rotate the image by 90 degrees clockwise or counterclockwise as well as to flip the image horizontally or vertically. Click one of the buttons: o to rotate the image by 90 degrees counterclockwise o to rotate the image by 90 degrees clockwise o to flip the image horizontally (left to right) o to flip the image vertically (upside down) · Wrapping Style is used to select a text wrapping style from the available ones - inline, square, tight, through, top and bottom, in front, behind (for more information see the advanced settings description below). · Replace Image is used to replace the current image by loading another one From File, From Storage, or From URL. You can also find some of these options in the right-click menu. The menu options are: · Cut, Copy, Paste - standard options which are used to cut or copy the selected text/object and paste the previously cut/copied text passage or object to the current cursor position. · Arrange is used to bring the selected image to foreground, send it to background, move forward or backward as well as group or ungroup images to perform operations with several of them at once. · Align is used to align the image to the left, in the center, to the right, at the top, in the middle or at the bottom. · Wrapping Style is used to select a text wrapping style from the available ones - inline, square, tight, through, top and bottom, in front, behind - or edit the wrap boundary. The Edit Wrap Boundary option is available only if the selected wrapping style is not inline. Drag wrap points to customize the boundary. To create a new wrap point, click anywhere on the red line and drag it to the necessary position. · Rotate is used to rotate the image by 90 degrees clockwise or counterclockwise as well as to flip the image horizontally or vertically. · Crop is used to apply one of the cropping options: Crop, Fill or Fit. Select the Crop option from the submenu, then drag the cropping handles to set the cropping area, and click one of these three options from the submenu once again to apply the changes. · Actual Size is used to change the current image size to the actual one.· Replace image is used to replace the current image by loading another one From File or From URL. · Image Advanced Settings is used to open the ''Image - Advanced Settings'' window. When the image is selected, the Shape settings icon is also available on the right. You can click this icon to open the Shape settings tab on the right sidebar and adjust the shape Stroke type, size and color as well as change the shape type selecting another shape from the Change Autoshapemenu. The shape of the image will change correspondingly. On the Shape Settings tab, you can also use the Show shadow option to add a shadow to the image. Adjust image advanced settings To change the image advanced settings, click the image with the right mouse button and select the Image Advanced Settings option from the right-click menu or just click the Show advanced settings link on the right sidebar. The image properties window will open:The Size tab contains the following parameters: · Width and Height - use these options to change the width and/or height. If the Constant proportions button is clicked (in this case it looks like this ), the width and height will be changed together preserving the original image aspect ratio. To restore the actual size of the added image, click the Actual Size button.The Rotation tab contains the following parameters: · Angle - use this option to rotate the image by an exactly specified angle. Enter the necessary value measured in degrees into the field or adjust it using the arrows on the right. · Flipped - check the Horizontally box to flip the image horizontally (left to right) or check the Vertically box to flip the image vertically (upside down).The Text Wrapping tab contains the following parameters: · Wrapping Style - use this option to change the way the image is positioned relative to the text: it will either be a part of the text (in case you select the inline style) or bypassed by it from all sides (if you select one of the other styles). o Inline - the image is considered to be a part of the text, like a character, so when the text moves, the image moves as well. In this case the positioning options are inaccessible. o If one of the following styles is selected, the image can be moved independently of the text and positioned on the page exactly: o Square - the text wraps the rectangular box that bounds the image. o Tight - the text wraps the actual image edges. o Through - the text wraps around the image edges and fills in the open white space within the image. So that the effect can appear, use the Edit Wrap Boundary option from the right-click menu.o Top and bottom - the text is only above and below the image. o In front - the image overlaps the text. o Behind - the text overlaps the image. If you select the square, tight, through, or top and bottom style, you will be able to set up some additional parameters - distance from text at all sides (top, bottom, left, right). The Position tab is available only if you select a wrapping style other than inline. This tab contains the following parameters that vary depending on the selected wrapping style: · The Horizontal section allows you to select one of the following three image positioning types: o Alignment (left, center, right) relative to character, column, left margin, margin, page or right margin, o Absolute Positionmeasured in absolute units i.e. Centimeters/Points/Inches (depending on the option specified on the File -> Advanced Settings... tab) to the right of character, column, left margin, margin, page or right margin,o Relative positionmeasured in percent relative to the left margin, margin, page or right margin. · The Vertical section allows you to select one of the following three image positioning types: o Alignment (top, center, bottom) relative to line, margin, bottom margin, paragraph, page or top margin, o Absolute Positionmeasured in absolute units i.e. Centimeters/Points/Inches (depending on the option specified on the File -> Advanced Settings... tab) below line, margin, bottom margin, paragraph, page or top margin, o Relative positionmeasured in percent relative to the margin, bottom margin, page or top margin. · Move object with text ensures that the image moves along with the text to which it is anchored. · Allow overlapmakes is possible for two images to overlap if you drag them near each other on the page. The Alternative Text tab allows specifying a Title and Description which will be read to people with vision or cognitive impairments to help them better understand what information the image contains.Insert autoshapes Insert an autoshape To add an autoshape to your document, 1. switch to the Insert tab of the top toolbar, 2. click the Shape icon on the top toolbar, 3. select one of the available autoshape groups: basic shapes, figured arrows, math, charts, stars & ribbons, callouts, buttons, rectangles, lines, 4. click the necessary autoshape within the selected group, 5. place the mouse cursor where the shape should be added, 6. once the autoshape is added, you can change its size, position and properties. Note: to add a caption to an autoshape, make sure the required shape is selected on the page and start typing your text. The added text becomes a part of the autoshape (when you move or rotate the shape, the text moves or rotates with it). It''s also possible to add a caption to the autoshape. Move and resize autoshapes To change the autoshape size, drag small squares situated on the shape edges. To maintain the original proportions of the selected autoshape while resizing, hold down the Shift key and drag one of the corner icons. When modifying some shapes, for example figured arrows or callouts, the yellow diamond- shaped icon is also available. It allows you to adjust some aspects of the shape, for example, the length of the head of an arrow. To alter the autoshape position, use the icon that appears after hovering your mouse cursor over the autoshape. Drag the autoshape to the required position without releasing the mouse button. When you move the autoshape, the guide lines are displayed to help you precisely position the object on the page (if the selected wrapping style is not inline). To move the autoshape by one-pixel increments, hold down the Ctrl key and use the keybord arrows. To move the autoshape strictly horizontally/vertically and prevent it from moving in a perpendicular direction, hold down the Shift key when dragging.To rotate the autoshape, hover the mouse cursor over the rotation handle and drag it clockwise or counterclockwise. To constrain the rotation angle to 15 degree increments, hold down the Shift key while rotating. Adjust autoshape settings To align and arrange autoshapes, use the right-click menu. The menu options are: · Cut, Copy, Paste - standard options which are used to cut or copy the selected text/object and paste the previously cut/copied text passage or object to the current cursor position. · Arrange is used to bring the selected autoshape to foreground, send it to background, move forward or backward as well as group or ungroup shapes to perform operations with several of them at once. · Align is used to align the shape to the left, in the center, to the right, at the top, in the middle, at the bottom. · Wrapping Style is used to select a text wrapping style from the available ones - inline, square, tight, through, top and bottom, in front, behind - or edit the wrap boundary. The Edit Wrap Boundary option is available only if you select a wrapping style other than Inline. Drag wrap points to customize the boundary. To create a new wrap point, click anywhere on the red line and drag it to the necessary position. · Rotate is used to rotate the shape by 90 degrees clockwise or counterclockwise as well as to flip the shape horizontally or vertically. · Shape Advanced Settings is used to open the ''Shape - Advanced Settings'' window. Some of the autoshape settings can be altered using the Shape settings tab of the right sidebar. To activate it click the shape and choose the Shape settings icon on the right. Here you can change the following properties: · Fill - use this section to select the autoshape fill. You can choose the following options: o Color Fill - select this option to specify the solid color to fill the inner space of the selected autoshape. Click the colored box below and select the necessary color from the available color sets or specify any color you like: o Gradient Fill - use this option to fill the shape with two or more fading colors. Customize your gradient fill with no constraints. Click the Shape settings icon to open the Fillmenu on the right sidebar:Available menu options: · Style - choose between Linear or Radial: o Linear is used when you need your colors to flow from left-to-right, top-to- bottom, or at any angle you chose in a single direction. Click Direction to choose a preset direction and click Angle for a precise gradient angle. o Radial is used to move from the center as it starts at a single point and emanates outward. · Gradient Point is a specific point for transition from one color to another. o Use the Add Gradient Point button or slider bar to add a gradient point. You can add up to 10 gradient points. Each next gradient point added will in no way affect the current gradient fill appearance. Use the Remove Gradient Point button to delete a certain gradient point. o Use the slider bar to change the location of the gradient point or specify Position in percentage for precise location. o To apply a color to a gradient point, click a point on the slider bar, and then click Color to choose the color you want. · Picture or Texture - select this option to use an image or a predefined texture as the shape background.o If you wish to use an image as a background for the shape, you can add an image From File by selecting it on your computer hard disc drive, From URL by inserting the appropriate URL address into the opened window, or From Storage by selecting the required image stored on your portal. o If you wish to use a texture as a background for the shape, open the From Texturemenu and select the necessary texture preset. Currently, the following textures are available: canvas, carton, dark fabric, grain, granite, grey paper, knit, leather, brown paper, papyrus, wood. o In case the selected Picture has less or more dimensions than the autoshape has, you can choose the Stretch or Tile setting from the dropdown list. The Stretch option allows you to adjust the image size to fit the autoshape size so that it could fill the space completely. The Tile option allows you to display only a part of the bigger image keeping its original dimensions or repeat the smaller image keeping its original dimensions over the autoshape surface so that it could fill the space completely. Note: any selected Texture preset fills the space completely, but you can apply the Stretch effect if necessary. · Pattern - select this option to fill the shape with a two-colored design composed of regularly repeated elements. o Pattern - select one of the predefined designs from the menu. o Foreground color - click this color box to change the color of the pattern elements. o Background color - click this color box to change the color of the pattern background. · No Fill - select this option if you don''t want to use any fill.· Opacity - use this section to set an Opacity level dragging the slider or entering the percent value manually. The default value is 100%. It corresponds to the full opacity. The 0% value corresponds to the full transparency. · Stroke - use this section to change the autoshape stroke width, color or type. o To change the stroke width, select one of the available options from the Size dropdown list. The available options are: 0.5 pt, 1 pt, 1.5 pt, 2.25 pt, 3 pt, 4.5 pt, 6 pt. Alternatively, select the No Line option if you don''t want to use any stroke. o To change the stroke color, click on the colored box below and select the necessary color. o To change the stroke type, select the necessary option from the corresponding dropdown list (a solid line is applied by default, you can change it to one of the available dashed lines). · Rotation is used to rotate the shape by 90 degrees clockwise or counterclockwise as well as to flip the shape horizontally or vertically. Click one of the buttons: o to rotate the shape by 90 degrees counterclockwise o to rotate the shape by 90 degrees clockwise o to flip the shape horizontally (left to right) o to flip the shape vertically (upside down) · Wrapping Style - use this section to select a text wrapping style from the available ones - inline, square, tight, through, top and bottom, in front, behind (for more information see the advanced settings description below).· Change Autoshape - use this section to replace the current autoshape with another one selected from the dropdown list. · Show shadow - check this option to display the shape with a shadow. Adjust autoshape advanced settings To change the advanced settings of the autoshape, right-click it and select the Advanced Settings option in the menu or use the Show advanced settings link on the right sidebar. The ''Shape - Advanced Settings'' window will open: The Size tab contains the following parameters: · Width - use one of these options to change the autoshape width. o Absolute - specify an exact value measured in absolute units i.e. Centimeters/Points/Inches (depending on the option specified on the File -> Advanced Settings... tab). o Relative - specify a percentage relative to the left margin width, the margin (i.e. the distance between the left and right margins), the page width, or the right margin width. · Height - use one of these options to change the autoshape height. o Absolute - specify an exact value measured in absolute units i.e. Centimeters/Points/Inches (depending on the option specified on the File -> Advanced Settings... tab).o Relative - specify a percentage relative to the margin (i.e. the distance between the top and bottom margins), the bottom margin height, the page height, or the top margin height. · If the Lock aspect ratio option is checked, the width and height will be changed together preserving the original shape aspect ratio. The Rotation tab contains the following parameters: · Angle - use this option to rotate the shape by an exactly specified angle. Enter the necessary value measured in degrees into the field or adjust it using the arrows on the right. · Flipped - check the Horizontally box to flip the shape horizontally (left to right) or check the Vertically box to flip the shape vertically (upside down).The Text Wrapping tab contains the following parameters: · Wrapping Style - use this option to change the way the shape is positioned relative to the text: it will either be a part of the text (in case you select the inline style) or bypassed by it from all sides (if you select one of the other styles). o Inline - the shape is considered to be a part of the text, like a character, so when the text moves, the shape moves as well. In this case the positioning options are inaccessible. o If one of the following styles is selected, the shape can be moved independently of the text and positioned on the page exactly: o Square - the text wraps the rectangular box that bounds the shape. o Tight - the text wraps the actual shape edges. o Through - the text wraps around the shape edges and fills in the open white space within the shape. So that the effect can appear, use the Edit Wrap Boundary option from the right-click menu. o Top and bottom - the text is only above and below the shape.o In front - the shape overlaps the text. o Behind - the text overlaps the shape. If you select the square, tight, through, or top and bottom styles, you will be able to set up some additional parameters - distance from text at all sides (top, bottom, left, right). The Position tab is available only if the selected wrapping style is not inline. This tab contains the following parameters that vary depending on the selected wrapping style: · The Horizontal section allows you to select one of the following three autoshape positioning types: o Alignment (left, center, right) relative to character, column, left margin, margin, page or right margin, o Absolute Positionmeasured in absolute units i.e. Centimeters/Points/Inches (depending on the option specified on the File -> Advanced Settings... tab) to the right of character, column, left margin, margin, page or right margin, o Relative positionmeasured in percent relative to the left margin, margin, page or right margin.· The Vertical section allows you to select one of the following three autoshape positioning types: o Alignment (top, center, bottom) relative to line, margin, bottom margin, paragraph, page or top margin, o Absolute Positionmeasured in absolute units i.e. Centimeters/Points/Inches (depending on the option specified on the File -> Advanced Settings... tab) below line, margin, bottom margin, paragraph, page or top margin, o Relative positionmeasured in percent relative to the margin, bottom margin, page or top margin. · Move object with text ensures that the autoshape moves along with the text to which it is anchored. · Allow overlapmakes it possible for two autoshapes to overlap if you drag them near each other on the page. TheWeights & Arrows tab contains the following parameters: · Line Style - this option group allows specifying the following parameters: o Cap Typ e - this option allows setting the style for the end of the line, therefore it can be applied only to the shapes with the open outline, such as lines, polylines etc.: § Flat - the end points will be flat.§ Round - the end points will be rounded. § Square - the end points will be square. o Join Type - this option allows setting the style for the intersection of two lines, for example, it can affect a polyline or the corners of the triangle or rectangle outline: § Round - the corner will be rounded. § Bevel - the corner will be cut off angularly. § Miter - the corner will be pointed. It goes well to shapes with sharp angles. Note: the effect will be more noticeable if you use a large outline width. · Arrows - this option group is available if a shape from the Lines shape group is selected. It allows setting the arrow Start and End Style and Size by selecting the appropriate option from the dropdown lists. The Text Padding tab allows changing the Top, Bottom, Left and Right internal margins of the autoshape (i.e. the distance between the text within the shape and the autoshape borders). Note: this tab is only available if text is added within the autoshape, otherwise the tab is disabled.The Alternative Text tab allows specifying a Title and Description which will be read to people with vision or cognitive impairments to help them better understand what information the shape contains. Insert charts Insert a chart To insert a chart into your document, 1. place the cursor where the chart should be added, 2. switch to the Insert tab of the top toolbar, 3. click the Chart icon on the top toolbar, 4. select the needed chart type from the available ones: · Column Charts o Clustered column o Stacked column o 100% stacked column o 3-D Clustered Column o 3-D Stacked Column o 3-D 100% stacked columno 3-D Column · Line Charts o Line o Stacked line o 100% stacked line o Line with markers o Stacked line with markers o 100% stacked line with markers o 3-D Line · Pie Charts o Pie o Doughnut o 3-D Pie · Bar Charts o Clustered bar o Stacked bar o 100% stacked bar o 3-D clustered bar o 3-D stacked bar o 3-D 100% stacked bar · Area Charts o Area o Stacked area o 100% stacked area o Stock Charts · XY (Scatter) Charts o Scatter o Stacked bar o Scatter with smooth lines and markers o Scatter with smooth lines o Scatter with straight lines and markers o Scatter with straight lines · Combo Charts o Clustered column - line o Clustered column - line on secondary axis o Stacked area - clustered column o Custom combination 5. after that the Chart Editor window will appear where you can enter the necessary data into the cells using the following controls: · and for copying and pasting the copied data · and for undoing and redoing actions · for inserting a function · and for decreasing and increasing decimal places· for changing the number format, i.e. the way the numbers you enter appear in cells 6. Click the Select Data button situated in the Chart Editor window. The Chart Data window will open. 1. Use the Chart Data dialog to manage Chart Data Range, Legend Entries (Series), Horizontal (Category) Axis Label and Switch Row/Column.· Chart Data Range - select data for your chart. o Click the icon on the right of the Chart data range box to select data range. · Legend Entries (Series) - add, edit, or remove legend entries. Type or select series name for legend entries. o In Legend Entries (Series), click Add button. o In Edit Series, type a new legend entry or click the icon on the right of the Select name box.· Horizontal (Category) Axis Labels - change text for category labels. o In Horizontal (Category) Axis Labels, click Edit. o In Axis label range, type the labels you want to add or click the icon on the right of the Axis label range box to select data range. · Switch Row/Column - rearrange the worksheet data that is configured in the chart not in the way that you want it. Switch rows to columns to display data on a different axis. 2. Click OK button to apply the changes and close the window. 7. Click the Change Chart Type button in the Chart Editor window to choose chart type and style. Select a chart from the available sections: Column, Line, Pie, Bar, Area, Stock, XY (Scatter), or Combo.When you choose Combo Charts, the Chart Type window lists chart series and allows choosing the types of charts to combine and selecting data series to place on a seconary axis.8. change the chart settings by clicking the Edit Chart button situated in the Chart Editor window. The Chart - Advanced Settings window will open.The Layout tab allows you to change the layout of chart elements. · Specify the Chart Title position in regard to your chart selecting the necessary option from the drop-down list: o None to not display a chart title, o Overlay to overlay and center a title on the plot area, o No Overlay to display the title above the plot area. · Specify the Legend position in regard to your chart selecting the necessary option from the drop-down list: o None to not display a legend, o Bottom to display the legend and align it to the bottom of the plot area, o Top to display the legend and align it to the top of the plot area, o Right to display the legend and align it to the right of the plot area, o Left to display the legend and align it to the left of the plot area, o Left Overlay to overlay and center the legend to the left on the plot area, o Right Overlay to overlay and center the legend to the right on the plot area. · Specify the Data Labels (i.e. text labels that represent exact values of data points) parameters: o specify the Data Labels position relative to the data points selecting the necessary option from the drop-down list. The available options vary depending on the selected chart type. § For Column/Bar charts, you can choose the following options: None, Center, Inner Bottom, Inner Top, Outer Top. § For Line/XY (Scatter)/Stock charts, you can choose the following options: None, Center, Left, Right, Top, Bottom. § For Pie charts, you can choose the following options: None, Center, Fit to Width, Inner Top, Outer Top. § For Area charts as well as for 3D Column, Line and Bar charts, you can choose the following options: None, Center. o select the data you wish to include into your labels checking the corresponding boxes: Series Name, Category Name, Value, o enter a character (comma, semicolon etc.) you wish to use for separating several labels into the Data Labels Separator entry field. · Lines - is used to choose a line style for Line/XY (Scatter) charts. You can choose one of the following options: Straight to use straight lines between data points, Smooth to use smooth curves between data points, or None to not display lines. · Markers - is used to specify whether the markers should be displayed (if the box is checked) or not (if the box is unchecked) for Line/XY (Scatter) charts. Note: the Lines andMarkers options are available for Line charts and XY (Scatter) charts only.· The Axis Settings section allows specifying whether to display Horizontal/Vertical Axis or not by selecting the Show or Hide option from the drop-down list. You can also specify Horizontal/Vertical Axis Title parameters: o Specify if you wish to display the Horizontal Axis Title or not by selecting the necessary option from the drop-down list: o None to not display a horizontal axis title, o No Overlay to display the title below the horizontal axis. · Specify the Vertical Axis Title orientation by selecting the necessary option from the drop-down list: o None to not display a vertical axis title, o Rotated to display the title from bottom to top to the left of the vertical axis, o Horizontal to display the title horizontally to the left of the vertical axis. · The Gridlines section allows specifying which of the Horizontal/Vertical Gridlines you wish to display by selecting the necessary option from the drop-down list:Major,Minor, orMajor and Minor. You can hide the gridlines at all using the None option. Note: the Axis Settings and Gridlines sections will be disabled for Pie charts since charts of this type have no axes and gridlines.Note: the Vertical/Horizontal Axis tabs will be disabled for Pie charts since charts of this type have no axes. The Vertical Axis tab allows you to change the parameters of the vertical axis also referred to as the values axis or y-axis which displays numeric values. Note that the vertical axis will be the category axis which displays text labels for the Bar charts, therefore in this case the Vertical Axis tab options will correspond to the ones described in the next section. For the XY (Scatter) charts, both axes are value axes. · The Axis Options section allows setting the following parameters: · Minimum Value - is used to specify the lowest value displayed at the vertical axis start. The Auto option is selected by default, in this case the minimum value is calculated automatically depending on the selected data range. You can select the Fixed option from the drop-down list and specify a different value in the entry field on the right. · Maximum Value - is used to specify the highest value displayed at the vertical axis end. The Auto option is selected by default, in this case the maximum value is calculated automatically depending on the selected data range. You can select the Fixed option from the drop-down list and specify a different value in the entry field on the right. · Axis Crosses - is used to specify a point on the vertical axis where the horizontal axis should cross it. The Auto option is selected by default, in this case the axes intersection point value is calculated automatically depending on the selected data range. You can select the Value option from the drop-down list and specify a different value in the entry field on the right, or set the axes intersection point at theMinimum/Maximum Value on the vertical axis. · Display Units - is used to determine the representation of the numeric values along the vertical axis. This option can be useful if you''re working with great numbers and wish the values on the axis to be displayed in a more compact and readable way (e.g. you can represent 50 000 as 50 by using the Thousands display units). Select desired units from the drop- down list: Hundreds, Thousands, 10 000, 100 000,Millions, 10 000 000, 100 000 000, Billions, Trillions, or choose the None option to return to the default units. · Values in reverse order - is used to display values in the opposite direction. When the box is unchecked, the lowest value is at the bottom and the highest value is at the top of the axis. When the box is checked, the values are ordered from top to bottom. · The Tick Options section allows adjusting the appearance of tick marks on the vertical scale. Major tick marks are the larger scale divisions which can have labels displaying numeric values. Minor tick marks are the scale subdivisions which are placed between the major tick marks and have no labels. Tick marks also define where gridlines can be displayed if the corresponding option is set onthe Layout tab. TheMajor/Minor Type drop-down lists contain the following placement options: · None to not display major/minor tick marks, · Cross to display major/minor tick marks on both sides of the axis, · In to display major/minor tick marks inside the axis, · Out to display major/minor tick marks outside the axis. · The Label Options section allows adjusting the appearance of major tick mark labels which display values. To specify a Label Position in regard to the vertical axis, select the necessary option from the drop-down list: · None to not display tick mark labels, · Low to display tick mark labels to the left of the plot area, · High to display tick mark labels to the right of the plot area, · Next to axis to display tick mark labels next to the axis. · To specify a Label Format click the Label Format button and choose a category as it deems appropriate. Available label format categories: o General o Number o Scientific o Accounting o Currency o Date o Time o Percentage o Fraction o Text o Custom Label format options vary depending on the selected category. o Check Linked to source to keep number formatting from the data source in the chart.Note: Secondary axes are supported in Combo charts only. Secondary axes are useful in Combo charts when data series vary considerably or mixed types of data are used to plot a chart. Secondary Axes make it easier to read and understand a combo chart. The Secondary Vertical /Horizontal Axis tab appears when you choose an appropriate data series for a combo chart. All the settings and options on the Secondary Vertical/Horizontal Axis tab are the same as the settings on the Vertical/Horizontal Axis. For a detailed description of the Vertical/Horizontal Axis options, see description above/below.The Horizontal Axis tab allows you to change the parameters of the horizontal axis also referred to as the categories axis or x-axis which displays text labels. Note that the horizontal axis will be the value axis which displays numeric values for the Bar charts, therefore in this case the Horizontal Axis tab options will correspond to the ones described in the previous section. For the XY (Scatter) charts, both axes are value axes. · select Hide to hide horizontal axis in the chart, leave it unchecked to have horizontal axis displayed. · specify Title orientation by selecting the necessary option from the drop-down list: o None when you don’t want to display a horizontal axis title, o No Overlay to display the title below the horizontal axis, · Gridlines is used to specify the Horizontal Gridlines to display by selecting the necessary option from the drop-down list: None, Major,Minor, orMajor and Minor. · Axis Crosses - is used to specify a point on the horizontal axis where the vertical axis should cross it. The Auto option is selected by default, in this case the axes intersection point value is calculated automatically depending on the selected data range. You can select the Value option from the drop-down list and specify a different value in the entry field on the right, or set the axes intersection point attheMinimum/Maximum Value (that corresponds to the first and last category) on the horizontal axis. · Axis Position - is used to specify where the axis text labels should be placed: On Tick Marks or Between Tick Marks. · Values in reverse order - is used to display categories in the opposite direction. When the box is unchecked, categories are displayed from left to right. When the box is checked, the categories are ordered from right to left. · The Tick Options section allows adjusting the appearance of tick marks on the horizontal scale. Major tick marks are the larger divisions which can have labels displaying category values. Minor tick marks are the smaller divisions which are placed between the major tick marks and have no labels. Tick marks also define where gridlines can be displayed if the corresponding option is set on the Layout tab. You can adjust the following tick mark parameters: o Major/Minor Type - is used to specify the following placement options: None to not display major/minor tick marks, Cross to display major/minor tick marks on both sides of the axis, In to display major/minor tick marks inside the axis, Out to display major/minor tick marks outside the axis. o Interval between Marks - is used to specify how many categories should be displayed between two adjacent tick marks. · The Label Options section allows adjusting the appearance of labels which display categories. o Label Position - is used to specify where the labels should be placed in regard to the horizontal axis. Select the necessary option from the drop-down list: None to not display category labels, Low to display category labels at the bottom of the plot area, High to display category labels at the top of the plot area, Next to axis to display category labels next to the axis. o Axis Label Distance - is used to specify how closely the labels should be placed to the axis. You can specify the necessary value in the entry field. The more the value you set, the more the distance between the axis and labels is. o Interval between Labels - is used to specify how often the labels should be displayed. The Auto option is selected by default, in this case labels are displayed for every category. You can select theManual option from the drop-down list and specify the necessary value in the entry field on the right. For example, enter 2 to display labels for every other category etc. o To specify a Label Format click the Label Format button and choose a category as it deems appropriate. Available label format categories: o General o Number o Scientific o Accounting o Currency o Date o Timeo Percentage o Fraction o Text o Custom Label format options vary depending on the selected category. o Check Linked to source to keep number formatting from the data source in the chart. The Cell Snapping tab contains the following parameters: · Move and size with cells - this option allows you to snap the chart to the cell behind it. If the cell moves (e.g. if you insert or delete some rows/columns), the chart will be moved together with the cell. If you increase or decrease the width or height of the cell, the chart will change its size as well. · Move but don''t size with cells - this option allows to snap the chart to the cell behind it preventing the chart from being resized. If the cell moves, the chart will be moved together with the cell, but if you change the cell size, the chart dimensions remain unchanged.· Don''t move or size with cells - this option allows to prevent the chart from being moved or resized if the cell position or size was changed. The Alternative Text tab allows specifying a Title and Description which will be read to people with vision or cognitive impairments to help them better understand what information the chart contains. Move and resize chartsOnce the chart is added, you can change its size and position. To change the chart size, drag small squares situated on its edges. To maintain the original proportions of the selected chart while resizing, hold down the Shift key and drag one of the corner icons. To alter the chart position, use the icon that appears after hovering your mouse cursor over the chart. Drag the chart to the necessary position without releasing the mouse button. When you move the chart, guide lines are displayed to help you position the object on the page precisely (if a wrapping style other than inline is selected). Edit chart elements To edit the chart Title, select the default text with the mouse and type the required text. To change the font formatting within text elements, such as the chart title, axes titles, legend entries, data labels etc., select the necessary text element by left-clicking it. Then use the corresponding icons on the Home tab of the top toolbar to change the font type, size, color or its decoration style. When the chart is selected, the Shape settings icon is also available on the right, since a shape is used as a background for the chart. You can click this icon to open the Shape settings tab on the right sidebar and adjust Fill, Stroke andWrapping Style of the shape. Note that you cannot change the shape type. Using the Shape Settings tab on the right panel, you can both adjust the chart area itself and change the chart elements, such as plot area, data series, chart title, legend etc and apply different fill types to them. Select the chart element clicking it with the left mouse button and choose the preferred fill type: solid color, gradient, texture or picture, pattern. Specify the fill parameters and set the Opacity level if necessary. When you select a vertical or horizontal axis or gridlines, the stroke settings are only available at the Shape Settings tab: color, width and type. Note: the Show shadow option is also available at the Shape settings tab, but it is disabled for chart elements. If you need to resize chart elements, left-click to select the needed element and drag one of 8 white squares located along the perimeter of the element. To change the position of the element, left-click on it, make sure your cursor changed to , hold the left mouse button and drag the element to the needed position. To delete a chart element, select it by left-clicking and press the Delete key on the keyboard.You can also rotate 3D charts using the mouse. Left-click within the plot area and hold the mouse button. Drag the cursor without releasing the mouse button to change the 3D chart orientation. Adjust chart settings Some of the chart settings can be altered using the Chart settings tab of the right sidebar. To activate it click the chart and choose the Chart settings icon on the right. Here you can change the following properties: · Size is used to view theWidth and Height of the current chart.· Wrapping Style is used to select a text wrapping style from the available ones - inline, square, tight, through, top and bottom, in front, behind (for more information see the advanced settings description below). · Change Chart Type is used to change the selected chart type and/or style. To select the necessary chart Style, use the second drop-down menu in the Change Chart Type section. · Edit Data is used to open the ''Chart Editor'' window. Note: to quickly open the ''Chart Editor'' window you can also double-click the chart in the document. You can also find some of these options in the right-click menu. The menu options are: · Cut, Copy, Paste - standard options which are used to cut or copy the selected text/object and paste the previously cut/copied text passage or object to the current cursor position. · Arrange is used to bring the selected chart to foreground, send it to the background, move forward or backward as well as group or ungroup charts to perform operations with several of them at once. · Align is used to align the chart left, center, right, top, middle, bottom. · Wrapping Style is used to select a text wrapping style from the available ones - inline, square, tight, through, top and bottom, in front, behind. The Edit Wrap Boundary option is unavailable for charts. · Edit Data is used to open the ''Chart Editor'' window. · Chart Advanced Settings is used to open the ''Chart - Advanced Settings'' window. To change the chart advanced settings, click the needed chart with the right mouse button and select Chart Advanced Settings from the right-click menu or just click the Show advanced settings link on the right sidebar. The chart properties window will open:The Size tab contains the following parameters: · Width and Height - use these options to change the width and/or height of the chart. If the Constant Proportions button is clicked (in this case it looks like this ), the width and height will be changed together preserving the original chart aspect ratio.The Text Wrapping tab contains the following parameters: · Wrapping Style - use this option to change the way the chart is positioned relative to the text: it will either be a part of the text (in case you select the inline style) or bypassed by it from all sides (if you select one of the other styles). o Inline - the chart is considered to be a part of the text, like a character, so when the text moves, the chart moves as well. In this case the positioning options are inaccessible. o If one of the following styles is selected, the chart can be moved independently of the text and positioned on the page exactly: o Square - the text wraps the rectangular box that bounds the chart. o Tight - the text wraps the actual chart edges. o Through - the text wraps around the chart edges and fills in the open white space within the chart. o Top and bottom - the text is only above and below the chart.o In front - the chart overlaps the text. o Behind - the text overlaps the chart. If you select the square, tight, through, or top and bottom styles, you will be able to set up some additional parameters - distance from text at all sides (top, bottom, left, right). The Position tab is available only if the selected wrapping style is not inline. This tab contains the following parameters that vary depending on the selected wrapping style: · The Horizontal section allows you to select one of the following three chart positioning types: o Alignment (left, center, right) relative to character, column, left margin, margin, page or right margin, o Absolute Positionmeasured in absolute units i.e. Centimeters/Points/Inches (depending on the option specified on the File -> Advanced Settings... tab) to the right of character, column, left margin, margin, page or right margin, o Relative positionmeasured in percent relative to the left margin, margin, page or right margin.· The Vertical section allows you to select one of the following three chart positioning types: o Alignment (top, center, bottom) relative to line, margin, bottom margin, paragraph, page or top margin, o Absolute Positionmeasured in absolute units i.e. Centimeters/Points/Inches (depending on the option specified on the File -> Advanced Settings... tab) below line, margin, bottom margin, paragraph, page or top margin, o Relative positionmeasured in percent relative to the margin, bottom margin, page or top margin. · Move object with text ensures that the chart moves along with the text to which it is anchored. · Allow overlapmakes it possible for two charts to overlap if you drag them near each other on the page. The Alternative Text tab allows specifying a Title and Description which will be read to the people with vision or cognitive impairments to help them better understand what information the chart contains.Insert text objects To make your text more emphatic and draw attention to a specific part of the document, you can insert a text box (a rectangular frame that allows entering text within it) or a Text Art object (a text box with a predefined font style and color that allows applying some effects to the text). Add a text object You can add a text object anywhere on the page. To do that: 1. switch to the Insert tab of the top toolbar, 2. select the necessary text object type: · to add a text box, click the Text Box icon on the top toolbar, then click where the text box should be added, hold the mouse button and drag the text box border to specify its size. When you release the mouse button, the insertion point will appear in the added text box, allowing you to enter your text. Note: it''s also possible to insert a text box by clicking the Shape icon on the top toolbar and selecting the shape from the Basic Shapes group. · to add a Text Art object, click the Text Art icon on the top toolbar, then click on the desired style template – the Text Art object will be added at the current cursor position. Select the default text within the text box with the mouse and replace it with your own text. 3. click outside of the text object to apply the changes and return to the document. The text within the text object is a part of the latter (when you move or rotate the text object, the text moves or rotates with it). As the inserted text object represents a rectangular frame with text in it (Text Art objects have invisible text box borders by default), and this frame is a common autoshape, you can change both the shape and text properties. To delete the added text object, click on the text box border and press the Delete key on the keyboard. The text within the text box will also be deleted. Format a text box Select the text box by clicking on its border to be able to change its properties. When the text box is selected, its borders are displayed as solid (not dashed) lines.· to resize, move, rotate the text box, use the special handles on the edges of the shape. · to edit the text box fill, stroke, wrapping style or replace the rectangular box with a different shape, click the Shape settings icon on the right sidebar and use the corresponding options. · to align the text box on the page, arrange text boxes as related to other objects, rotate or flip a text box, change a wrapping style or access the shape advanced settings, right-click on the text box border and use the contextual menu options. Format the text within the text box Click the text within the text box to change its properties. When the text is selected, the text box borders are displayed as dashed lines. Note: it''s also possible to change the text formatting when the text box (not the text itself) is selected. In thus case, any changes will be applied to all the text within the text box. Some font formatting options (font type, size, color and decoration styles) can be applied to the previously selected text fragment separately. To rotate the text within the text box, right-click the text, select the Text Direction option and then choose one of the available options: Horizontal (is selected by default), Rotate Text Down (sets a vertical direction, from top to bottom) or Rotate Text Up (sets a vertical direction, from bottom to top). To align the text vertically within the text box, right-click the text, select the Vertical Alignment option and then choose one of the available options: Align Top, Align Center or Align Bottom. Other formatting options that you can apply are the same as the ones for regular text. Please refer to the corresponding help sections to learn more about the necessary operation. You can: · align the text horizontally within the text box · adjust the font type, size, color, apply decoration styles and formatting presets · stheet ltienxet sbpoaxcing, change paragraph indents, adjust tab stops for the multi-line text within · insert a hyperlink You can also click the Text Art settings icon on the right sidebar and change some style parameters. Edit a Text Art style Select a text object and click the Text Art settings icon on the right sidebar.Change the applied text style by selecting a new Template from the gallery. You can also change the basic style by selecting a different font type, size etc. Change the font Fill. You can choose the following options: · Color Fill - select this option to specify the solid color to fill the inner space of letters. Click the colored box below and select the necessary color from the available color sets or specify any color you like: · Gradient Fill - select this option to fill the letters with two colors which smoothly change from one to another.o Style - choose one of the available options: Linear (colors change in a straight line i.e. along a horizontal/vertical axis or diagonally at a 45 degree angle) or Radial (colors change in a circular path from the center to the edges). o Direction - choose a template from the menu. If the Linear gradient is selected, the following directions are available: top-left to bottom-right, top to bottom, top-right to bottom-left, right to left, bottom-right to top-left, bottom to top, bottom-left to top-right, left to right. If the Radial gradient is selected, only one template is available. o Gradient - click on the left slider under the gradient bar to activate the color box which corresponds to the first color. Click on the color box on the right to choose the first color in the palette. Drag the slider to set the gradient stop i.e. the point where one color changes into another. Use the right slider under the gradient bar to specify the second color and set the gradient stop. Note: if one of these two options is selected, you can also set an Opacity level dragging the slider or entering the percent value manually. The default value is 100%. It corresponds to the full opacity. The 0% value corresponds to the full transparency. · No Fill - select this option if you don''t want to use any fill. Adjust the font Stroke width, color and type. · To change the stroke width, select one of the available options from the Size dropdown list. The available options are: 0.5 pt, 1 pt, 1.5 pt, 2.25 pt, 3 pt, 4.5 pt, 6 pt. Alternatively, select the No Line option if you don''t want to use any stroke. · To change the stroke color, click on the colored box below and select the necessary color. · To change the stroke type, select the necessary option from the corresponding dropdown list (a solid line is applied by default, you can change it to one of the available dashed lines).Apply a text effect by selecting the necessary text transformation type from the Transform gallery. You can adjust the degree of the text distortion by dragging the pink diamond-shaped handle. Add captions A caption is a numbered label that can be applied to objects, such as equations, tables, figures, and images in the document. A caption allows making a reference in the text - an easily recognizable label on an object. You can also use captions to create a table of figures. To add a caption to an object: · select the required object to apply a caption; · switch to the References tab of the top toolbar; · click the Caption icon on the top toolbar or right-click on the object and select the Insert Caption option to open the Insert Caption dialogue box o choose the label to use for your caption by clicking the label drop-down and choosing the object. or o create a new label by clicking the Add label button to open the Add label dialogue box. Enter a name for the label into the label text box. Then click the OK button to add a new label into the label list; · check the Include chapter number checkbox to change the numbering for your caption; · in Insert drop-down menu choose Before to place the label above the object or After to place it below the object; · check the Exclude label from caption checkbox to leave only a number for this particular caption in accordance with a sequence number; · you can then choose how to number your caption by assigning a specific style to the caption and adding a separator; · to apply the caption click the OK button.Deleting a label To delete a label you have created, choose the label from the label list within the caption dialogue box then click the Delete label button. The label you created will be immediately deleted. Note: You may delete labels you have created but you cannot delete the default labels. Formatting captions As soon as you add a caption, a new style for captions is automatically added to the styles section. To change the style for all captions throughout the document, you should follow these steps: · select the text to copy a new Caption style; · search for the Caption style (highlighted in blue by default) in the styles gallery on the Home tab of the top toolbar; · right-click on it and choose the Update from selection option. Grouping captions up To move the object and the caption as one unit, you need to group the object and the caption:· select the object; · select one of theWrapping styles using the right sidebar; · add the caption as it is mentioned above; · hold down Shift and select the items to be grouped up; · right-click item and choose Arrange > Group. Now both items will move simultaneously if you drag them somewhere else in the document. To unbind the objects, click on Arrange > Ungroup respectively. Insert symbols and characters To insert a special symbol which can not be typed on the keyboard, use the Insert symbol option and follow these simple steps: · place the cursor where a special symbol should be inserted, · switch to the Insert tab of the top toolbar, · click the Symbol,· The Symbol dialog box will appear, and you will be able to select the required symbol, · use the Range section to quickly find the necessary symbol. All symbols are divided into specific groups, for example, select ''Currency Symbols'' if you want to insert a currency character. If the required character is not in the set, select a different font. Many of them also have characters that differ from the standard set. Or enter the Unicode hex value of the required symbol you want into the Unicode hex value field. This code can be found in the Character map. You can also use the Special characters tab to choose a special character from the list.The previously used symbols are also displayed in the Recently used symbols field, · click Insert. The selected character will be added to the document. Insert ASCII symbols The ASCII table is also used to add characters. To do this, hold down the ALT key and use the numeric keypad to enter the character code. Note: be sure to use the numeric keypad, not the numbers on the main keyboard. To enable the numeric keypad, press the Num Lock key. For example, to add a paragraph character (§), press and hold down ALT while typing 789, and then release the ALT key. Insert symbols using the Unicode table Additional characters and symbols can also be found in the Windows symbol table. To open this table, do of the following: · in the Search field write ''Character table'' and open it, · simultaneously press Win + R, and then in the following window type charmap.exe and click OK.In the opened Character Map, select one of the Character sets, Groups, and Fonts. Next, click on the required characters, copy them to the clipboard, and paste where necessary. Align and arrange objects on the page The added autoshapes, images, charts or text boxes can be aligned, grouped and ordered on the page. To perform any of these actions, first select a separate object or several objects on the page. To select several objects, hold down the Ctrl key and left-click the required objects. To select a text box, click on its border, not the text within it. After that you can use either the icons on the Layout tab of the top toolbar described below or the corresponding options from the right-click menu. Align objects To align two or more selected objects, 1. Click the Align icon on the Layout tab of the top toolbar and select one of the following options: · Align to Page to align objects relative to the edges of the page, · Align to Margin to align objects relative to the page margins, · Align Selected Objects (this option is selected by default) to align objects relative to each other, 2. Click the Align icon once again and select the necessary alignment type from the list: · Align Left - to line up the objects horizontally by the left edge of the leftmost object/left edge of the page/left page margin,· Align Center - to line up the objects horizontally by their centers/center of the page/center of the space between the left and right page margins, · Align Right - to line up the objects horizontally by the right edge of the rightmost object/right edge of the page/right page margin, · Align Top - to line up the objects vertically by the top edge of the topmost object/top edge of the page/top page margin, · Align Middle - to line up the objects vertically by their middles/middle of the page/middle of the space between the top and bottom page margins, · Align Bottom - to line up the objects vertically by the bottom edge of the bottommost object/bottom edge of the page/bottom page margin. Alternatively, you can right-click the selected objects, choose the Align option from the contextual menu and then use one of the available alignment options. If you want to align a single object, it can be aligned relative to the edges of the page or to the page margins. The Align to Margin option is selected by default in this case. Distribute objects To distribute three or more selected objects horizontally or vertically so that there is equal space between them, 1. Click the Align icon on the Layout tab of the top toolbar and select one of the following options: · Align to Page to distribute objects between the edges of the page, · Align to Margin to distribute objects between the page margins, · Align Selected Objects (this option is selected by default) to distribute objects between two outermost selected objects, 2. Click the Align icon once again and select the necessary distribution type from the list: · Distribute Horizontally - to distribute objects evenly between the leftmost and rightmost selected objects/left and right edges of the page/left and right page margins. · Distribute Vertically - to distribute objects evenly between the topmost and bottommost selected objects/top and bottom edges of the page/top and bottom page margins. Alternatively, you can right-click the selected objects, choose the Align option from the contextual menu and then use one of the available distribution options. Note: the distribution options are disabled if you select less than three objects. Group objects To group two or more selected objects or ungroup them, click the arrow next to the Group icon at the Layout tab on the top toolbar and select the necessary option from the list:· Group - to combine several objects into a group so that they can be simultaneously rotated, moved, resized, aligned, arranged, copied, pasted, formatted like a single object. · Ungroup - to ungroup the selected group of the previously combined objects. Alternatively, you can right-click the selected objects, choose the Arrange option from the contextual menu and then use the Group or Ungroup option. Note: the Group option is disabled if you select less than two objects. The Ungroup option is available only when a group of the previously combined objects is selected. Arrange objects To arrange objects (i.e. to change their order when several objects overlap each other), you can use the Bring Forward and Send Backward icons on the Layout tab of the top toolbar and select the required arrangement type from the list. To move the selected object(s) forward, click the arrow next to the Bring Forward icon on the Layout tab of the top toolbar and select the required arrangement type from the list: · Bring To Foreground - to move the object(s) in front of all other objects, · Bring Forward - to move the selected object(s) by one level forward as related to other objects. To move the selected object(s) backward, click the arrow next to the Send Backward icon on the Layout tab of the top toolbar and select the required arrangement type from the list: · Send To Background - to move the object(s) behind all other objects, · Send Backward - to move the selected object(s) by one level backward as related to other objects. Alternatively, you can right-click the selected object(s), choose the Arrange option from the contextual menu and then use one of the available arrangement options. Change the text wrapping TheWrapping Style option determines the way the object is positioned relative to the text. You can change the text wrapping style for inserted objects, such as shapes, images, charts, text boxes or tables. Change text wrapping for shapes, images, charts, text boxes To change the currently selected wrapping style: 1. left-click a separate object to select it. To select a text box, click on its border, not the text within it. 2. open the text wrapping settings:· switch to the the Layout tab of the top toolbar and click the arrow next to the Wrapping icon, or · right-click the object and select theWrapping Style option from the contextual menu, or · right-click the object, select the Advanced Settings option and switch to the Text Wrapping tab of the object Advanced Settings window. 3. select the necessary wrapping style: · Inline - the object is considered to be a part of the text, like a character, so when the text moves, the object moves as well. In this case the positioning options are inaccessible. · If one of the following styles is selected, the object can be moved independently of the text and precisely positioned on the page: · Square - the text wraps the rectangular box that bounds the object. · Tight - the text wraps the actual object edges. · Through - the text wraps around the object edges and fills the open white space within the object. To apply this effect, use the Edit Wrap Boundary option from the right-click menu. · Top and bottom - the text is only above and below the object. · In front - the object overlaps the text. · Behind - the text overlaps the object. If you select the Square, Tight, Through, or Top and bottom style, you will be able to set up some additional parameters - Distance from Text at all sides (top, bottom, left, right). To access these parameters, right-click the object, select the Advanced Settings option and switch to the Text Wrapping tab of the object Advanced Settings window. Set the required values and click OK. If you select a wrapping style other than Inline, the Position tab is also available in the object Advanced Settings window. To learn more on these parameters, please refer to the corresponding pages with the instructions on how to work with shapes, images or charts. If you select a wrapping style other than Inline, you can also edit the wrap boundary for images or shapes. Right-click the object, select theWrapping Style option from the contextual menu and click the Edit Wrap Boundary option. Drag wrap points to customize the boundary. To create a new wrap point, click anywhere on the red line and drag it to the required position. Change text wrapping for tables For tables, the following two wrapping styles are available: Inline table and Flow table. To change the currently selected wrapping style: 1. right-click the table and select the Table Advanced Settings option, 2. switch to the Text Wrapping tab of the Table - Advanced Settings window,3. select one of the following options: · Inline table is used to select the wrapping style when the text is broken by the table as well as to set the alignment: left, center, right. · Flow table is used to select the wrapping style when the text is wrapped around the table. Using the Text Wrapping tab of the Table - Advanced Settings window, you can also set up the following additional parameters: · For inline tables, you can set the table Alignment type (left, center or right) and Indent from left. · For floating tables, you can set the Distance from text and the table position on the Table Position tab. Insert content controls Content controls are objects containing different types of content, such as text, objects, etc. Depending on the selected content control type, you can collaborate on documents by using the available content controls array, or lock the ones that do not need further editing and unlock those that require your colleagues’ input, etc. Content controls are typically used to facilitate data gathering and processing or to set necessary boundaries for documents edited by other users. ONLYOFFICE Document Editor allows you to insert classic content controls, i.e. they are fully backward compatible with the third-party word processors such as Microsoft Word. Note: the feature to add new content controls is available in the paid version only. In the free Community version, you can edit existing content controls, as well as copy and paste them. To enable this feature in the desktop version, refer to this article. ONLYOFFICE Document Editor supports the following classic content controls: Plain Text, Rich Text, Picture, Combo box, Drop-down list, Date, Check box. · Plain Text is an object containing text that cannot be formatted. Plain text content controls cannot contain more than one paragraph. · Rich Text is an object containing text that can be formatted. Rich text content controls can contain several paragraphs, lists, and objects (images, shapes, tables etc.). · Picture is an object containing a single image. · Combo box is an object containing a drop-down list with a set of choices. It allows choosing one of the predefined values from the list and edit the selected value if necessary. · Drop-down list is an object containing a drop-down list with a set of choices. It allows choosing one of the predefined values from the list. The selected value cannot be edited. · Date is an object containing a calendar that allows choosing a date.· Check box is an object that allows displaying two states: the check box is selected and the check box is cleared. Adding content controls Create a new Plain Text content control 1. position the insertion point within the text line where the content control should be added, or select a text passage to transform it into a content control. 2. switch to the Insert tab of the top toolbar. 3. click the arrow next to the Content Controls icon. 4. choose the Plain Text option from the menu. The content control will be inserted at the insertion point within existing text line. Replace the default text within the content control ("Your text here") with your own text: select the default text, and type in a new text or copy a text passage from anywhere and paste it into the content control. The Plain text content controls do not allow adding line breaks and cannot contain other objects such as images, tables, etc. Create a new Rich Text content control 1. position the insertion point within the text line where the content control should be added, or select one or more of the existing paragraphs you want to become the control contents. 2. switch to the Insert tab of the top toolbar. 3. click the arrow next to the Content Controls icon. 4. choose the Rich Text option from the menu. The control will be inserted in a new paragraph. Replace the default text within the control ("Your text here") with your own one: select the default text, and type in a new text or copy a text passage from anywhere and paste it into the content control. Rich text content controls allow adding line breaks, i.e. can contain multiple paragraphs as well as some objects, such as images, tables, other content controls etc. Create a new Picture content control 1. position the insertion point within a line of the text where you want the control to be added. 2. switch to the Insert tab of the top toolbar. 3. click the arrow next to the Content Controls icon.4. choose the Picture option from the menu - the content control will be inserted at the insertion point. 5. click the image icon in the button above the content control border - a standard file selection window will open. Choose an image stored on your computer and click Open. The selected image will be displayed within the content control. To replace the image, click the image icon in the button above the content control border and select another image. Create a new Combo box or Drop-down list content control The Combo box and Drop-down list content controls contain a drop-down list with a set of choices. They can be created amost in the same way. The main difference between them is that the selected value in the drop-down list cannot be edited, while the selected value in the combo box can be replaced. 1. position the insertion point within a line of the text where you want the control to be added. 2. switch to the Insert tab of the top toolbar. 3. click the arrow next to the Content Controls icon. 4. choose the Combo box or Drop-down list option from the menu - the control will be inserted at the insertion point. 5. right-click the added control and choose the Content control settings option from the contextual menu. 6. in the the opened Content Control Settings window, switch to the Combo box or Drop-down list tab, depending on the selected content control type.7. to add a new list item, click the Add button and fill in the available fields in the the opened window: 1. specify the necessary text in the Display name field, e.g. Yes, No, Other. This text will be displayed in the content control within the document. 2. by default, the text in the Value field corresponds to the one entered in the Display name field. If you want to edit the text in the Value field, note that the entered value must be unique for each item. 3. click the OK button. 8. you can edit or delete the list items by using the Edit or Delete buttons on the right or change the item order using the Up and Down button. 9. when all the necessary choices are set, click the OK button to save the settings and close the window. You can click the arrow button in the right part of the added Combo box or Drop-down list content control to open the item list and choose the necessary one. Once the necessaryitem is selected from the Combo box, you can edit the displayed text by replacing it with your text entirely or partially. The Drop-down list does not allow editing the selected item. Create a new Date content control 1. position the insertion point within the text where content control should be added. 2. switch to the Insert tab of the top toolbar. 3. click the arrow next to the Content Controls icon. 4. choose the Date option from the menu - the content control with the current date will be inserted at the insertion point. 5. right-click the added content control and choose the Content control settings option from the contextual menu. 6. in the opened Content Control Settings window, switch to the Date format tab. 7. choose the necessary Language and select the necessary date format in the Display the date like this list. 8. click the OK button to save the settings and close the window.You can click the arrow button in the right part of the added Date content control to open the calendar and choose the necessary date. Create a new Check box content control 1. position the insertion point within the text line where the content control should be added. 2. switch to the Insert tab of the top toolbar. 3. click the arrow next to the Content Controls icon. 4. choose the Check box option from the menu - the content control will be inserted at the insertion point. 5. right-click the added content control and choose the Content control settings option from the contextual menu. 6. in the opened Content Control Settings window, switch to the Check box tab.7. click the Checked symbol button to specify the necessary symbol for the selected check box or the Unchecked symbol to select how the cleared check box should look like. The Symbol window will open. To learn more on how to work with symbols, please refer to this article. 8. when the symbols are specified, click the OK button to save the settings and close the window. The added check box is displayed in the unchecked mode. If you click the added check box it will be checked with the symbol selected in the Checked symbol list. Note: The content control border is only visible when the control is selected. The borders do not appear on a printed version. Moving content controls Content controls can be moved to another place in the document: click the button on the left of the control border to select the control and drag it without releasing the mouse button to another position in the text.You can also copy and paste content controls: select the necessary control and use the Ctrl+C/Ctrl+V key combinations. Editing plain text and rich text content controls Text within plain text and rich text content controls can be formatted by using the icons on the top toolbar: you can adjust the font type, size, color, apply decoration styles and formatting presets. It''s also possible to use the Paragraph - Advanced settings window accessible from the contextual menu or from the right sidebar to change the text properties. Text within rich text content controls can be formatted like a regular text, i.e. you can set line spacing, change paragraph indents, adjust tab stops, etc. Changing content control settings No matter which type of content controls is selected, you can change the content control settings in the General and Locking sections of the Content Control Settings window. To open the content control settings, you can proceed in the following ways: · Select the necessary content control, click the arrow next to the Content Controls icon on the top toolbar and select the Control Settings option from the menu. · Right-click anywhere within the content control and use the Content control settings option from the contextual menu. A new window will open. Ot the General tab, you can adjust the following settings: · Specify the content control Title, Placeholder, or Tag in the corresponding fields. The title will be displayed when the control is selected. The placeholder is the main textdisplayed within the content control element. Tags are used to identify content controls so that you can make a reference to them in your code. · Choose if you want to display the content control with a Bounding box or not. Use the None option to display the control without the bounding box. If you select the Bounding box option, you can choose the Color of this box using the field below. Click the Apply to All button to apply the specified Appearance settings to all the content controls in the document. On the Locking tab, you can protect the content control from being deleted or edited using the following settings: · Content control cannot be deleted - check this box to protect the content control from being deleted. · Contents cannot be edited - check this box to protect the contents of the content control from being edited. For certain types of content controls, the third tab that contains the specific settings for the selected content control type is also available: Combo box, Drop-down list, Date, Check box. These settings are described above in the sections about adding the corresponding content controls. Click the OK button within the settings window to apply the changes. It''s also possible to highlight content controls with a certain color. To highlight controls with a color: 1. Click the button on the left of the control border to select the control, 2. Click the arrow next to the Content Controls icon on the top toolbar, 3. Select the Highlight Settings option from the menu,4. Choose the required color from the available palettes: Theme Colors, Standard Colors or specify a new Custom Color. To remove previously applied color highlighting, use the No highlighting option. The selected highlight options will be applied to all the content controls in the document. Removing content controls To remove a content control and leave all its contents, select a content control, then proceed in one of the following ways: · Click the arrow next to the Content Controls icon on the top toolbar and select the Remove content control option from the menu. · Right-click the content control and use the Remove content control option from the contextual menu. To remove a control and all its contents, select the necessary control and press the Delete key on the keyboard. Create a Table of Contents A table of contents contains a list of all the chapters (sections, etc.) in a document and displays the numbers of the pages where each chapter begins. It allows easily navigating through a multi-page document and quickly switching to the required part of the text. The table of contents is generated automatically on the basis of the document headings formatted using built-in styles. This makes it easy to update the created table of contents without having to edit the headings and change the page numbers manually if the text of the document has been changed. Define the heading structure Format headings First of all, format the headings in your document using one of the predefined styles. To do that, 1. Select the text you want to include into the table of contents. 2. Open the style menu on the right side of the Home tab at the top toolbar. 3. Click the required style to be applied. By default, you can use the Heading 1 - Heading 9 styles. Note: if you want to use other styles (e.g. Title, Subtitle etc.) to format headings that will be included into the table of contents, you will need to adjust the table of contents settings first (see the corresponding section below). Manage headingsOnce the headings are formatted, you can click the Navigation icon on the left sidebar to open the panel that displays the list of all headings with corresponding nesting levels. This panel allows easily navigating between headings in the document text as well as managing the heading structure. Right-click on a heading in the list and use one of the available options from the menu: · Promote - to move the currently selected heading up to the higher level in the hierarchical structure, e.g. change it from Heading 2 to Heading 1. · Demote - to move the currently selected heading down to the lower level in the hierarchical structure, e.g. change it from Heading 1 to Heading 2. · New heading before - to add a new empty heading of the same level before the currently selected one. · New heading after - to add a new empty heading of the same level after the currently selected one. · New subheading - to add a new empty subheading (i.e. a heading with lower level) after the currently selected heading. When the heading or subheading is added, click on the added empty heading in the list and type in your own text. This can be done both in the document text and on the Navigation panel itself. · Select content - to select the text below the current heading in the document (including the text related to all subheadings of this heading). · Expand all - to expand all levels of headings at the Navigation panel. · Collapse all - to collapse all levels of headings, excepting level 1, at the Navigation panel. · Expand to level - to expand the heading structure to the selected level. E.g. if you select level 3, then levels 1, 2 and 3 will be expanded, while level 4 and all lower levels will be collapsed.To manually expand or collapse separate heading levels, use the arrows to the left of the headings. To close the Navigation panel, click the Navigation icon on the left sidebar once again. Insert a Table of Contents into the document To insert a table of contents into your document: 1. Position the insertion point where the table of contents should be added. 2. Switch to the References tab of the top toolbar. 3. Click the Table of Contents icon on the top toolbar, or click the arrow next to this icon and select the necessary layout option from the menu. You can select the table of contents that displays headings, page numbers and leaders, or headings only. Note: the table of content appearance can be adjusted later via the table of contents settings. The table of contents will be added at the current cursor position. To change the position of the table of contents, you can select the table of contents field (content control) and simply drag it to the desired place. To do that, click the button in the upper left corner of the table of contents field and drag it without releasing the mouse button to another position in the document text.To navigate between headings, press the Ctrl key and click the necessary heading within the table of contents field. You will go to the corresponding page. Adjust the created Table of Contents Refresh the Table of Contents After the table of contents is created, you can continue editing your text by adding new chapters, changing their order, removing some paragraphs, or expanding the text related to a heading so that the page numbers that correspond to the previous or the following section may change. In this case, use the Refresh option to automatically apply all changes to the table of contents. Click the arrow next to the Refresh icon on the References tab of the top toolbar and select the necessary option from the menu: · Refresh entire table - to add the headings that you added to the document, remove the ones you deleted from the document, update the edited (renamed) headings as well as update page numbers. · Refresh page numbers only - to update page numbers without applying changes to the headings. Alternatively, you can select the table of contents in the document text and click the Refresh icon at the top of the table of contents field to display the above mentioned options. It''s also possible to right-click anywhere within the table of contents and use the corresponding options from the contextual menu.Adjust the Table of Contents settings To open the table of contents settings, you can proceed in the following ways: · Click the arrow next to the Table of Contents icon on the top toolbar and select the Settings option from the menu. · Select the table of contents in the document text, click the arrow next to the table of contents field title and select the Settings option from the menu. · Right-click anywhere within the table of contents and use the Table of contents settings option from the contextual menu. A new window will open, and you will be able to adjust the following settings:· Show page numbers - this option allows displaying the page numbers. · Right align page numbers - this option allows aligning the page numbers on the right side of the page. · Leader - this option allows choose the required leader type. A leader is a line of characters (dots or hyphens) that fills the space between a heading and the corresponding page number. It''s also possible to select the None option if you do not want to use leaders. · Format Table of Contents as links - this option is checked by default. If you uncheck it, you will not be able to switch to the necessary chapter by pressing Ctrl and clicking the corresponding heading. · Build table of contents from - this section allows specifying the necessary number of outline levels as well as the default styles that will be used to create the table of contents. Check the necessary radio button: o Outline levels - when this option is selected, you will be able to adjust the number of hierarchical levels used in the table of contents. Click the arrows in the Levels field to decrease or increase the number of levels (the values from 1 to 9 are available). E.g., if you select the value of 3, headings that have levels 4 - 9 will not be included into the table of contents. o Selected styles - when this option is selected, you can specify additional styles that can be used to build the table of contents and assign the corresponding outline level to each of them. Specify the desired level value in the field on theright of the style. Once you save the settings, you will be able to use this style when creating a table of contents. · Styles - this options allows selecting the desired appearance of the table of contents. Select the necessary style from the drop-down list. The preview field above displays how the table of contents should look like. The following four default styles are available: Simple, Standard, Modern, Classic. The Current option is used if you customize the table of contents style. Click the OK button within the settings window to apply the changes. Customize the Table of Contents style After you apply one of the default table of contents styles within the Table of Contents settings window, you can additionally modify this style so that the text within the table of contents field looks like you need. 1. Select the text within the table of contents field, e.g. pressing the button in the upper left corner of the table of contents content control. 2. Format table of contents items changing their font type, size, color or applying the font decoration styles. 3. Consequently update styles for items of each level. To update the style, right-click the formatted item, select the Formatting as Style option from the contextual menu andclick the Update toc N style option (toc 2 style corresponds to items that have level 2, toc 3 style corresponds to items with level 3 and so on). 4. Refresh the table of contents. Remove the Table of Contents To remove the table of contents from the document: · click the arrow next to the Table of Contents icon on the top toolbar and use the Remove table of contents option, · or click the arrow next to the table of contents content control title and use the Remove table of contents option. Add and Format a Table of Figures Table of Figures provides an overview of equations, figures and tables added to a document. Similar to a table of contents, a Table of Figures lists, sorts out and arranges captioned objects or text headings that have a certain style applied. This makes it easy to reference them in your document and to navigate between figures. Click the link in the Table of Figures formatted as links and you will be taken directly to the figure or the heading. Any table, equation, diagram, drawing, graph, chart, map, photograph or another type of illustration is presented as a figure.To add a Table of Figures go to the References tab and use the Table of Figures toolbar button to set up and format a table of figures. Use the Refresh button to update a table of figures each time you add a new figure to your document. Creating a Table of Figures Note: You can create a Table of Figures using either captioned figures or styles. Before proceeding, a caption must be added to each equation, table or figure, or a style must be applied to the text so that it is correctly included in a Table of Figures. 1. Once you have added captions or styles, place your cursor where you want to inset a Table of Figures and go to the References tab then click the Table of Figures button to open the Table of Figures dialog box, and generate the list of figures. 2. Choose an option to build a Table of Figures from the Caption or Style group. · You can create a Table of Figures based on captioned objects. Check the Caption box and select a captioned object from the drop-down list: o None; o Equation; o Figure; o Table.· You can create a Table of Figures based on the styles used to format text. Check the Style box and select a style from the drop-down list. The list of options may vary depending on the style applied: o Heading 1; o Heading 2; o Caption; o Table of Figures; o Normal.Formatting a Table of Figures The check box options allow you to format a Table of Figures. All formatting check boxes are activated by default as in most cases it is more reasonable to have them. Uncheck the boxes you don’t need. Show page numbers - to display the page number the figure appears on; Right align page numbers - to display page numbers on the right when Show page numbers is active; uncheck it to display page numbers right after the title; Format table and contents as links - to add hyperlinks to the Table of Figures; Include label and number - to add a label and number to the Table of Figures. · Choose the Leader style from the drop-down list to connect titles to page numbers for a better visualization. · Customize the table of figures text styles by choosing one of the available styles from the drop-down list: o Current - displays the style chosen previously. o Simple - highlights text in bold. o Online - highlights and arranges text as a hyperlink. o Classic - makes the text all caps. o Distinctive - highlights text in italic. o Centered - centers the text and displays no leader. o Formal - displays text in 11 pt Arial to give a more formal look. · Preview window displays how the Table of Figures appears in the document or when printed. Updating a Table of Figures Update a Table of Figures each time you add a new equation, figure or table to your document.The Refresh button becomes active when you click or select the Table of Figures. Click the Refresh button on the References tab of the top toolbar and select the necessary option from the menu: · Refresh page numbers only - to update page numbers without applying changes to the headings. · Refresh entire table - to update all the headings that have been modified and page numbers. Click OK to confirm your choice,or Right-click the Table of Figures in your document to open the contextual menu, then choose the Refresh field to update the Table of Figures. Mail merge Use Mail Merge Note: this option is available in the online version only. TheMail Merge feature is used to create a set of documents combining a common content which is taken from a text document and some individual components (variables, such as names, greetings etc.) taken from a spreadsheet (for example, a customer list). It can be useful if you need to create a lot of personalized letters and send them to recipients. To start working with theMail Merge feature, 1. Prepare a data source and load it to the main document 1. A data source used for the mail merge must be an .xlsx spreadsheet stored on your portal. Open an existing spreadsheet or create a new one and make sure that it meets the following requirements. The spreadsheet should have a header row with the column titles, as values in the first cell of each column will designate merge fields (i.e. variables that you can insert into the text). Each column should contain a set of actual values for a variable. Each row in the spreadsheet should correspond to a separate record (i.e. a set of values that belongs to a certain recipient). During the merge process, a copy of the main document will be created for each record and each merge field inserted into the main text will be replaced with an actual value from the corresponding column. If you are goung to send results by email, the spreadsheet must also include a column with the recipients'' email addresses. 2. Open an existing text document or create a new one. It must contain the main text which will be the same for each version of the merged document. Click theMail Merge icon on the Home tab of the top toolbar. 3. The Select Data Source window will open. It displays the list of all your .xlsx spreadsheets stored in theMy Documents section. To navigate between other Documentsmodule sections, use the menu on the left part of the window. Select the required file and click OK. Once the data source is loaded, theMail Merge setting tab will be available on the right sidebar.2. Verify or change the recipients list 1. Click the Edit recipients list button on the top of the right sidebar to open theMail Merge Recipients window, where the content of the selected data source is displayed. 2. In the opened window, you can add new information, edit or delete the existing data if necessary. To simplify working with data, you can use the icons at the top of the window: · and - to copy and paste the copied data · and - to undo and redo undone actions · and - to sort your data within a selected range of cells in ascending or descending order· - to enable the filter for the previously selected range of cells or to remove the applied filter · - to clear all the applied filter parameters Note: to learn more on how to use the filter, please refer to the Sort and filter data section of the Spreadsheet Editor help. · - to search for a certain value and replace it with another one, if necessary Note: to learn more on how to use the Find and Replace tool, please refer to the Search and Replace Functions section of the Spreadsheet Editor help. 3. After all the necessary changes are made, click the Save & Exit button. To discard the changes, click the Close button 3. Insert merge fields and check the results 1. Place the mouse cursor where the merge field should be inserted, click the Insert Merge Field button on the right sidebar and select the necessary field from the list. The available fields correspond to the data in the first cell of each column of the selected data source. All the required fields can be added anywhere. 2. Turn on the Highlight merge fields switcher on the right sidebar to make the inserted fields more noticeable in the text. 3. Turn on the Preview results switcher on the right sidebar to view the text with the merge fields replaced with actual values from the data source. Use the arrow buttons to preview the versions of the merged document for each record.· To delete an inserted field, disable the Preview resultsmode, select the field with the mouse and press the Delete key on the keyboard. · To replace an inserted field, disable the Preview resultsmode, select the field with the mouse, click the Insert Merge Field button on the right sidebar and choose a new field from the list. 4. Specify the merge parameters 1. Select the merge type. You can start mass mailing or save the result as a PDF or Docx file to print or edit it later. Select the necessary option from theMerge to list: · PDF - to create a single PDF document that includes all the merged copies that can be printed later · Docx - to create a single Docx document that includes all the merged copies that can be edited individually later · Email - to send the results to recipients by email Note: the recipients'' email addresses must be specified in the loaded data source and you need to have at least one email account connected in theMailmodule on your portal. 2. Choose all the required records to be applied: · All records (this option is selected by default) - to create merged documents for all records from the loaded data source · Current record - to create a merged document for the record that is currently displayed· From ... To - to create merged documents for a range of records (in this case you need to specify two values: the number of the first record and the last record in the desired range) Note: the maximum allowed quantity of recipients is 100. If you have more than 100 recipients in your data source, please, perform the mail merge by stages: specify the values from 1 to 100, wait until the mail merge process is over, then repeat the operation specifying the values from 101 to N etc. 3. Complete the merge · If you''ve decided to save the merge results as a file, o click the Download button to save the file on your PC. You''ll find the downloaded file in your default Downloads folder. o click the Save button to save the file on your portal. In the opened Folder for save window, you can change the file name and specify the folder where you want to save the file. You can also check the Open merged document in new tab box to check the result when the merge process is finished. Finally, click Save in the Folder for save window. · If you''ve selected the Email option, theMerge button will be available on the right sidebar. After you click it, the Send to Email window will open: · In the From list, select the required mail account if you have several accounts connected to theMailmodule.· In the To list, select the merge field corresponding to the email addresses of the recipients if this option was not selected automatically. · Enter your message subject in the Subject Line field. · Select the mail format from the list: HTML, Attach as DOCX or Attach as PDF. When one of the two latter options is selected, you also need to specify the File name for attachments and enter theMessage (the text of your letter that will be sent to recipients). · Click the Send button. Once the mailing is over, you''ll receive a notification to your email specified in the From field. Math equations Insert equations The Document Editor allows you to build equations using the built-in templates, edit them, insert special characters (including mathematical operators, Greek letters, accents, etc.). Add a new equation To insert an equation from the gallery, 1. put the cursor within the necessary line , 2. switch to the Insert tab of the top toolbar, 3. click the arrow next to the Equation icon on the top toolbar, 4. in the opened drop-down list select the equation category you need. The following categories are currently available: Symbols, Fractions, Scripts, Radicals, Integrals, Large Operators, Brackets, Functions, Accents, Limits and Logarithms, Operators, Matrices, 5. click the certain symbol/equation in the corresponding set of templates. The selected symbol/equation box will be inserted at the cursor position. If the selected line is empty, the equation will be centered. To align such an equation to the left or to the right, click on the equation box and use the or icon on the Home tab of the top toolbar. Each equation template represents a set of slots. A slot is a position for each element that makes up the equation. An empty slot (also called as a placeholder) has a dotted outline . You need to fill in all the placeholders specifying the necessary values. Note: to start creating an equation, you can also use the Alt + = keyboard shortcut.Enter values The insertion point specifies where the next character will appear. To position the insertion point precisely, click within the placeholder and use the keyboard arrows to move the insertion point by one character left/right or one line up/down. If you need to create a new placeholder below the slot with the insertion point within the selected template, press Enter. Once the insertion point is positioned, you can fill in the placeholder: · enter the desired numeric/literal value using the keyboard, · insert a special character using the Symbols palette from the Equationmenu on the Insert tab of the top toolbar or typing them from the keyboard (see the Math AutoСorrect option description), · add another equation template from the palette to create a complex nested equation. The size of the primary equation will be automatically adjusted to fit its content. The size of the nested equation elements depends on the primary equation placeholder size, but it cannot be smaller than the sub-subscript size. To add some new equation elements you can also use the right-click menu options: · To add a new argument that goes before or after the existing one within Brackets, you can right-click on the existing argument and select the Insert argument before/after option from the menu. · To add a new equation within Cases with several conditions from the Brackets group (or equations of other types, if you''ve previously added new placeholders by pressing Enter), you can right-click on an empty placeholder or entered equation within it and select the Insert equation before/after option from the menu. · To add a new row or a column in a Matrix, you can right-click on a placeholder within it, select the Insert option from the menu, then select Row Above/Below or Column Left/Right. Note: currently, equations cannot be entered using the linear format, i.e. \sqrt(4&x^3). When entering the values of the mathematical expressions, you do not need to use Spacebar as the spaces between the characters and signs of operations are set automatically.If the equation is too long and does not fit a single line, automatic line breaking occurs while typing. You can also insert a line break in a specific position by right-clicking on a mathematical operator and selecting the Insert manual break option from the menu. The selected operator will start a new line. Once the manual line break is added, you can press the Tab key to align the new line to any math operator of the previous line. To delete the added manual line break, right-click on the mathematical operator that starts a new line and select the Delete manual break option. Format equations To increase or decrease the equation font size, click anywhere within the equation box and use the and buttons on the Home tab of the top toolbar or select the necessary font size from the list. All the equation elements will change correspondingly. The letters within the equation are italicized by default. If necessary, you can change the font style (bold, italic, strikeout) or color for a whole equation or its part. The underlined style can be applied to the entire equation only, not to individual characters. Select the necessary part of the equation by clicking and dragging it. The selected part will be highlighted in blue. Then use the necessary buttons on the Home tab of the top toolbar to format the selected part. For example, you can remove the italic format for ordinary words that are not variables or constants. To modify some equation elements, you can also use the right-click menu options: · To change the Fractions format, you can right-click on a fraction and select the Change to skewed/linear/stacked fraction option from the menu (the available options differ depending on the selected fraction type). · To change the Scripts position relating to text, you can right-click on the equation that includes scripts and select the Scripts before/after text option from the menu. · To change the argument size for Scripts, Radicals, Integrals, Large Operators, Limits and Logarithms, Operators as well as for overbraces/underbraces and templates with grouping characters from the Accents group, you can right-click on the argument you want to change and select the Increase/Decrease argument size option from the menu. · To specify whether an empty degree placeholder should be displayed or not for a Radical, you can right-click on the radical and select the Hide/Show degree option from the menu. · To specify whether an empty limit placeholder should be displayed or not for an Integral or Large Operator, you can right-click on the equation and select the Hide/Show top/bottom limit option from the menu.· To change the limits position relating to the integral or operator sign for Integrals or Large Operators, you can right-click on the equation and select the Change limits location option from the menu. The limits can be displayed on the right of the operator sign (as subscripts and superscripts) or directly above and below the operator sign. · To change the limits position relating to text for Limits and Logarithms and templates with grouping characters from the Accents group, you can right-click on the equation and select the Limit over/under text option from the menu. · To choose which of the Brackets should be displayed, you can right-click on the expression within them and select the Hide/Show opening/closing bracket option from the menu. · To control the Brackets size, you can right-click on the expression within them. The Stretch brackets option is selected by default so that the brackets can grow according to the expression within them, but you can deselect this option to prevent brackets from stretching. When this option is activated, you can also use theMatch brackets to argument height option. · To change the character position relating to text for overbraces/underbraces or overbars/underbars from the Accents group, you can right-click on the template and select the Char/Bar over/under text option from the menu. · To choose which borders should be displayed for a Boxed formula from the Accents group, you can right-click on the equation and select the Border properties option from the menu, then select Hide/Show top/bottom/left/right border or Add/Hide horizontal/vertical/diagonal line. · To specify whether empty placeholders should be displayed or not for a Matrix, you can right-click on it and select the Hide/Show placeholder option from the menu. To align some equation elements you can use the right-click menu options: · To align equations within Cases with several conditions from the Brackets group (or equations of other types, if you''ve previously added new placeholders by pressing Enter), you can right-click on an equation, select the Alignment option from the menu, then select the alignment type: Top, Center, or Bottom. · To align a Matrix vertically, you can right-click on the matrix, select theMatrix Alignment option from the menu, then select the alignment type: Top, Center, or Bottom. · To align elements within a Matrix column horizontally, you can right-click on a placeholder within the column, select the Column Alignment option from the menu, then select the alignment type: Left, Center, or Right. Delete equation elements To delete a part of the equation, select it by dragging the mouse or holding down the Shift key and using the arrow buttons, then press the Delete key on the keyboard. A slot can only be deleted together with the template it belongs to.To delete the entire equation, select it completely by dragging the mouse or double-clicking on the equation box and press the Delete key on the keyboard. To delete some equation elements, you can also use the right-click menu options: · To delete a Radical, you can right-click on it and select the Delete radical option from the menu. · To delete a Subscript and/or Superscript, you can right-click on the expression that contains them and select the Remove subscript/superscript option from the menu. If the expression contains scripts that go before text, the Remove scripts option is available. · To delete Brackets, you can right-click on the expression within them and select the Delete enclosing characters or Delete enclosing characters and separators option from the menu. · If the expression within Brackets inclides more than one argument, you can right-click on the argument you want to delete and select the Delete argument option from the menu. · If Brackets enclose more than one equation (i.e. Cases with several conditions), you can right-click on the equation you want to delete and select the Delete equation option from the menu. This option is also available for equations of other types if you''ve previously added new placeholders by pressing Enter. · To delete a Limit, you can right-click on it and select the Remove limit option from the menu. · To delete an Accent, you can right-click on it and select the Remove accent character, Delete char or Remove bar option from the menu (the available options differ depending on the selected accent). · To delete a row or a column of a Matrix, you can right-click on the placeholder within the row/column you need to delete, select the Delete option from the menu, then select Delete Row/Column. Convert equations If you open an existing document containing equations which were created with an old version of equation editor (for example, with MS Office versions before 2007), you need to convert these equations to the Office Math ML format to be able to edit them. To convert an equation, double-click it. The warning window will appear:To convert the selected equation only, click the Yes button in the warning window. To convert all equations in this document, check the Apply to all equations box and click Yes. Once the equation is converted, you can edit it. Document co-editing Collaborative Document Editing The Document Editor allows you to collaboratively work on a document with other users. This feature includes: · simultaneous multi-user access to the document to be edited · visual indication of passages that are being edited by other users · real-time display of changes or synchronization of changes with one button click · chat to share ideas concerning particular parts of the document · comments with the description of a task or problem that should be solved (it''s also possible to work with comments in the offline mode, without connecting to the online version) Connecting to the online version In the desktop editor, open the Connect to cloud option of the left-side menu in the main program window. Connect to your cloud office specifying your account login and password. Co-editing The Document Editor allows you to select one of the two available co-editing modes: · Fast is used by default and shows the changes made by other users in real time.· Strict is selected to hide changes made by other users until you click the Save icon to save your own changes and accept the changes made by co-authors. The mode can be selected in the Advanced Settings. It''s also possible to choose the required mode using the Co-editing Mode icon on the Collaboration tab of the top toolbar: Note: when you co-edit a document in the Fastmode, the possibility to Redo the last undone operation is not available. When a document is being edited by several users simultaneously in the Strictmode, the edited text passages are marked with dashed lines of different colors. By hovering the mouse cursor over one of the edited passages, the name of the user who is editing it at the moment is displayed. The Fastmode will show the actions and the names of the co-editors when they are editing the text. The number of users who are working on the current document is displayed on the right side of the editor header - . If you want to see who exactly is editing the file now, you can click this icon or open the Chat panel with the full list of the users. When no users are viewing or editing the file, the icon in the editor header will look like allowing you to manage the users who have access to the file right from the document: invite new users giving them permissions to edit, read, comment, fill forms or review the document, or deny some users access rights to the file. Click this icon to manage the access to the file; this can be done both when there are no other users who view or co-edit the document at the moment and when there are other users and the icon looks like . It''s also possible to set access rights using the Sharing icon at the Collaboration tab of the top toolbar. As soon as one of the users saves his/her changes by clicking the icon, the others will see a note within the status bar stating that they have updates. To save the changes you made, so that other users can view them, and get the updates saved by your co-editors, click the icon in the left upper corner of the top toolbar. The updates will be highlighted for you to check what exactly has been changed. You can specify what changes you want to be highlighted during co-editing if you click the File tab on the top toolbar, select the Advanced Settings... option and choose between none, all and last real-time collaboration changes. Selecting View all changes, all thechanges made during the current session will be highlighted. Selecting View last changes, only the changes made since you last time clicked the icon will be highlighted. Selecting View None changes, changes made during the current session will not be highlighted. Anonymous Portal users who are not registered and do not have a profile are considered to be anonymous, although they still can collaborate on documents. To have a name assigned to them, the anonymous user should enter a name they prefer in the corresponding field appearing in the right top corner of the screen when they open the document for the first time. Activate the “Don’t ask me again” checkbox to preserve the name. Chat You can use this tool to coordinate the co-editing process on-the-fly, for example, to distribute tasks and paragraphs to be edited by the collaborators, etc. The chat messages are stored during one session only. To discuss the document content, it is better to use comments which are stored until they are deleted. To access the chat and leave a message for other users, 1. click the icon on the left sidebar, or switch to the Collaboration tab of the top toolbar and click the Chat button, 2. enter your text into the corresponding field below, 3. press the Send button. All the messages left by users will be displayed on the panel on the left. If there are new messages you haven''t read yet, the chat icon will look like this - . To close the panel with chat messages, click the icon on the left sidebar or the Chat button at the top toolbar once again. Comments It''s possible to work with comments in the offline mode, without connecting to the online version. To leave a comment,1. select a text passage where you think there is an error or problem, 2. switch to the Insert or Collaboration tab of the top toolbar and click the Comment button, or use the icon on the left sidebar to open the Comments panel and click the Add Comment to Document link, or right-click the selected text passage and select the Add Сomment option from the contextual menu, 3. enter the required text, 4. click the Add Comment/Add button. The comment will be seen on the Comments panel on the left. Any other user can answer the added comment asking questions or reporting on the work he/she has done. For this purpose, click the Add Reply link situated under the comment, type in your reply in the entry field and press the Reply button. If you are using the Strict co-editing mode, new comments added by other users will become visible only after you click the icon in the left upper corner of the top toolbar. The text passage you commented will be highlighted in the document. To view the comment, just click within the passage. If you need to disable this feature, click the File tab at the top toolbar, select the Advanced Settings... option and uncheck the Turn on display of the comments box. In this case the commented passages will be highlighted only if you click the icon. You can manage the added comments using the icons in the comment balloon or on the Comments panel on the left: · edit the currently selected comment by clicking the icon, · delete the currently selected comment by clicking the icon, · close the currently selected discussion by clicking the icon if the task or problem you stated in your comment was solved, after that the discussion you opened with your comment gets the resolved status. To open it again, click the icon. If you want to hide resolved comments, click the File tab on the top toolbar, select the Advanced Settings... option, uncheck the Turn on display of the resolved comments box and click Apply. In this case the resolved comments will be highlighted only if you click the icon. Adding mentions When entering comments, you can use thementions feature that allows you to attract somebody''s attention to the comment and send a notification to the mentioned user via email and Talk. To add a mention enter the "+" or "@" sign anywhere in the comment text - a list of the portal users will open. To simplify the search process, you can start typing a name in the comment field - the user list will change as you type. Select the necessary person from the list. If the filehas not yet been shared with the mentioned user, the Sharing Settings window will open. Read only access type is selected by default. Change it if necessary and click OK. The mentioned user will receive an email notification that he/she has been mentioned in a comment. If the file has been shared, the user will also receive a corresponding notification. To remove comments, 1. click the Remove button on the Collaboration tab of the top toolbar, 2. select the necessary option from the menu: · Remove Current Comments - to remove the currently selected comment. If some replies have been added to the comment, all its replies will be removed as well. · Remove My Comments - to remove comments you added without removing comments added by other users. If some replies have been added to your comment, all its replies will be removed as well. · Remove All Comments - to remove all the comments in the document that you and other users added. To close the panel with comments, click the icon on the left sidebar once again. Document Review When somebody shares a file with you using the review permissions, you need to apply the document Review feature. As a reviewer, you can use the Review option to review the document, change the sentences, phrases and other page elements, correct spelling, etc. without actually editing it. All your changes will be recorded and shown to the person who sent you the document. If you send the file for review, you will need to display all the changes which were made to it, view and either accept or reject them. Enable the Track Changes feature To see changes suggested by a reviewer, enable the Track Changes option in one of the following ways: · click the button in the right lower corner on the status bar, or · switch to the Collaboration tab on the top toolbar and press the Track Changes button. Note: it is not necessary for the reviewer to enable the Track Changes option. It is enabled by default and cannot be disabled when the document is shared with review only access rights. · the following options are available in the opened pop-up menu:o On for me - tracking changes is enabled for the current user only. The option remains enabled for the current editing session, i.e. will be disabled when you reload or open the document anew. It will not be affected by other users enabling or disabling the general tracking changes option. o Off for me - tracking changes is disabled for the current user only. The option remains disabled for the current editing session. It will not be affected by other users enabling or disabling the general tracking changes option. o On for me and everyone - tracking changes is enabled and will remain when you reload or open the document anew (when the document is reloaded, all users will have the tracking enabled). When another user disables the general tracking changes option in the file, it will be switched to Off for me and everyone for all users. o Off for me and everyone - tracking changes is disabled and will remain when you reload or open the document anew (when the document is reloaded, all users will have the tracking disabled). When another user enables the general tracking changes option in the file, it will be switched to On for me and everyone for all users. The corresponding alert message will be shown to every co-author. View changes Changes made by a user are highlighted with a specific color in the document text. When you click on the changed text, a pop-up window opens which displays the user name, the date and time when the change has been made, and the change description. The pop-up window also contains icons used to accept or reject the current change.If you drag and drop a piece of text to some other place in the document, the text in a new position will be underlined with the double line. The text in the original position will be double- crossed. This will count as a single change. Click the double-crossed text in the original position and use the arrow in the change pop-up window to go to the new location of the text. Click the double-underlined text in the new position and use the arrow in the change pop-up window to go to to the original location of the text. Choose the changes display mode Click the Display Mode button on the top toolbar and select one of the available modes from the list: · Markup - this option is selected by default. It allows both viewing the suggested changes and editing the document. · Final - this mode is used to display all the changes as if they were accepted. This option does not actually accept all changes, it only allows you to see how the document will look like after you accept all the changes. In this mode, you cannot edit the document. · Original - this mode is used to display all the changes as if they were rejected. This option does not actually reject all changes, it only allows you to view the document without changes. In this mode, you cannot edit the document. Accept or reject changes Use the Previous and the Next buttons on the top toolbar to navigate through the changes. To accept the currently selected change you can: · click the Accept button on the top toolbar, or · click the downward arrow below the Accept button and select the Accept Current Change option (in this case, the change will be accepted and you will proceed to the next change), or · click the Accept button of the change pop-up window. To quickly accept all the changes, click the downward arrow below the Accept button and select the Accept All Changes option. To reject the current change you can:· click the Reject button on the top toolbar, or · click the downward arrow below the Reject button and select the Reject Current Change option (in this case, the change will be rejected and you will move on to the next available change), or · click the Reject button of the change pop-up window. To quickly reject all the changes, click the downward arrow below the Reject button and select the Reject All Changes option. Note: if you review the document, the Accept and Reject options are not available for you. You can delete your changes using the icon within the change balloon. Compare documents Note: this option is available in the paid online version only starting from Document Server v. 5.5. If you need to compare and merge two documents, you can use the document Compare feature. It allows displaying the differences between two documents and merge the documents by accepting the changes one by one or all at once. After comparing and merging two documents, the result will be stored on the portal as a new version of the original file. If you do not need to merge documents which are being compared, you can reject all the changes so that the original document remains unchanged. Choose a document for comparison To compare two documents, open the original document that you need to compare and select the second document for comparison: 1. switch to the Collaboration tab on the top toolbar and press the Compare button, 2. select one of the following options to load the document: · the Document from File option will open the standard dialog window for file selection. Browse your computer hard disk drive for the necessary .docx file and click the Open button. · the Document from URL option will open the window where you can enter a link to the file stored in a third-party web storage (for example, Nextcloud) if you have corresponding access rights to it. The link must be a direct link for downloading the file. When the link is specified, click the OK button. Note: The direct link allows downloading the file directly without opening it in a web browser. For example, to get a direct link in Nextcloud, find the necessary document in the file list, select the Details option from the file menu. Click the Copy direct link (only works for users who have access to this file/folder) icon on the right of the file name on the details panel. To find out how to get a direct link for downloading the file in adifferent third-party web storage, please refer to the corresponding third-party service documentation. · the Document from Storage option will open the Select Data Source window. It displays the list of all the .docx documents stored on your portal you have corresponding access rights to. To navigate through the sections of the Documentsmodule, use the menu on the left part of the window. Select the necessary .docx document and click the OK button. When the second document for comparison is selected, the comparison process will start and the document will look as if it was opened in the Reviewmode. All the changes are highlighted with a color, and you can view the changes, navigate between them, accept or reject them one by one or all the changes at once. It''s also possible to change the display mode and see how the document looks before comparison, in the process of comparison, or how it will look after comparison if you accept all changes. Choose the changes display mode Click the Display Mode button on the top toolbar and select one of the available modes from the list: · Markup - this option is selected by default. It is used to display the document in the process of comparison. This mode allows both viewing the changes and editing the document. · Final - this mode is used to display the document after comparison as if all the changes were accepted. This option does not actually accept all changes, it only allows you to see how the document will look like after you accept all the changes. In this mode, you cannot edit the document.· Original - this mode is used to display the document before comparison as if all the changes were rejected. This option does not actually reject all changes, it only allows you to view the document without changes. In this mode, you cannot edit the document. Accept or reject changes Use the Previous and the Next buttons on the top toolbar to navigate through the changes. To accept the currently selected change, you can: · click the Accept button on the top toolbar, or · click the downward arrow below the Accept button and select the Accept Current Change option (in this case, the change will be accepted and you will proceed to the next change), or · click the Accept button of the change pop-up window. To quickly accept all the changes, click the downward arrow below the Accept button and select the Accept All Changes option. To reject the current change you can: · click the Reject button on the top toolbar, or · click the downward arrow below the Reject button and select the Reject Current Change option (in this case, the change will be rejected and you will move on to the next available change), or · click the Reject button of the change pop-up window.To quickly reject all the changes, click the downward arrow below the Reject button and select the Reject All Changes option. Additional info on the comparison feature Method of comparison Documents are compared by words. If a word contains a change of at least one character (e.g. if a character was removed or replaced), in the result, the difference will be displayed as the change of the entire word, not the character. The image below illustrates the case when the original file contains the word ''Characters'' and the document for comparison contains the word ''Character''. Authorship of the document When the comparison process is launched, the second document for comparison is being loaded and compared to the current one. · If the loaded document contains some data which is not represented in the original document, the data will be marked as added by a reviewer. · If the original document contains some data which is not represented in the loaded document, the data will be marked as deleted by a reviewer. If the authors of the original and loaded documents are the same person, the reviewer is the same user. His/her name is displayed in the change balloon. If the authors of two files are different users, then the author of the second file loaded for comparison is the author of the added/removed changes. Presence of the tracked changes in the compared document If the original document contains some changes made in the review mode, they will be accepted in the comparison process. When you choose the second file for comparison, you''ll see the corresponding warning message. In this case, when you choose the Original display mode, the document will not contain any changes.Plugins Edit an image ONLYOFFICE comes with a very powerful photo editor, that allows you to adjust the image with filters and make all kinds of annotations. 1. Select an image in your document. 2. Switch to the Plugins tab and choose Photo Editor. You are now in the editing environment. · Below the image you will find the following checkboxes and slider filters: o Grayscale, Sepia, Sepia 2, Blur, Emboss, Invert, Sharpen; o Remove White (Threshhold, Distance), Gradient transparency, Brightness, Noise, Pixelate, Color Filter; o Tint,Multiply, Blend. · Below the filters you will find buttons for o Undo, Redo and Resetting; o Delete, Delete all; o Crop (Custom, Square, 3:2, 4:3, 5:4, 7:5, 16:9); o Flip (Flip X, Flip Y, Reset); o Rotate (30 degree, -30 degree,Manual rotation slider); o Draw (Free, Straight, Color, Size slider); o Shape (Recrangle, Circle, Triangle, Fill, Stroke, Stroke size); o Icon (Arrows, Stars, Polygon, Location, Heart, Bubble, Custom icon, Color); o Text (Bold, Italic, Underline, Left, Center, Right, Color, Text size); o Mask. Feel free to try all of these and remember you can always undo them. 3. When finished, click the OK button. The edited picture is now included in the document. Edit HTML If you are writing a website page in a text editor and want to get it as an HTML code, use the HTML plugin. 1. Open the Plugins tab and click Get and paste html. 2. Select the necessary content. 3. The HTML code of the selected paragraph will be displayed in the plugin field on the left-side panel. You can edit the code to alter the text characteristics, e.g. font size or font family, etc. 4. Click Paste into the document to insert the text with its HTML code edited at the current cursor position in your document. You can also write your own HTML code (without selecting any document content) and then paste it to your document.Correct typography If you need to correct typography in your text, use the Typograf plugin that will automatically place non-breaking spaces and remove extra ones, as well as correct minor typos, insert correct quotes, replace hyphens with dashes, etc. 1. Open the Plugins tab and click Typograf. 2. Click the Show advanced settings button. 3. Choose the locale and the rules you want to apply to your text. 4. Select the text you want to correct. 5. Click the Correct text button. Count words To know the exact number of words and symbols both with and without spaces in your document, as well as the number of paragraphs altogether, use the Word counter plugin. 1. Open the Plugins tab and click Count words and characters. 2. Select the text. Please note that the following elements are not included in the word count: - footnote/endnote symbols, - numbers from numbered lists, - page numbers Include a video You can include a video in your document. It will be shown as an image. By double-clicking the image the video dialog opens. Here you can start the video. 1. Copy the URL of the video you want to include. (the complete address shown in the address line of your browser) 2. Go to your document and place the cursor at the location where you want to include the video. 3. Switch to the Plugins tab and choose YouTube. 4. Paste the URL and click OK. 5. Check if it is the correct video and click the OK button below the video. The video is now included in your document. Insert highlighted code You can embed highlighted code with the already adjusted style in accordance with the programming language and coloring style of the program you have chosen.1. Go to your document and place the cursor at the location where you want to include the code. 2. Switch to the Plugins tab and choose Highlight code. 3. Specify the programming Language. 4. Select a Style of the code so that it appears as if it were open in this program. 5. Specify if you want to replace tabs with spaces. 6. Choose Background color. To do this, manually move the cursor over the palette or insert the RBG/HSL/HEX value. 7. Click OK to insert the code. Insert references ONLYOFFICE supportsMendeley, Zotero and EasyBib reference managers to insert references into your document. Mendeley Connect ONLYOFFICE to Mendeley 1. Login to yourMendeley account. 2. In your document, switch to the Plugins tab and choose Mendeley, a sidebar will open on the left side of your document. 3. Click the Copy Link and Open Form button. The browser opens a form on the Mendeley site. Complete this form and note the Application ID for ONLYOFFICE. 4. Switch back to your document. 5. Enter the Application ID and click Save. 6. Click Login. 7. Click Proceed. Now ONLYOFFICE is connected to your Mendeley account. Inserting references 1. Open the document and place the cursor on the spot where you want to insert the reference(s). 2. Switch to the Plugins tab and choose Mendeley. 3. Enter a search text and hit Enter on your keyboard. 4. Click on or more check-boxes. 5. [Optional] Enter a new search text and click on one or more check-boxes. 6. Choose the reference style from the Style pull-down menu. 7. Click the Insert Bibliography button.Zotero Connect ONLYOFFICE to Zotero 1. Login to your Zotero account. 2. In your document, switch to the Plugins tab and choose Zotero, a sidebar will open on the left side of your document. 3. Click the Zotero API settings link. 4. On the Zotero site, create a new key for Zotero, copy it and save it for later use. 5. Switch to your document and paste the API key. 6. Click Save. Now ONLYOFFICE is connected to your Zotero account. Inserting references 1. Open the document and place the cursor on the spot where you want to insert the reference(s). 2. Switch to the Plugins tab and choose Zotero. 3. Enter a search text and hit Enter on your keyboard. 4. Click on or more check-boxes. 5. [Optional] Enter a new search text and click on one or more check-boxes. 6. Choose the reference style from the Style pull-down menu. 7. Click the Insert Bibliography button. EasyBib 1. Open the document and place the cursor on the spot where you want to insert the reference(s). 2. Switch to the Plugins tab and choose EasyBib. 3. Select the type of sourse you want to find. 4. Enter a search text and hit Enter on your keyboard. 5. Click ''+'' on the right side of the suitable Book/Journal article/Website. It will be added to Bibliography. 6. Select references style. 7. Click the Add Bibliography to Doc to insert the references. Translate text You can translate your document from and to numerous languages. 1. Select the text that you want to translate. 2. Switch to the Plugins tab and choose Translator, the Translator appears in a sidebar on the left. 3. Click the drop-down box and choose the preferred language. The text will be translated to the required language.Changing the language of your result: 1. Click the drop-down box and choose the preferred language. The translation will change immediately. Extract text from an image With ONLYOFFICE you can extract text from an image (.png .jpg) and insert it in your document. 1. Open your document and place the cursor on the spot where you want to insert the text. 2. Switch to the Plugins tab and choose OCR from the menu. 3. Click Load File and select the image. 4. Choose the recognition language from the Choose Language pull-down menu. 5. Click Recognize. 6. Click Insert text. You should check the inserted text for errors and layout. Read the text out loud ONLYOFFICE has a plugin that can read out the text for you. 1. Select the text to be read out. 2. Switch to the Plugins tab and choose Speech. The text will now be read out. Replace a word by a synonym If you are using the same word multiple times, or a word is just not quite the word you are looking for, ONLYOFFICE let you look up synonyms. It will show you the antonyms too. 1. Select the word in your document. 2. Switch to the Plugins tab and choose Thesaurus. 3. The synonyms and antonyms will show up in the left sidebar. 4. Click a word to replace the word in your document.Upload a document to Wordpress You can write your articles in your ONLYOFFICE environment and upload them as a Wordpress- article. Connect to Wordpress 1. Open your document. 2. Switch to the Plugins tab and choose Wordpress. 3. Log in into your Wordpress account and choose the website page you want to post your document on. 4. Enter a title for your article. 5. Click Publish to publish immediatly or Save as draft to publish later from your WordPress site or app. Tools and settings View document information To access the detailed information about the currently edited document, click the File tab of the top toolbar and select the Document Info... option. General Information The document information includes a number of the file properties which describe the document. Some of these properties are updated automatically, and some of them can be edited. · Location - the folder in the Documentsmodule where the file is stored. Owner - the name of the user who has created the file. Uploaded - the date and time when the file has been created. These properties are available in the online version only. · Statistics - the number of pages, paragraphs, words, symbols, symbols with spaces. · Title, Subject, Comment - these properties allow yoy to simplify your documents classification. You can specify the necessary text in the properties fields. · Last Modified - the date and time when the file was last modified. · Last Modified By - the name of the user who has made the latest change to the document. This option is available if the document has been shared and can be edited by several users. · Application - the application the document has been created with. · Author - the person who has created the file. You can enter the necessary name in this field. Press Enter to add a new field that allows you to specify one more author. If you changed the file properties, click the Apply button to apply the changes.Note: The online Editors allow you to change the name of the document directly in the editor interface. To do that, click the File tab of the top toolbar and select the Rename... option, then enter the necessary File name in a new window that will appear and click OK. Permission Information In the online version, you can view the information about permissions to the files stored in the cloud. Note: this option is not available for users with the Read Only permissions. To find out who have rights to view or edit the document, select the Access Rights... option on the left sidebar. You can also change currently selected access rights by pressing the Change access rights button in the Persons who have rights section. Version History In the online version, you can view the version history for the files stored in the cloud. Note: this option is not available for users with the Read Only permissions. To view all the changes made to this document, select the Version History option at the left sidebar. It''s also possible to open the history of versions using the Version History icon on the Collaboration tab of the top toolbar. You''ll see the list of this document versions (major changes) and revisions (minor changes) with the indication of each version/revision author and creation date and time. For document versions, the version number is also specified (e.g. ver. 2). To know exactly which changes have been made in each separate version/revision, you can view the one you need by clicking it on the left sidebar. The changes made by the version/revision author are marked with the color which is displayed next to the author''s name on the left sidebar. You can use the Restore link below the selected version/revision to restore it. To return to the current version of the document, use the Close History option on the top of the version list.To close the File panel and return to document editing, select the Close Menu option. Save/download/print your document Saving By default, online Document Editor automatically saves your file each 2 seconds when you work on it to prevent your data loss in case the program closes unexpectedly. If you co-edit the file in the Fastmode, the timer requests for updates 25 times a second and saves the changes if they have been made. When the file is being co-edited in the Strictmode, changes are automatically saved at 10-minute intervals. If necessary, you can easily select the preferred co- editing mode or disable the Autosave feature on the Advanced Settings page. To save your current document manually in the current format and location, · press the Save icon in the left part of the editor header, or · use the Ctrl+S key combination, or · click the File tab of the top toolbar and select the Save option. Note: in the desktop version, to prevent data from loss in case program closes unexpectedly, you can turn on the Autorecover option on the Advanced Settings page. In the desktop version, you can save the document with another name, in a new location or format, 1. click the File tab of the top toolbar, 2. select the Save as... option, 3. choose one of the available formats depending on your needs: DOCX, ODT, RTF, TXT, PDF, PDFA. You can also choose the Document template (DOTX or OTT) option. Downloading In the online version, you can download the resulting document onto your computer hard disk drive, 1. click the File tab of the top toolbar, 2. select the Download as... option, 3. choose one of the available formats depending on your needs: DOCX, PDF, ODT, TXT, DOTX, PDF/A, OTT, RTF, HTML. Saving a copy In the online version, you can save a copy of the file on your portal, 1. click the File tab of the top toolbar, 2. select the Save Copy as... option,3. choose one of the available formats depending on your needs: DOCX, PDF, ODT, TXT, DOTX, PDF/A, OTT, RTF, HTML, 4. select a location of the file on the portal and press Save. Printing To print out the current document, · click the Print icon in the left part of the editor header, or · use the Ctrl+P key combination, or · click the File tab of the top toolbar and select the Print option. It''s also possible to print a selected text passage using the Print Selection option from the contextual menu both in the Edit and Viewmodes (Right Mouse Button Click and choose option Print selection). In the desktop version, the file will be printed directly. In the online version, a PDF file will be generated on the basis of the document. You can open and print it out, or save onto your computer hard disk drive or removable medium to print it out later. Some browsers (e.g. Chrome and Opera) support direct printing. Advanced Settings of the Document Editor The Document Editor allows you to change its advanced settings. To access them, open the File tab on the top toolbar and select the Advanced Settings... option. You can also click the View settings icon on the right side of the editor header and select the Advanced settings option. The advanced settings are: · Commenting Display is used to turn on/off the live commenting option: o Turn on display of the comments - if you disable this feature, the commented passages will be highlighted only if you click the Comments icon on the left sidebar. o Turn on display of the resolved comments - this feature is disabled by default so that the resolved comments were hidden in the document text. You can view such comments only if you click the Comments icon on the left sidebar. Enable this option if you want to display resolved comments in the document text. · Spell Checking is used to turn on/off the spell checking option. · Proofing - used to automatically replace word or symbol typed in the Replace: box or chosen from the list by a new word or symbol displayed in the By: box. · Alternate Input is used to turn on/off hieroglyphs. · Alignment Guides is used to turn on/off alignment guides that appear when you move objects and allow you to position them on the page precisely.· Compatibility is used to make the files compatible with older MS Word versions when saved as DOCX. · Autosave is used in the online version to turn on/off automatic saving of changes you make while editing. · Autorecover - is used in the desktop version to turn on/off the option that allows automatically recovering documents in case the program closes unexpectedly. · Co-editing Mode is used to select the display of the changes made during the co- editing: o By default the Fastmode is selected, the users who take part in the document co-editing will see the changes in real time once they are made by other users. o If you prefer not to see other user changes (so that they do not disturb you, or for some other reason), select the Strictmode and all the changes will be shown only after you click the Save icon notifying you that there are changes from other users. · Real-time Collaboration Changes is used to specify what changes you want to be highlighted during co-editing: o Selecting the View None option, changes made during the current session will not be highlighted. o Selecting the View All option, all the changes made during the current session will be highlighted. o Selecting the View Last option, only the changes made since you last time clicked the Save icon will be highlighted. This option is only available when the Strict co-editing mode is selected. · Interface theme is used to change the color scheme of the editor’s interface. o Light color scheme incorporates standard blue, white, and light-gray colors with less contrast in UI elements suitable for working during daytime. o Classic Light color scheme incorporates standard blue, white, and light-gray colors. o Dark color scheme incorporates black, dark-gray, and light-gray colors suitable for working during nighttime. · Default Zoom Value is used to set the default zoom value selecting it in the list of available options from 50% to 200%. You can also choose the Fit to Page or Fit to Width option. · Font Hinting is used to select the type a font is displayed in the Document Editor: o Choose As Windows if you like the way fonts are usually displayed on Windows, i.e. using Windows font hinting. o Choose As OS X if you like the way fonts are usually displayed on a Mac, i.e. without any font hinting at all. o Choose Native if you want your text to be displayed with the hinting embedded into font files. o Default cache mode - used to select the cache mode for the font characters. It’s not recommended to switch it without any reason. It can be helpful in some cases only, for example, when an issue in the Google Chrome browser with the enabled hardware acceleration occurs.The Document Editor has two cache modes: 1. In the first cache mode, each letter is cached as a separate picture. 2. In the second cache mode, a picture of a certain size is selected where letters are placed dynamically and a mechanism of allocating/removing memory in this picture is also implemented. If there is not enough memory, a second picture is created, etc. The Default cache mode setting applies two above mentioned cache modes separately for different browsers: o When the Default cache mode setting is enabled, Internet Explorer (v. 9, 10, 11) uses the second cache mode, other browsers use the first cache mode. o When the Default cache mode setting is disabled, Internet Explorer (v. 9, 10, 11) uses the first cache mode, other browsers use the second cache mode. · Unit of Measurement is used to specify what units are used on the rulers and in properties windows for measuring elements parameters such as width, height, spacing, margins etc. You can select the Centimeter, Point, or Inch option. · Cut, copy and paste - used to show the Paste Options button when content is pasted. Check the box to enable this feature. · Macros Settings - used to set macros display with a notification. o Choose Disable all to disable all macros within the document; o Show notification to receive notifications about macros within the document; o Enable all to automatically run all macros within the document. To save the changes you made, click the Apply button. View Settings and Navigation Tools The Document Editor offers several tools to help you view and navigate through your document: zoom, page number indicator etc. Adjust the View Settings To adjust default view settings and set the most convenient mode to work with the document, click the View settings icon on the right side of the editor header and select which interface elements you want to be hidden or shown. You can select the following options from the View settings drop-down list: · Hide Toolbar - hides the top toolbar that contains commands while tabs remain visible. When this option is enabled, you can click any tab to display the toolbar. The toolbar is displayed until you click anywhere outside it. To disable this mode, click the View settings icon and click the Hide Toolbar option once again. The top toolbar will be displayed all the time.Note: alternatively, you can just double-click any tab to hide the top toolbar or display it again. · Hide Status Bar - hides the bottommost bar where the Page Number Indicator and Zoom buttons are situated. To show the hidden Status Bar click this option once again. · Hide Rulers - hides rulers which are used to align text, graphics, tables, and other elements in a document, set up margins, tab stops, and paragraph indents. To show the hidden Rulers click this option once again. The right sidebar is minimized by default. To expand it, select any object (e.g. image, chart, shape) or text passage and click the icon of the currently activated tab on the right. To minimize the right sidebar, click the icon once again. When the Comments or Chat panel is opened, the width of the left sidebar is adjusted by simple drag-and-drop: move the mouse cursor over the left sidebar border so that it turns into the bidirectional arrow and drag the border to the right to extend the width of the sidebar. To restore its original width, move the border to the left. Use the Navigation Tools To navigate through your document, use the following tools: The Zoom buttons are situated in the right lower corner and are used to zoom in and out the current document. To change the currently selected zoom value that is displayed in percent, click it and select one of the available zoom options from the list or use the Zoom in or Zoom out buttons. Click the Fit to width icon to fit the document page width to the visible part of the working area. To fit the whole document page to the visible part of the working area, click the Fit to page icon. Zoom settings are also available in the View settings drop-down list that can be useful if you decide to hide the Status Bar. The Page Number Indicator shows the current page as a part of all the pages in the current document (page ''n'' of ''nn''). Click this caption to open the window where you can enter the page number and quickly go to it. Search and Replace Function To search for the required characters, words or phrases used in the currently edited document, click the icon situated on the left sidebar or use the Ctrl+F key combination. The Find and Replace window will open:1. Type in your inquiry into the corresponding data entry field. 2. Specify search parameters by clicking the icon and checking the necessary options: · Case sensitive - is used to find only the occurrences typed in the same case as your inquiry (e.g. if your inquiry is ''Editor'' and this option is selected, such words as ''editor'' or ''EDITOR'' etc. will not be found). To disable this option, click it once again. · Highlight results - is used to highlight all found occurrences at once. To disable this option and remove the highlight, click the option once again. 3. Click one of the arrow buttons at the bottom right corner of the window. The search will be performed either towards the beginning of the document (if you click the button) or towards the end of the document (if you click the button) from the current position. Note: when the Highlight results option is enabled, use these buttons to navigate through the highlighted results. The first occurrence of the required characters in the selected direction will be highlighted on the page. If it is not the word you are looking for, click the selected button again to find the next occurrence of the characters you entered. To replace one or more occurrences of the found characters, click the Replace link below the data entry field or use the Ctrl+H key combination. The Find and Replace window will change: 1. Type in the replacement text into the bottom data entry field.2. Click the Replace button to replace the currently selected occurrence or the Replace All button to replace all the found occurrences. To hide the replace field, click the Hide Replace link. Spell-checking The Document Editor allows you to check the spelling of your text in a certain language and correct mistakes while editing. In the desktop version, it''s also possible to add words into a custom dictionary which is common for all three editors. First of all, choose a language for your document. Click the Set Document Language icon on the status bar. In the opened window, select the required language and click OK. The selected language will be applied to the whole document. To choose a different language for any piece within the document, select the necessary text passage with the mouse and use the menu on the status bar. To enable the spell checking option, you can: · click the Spell checking icon on the status bar, or · open the File tab of the top toolbar, select the Advanced Settings... option, check the Turn on spell checking option box and click the Apply button. all misspelled words will be underlined by a red line. Right click on the necessary word to activate the menu and: · choose one of the suggested similar words spelled correctly to replace the misspelled word with the suggested one. If too many variants are found, theMore variants... option appears in the menu; · use the Ignore option to skip just that word and remove underlining or Ignore All to skip all the identical words repeated in the text; · if the current word is missed in the dictionary, you can add it to the custom dictionary. This word will not be treated as a mistake next time. This option is available in the desktop version. · select a different language for this word.To disable the spell checking option, you can: · click the Spell checking icon on the status bar, or · open the File tab of the top toolbar, select the Advanced Settings... option, uncheck the Turn on spell checking option box and click the Apply button. AutoCorrect Features The AutoCorrect features in ONLYOFFICE Docs are used to automatically format text when detected or insert special math symbols by recognizing particular character usage. The available AutoCorrect options are listed in the corresponding dialog box. To access it, go to the File tab -> Advanced Settings -> Proofing -> AutoCorrect Options. The AutoCorrect dialog box consists of three tabs: Math Autocorrect, Recognized Functions, and AutoFormat As You Type. Math AutoCorrect When working with equations, you can insert a lot of symbols, accents, and mathematical operation signs typing them on the keyboard instead of choosing a template from the gallery. In the equation editor, place the insertion point within the necessary placeholder, type a math autocorrect code, then press Spacebar. The entered code will be converted into the corresponding symbol, and the space will be eliminated. Note: The codes are case sensitive. You can add, modify, restore, and remove autocorrect entries from the AutoCorrect list. Go to the File tab -> Advanced Settings -> Proofing -> AutoCorrect Options ->Math AutoCorrect. Adding an entry to the AutoCorrect list · Enter the autocorrect code you want to use in the Replace box. · Enter the symbol to be assigned to the code you entered in the By box. · Click the Add button. Modifying an entry on the AutoCorrect list· Select the entry to be modified. · You can change the information in both fields: the code in the Replace box or the symbol in the By box. · Click the Replace button. Removing entries from the AutoCorrect list · Select an entry to remove from the list. · Click the Delete button. To restore the previously deleted entries, select the entry to be restored from the list and click the Restore button. Use the Reset to default button to restore default settings. Any autocorrect entry you added will be removed and the changed ones will be restored to their original values. To disable Math AutoCorrect and to avoid automatic changes and replacements, uncheck the Replace text as you type box. The table below contains all the currently supported codes available in the Document Editor. The full list of the supported codes can also be found on the File tab -> Advanced Settings -> Proofing -> AutoCorrect Options ->Math AutoCorrect. The supported codesRecognized Functions In this tab, you will find the list of math expressions that will be recognized by the Equation editor as functions and therefore will not be automatically italicized. For the list of recognized functions go to the File tab -> Advanced Settings -> Proofing -> AutoCorrect Options -> Recognized Functions. To add an entry to the list of recognized functions, enter the function in the blank field and click the Add button. To remove an entry from the list of recognized functions, select the function to be removed and click the Delete button. To restore the previously deleted entries, select the entry to be restored from the list and click the Restore button. Use the Reset to default button to restore default settings. Any function you added will be removed and the removed ones will be restored. AutoFormat As You Type By default, the editor formats the text while you are typing according to the auto-formatting presets, for instance, it automatically starts a bullet list or a numbered list when a list is detected, or replaces quotation marks, or converts hyphens to dashes.If you need to disable auto-formatting presets, uncheck the box for the unnecessary options, go to the File tab -> Advanced Settings -> Proofing -> AutoCorrect Options -> AutoFormat As You Type. Helpful hints About the Document Editor The Document Editor is an online application that allows you to view through and edit documents directly in your browser. Using the Document Editor, you can perform various editing operations like in any desktop editor, print the edited documents keeping all the formatting details or download them onto your computer hard disk drive of your computer as DOCX, PDF, ODT, TXT, DOTX, PDF/A, OTT, RTF, HTML, FB2, EPUB files. To view the current software version and licensor details in the online version, click the icon on the left sidebar. To view the current software version and licensor details in the desktop version, select the Aboutmenu item on the left sidebar of the main program window. Supported Formats of Electronic Documents An electronic document is one of the most commonly used computer. Due to the highly developed modern computer network, it''s more convenient to distribute electronic documentsthan printed ones. Nowadays, a lot of devices are used for document presentation, so there are plenty of proprietary and open file formats. The Document Editor handles the most popular of them. Formats Description View Edit Download DOC Filename extension for word processing documents created with Microsoft Word + + Office Open XML DOCX Zipped, XML-based file format developed by Microsoft for representing spreadsheets, charts, presentations, and + + + word processing documents Word Open XML Document Template Zipped, XML-based file format developed by Microsoft for DOTX text document templates. A DOTX template contains + + + formatting settings, styles etc. and can be used to create multiple documents with the same formatting FB2 An ebook extension that lets you read books on your computer or mobile devices + ODT Word processing file format of OpenDocument, an open standard for electronic documents + + + OpenDocument Document Template OpenDocument file format for text document templates. OTT An OTT template contains formatting settings, styles etc. + + + and can be used to create multiple documents with the same formatting Rich Text Format RTF Document file format developed by Microsoft for cross- + + + platform document interchange TXT Filename extension for text files usually containing very little formatting + + + Portable Document Format PDF File format used to represent documents regardless of + + the used software, hardware, and operating systems Portable Document Format / A PDF/A An ISO-standardized version of the Portable Document Format (PDF) specialized for use in the archiving and long- + + term preservation of electronic documents. HTML HyperText Markup Language The main markup language for web pages + + +Electronic Publication EPUB Free and open e-book standard created by the + + + International Digital Publishing Forum Open XML Paper Specification XPS Open royalty-free fixed-layout document format + developed by Microsoft File format designed primarily to store scanned DjVu documents, especially those containing a combination of + + text, line drawings, and photographs Extensible Markup Language (XML). XML A simple and flexible markup language that derived from SGML (ISO 8879) and is designed to store and transport + + data. Note: the HTML/EPUB/MHT formats run without Chromium and are available on all platforms. Keyboard Shortcuts For Windows/Linux: Working with Document Open the File panel panel to save, download, print the Open ''File'' panel Alt+F current document, view its info, create a new document or open an existing one, access the Document Editor Help Center or advanced settings. Open ''Find Open the Find and Replace dialog box to start searching and Replace'' Ctrl+F for a character/word/phrase in the currently edited dialog box document. Open ''Find and Replace'' dialog box Open the Find and Replace dialog box with the with Ctrl+H replacement field to replace one or more occurrences of the replacement found characters. field Repeat the last ''Find'' ⇧ Shift+F4 Repeat the previous Find performed before the key action combination was pressed. Open ''Comments'' Ctrl+⇧ Open the Comments panel to add your own comment or panel Shift+H reply to other users'' comments.Open comment Alt+H Open a data entry field where you can add the text of your field comment. Open ''Chat'' panel Alt+Q Open the Chat panel and send a message. Save Save all the changes to the document currently edited with document Ctrl+S The Document Editor. The active file will be saved with its current file name, location, and file format. Print document Ctrl+P Print the document with one of the available printers or save it as a file. Open the Download as... panel to save the currently edited Download As... Ctrl+⇧ Shift+S document to the hard disk drive of your computer in one of the supported formats: DOCX, PDF, ODT, TXT, DOTX, PDF/A, OTT, RTF, HTML. Full screen F11 Switch to the full screen view to fit the Document Editor into your screen. Help menu F1 Open the Document Editor Helpmenu. Open existing file (Desktop Ctrl+O On the Open local file tab in the Desktop Editors, opens Editors) the standard dialog box that allows to select an existing file. Close file (Desktop Ctrl+W, Close the current document window in the Desktop Editors) Ctrl+F4 Editors. Element contextual ⇧ Shift+F10 Open the selected element contextual menu. menu Reset the ‘Zoom’ Ctrl+0 Reset the ‘Zoom’ parameter of the current document to a parameter default 100%. Navigation Jump to the beginning of Home Put the cursor to the beginning of the currently edited line. the line Jump to the beginning of the Ctrl+Home Put the cursor to the very beginning of the currently edited document. documentJump to the end of the End Put the cursor to the end of the currently edited line. line Jump to the end of the Ctrl+End Put the cursor to the very end of the currently edited document document. Jump to the beginning of Alt+Ctrl+Page Put the cursor to the very beginning of the page which the previous Up preceeds the currently edited one. page Jump to the beginning of Alt+Ctrl+Page Put the cursor to the very beginning of the page which the next page Down follows the currently edited one. Scroll down Page Down Scroll the document approximately one visible page down. Scroll up Page Up Scroll the document approximately one visible page up. Next page Alt+Page Down Go to the next page in the currently edited document. Previous page Alt+Page Up Go to the previous page in the currently edited document. Zoom In Ctrl++ Zoom in the currently edited document. Zoom Out Ctrl+- Zoom out the currently edited document. Move one character to ← Move the cursor one character to the left. the left Move one character to → Move the cursor one character to the right. the right Move to the beginning of a word or Ctrl+← Move the cursor to the beginning of a word or one word to one word to the left. the left Move one word to the Ctrl+→ Move the cursor one word to the right. right Move one line up ↑ Move the cursor one line up.Move one line down ↓ Move the cursor one line down. Navigate between controls in ↹ Tab↹/⇧ Navigate between controls to give focus to the next or modal Shift+ Tab previous control in modal dialogues. dialogues Writing End paragraph ↵ Enter End the current paragraph and start a new one. Add line ⇧ Shift+↵ break Enter Add a line break without starting a new paragraph. Delete ← Backspace, Delete one character to the left (← Backspace) or to the right Delete (Delete) of the cursor. Delete word to the left of Ctrl+← ord to the left of the cursor. cursor Backspace Delete one w Delete word to the right of Ctrl+Delete Delete one word to the right of the cursor. cursor Create nonbreaking Ctrl+⇧ Shift+␣ Create a space between characters which cannot be used to space Spacebar start a new line. Create nonbreaking Ctrl+⇧ Shift+_ Create a hyphen between characters which cannot be used hyphen to start a new line. Undo and Redo Undo Ctrl+Z Reverse the latest performed action. Redo Ctrl+Y Repeat the latest undone action. Cut, Copy, and Paste Ctrl+X, Delete the selected text fragment and send it to the Cut ⇧ computer clipboard memory. The copied text can be later Shift+Delete inserted to another place in the same document, into another document, or into some other program.Send the selected text fragment to the computer clipboard Copy Ctrl+C, memory. The copied text can be later inserted to another Ctrl+Insert place in the same document, into another document, or into some other program. Insert the previously copied text fragment from the Paste C⇧trl+V, computer clipboard memory to the current cursor position. Shift+Insert The text can be previously copied from the same document, from another document, or from some other program. Insert hyperlink Ctrl+K Insert a hyperlink which can be used to go to a web address. Copy the formatting from the selected fragment of the Copy style Ctrl+⇧ Shift+C currently edited text. The copied formatting can be later applied to another text fragment in the same document. Apply style Ctrl+⇧ Shift+V Apply the previously copied formatting to the text in the currently edited document. Text Selection Select all Ctrl+A Select all the document text with tables and images. Select fragment ⇧ Shift+→ ← Select the text character by character. Select from cursor to text fragment from the cursor to the beginning of beginning of ⇧ Shift+Home Select a the current line. line Select from cursor to end ⇧ Shift+End Select a text fragment from the cursor to the end of the of line current line. Select one character to ⇧ Shift+→ Select one character to the right of the cursor position. the right Select one character to ⇧ Shift+← Select one character to the left of the cursor position. the left Select to the Ctrl+⇧ end of a word Shift+→ Select a text fragment from the cursor to the end of a word. Select to the beginning of Ctrl+⇧ Select a text fragment from the cursor to the beginning of a a word Shift+← word.Select one line up ⇧ Shift+↑ Select one line up (with the cursor at the beginning of a line). Select one line down ⇧ Shift+↓ Select one line down (with the cursor at the beginning of a line). Select the ⇧ Shift+Page Select the page part from the cursor position to the upper page up Up part of the screen. Select the ⇧ Shift+Page Select the page part from the cursor position to the lower page down Down part of the screen. Text Styling Bold Ctrl+B Make the font of the selected text fragment darker and heavier than normal. Italic Ctrl+I Make the font of the selected text fragment italicized and slightly slanted. Underline Ctrl+U Make the selected text fragment underlined with a line going below the letters. Strikeout Ctrl+5 Make the selected text fragment struck out with a line going through the letters. Subscript Ctrl+. Make the selected text fragment smaller and place it to the lower part of the text line, e.g. as in chemical formulas. Superscript Ctrl+, Make the selected text fragment smaller and place it to the upper part of the text line, e.g. as in fractions. Heading 1 style Alt+1 Apply the style of the heading 1 to the selected text fragment. Heading 2 style Alt+2 Apply the style of the heading 2 to the selected text fragment. Heading 3 style Alt+3 Apply the style of the heading 3 to the selected text fragment. Bulleted list Ctrl+⇧ Shift+L Create an unordered bulleted list from the selected text fragment or start a new one. Remove Ctrl+␣ formatting Spacebar Remove formatting from the selected text fragment. Increase font Ctrl+] Increase the size of the font for the selected text fragment 1 point.Decrease font Ctrl+[ Decrease the size of the font for the selected text fragment 1 point. Align center/left Ctrl+E Switch a paragraph between centered and left-aligned. Align Ctrl+J, justified/left Ctrl+L Switch a paragraph between justified and left-aligned. Align right/left Ctrl+R Switch a paragraph between right-aligned and left-aligned. Apply subscript formatting Ctrl+= Apply subscript formatting to the selected text fragment. (automatic spacing) Apply superscript formatting Ctrl+⇧ Shift++ Apply superscript formatting to the selected text fragment. (automatic spacing) Insert page break Ctrl+↵ Enter Insert a page break at the current cursor position. Increase indent Ctrl+M Indent a paragraph from the left incrementally. Decrease Ctrl+⇧ indent Shift+M Remove a paragraph indent from the left incrementally. Add page number Ctrl+⇧ Shift+P Add the current page number at the current cursor position. Nonprinting Ctrl+⇧ characters Shift+Num8 Show or hide the display of nonprinting characters. Delete one character to ← Backspace Delete one character to the left of the cursor. the left Delete one character to Delete Delete one character to the right of the cursor. the right Modifying Objects Constrain ⇧ Shift + drag Constrain the movement of the selected object horizontallymovement or vertically. Set 15-degree ⇧ Shift + drag rotation (when Constrain the rotation angle to 15-degree increments. rotating) Maintain ⇧ Shift + drag proportions (when Maintain the proportions of the selected object when resizing) resizing. ⇧ Shift + drag Draw straight (when line or arrow drawing Draw a straight vertical/horizontal/45-degree line or arrow. lines/arrows) Movement by one-pixel Ctrl+← → ↑ ↓ Hold down the Ctrl key and use the keybord arrows to move increments the selected object by one pixel at a time. Working with Tables Move to the next cell in a ↹ Tab Go to the next cell in a table row. row Move to the previous cell ⇧ Shift+↹ Tab Go to the previous cell in a table row. in a row Move to the next row ↓ Go to the next row in a table. Move to the previous row ↑ Go to the previous row in a table. Start new paragraph ↵ Enter Start a new paragraph within a cell. ↹ Tab in the Add new row lower right Add a new row at the bottom of the table. table cell. Inserting special characters Insert formula Alt+= Insert a formula at the current cursor position. Insert an em dash Alt+Ctrl+Num- Insert an em dash ‘—’ within the current document and to the right of the cursor.Insert a non- breaking Ctrl+⇧ Shift+_ Insert a non-breaking hyphen ‘-’ within the current hyphen document and to the right of the cursor. Insert a no- Ctrl+⇧ Shift+␣ Insert a no-break space ‘o’ within the current document and break space Spacebar to the right of the cursor. For Mac OS: Working with Document Open the File panel panel to save, download, print the Open ''File'' current document, view its info, create a new document or panel ⌥ Option+F open an existing one, access the Document Editor Help Center or advanced settings. Open ''Find and Replace'' ^ Ctrl+F, Open the Find and Replace dialog box to start searching for dialog box ⌘ Cmd+F a character/word/phrase in the currently edited document. Open ''Find and Replace'' dialog box Open the Find and Replace dialog box with the replacement with ^ Ctrl+H field to replace one or more occurrences of the found replacement characters. field Repeat the ⇧ last ''Find'' acti ⌘⌘ Shift+F4, Cmd+ Repeat the previous Find performed before the key on ⇧G,Cmd+ combination was pressed. Shift+F4 Open ^ Ctrl+⇧ ''Comments'' S⌘hift+H, Open the Comments panel to add your own comment or panel Cmd+⇧ reply to other users'' comments. Shift+H Open comment ⌥ Option+H Open a data entry field where you can add the text of your field comment. Open ''Chat'' panel ⌥ Option+Q Open the Chat panel and send a message. Save ^ Save all the changes to the document currently edited with document ⌘Ctrl+S,Cmd+S The Document Editor. The active file will be saved with its current file name, location, and file format.Print ^⌘Ctrl+P, Print the document with one of the available printers or save document Cmd+P it as a file. ^ Ctrl+⇧ Open the Download as... panel to save the currently edited Download Shift+S, document to the hard disk drive of your computer in one of As... ⌘ Cmd+⇧ the supported formats: DOCX, PDF, ODT, TXT, DOTX, PDF/A, Shift+S OTT, RTF, HTML. Help menu F1 Open the Document Editor Helpmenu. Close file (Desktop ^ ment window in the Desktop Editors. Editors) ⌘Ctrl+W, Cmd+W Close the current docu Element contextual ⇧ Shift+F10 Open the selected element contextual menu. menu Reset the ‘Zoom’ ^ Ctrl+0 or⌘ Reset the ‘Zoom’ parameter of the current document to a parameter Cmd+0 default 100%. Navigation Jump to the beginning of Home Put the cursor to the beginning of the currently edited line. the line Jump to the beginning of ut the cursor to the very beginning of the currently edited the ^ Ctrl+Home P document. document Jump to the end of the End Put the cursor to the end of the currently edited line. line Jump to the end of the ^ Ctrl+End Put the cursor to the very end of the currently edited document document. Jump to the ⌥ Option+⌘ beginning of Cmd+⇧ Put the cursor to the very beginning of the page which the next page Shift+Page follows the currently edited one. Down ⌥Page Down,Scroll down Option+Fn+↑ Scroll the document approximately one visible page down.Page Up, Scroll up ⌥ Option+Fn+↓ Scroll the document approximately one visible page up. ⌥ Next page Option+Page Go to the next page in the currently edited document. Down Previous ⌥ page Option+Page Go to the previous page in the currently edited document. Up Zoom In ^⌘Ctrl+=,Cmd+= Zoom in the currently edited document. Zoom Out ^⌘Ctrl+-,Cmd+- Zoom out the currently edited document. Move one character to ← Move the cursor one character to the left. the left Move one character to → Move the cursor one character to the right. the right Move to the beginning of a word or ^ one word to ⌘Ctrl+←, Move the cursor Cmd+← to the beginning of a word or one word to the left. the left Move one word to the ^ righ ⌘Ctrl+→,Cmd+→ Move the cursor one word to the right. t Move one line up ↑ Move the cursor one line up. Move one line down ↓ Move the cursor one line down. Navigate between controls in ↹ Tab/⇧ Navigate between controls to give focus to the next or modal Shift+↹ Tab previous control in modal dialogues. dialogues WritingEnd paragraph ↵ Return End the current paragraph and start a new one. Add line ⇧ Shift+↵ break Return Add a line break without starting a new paragraph. Delete ← Backspace, Delete one character to the left (← Backspace) or to the right Delete (Delete) of the cursor. Delete word ^ Ctrl+← to the left of Backspace, curso ⌘ Cmd+← Delete one word to the left of the cursor. r Backspace Delete word ^ Ctrl+Delete, to the right of ⌘ Delete one word to the right of the cursor. cursor Cmd+Delete Create ^ Ctrl+⇧ nonbreaking Shift+␣ Create a space between characters which cannot be used to space Spacebar start a new line. Create nonbreaking ^ Ctrl+⇧ Create a hyphen between characters which cannot be used hyphen Shift+Hyphen to start a new line. Undo and Redo Undo ⌘^ Ctrl+Z,Cmd+Z Reverse the latest performed action. ^ Ctrl+Y, Redo ⌘⌘ Cmd+Y, Cmd+⇧ Repeat the latest undone action. Shift+Z Cut, Copy, and Paste ⌘ Cmd+X, Delete the selected text fragment and send it to the Cut ⇧ computer clipboard memory. The copied text can be later Shift+Delete inserted to another place in the same document, into another document, or into some other program. Send the selected text fragment to the computer clipboard Copy ⌘ Cmd+C memory. The copied text can be later inserted to another place in the same document, into another document, or into some other program. Paste ⌘ Cmd+V Insert the previously copied text fragment from thecomputer clipboard memory to the current cursor position. The text can be previously copied from the same document, from another document, or from some other program. Insert hyperlink ⌘ Cmd+K Insert a hyperlink which can be used to go to a web address. Copy style ⌘ Cmd+⇧ Copy the formatting from the selected fragment of the Shift+C currently edited text. The copied formatting can be later applied to another text fragment in the same document. Apply style ⌘ Cmd+⇧ Apply the previously copied formatting to the text in the Shift+V currently edited document. Text Selection Select all ⌘ Cmd+A Select all the document text with tables and images. Select fragment ⇧ Shift+→ ← Select the text character by character. Select from cursor to ⇧ Select a text fragment from the cursor to the beginning of beginning of Shift+Home the current line. line Select from cursor to end ⇧ Shift+End Select a text fragment from the cursor to the end of the of line current line. Select one character to ⇧ Shift+→ Select one character to the right of the cursor position. the right Select one character to ⇧ Shift+← Select one character to the left of the cursor position. the left Select one line up ⇧ Shift+↑ Select one line up (with the cursor at the beginning of a line). Select one line down ⇧ Shift+↓ Select one line down (with the cursor at the beginning of a line). Select the ⇧ Shift+Page Select the page part from the cursor position to the upper page up Up part of the screen. Select the ⇧ Shift+Page Select the page part from the cursor position to the lower page down Down part of the screen.Text Styling Bold ⌘^ Ctrl+B, Make the font of the selected text fragment darker and Cmd+B heavier than normal. Italic ⌘^ Ctrl+I, Make the font of the selected text fragment italicized and Cmd+I slightly slanted. Underline ^⌘Ctrl+U, Make the selected text fragment underlined with a line going Cmd+U below the letters. Strikeout ^⌘Ctrl+5, Make the selected text fragment struck out with a line going Cmd+5 through the letters. ^ Ctrl+⇧ Subscript S⌘hift+>,Cmd+⇧ Make the selected text fragment smaller and place it to the lower part of the text line, e.g. as in chemical formulas. Shift+> ^ Ctrl+⇧ Superscript S⌘hift+<,Cmd+⇧ Make the selected text fragment smaller and place it to the upper part of the text line, e.g. as in fractions. Shift+< Heading 1 ⌥ Option+^ Apply the style of the heading 1 to the selected text style Ctrl+1 fragment. Heading 2 ⌥ Option+^ Apply the style of the heading 2 to the selected text style Ctrl+2 fragment. Heading 3 ⌥ Option+^ Apply the style of the heading 3 to the selected text style Ctrl+3 fragment. ^ Ctrl+⇧ Bulleted list S⌘hift+L,Cmd+⇧ Create an unordered bulleted list from the selected text fragment or start a new one. Shift+L Increase font ⌘ Cmd+] Increase the size of the font for the selected text fragment 1 point. Decrease font ⌘ Cmd+[ Decrease the size of the font for the selected text fragment 1 point. Align ^⌘Ctrl+E,center/left Cmd+E Switch a paragraph between centered and left-aligned. Align ^⌘Ctrl+J,justified/left Cmd+J Switch a paragraph between justified and left-aligned.Align right/left ^ Ctrl+R Switch a paragraph between right-aligned and left-aligned. Insert page ^ Ctrl+↵ break Return Insert a page break at the current cursor position. Increase indent ^ Ctrl+M Indent a paragraph from the left incrementally. Decrease ^ Ctrl+⇧ indent Shift+M Remove a paragraph indent from the left incrementally. Add page ^ Ctrl+⇧ number Shift+P Add the current page number at the current cursor position. Delete one character to ← Backspace Delete one character to the left of the cursor. the left Delete one character to Delete Delete one character to the right of the cursor. the right Modifying Objects Constrain ⇧ Shift + Constrain the movement of the selected object horizontally movement drag or vertically. Set 15-degree ⇧ Shift + rotation drag (when Constrain the rotation angle to 15-degree increments. rotating) Maintain ⇧ Shift + the selected object when proportions drag (when Maintain the proportions of resizing) resizing. ⇧ Shift + Draw straight drag (when line or arrow drawing Draw a straight vertical/horizontal/45-degree line or arrow. lines/arrows) Working with Tables Move to the next cell in a ↹ Tab Go to the next cell in a table row. row Move to the ⇧ Shift+↹ previous cell Tab Go to the previous cell in a table row.in a row Move to the next row ↓ Go to the next row in a table. Move to the previous row ↑ Go to the previous row in a table. Start new paragraph ↵ Return Start a new paragraph within a cell. ↹ Tab in the Add new row lower right Add a new row at the bottom of the table. table cell. Inserting special characters Insert a non- breaking ^ Ctrl+⇧ Insert a non-breaking hyphen ‘-’ within the current document hyphen Shift+Hyphen and to the right of the cursor. Insert a no- ^ Ctrl+⇧ nsert a no-break space ‘o’ within the current document and break space Shift+␣ I Spacebar to the right of the cursor.ONLYOFFICE Spreadsheet Editor Program Interface Introducing the Spreadsheet Editor user interface The Spreadsheet Editor uses a tabbed interface where editing commands are grouped into tabs by functionality. The editor interface consists of the following main elements: 1. The Editor header displays the logo, tabs for all opened spreadsheets, with their names and menu tabs. On the left side of the Editor header there are the Save, Print file, Undo and Redo buttons are located. On the right side of the Editor header along with the user name the following icons are displayed: Open file location - in the desktop version, it allows opening the folder, where the file is stored, in the File explorer window. In the online version, it allows opening the folder in the Documentsmodule where the file is stored, in a new browser tab. - allows adjusting the View Settings and accessing the Advanced Settings of the editor. Manage document access rights - (available in the online version only) allows setting access rights for the documents stored in the cloud. Mark as favorite - click the star to add a file to favorites as to make it easy to find. The added file is just a shortcut so the file itself remains stored in its original location. Deleting a file from favorites does not remove the file from its original location. 2. The top toolbar displays a set of editing commands depending on the selected menu tab. Currently, the following tabs are available: File, Home, Insert, Layout, Formula, Data, Pivot Table, Collaboration, Protection, View, Plugins. The Copy and Paste options are always available at the left part of the Top toolbar regardless of the selected tab. 3. The Formula bar allows entering and editing formulas or values in the cells. The Formula bar displays the contents of the currently selected cell. 4. The Status bar at the bottom of the editor window contains some navigation tools: sheet navigation buttons, sheet tabs, and zoom buttons. The Status bar also displays the number of filtered records if you apply a filter, or the results of automatic calculations if you select several cells containing data.5. The Left sidebar contains the following icons: · - allows using the Search and Replace tool, · - allows opening the Comments panel, · - (available in the online version only) allows opening the Chat panel, · - (available in the online version only) allows contacting our support team, · - (available in the online version only) allows viewing the information about the program. 6. The Right sidebar allows adjusting additional parameters of different objects. When you select a particular object in a worksheet, the corresponding icon is activated on the right sidebar. Click this icon to expand the right sidebar. 7. TheWorking area allows viewing the contents of a spreadsheet, as well as entering and editing data. 8. The horizontal and vertical Scroll bars allow scrolling up/down and left/right. For your convenience, you can hide some components and display them again when necessary. File tab The File tab allows performing basic operations with the current file. Using this tab, you can perform the following operations: · in the online version, save the current file (in case the Autosave option is disabled), download as (save the spreadsheet in the selected format to hard disk drive of the computer), save copy as (save a copy of the spreadsheet in the selected format to the portal documents), print or rename it, in the desktop version, save the current file keeping the current format and location using the Save option or save the current file with a different name, location or format using the Save as option, print the file. · protect the file using a password, change or remove the password (available in the desktop version only); · create a new spreadsheet or open a recently edited one (available in the online version only), · view the general information about the spreadsheet or change some file properties, · manage access rights (available in the online version only), · access the Advanced Settings of the editor, · in the desktop version, open the folder, where the file is stored, in the File explorer window. In the online version, open the folder in the Documentsmodule, where the file is stored, in a new browser tab.Home tab The Home tab opens by default when you open a spreadsheet. It allows you to format cells and data in them, apply filters, insert functions, etc. Some other options are also available here, such as color schemes, Format as table template feature and so on. Using this tab, you can: · set the font type, size, style, and colors, · align data in cells, · add cell borders andmerge cells, · insert functions and create named ranges, · sort and filter data, · change the number format, · add or remove cells, rows, columns, · copy/clear the cell formatting, · apply a table template to the selected cell range. Insert tab The Insert tab allows adding visual objects and comments to a spreadsheet. Using this tab, you can: · insert pivot tables, · insert formatted tables, · insert images, shapes, text boxes and Text Art objects, charts, · insert comments and hyperlinks, · insert headers/footers, · insert equations and symbols, · insert slicers. Layout tab The Layout tab allows adjusting the appearance of a spreadsheet: setting up the page parameters and defining the arrangement of visual elements. Using this tab, you can: · adjust page margins, orientation, size, · specify a print area, · insert headers or footers, · scale a worksheet, · print titles on a page,· align and arrange objects (images, charts, shapes). Formula tab The Formula tab allows working easily with all functions. Using this tab, you can: · insert functions using the Insert Function dialog window, · quickly access Autosum formulas, · access 10 recently used formulas, · work with formulas classified into categories, · work with named ranges, · use the calculation options: calculate the entire workbook, or the current worksheet only. Data tab The Data tab allows to managing data in a sheet. Using this tab, you can: · sort and filter data, · convert text to columns, · remove duplicates from a data range, · group and ungroup data, · set data validation parameters. Pivot Table tab The Pivot Table tab allows creating and editing pivot tables. Using this tab, you can: · create a new pivot table, · choose the necessary layout for your pivot table, · update the pivot table if you change the data in your source data set, · select an entire pivot table with a single click, · highlight certain rows/columns by applying a specific formatting style to them, · choose one of the predefined tables styles. Collaboration tab The Collaboration tab allows working collaboratively on a spreadsheet. In the online version, you can share the file, select the required co-editing mode and manage comments. In thecommenting mode, you can add and remove comments and communicate via chat. In the desktop version, you can only manage comments. Using this tab, you can: · adjust the sharing settings (available in the online version only), · switch between the Strict and Fast co-editing modes (available in the online version only), · add or remove comments left in the spreadsheet, · open the Chat panel (available in the online version only). View tab The View tab allows you to manage sheet view presets based on applied filters. Using this tab, you can: · manage sheet view presets, · adjust zoom value, · freeze panes, · manage the display of formula bars, headings, and gridlines. Plugins tab The Plugins tab allows accessing the advanced editing features using the available third-party components. With this tab, you can also use macros to simplify routine operations. The Settings button allows you to open the window where you can view and manage all the installed plugins and add your own ones. TheMacros button allows you to open the window where you can create and run your own macros. Currently, the following plugins are available: · Send allows to send the spreadsheet via email using the default desktop mail client (available in the desktop version only), · Highlight code allows to highlight syntax of the code selecting the necessary language, style, background color, · Photo Editor allows to edit images: crop, flip, rotate them, draw lines and shapes, add icons and text, load a mask and apply filters such as Grayscale, Invert, Sepia, Blur, Sharpen, Emboss, etc., · Thesaurus allows to search for synonyms and antonyms of a word and replace it with the selected one, · Translator allows to translate the selected text into other languages,Note: this plugin doesn''t work in Internet Explorer. · YouTube allows to embed YouTube videos into your spreadsheet. To learn more about plugins please refer to our API Documentation. All the existing open- source plugin examples are currently available on GitHub. Basic operations Create a new spreadsheet or open an existing one To create a new spreadsheet In the online editor 1. click the File tab on the top toolbar, 2. select the Create New option. In the desktop editor 1. in the main program window, select the Spreadsheetmenu item from the Create new section of the left sidebar - a new file will open in a new tab, 2. when all the necessary changes are made, click the Save icon in the upper left corner or switch to the File tab and choose the Save asmenu item. 3. in the file manager window, select the location of the file, specify its name, choose the required format (XLSX, Spreadsheet template (XLTX), ODS, OTS, CSV, PDF or PDFA) and click the Save button. To open an existing document In the desktop editor 1. in the main program window, select the Open local filemenu item on the left sidebar, 2. choose the necessary spreadsheet from the file manager window and click the Open button. You can also right-click the necessary spreadsheet in the file manager window, select the Open with option and choose the required application from the menu. If documents are associated with the required application, you can also open spreadsheets by double-clicking the file name in the file explorer window. All the directories that you have accessed using the desktop editor will be displayed in the Recent folders list so that you can quickly access them afterwards. Click the necessary folder to select one of the files stored in it.To open a recently edited spreadsheet In the online editor 1. click the File tab on the top toolbar, 2. select the Open Recent... option, 3. choose the required spreadsheet from the list of recently edited documents. In the desktop editor 1. in the main program window, select the Recent filesmenu item on the left sidebar, 2. choose the required spreadsheet from the list of recently edited documents. To open the folder, where the file is stored , in a new browser tab in the online version or in the file explorer window in the desktop version, click the Open file location icon on the right side of the editor header. Alternatively, you can switch to the File tab on the top toolbar and select the Open file location option. Cut/copy/paste data Use basic clipboard operations To cut, copy and paste data in the current spreadsheet make use of the right-click menu or use the corresponding icons available on any tab of the top toolbar, · Cut - select data and use the Cut option from the right-click menu to delete the selected data and send them to the computer clipboard memory. The cut data can be later inserted to another place in the same spreadsheet. · Copy - select data and either use the Copy icon at the top toolbar or right-click and select the Copy option from the menu to send the selected data to the computer clipboard memory. The copied data can be later inserted to another place in the same spreadsheet. · Paste - select a place and either use the Paste icon on the top toolbar or right-click and select the Paste option to insert the previously copied/cut data from the computer clipboard memory to the current cursor position. The data can be previously copied from the same spreadsheet. In the online version, the following key combinations are only used to copy or paste data from/into another spreadsheet or some other program, in the desktop version, both the corresponding buttons/menu options and key combinations can be used for any copy/paste operations: · Ctrl+X key combination for cutting; · Ctrl+C key combination for copying; · Ctrl+V key combination for pasting.Note: instead of cutting and pasting data within the same worksheet you can select the required cell/cell range, hover the mouse cursor over the selection border so that it turns into the Arrow icon and drag and drop the selection to the necessary position. To enable / disable the automatic appearance of the Paste Special button after pasting, go to the File tab > Advanced Settings... and check / uncheck the Cut, copy and paste checkbox. Use the Paste Special feature Once the copied data is pasted, the Paste Special button appears next to the lower right corner of the inserted cell/cell range. Click this button to select the necessary paste option. When pasting a cell/cell range with formatted data, the following options are available: · Paste - allows you to paste all the cell contents including data formatting. This option is selected by default. · The following options can be used if the copied data contains formulas: o Paste only formula - allows you to paste formulas without pasting the data formatting. o Formula + number format - allows you to paste formulas with the formatting applied to numbers. o Formula + all formatting - allows you to paste formulas with all the data formatting. o Formula without borders - allows you to paste formulas with all the data formatting except the cell borders. o Formula + column width - allows you to paste formulas with all the data formatting and set the source column`s width for the cell range. o Transpose - allows you to paste data switching them from columns to rows, or vice versa. This option is available for regular data ranges, but not for formatted tables. · The following options allow you to paste the result that the copied formula returns without pasting the formula itself: o Paste only value - allows you to paste the formula results without pasting the data formatting. o Value + number format - allows to paste the formula results with the formatting applied to numbers. o Value + all formatting - allows you to paste the formula results with all the data formatting. · Paste only formatting - allows you to paste the cell formatting only without pasting the cell contents.1. Paste o Formulas - allows you to paste formulas without pasting the data formatting. o Values - allows you to paste the formula results without pasting the data formatting. o Formats - allows you to apply the formatting of the copied area. o Comments - allows you to add comments of the copied area. o Column widths - allows you to set certal column widths of the copied area. o All except borders - allows you to paste formulas, formula results with all its formatting except borders. o Formulas & formatting - allows you to paste formulas and apply formatting on them from the copied area. o Formulas & column widths - allows you to paste formulas and set certaln column widths of the copied area. o Formulas & number formulas - allows you to paste formulas and number formulas. o Values & number formats - allows you to paste formula results and apply the numbers formatting of the copied area. o Values & formatting - allows you to paste formula results and apply the formatting of the copied area. 2. Operation o Add - allows you to automatically add numeric values in each inserted cell. o Subtract - allows you to automatically subtract numeric values in each inserted cell.o Multiply - allows you to automatically multiply numeric values in each inserted cell. o Divide - allows you to automatically divide numeric values in each inserted cell. 3. Transpose - allows you to paste data switching them from columns to rows, or vice versa. 4. Skip blanks - allows you to skip pasting empty cells and their formatting. When pasting the contents of a single cell or some text within autoshapes, the following options are available: · Source formatting - allows you to keep the source formatting of the copied data. · Destination formatting - allows you to apply the formatting that is already used for the cell/autoshape where the data are to be iserted to. Paste delimited text When pasting the delimited text copied from a .txt file, the following options are available: The delimited text can contain several records, and each record corresponds to a single table row. Each record can contain several text values separated with a delimiter (such as a comma, semicolon, colon, tab, space or other characters). The file should be saved as a plain text .txt file. · Keep text only - allows you to paste text values into a single column where each cell contents corresponds to a row in the source text file. · Use text import wizard - allows you to open the Text Import Wizard which helps to easily split the text values into multiple columns where each text value separated by a delimiter will be placed into a separate cell.· When the Text Import Wizard window opens, select the text delimiter used in the delimited data from the Delimiter drop-down list. The data splitted into columns will be displayed in the Preview field below. If you are satisfied with the result, press the OK button. If you pasted delimited data from a source that is not a plain text file (e.g. text copied from a web page etc.), or if you applied the Keep text only feature and now want to split the data from a single column into several columns, you can use the Text to Columns option. To split data into multiple columns: 1. Select the necessary cell or column that contains data with delimiters. 2. Switch to the Data tab. 3. Click the Text to columns button on the top toolbar. The Text to Columns Wizard opens. 4. In the Delimiter drop-down list, select the delimiter used in the delimited data. 5. Click the Advanced button to open the Advanced Settings window in which you can specify the Decimal and Thousands separators.6. Preview the result in the field below and click OK. After that, each text value separated by the delimiter will be located in a separate cell. If there is some data in the cells to the right of the column you want to split, the data will be overwritten. Use the Auto Fill option To quickly fill multiple cells with the same data use the Auto Fill option: 1. select a cell/cell range containing the required data, 2. move the mouse cursor over the fill handle in the right lower corner of the cell. The cursor will turn into the black cross: 3. drag the handle over the adjacent cells to fill them with the selected data. Note: if you need to create a series of numbers (such as 1, 2, 3, 4...; 2, 4, 6, 8... etc.) or dates, you can enter at least two starting values and quickly extend the series selecting these cells and dragging the fill handle. Fill cells in the column with text values If a column in your spreadsheet contains some text values, you can easily replace any value within this column or fill the next blank cell selecting one of already existing text values. Right-click the necessary cell and choose the Select from drop-down list option in the contextual menu.Select one of the available text values to replace the current one or fill an empty cell. Undo/redo your actions To perform the undo/redo operations, use the corresponding icons on the left side of the editor header: · Undo – use the Undo icon to undo the last operation you performed. · Redo – use the Redo icon to redo the last undone operation. The undo/redo operations can be also performed using the Keyboard Shortcuts. Note: when you co-edit a spreadsheet in the Fastmode, the possibility to Undo/Redo the last operation is not available. Operations with sheets Manage sheets By default, a newly created spreadsheet has a single sheet. The simplest way to add a new one is to click the Plus button located to the right of the Sheet Navigation buttons in the left lower corner. Another way to add a new sheet is to: 1. right-click the sheet tab after which you wish to insert a new one, 2. select the Insert option from the right-click menu. A new sheet will be inserted after the selected one. To activate the required sheet, use the sheet tabs in the left lower corner of each spreadsheet. Note: if you have a lot of sheets, you can find the necessary one by using the Sheet Navigation buttons situated in the left lower corner.To delete an unnecessary sheet: 1. right-click the sheet tab you wish to delete, 2. select the Delete option from the right-click menu. The selected sheet will be deleted from the current spreadsheet. To rename an existing sheet: 1. right-click the sheet tab you wish to rename, 2. select the Rename option from the right-click menu, 3. enter the Sheet Name in the dialog box and click OK. The selected sheet name will be changed. To copy an existing sheet: 1. right-click the sheet tab you wish to copy, 2. select the Copy option from the right-click menu, 3. select the sheet before which you wish to insert the copied one or use the Copy to end option to insert the copied sheet after all the existing ones, 4. click the OK button to confirm your choice. The selected sheet will be copied and inserted in the selected place. To move an existing sheet: 1. right-click the sheet tab you wish to move, 2. select theMove option from the right-click menu, 3. select the sheet before which you wish to insert the selected one or use theMove to end option to move the selected sheet after all the existing ones, 4. click the OK button to confirm your choice. Or simply drag the necessary sheet tab and drop it to a new location. The selected sheet will be moved. You can also manualy drag''n''drop a sheet tab from one spreadsheet to another. In this case, the sheet from the original spreadsheet will be deleted. If you have a lot of sheets, you can hide some of them you don''t need to facilitate your work. To do that, 1. right-click the sheet tab you wish to hide, 2. select the Hide option from the right-click menu, To display the hidden sheet tab, right-click any sheet tab, open the Hidden list and select the sheet tab you wish to display. To differentiate the sheets, you can assign different colors to the sheet tabs. To do that, 1. right-click the sheet tab you wish to color,2. select the Tab Color option from the right-click menu, 3. select any color in the available palettes · Theme Colors - the colors that correspond to the selected color scheme of the spreadsheet. · Standard Colors - the default colors set. · Custom Color - click this caption if there is no needed color in the available palettes. Select the necessary color range moving the vertical color slider and set the specific color by dragging the color picker within the large square color field. Once you select a color with the color picker, the appropriate RGB and sRGB color values will be displayed in the fields on the right. You can also specify a color on the base of the RGB color model by entering the necessary numeric values into the R, G, B (red, green, blue) fields or enter the sRGB hexadecimal code into the field marked with the # sign. The selected color will appear in the New preview box. If the object was previously filled with any custom color, this color is displayed in the Current box, so you can compare the original and modified colors. When the color is specified, click the Add button: The custom color will be applied to the selected tab and added to the Custom color palette.You can work with multiple sheets simultaneously: 1. select the first sheet you want to include into the group, 2. press and hold the Shift key to select several adjacent sheets you want to group, or use the Ctrl key to select several non-adjacent sheets you want to group, 3. right-click one of the selected sheets tab to open the contextual menu, 4. choose the necessary option from the menu: · Insert - to insert the same number of new blank sheets, as in the selected group, · Delete - to delete all the selected sheets at once (you cannot delete all sheets in the workbook, as the workbook must contain at least one visible sheet), · Rename - this option can be applied to each separate sheet only, · Copy - to create copies of all the selected sheets at once and paste them to the selected place, · Move - to move all the selected sheets at once and paste them to the selected place, · Hide - to hide all the selected sheets at once (you cannot hide all sheets in the workbook, as the workbook must contain at least one visible sheet), · Tab color - to assign the same color to all the selected sheet tabs at once, · Select All Sheets - to select all the sheets in the current workbook, · Ungroup Sheets - to ungroup the selected sheets. it''s also possible to ungroup sheets by double-clicking on a sheet which is included into the group, or by clicking any sheet which is not included into the group. Insert headers and footers Headers and footers allow adding some additional information to a printed worksheet, such as date and time, page number, sheet name, etc. Headers and footers are displayed in the printed version of a spreadsheet.To insert a header or footer in a worksheet: 1. switch to the Insert or Layout tab, 2. click the Edit Header/Footer button on the top toolbar, 3. the Header/Footer Settings window will open, and you will be able to adjust the following settings: o check the Different first page box to apply a different header or footer to the very first page or in case you don''t want to add any header/ footer to it at all. The First page tab will appear below. o check the Different odd and even page box to add different headers/footer for odd and even pages. The Odd page and Even page tabs will appear below. o the Scale with document option allows scaling the header and footer together with the worksheet. This parameter is enabled by default. o the Align with page margins option allows aligning the left header/footer to the left margin and the right header/footer to the right margin. This option is enabled by default. 4. insert the necessary data. Depending on the selected options, you can adjust settings for All pages or set up the header/footer for the first page as well as for odd and even pages individually. Switch to the necessary tab and adjust the available parameters. Youcan use one of the ready-made presets or insert the necessary data to the left, center and right header/footer field manually: o choose one of the available presets from the Presets list: Page 1; Page 1 of ?; Sheet1; Confidential, dd/mm/yyyy, Page 1; Spreadsheet name.xlsx; Sheet1, Page 1; Sheet1, Confidential, Page 1; Spreadsheet name.xlsx, Page 1; Page 1, Sheet1; Page 1, Spreadsheet name.xlsx; Author, Page 1, dd/mm/yyyy; Prepared by Author dd/mm/yyyy, Page 1. The corresponding variables will be added. o place the cursor into the left, center, or right field of the header/footer and use the Insert list to add Page number, Page count, Date, Time, File name, Sheet name. 5. format the text inserted into the header/footer using the corresponding controls. You can change the default font, its size, color, apply font styles, such as bold, italic, underlined, strikethrough, use subscript or superscript characters. 6. when you finish, click the OK button to apply the changes. To edit the added headers and footers, click the Edit Header/Footer button on the top toolbar, make the necessary changes in the Header/Footer Settings window, and click OK to save the changes. The added header and/or footer will be displayed in the printed version of the spreadsheet. Cell text formatting Set font type, size, style, and colors You can select the font type and its size, apply one of the decoration styles and change the font and background colors by clicking the corresponding icons on the Home tab of the top toolbar. Note: if you want to apply formatting to the data in the spreadsheet, select them with the mouse or use the keyboard and apply the required formatting. If you need to apply the formatting to multiple non-adjacent cells or cell ranges, hold down the Ctrl key while selecting cells/ranges with the mouse. Used to select one of the fonts from the list of the available fonts. If the Font required font is not available in the list, you can download and install it on your operating system, and the font will be available for use in the desktop version. Used to select the preset font size values from the dropdown list (the Font size default values are: 8, 9, 10, 11, 12, 14, 16, 18, 20, 22, 24, 26, 28, 36, 48, 72 and 96). It''s also possible to manually enter a custom value up to 409 pt in the font size field. Press Enter to confirm. Increme Used to change the font size making it one point bigger each time the icon nt font is clicked.size Decreme nt font Used to change the font size making it one point smaller each time the icon size is clicked. Bold Used to make the font bold making it heavier. Italic Used to make the font slightly slanted to the right. Underlin e Used to make the text underlined with a line going below the letters. Strikeout Used to make the text struck out with a line going through the letters. Allows choosing the Superscript or Subscript option. Subscript The Superscript option is used to make the text smaller and place it to the /Supersc upper part of the text line, e.g. as in fractions. The Subscript option is used ript to make the text smaller and place it to the lower part of the text line, e.g. as in chemical formulas. Font color Used to change the color of the letters/characters in cells. Backgro Used to change the color of the cell background. Using this icon you can und apply a solid color fill. The cell background color can also be changed using color the Fill section on the Cell settings tab of the right sidebar. Used to change the default color palette for worksheet elements (font, Change backgrounfdf, cehats aynsdccahart elements) selecting from the available color scheme Fooputionndsr:yO,Meicdi,aGnra,Metrole,,MAopdeuxl,eAs , y ban , Opdeuclte,nCtiv, OicriCeoln, Ocroiugrinse, E, Paqpueirt, S,oFllsotwic,e , Technic, Trek, Ur , or Verve. Note: it''s also possible to apply one of the formatting presets selecting the cell you wish to format and choosing the desired preset from the list on the Home tab of the top toolbar: To change the font color or use a solid color fill as the cell background, 1. select characters/cells with the mouse or the whole worksheet using the Ctrl+A key combination, 2. click the corresponding icon on the top toolbar, 3. select any color in the available palettes· Theme Colors - the colors that correspond to the selected color scheme of the spreadsheet. · Standard Colors - the default colors set. · Custom Color - click this caption if there is no needed color in the available palettes. Select the necessary color range by moving the vertical color slider and set the specific color by dragging the color picker within the large square color field. Once you select a color with the color picker, the appropriate RGB and sRGB color values will be displayed in the fields on the right. You can also specify a color on the base of the RGB color model by entering the necessary numeric values into the R, G, B (red, green, blue) fields or enter the sRGB hexadecimal code into the field marked with the # sign. The selected color will appear in the New preview box. If the object was previously filled with any custom color, this color is displayed in the Current box so you can compare the original and modified colors. When the color is specified, click the Add button: The custom color will be applied to the selected text/cell and added to the Custom color palette. To remove the background color from a certain cell,1. select a cell, or a cell range with the mouse or the whole worksheet using the Ctrl+A key combination, 2. click the Background color icon on the Home tab of the top toolbar, 3. select the icon. Add hyperlinks To add a hyperlink, 1. select a cell where a hyperlink should be added, 2. switch to the Insert tab of the top toolbar, 3. click the Hyperlink icon on the top toolbar, 4. the Hyperlink Settings window will appear, and you will be able to specify the hyperlink settings: · Select the required link type: Use the External Link option and enter a URL in the format http://www.example.com in the Link to field below if you need to add a hyperlink leading to an external website. Use the Internal Data Range option, select a worksheet and a cell range in the fields below, or a previously added Named range if you need to add a hyperlink leading to a certain cell range in the same spreadsheet. You can also generate an external link which will lead to a particular cell or a range of cells by clicking the Get Link button.· Display - enter a text that will become clickable and lead to the web address specified in the upper field. Note: if the selected cell already contains data, it will be automatically displayed in this field. · ScreenTip Text - enter a text that will become visible in a small pop-up window with a brief note or label connected to the hyperlink. 5. click the OK button. To add a hyperlink, you can also use the Ctrl+K key combination or click with the right mouse button the position where the hyperlink should be added and select the Hyperlink option in the right-click menu. When you hover the cursor over the added hyperlink, the ScreenTip will appear. To follow the link, click the link in the spreadsheet. To select a cell that contains a link without opening the link, click and hold the mouse button. To delete the added hyperlink, activate the cell containing the added hyperlink and press the Delete key, or right-click the cell and select the Clear All option from the drop-down list. Clear text, format in a cell, copy cell format Clear format You can quickly remove the text or format from the selected cell. To do that,1. select a cell, a cell range with the mouse or the whole worksheet by pressing the Ctrl+A key combination, Note: you can also select multiple non-adjacent cells or cell ranges holding down the Ctrl key while selecting cells/ranges with the mouse. 2. click the Clear icon on the Home tab of the top toolbar and select one of the available options: o use the All option if you wish to remove everything including the text, format, function etc; o use the Text option if you wish to remove the text from the selected range of cell range; o use the Format option if you wish to remove the format of the selected cell range. The text and all functions will remain; o use the Comments option if you wish to remove comments from the selected cell range; o use the Hyperlinks option if you wish to remove hyperlinks from the selected cell range. Note: all these options are also available in the right-click menu. Copy cell format You can quickly copy the format of a certain cell and apply it to other cells. To apply the copied format to a single cell or several adjacent cells, 1. select the cell/cell range with the required format by clicking or using the keyboard, 2. click the Copy style icon on the Home tab of the top toolbar, (the mouse pointer will look like this ), 3. select the cell/cell range to apply the required format to. To apply the copied format to multiple non-adjacent cells or cell ranges, 1. select the cell/cell range with the required format by clicking or using the keyboard, 2. double-click the Copy style icon on the Home tab of the top toolbar, (the mouse pointer will look like this and the Copy style icon will remain selected: ), 3. click the required cells or select the cell ranges one by one to apply the same format to all of them, 4. to exit this mode, click the Copy style icon once again or press the Esc key on the keyboard.Editing cell properties Add cell background and borders Add a cell background To apply and format a cell background, 1. select a cell or a cell range with the mouse or the whole worksheet by pressing the Ctrl+A key combination, Note: you can also select multiple non-adjacent cells or cell ranges holding down the Ctrl key while selecting cells/ranges with the mouse. 2. to apply a solid color fill to the cell background, click the Background color icon on the Home tab of the top toolbar and choose the required color. 3. to use other fill types, such as a gradient fill or pattern, click the Cell settings icon on the right sidebar and use the Fill section: · Color Fill - select this option to specify the solid color you want to fill the selected cells with. Click the colored box below and select one of the following palettes: o Theme Colors - the colors that correspond to the selected color scheme of the spreadsheet. o Standard Colors - a set of default colors. The selected color scheme does not affect them. o Custom Color - click this caption if the required color is missing among the available palettes. Select the required colors range moving the vertical colorslider and set a specific color dragging the color picker within the large square color field. Once you select a color with the color picker, the appropriate RGB and sRGB color values will be displayed in the fields on the right. You can also define a color on the base of the RGB color model by entering the corresponding numeric values into the R, G, B (red, green, blue) fields or enter the sRGB hexadecimal code into the field marked with the # sign. The selected color appears in the New preview box. If the object was previously filled with any custom color, this color is displayed in the Current box so you can compare the original and modified colors. When the color is defined, click the Add button: The custom color will be applied to the selected element and added to the Custom color palette. · Gradient Fill - fill the selected cells with two colors which smoothly change from one to the other. · Angle - manually specify an exact value in degrees that defines the gradient direction (colors change in a straight line at the specified angle). · Direction - choose a predefined template from the menu. The following directions are available: top-left to bottom-right (45°), top to bottom (90°), top-right to bottom-left(135°), right to left (180°), bottom-right to top-left (225°), bottom to top (270°), bottom- left to top-right (315°), left to right (0°). · Gradient Point is a specific point for transition from one color to another. o Use the Add Gradient Point button or slider bar to add a gradient point. You can add up to 10 gradient points. Each next gradient point added will in no way affect the current gradient fill appearance. Use the Remove Gradient Point button to delete a certain gradient point. o Use the slider bar to change the location of the gradient point or specify Position in percentage for precise location. o To apply a color to a gradient point, click a point on the slider bar, and then click Color to choose the color you want. · Pattern - select this option to fill the selected cells with a two-colored design composed of regularly repeated elements. o Pattern - select one of the predefined designs from the menu. o Foreground color - click this color box to change the color of the pattern elements. o Background color - click this color box to change the color of the pattern background. · No Fill - select this option if you don''t want to use any fill. Add cell borders To add and format borders to a worksheet, 1. select a cell, a range of cells with the mouse or the whole worksheet by pressing the Ctrl+A key combination, Note: you can also select multiple non-adjacent cells or cell ranges holding down the Ctrl key while selecting cells/ranges with the mouse. 2. click the Borders icon on the Home tab of the top toolbar or click the Cell settings icon on the right sidebar and use the Borders Style section,3. select the border style you wish to apply: 1. open the Border Style submenu and select one of the available options, 2. open the Border Color icon submenu or use the Color palette on the right sidebar and select the required color from the palette, 3. select one of the available border templates: Outside Borders , All Borders , Top Borders , Bottom Borders , Left Borders , Right Borders , No Borders , Inside Borders , Inside Vertical Borders , Inside Horizontal Borders , Diagonal Up Border , Diagonal Down Border . Align data in cells You can align data horizontally and vertically or even rotate data within a cell. To do that, select a cell or a cell range with the mouse or the whole worksheet by pressing the Ctrl+A key combination. You can also select multiple non-adjacent cells or cell ranges holding down the Ctrl key while selecting cells/ranges with the mouse. Then perform one of the following operations using the icons situated on the Home tab of the top toolbar. · Apply one of the horizontal alignment styles to the data within a cell, o click the Align left icon to align the data to the left side of the cell (the right side remains unaligned); o click the Align center icon to align the data in the center of the cell (the right and the left sides remains unaligned); o click the Align right icon to align the data to the right side of the cell (the left side remains unaligned);o click the Justified icon to align the data both to the left and the right sides of the cell (additional spacing is added where necessary to keep the alignment). · Change the vertical alignment of the data within a cell, o click the Align top icon to align your data to the top of the cell; o click the Align middle icon to align your data to the middle of the cell; o click the Align bottom icon to align your data to the bottom of the cell. · Change the angle of the data within a cell by clicking the Orientation icon and choosing one of the following options: o use the Horizontal Text option to place the text horizontally (default option), o use the Angle Counterclockwise option to place the text from the bottom left corner to the top right corner of a cell, o use the Angle Clockwise option to place the text from the top left corner to the bottom right corner of a cell, o use the Vertical text option to place the text vertically, o use the Rotate Text Up option to place the text from bottom to top of a cell, o use the Rotate Text Down option to place the text from top to bottom of a cell. o To rotate the text by an exactly specified angle, click the Cell settings icon on the right sidebar and use the Orientation. Enter the necessary value measured in degrees into the Angle field or adjust it using the arrows on the right. · Fit your data to the column width by clicking theWrap text icon on the Home tab of the top toolbar or by checking theWrap text checkbox on the right sidebar. Note: if you change the column width, data wrapping adjusts automatically. · Fit your data to the cell width by checking the Shrink to fit on the Layout tab of the top toolbar. The contents of the cell will be reduced in size to such an extent that it can fit in it. Merge cells You can merge two or more adjacent cells into one cell. To do that, 1. select two cells or a cell range with the mouse, Note: the selected cellsMUST be adjacent. 2. click theMerge icon situated on the Home tab of the top toolbar and select one of the available options: Note: only the data in the upper-left cell of the selected range will remain in the merged cell. Data in other cells of the selected range will be deleted. · if you select theMerge & Center option the cells of the selected range will be merged, and the data in the merged cell will be centered;· if you select theMerge Across option the cells of each row of the selected range will be merged, and the data in the merged cells will be aligned to the left side (for text) or to the right side (for numeric values); · if you select theMerge Cells option the cells of the selected range will be merged and the data will be aligned to the left side (for text) or to the right side (for numeric values). To split the previously merged cell, use the Unmerge Cells option from theMerge drop-down list. The data of the merged cell will be displayed in the upper left cell. Change number format Apply a number format You can easily change the number format, i.e. the way the numbers appear in a spreadsheet. To do that, 1. select a cell, a cell range with the mouse or the whole worksheet by pressing the Ctrl+A key combination, Note: you can also select multiple non-adjacent cells or cell ranges holding down the Ctrl key while selecting cells/ranges with the mouse. 2. drop-down the Number format button list situated on the Home tab of the top toolbar or right-click the selected cells and use the Number Format option from the contextual menu. Select the number format you wish to apply: · General - is used to display the data as plain numbers in the most compact way without any additional signs, · Number - is used to display the numbers with 0-30 digits after the decimal point where a thousand separator is added between each group of three digits before the decimal point, · Scientific (exponential) - is used to keep short the numbers converting in a string of type d.dddE+ddd or d.dddE-ddd where each d is a digit 0 to 9, · Accounting - is used to display monetary values with the default currency symbol and two decimal places. To apply another currency symbol or number of decimal places, follow the instructions below. Unlike the Currency format, the Accounting format aligns currency symbols to the left side of the cell, represents zero values as dashes and displays negative values in parentheses. Note: to quickly apply the Accounting format to the selected data, you can also click the Accounting style icon on the Home tab of the top toolbar and select one of thefollowing currency symbols: $ Dollar, € Euro, £ Pound, ₽ Rouble, ¥ Yen, kn Croatian Kuna. · Currency - is used to display monetary values with the default currency symbol and two decimal places. To apply another currency symbol or number of decimal places, follow the instructions below. Unlike the Accounting format, the Currency format places a currency symbol directly before the first digit and displays negative values with the negative sign (-). · Date - is used to display dates, · Time - is used to display time, · Percentage - is used to display the data as a percentage accompanied by a percent sign%, Note: to quickly apply the percent style to the data, you can also use the Percent style icon on the Home tab of the top toolbar. · Fraction - is used to display the numbers as common fractions rather than decimals. · Text - is used to display the numeric values as a plain text with as much precision as possible. · More formats - is used to create a custom number format or to customize the already applied number formats specifying additional parameters (see the description below). · Custom - is used to create a custom format: o select a cell, a range of cells, or the whole worksheet for values you want to format, o choose the Custom option from theMore formatsmenu, o enter the required codes and check the result in the preview area or choose one of the templates and/or combine them. If you want to create a format based on the existing one, first apply the existing format and then edit the codes to your preference, o click OK. 3. change the number of decimal places if needed: · use the Increase decimal icon situated on the Home tab of the top toolbar to display more digits after the decimal point, · use the Decrease decimal icon situated on the Home tab of the top toolbar to display fewer digits after the decimal point. Customize the number format You can customize the applied number format in the following way: 1. select the cells whose number format you want to customize, 2. drop-down the Number format button list on the Home tab of the top toolbar or right-click the selected cells and use the Number Format option from the contextual menu, 3. select theMore formats option,4. in the opened Number Format window, adjust the available parameters. The options differ depending on the number format that is applied to the selected cells. You can use the Category list to change the number format. · for the Number format, you can set the number of Decimal points, specify if you want to Use 1000 separator or not and choose one of the available Formats for displaying negative values. · for the Scientific and Percentage formats, you can set the number of Decimal points. · for the Accounting and Currency formats, you can set the number of Decimal points, choose one of the available currency Symbols and one of the available Formats for displaying negative values. · for the Date format, you can select one of the available date formats: 4/15, 4/15/06, 04/15/06, 4/15/2006, 4/15/06 0:00, 4/15/06 12:00 AM, A, April 15 2006, 15-Apr, 15-Apr-06, Apr-06, April-06, A-06, 06-Apr, 15-Apr-2006, 2006-Apr-15, 06-Apr- 15, 15/Apr, 15/Apr/06, Apr/06, April/06, A/06, 06/Apr, 15/Apr/2006, 2006/Apr/15, 06/Apr/15, 1 5 Apr, 15 Apr 06, Apr 06, April 06, A 06, 06 Apr, 15 Apr 2006, 2006 Apr 15, 06 Apr 15, 06/4/15, 06/04/15, 2006/4/15. · for the Time format, you can select one of the available time formats: 12:48:58 PM, 12:48, 12:48 PM, 12:48:58, 48:57.6, 36:48:58. · for the Fraction format, you can select one of the available formats: Up to one digit (1/3), Up to two digits (12/25), Up to three digits (131/135), As halves (1/2), As fourths (2/4), As eighths (4/8), As sixteenths (8/16), As tenths (5/10) , As hundredths (50/100). 5. click the OK button to apply the changes.Edit rows/columns Manage cells, rows, and columns You can insert blank cells above or on the left of the selected cell in a worksheet. You can also insert an entire row above the selected one or a column on the left of the selected column. To make it easy to view a large amount of information, you can hide some rows or columns and display them again. It''s also possible to specify the height of a certain row and width of a column. Insert cells, rows, columns To insert a blank cell to the left of the selected cell: 1. right-click the cell to the left of which you wish to insert a new one, 2. click the Insert cells icon situated at the Home tab of the top toolbar or select the Insert item from the right-click menu and use the Shift Cells Right option. The program will shift the selected cell to the right to insert a blank one. To insert a blank cell above the selected cell: 1. right-click the cell above which you wish to insert a new one, 2. click the Insert cells icon situated on the Home tab of the top toolbar or select the Insert item from the right-click menu and use the Shift Cells Down option. The program will shift the selected cell down to insert a blank one. To insert an entire row: 1. select either the whole row by clicking its heading or a cell in the row above which you wish to insert a new one, Note: to insert multiple rows, select the required number of rows. 2. click the Insert cells icon situated on the Home tab of the top toolbar and use the Entire row option, or right-click the selected cell, select the Insert item from the right-click menu, then choose the Entire Row option, or right-click the selected row(s) and use the Insert Top option from the right-click menu. The program will shift the selected row down to insert a blank one. To insert an entire column: 1. select either the whole column by clicking its heading or a cell in the column to the left of which you wish to insert a new one, Note: to insert multiple columns, select the required number of columns.2. click the Insert cells icon situated on the Home tab of the top toolbar and use the Entire column option, or right-click the selected cell, select the Insert item from the right-click menu, then choose the Entire Column option, or right-click the selected column(s) and use the Insert Left option from the right-click menu. The program will shift the selected column to the right to insert a blank one. You can also use the Ctrl+Shift+= keyboard shortcut to open the dialog box for inserting new cells, select the Shift Cells Right, Shift Cells Down, Entire Row, or Entire Column option and click OK. Hide and show rows and columns To hide a row or column: 1. select rows or columns you wish to hide, 2. right-click the selected rows or columns and use the Hide option from the right-click menu. To display the hidden rows or columns, select the visible rows above and below the hidden rows or visible columns to the left and to the right of the hidden columns, right-click them and use the Show option from the right-click menu. Change column width and row height The column width determines how many characters with default formatting can be displayed in the column cell. The default value is set to 8.43 symbols. To change it: 1. select columns you wish to change, 2. right-click the selected columns and use the Set Column Width option from the right- click menu, 3. choose one of the available options: o select the Auto Fit Column Width option to automatically adjust the width of each column according to its content, oro select the Custom Column Width option and specify a new value from 0 to 255 in the Custom Column Width window, then click OK. To change the width of a single column manually, move the mouse cursor over the right border of the column heading so that the cursor turns into the bidirectional arrow . Drag the border to the left or right to set a custom width or double-click the mouse to automatically change the column width according to its content. The default row height value is 14.25 points. To change it: 1. select rows you wish to change, 2. right-click the selected rows and use the Set Row Height option from the right-click menu, 3. choose one of the available options: o select the Auto Fit Row Height option to automatically adjust the height of each row according to its content, or o select the Custom Row Height option and specify a new value from 0 to 408.75 in the Custom Row Height window, then click OK. To change the height of a single row manually, drag the bottom border of the row heading. Delete cells, rows, columns To delete an unnecessary cell, row, or column: 1. select cells, rows, or columns you wish to delete, 2. click the Delete cells icon situated on the Home tab of the top toolbar or select the Delete item from the right-click menu and select the appropriate option: if you use the Shift Cells Left option, a cell to the right of the deleted one will be moved to the left;if you use the Shift Cells Up option, a cell below the deleted one will be moved up; if you use the Entire Row option, a row below the selected one will be moved up; if you use the Entire Column option, a column to the right of the deleted one will be moved to the left; You can also use the Ctrl+Shift+- keyboard shortcut to open the dialog box for deleting cells, select the Shift Cells Left, Shift Cells Up, Entire Row, or Entire Column option and click OK. You can always restore the deleted data using the Undo icon on the top toolbar. Sort and filter data Sort Data You can quickly sort the data in a spreadsheet using one of the following options: · Ascending is used to sort the data in ascending order - from A to Z alphabetically or from the smallest to the largest number for numerical data. · Descending is used to sort the data in descending order - from Z to A alphabetically or from the largest to the smallest for numerical data. Note: the Sort options are accessible from both Home and Data tab. To sort the data, 1. select a cell range you wish to sort (you can select a single cell in a range to sort the entire range), 2. click the Sort ascending icon situated on the Home or Data tab of the top toolbar to sort the data in ascending order, OR click the Sort descending icon situated on the Home or Data tab of the top toolbar to sort the data in descending order. Note: if you select a single column/row within a cell range or a part of the column/row, you will be asked if you want to expand the selection to include adjacent cells or sort the selected data only.You can also sort your data using the contextual menu options. Right-click the selected range of cells, select the Sort option from the menu and then select Ascending or Descending option from the submenu. It''s also possible to sort the data by color using the contextual menu: 1. right-click a cell containing the color by which you want to sort the data, 2. select the Sort option from the menu, 3. select the necessary option from the submenu: o Selected Cell Color on top - to display the entries with the same cell background color on the top of the column, o Selected Font Color on top - to display the entries with the same font color on the top of the column. Filter Data To display only the rows that meet certain criteria and hide other ones, make use of the Filter option. Note: the Filter options are accessible from both Home and Data tab. To enable a filter, 1. Select a cell range containing data to filter (you can select a single cell in a range to filter the entire range), 2. Click the Filter icon situated at the Home or Data tab of the top toolbar. 3. The drop-down arrow will appear in the first cell of each column of the selected cell range. It means that the filter is enabled. To apply a filter, 1. Click the drop-down arrow . The Filter option list will open:Note: you can adjust the size of the filter window by dragging its right border to the right or to the left to display the data as convenient as possible. 2. Adjust the filter parameters. You can proceed in one of the following ways: select the data to display, filter the data by certain criteria or filter data by color. · Select the data to display Uncheck the boxes near the data you need to hide. For your convenience, all the data within the Filter option list are sorted in ascending order. The number of unique values in the filtered range is displayed to the right of each value within the filter window. Note: the {Blanks} check box corresponds to the empty cells. It is available if the selected cell range contains at least one empty cell. To facilitate the process, make use of the search field on the top. Enter your query, entirely or partially, in the field - the values that include these characters will be displayed in the list below. The following two options will be also available: o Select All Search Results - is checked by default. It allows selecting all the values that correspond to your query in the list. o Add current selection to filter - if you check this box, the selected values will not be hidden when you apply the filter. After you select all the necessary data, click the OK button in the Filter option list to apply the filter. · Filter data by certain criteria Depending on the data in the selected column, you can choose either the Number filter or the Text filter option on the right side of the Filter options list, and then select one of the options from the submenu: o For the Number filter the following options are available: Equals..., Does not equal..., Greater than..., Greater than or equal to..., Less than..., Less than or equal to..., Between, Top 10, Above Average, Below Average, Custom Filter.... o For the Text filter the following options are available: Equals..., Does not equal..., Begins with..., Does not begin with..., Ends with..., Does not end with..., Contains..., Does not contain..., Custom Filter.... After you select one of the above options (apart from Top 10 and Above/Below Average), the Custom Filter window will open. The corresponding criterion will be selected in the upper drop-down list. Enter the necessary value in the field on the right. To add one more criterion, use the And radiobutton if you need the data to satisfy both criteria or click the Or radiobutton if either or both criteria can be satisfied. Then selectthe second criterion from the lower drop-down list and enter the necessary value on the right. Click OK to apply the filter. If you choose the Custom Filter... option from the Number/Text filter option list, the first criterion is not selected automatically, you can set it yourself. If you choose the Top 10 option from the Number filter option list, a new window will open: The first drop-down list allows choosing if you wish to display the highest (Top) or the lowest (Bottom) values. The second field allows specifying how many entries from the list or which percent of the overall entries number you want to display (you can enter a number from 1 to 500). The third drop-down list allows setting the units of measure: Item or Percent. Once the necessary parameters are set, click OK to apply the filter. If you choose the Above/Below Average option from the Number filter option list, the filter will be applied right now. · Filter data by color If the cell range you want to filter contains some cells you have formatted changing their background or font color (manually or using predefined styles), you can use one of the following options:o Filter by cells color - to display only the entries with a certain cell background color and hide other ones, o Filter by font color - to display only the entries with a certain cell font color and hide other ones. When you select the necessary option, a palette that contains colors used in the selected cell range will open. Choose one of the colors to apply the filter. The Filter button will appear in the first cell of the column. It means that the filter is applied. The number of filtered records will be displayed at the status bar (e.g. 25 of 80 records filtered). Note: when the filter is applied, the rows that are filtered out cannot be modified when autofilling, formatting, deleting the visible contents. Such actions affect the visible rows only, the rows that are hidden by the filter remain unchanged. When copying and pasting the filtered data, only visible rows can be copied and pasted. This is not equivalent to manually hidden rows which are affected by all similar actions. Sort filtered data You can set the sorting order of the data you have enabled or applied filter for. Click the drop- down arrow or the Filter button and select one of the options in the Filter option list: · Sort Lowest to Highest - allows sorting the data in ascending order, displaying the lowest value on the top of the column, · Sort Highest to Lowest - allows sorting the data in descending order, displaying the highest value on the top of the column, · Sort by cells color - allows selecting one of the colors and displaying the entries with the same cell background color on the top of the column, · Sort by font color - allows selecting one of the colors and displaying the entries with the same font color on the top of the column. The latter two options can be used if the cell range you want to sort contains some cells you have formatted changing their background or font color (manually or using predefined styles). The sorting direction will be indicated by an arrow in the filter buttons. · if the data is sorted in ascending order, the drop-down arrow in the first cell of the column looks like this: and the Filter button looks the following way: . · if the data is sorted in descending order, the drop-down arrow in the first cell of the column looks like this: and the Filter button looks the following way: . You can also quickly sort the data by color using the contextual menu options:1. right-click a cell containing the color by which you want to sort the data, 2. select the Sort option from the menu, 3. select the necessary option from the submenu: · Selected Cell Color on top - to display the entries with the same cell background color on the top of the column, · Selected Font Color on top - to display the entries with the same font color on the top of the column. Filter by the selected cell contents You can also quickly filter your data by the selected cell contents using the contextualmenu options. Right-click a cell, select the Filter option from the menu and then select one of the available options: · Filter by Selected cell''s value - to display only the entries with the same value as the selected cell contains. · Filter by cell''s color - to display only the entries with the same cell background color as the selected cell has. · Filter by font color - to display only the entries with the same cell font color as the selected cell has. Format as Table Template To facilitate your work with data, the Spreadsheet Editor allows you to apply a table template to a selected cell range automatically enabling the filter. To do that, 1. select a range of cells you need to format, 2. click the Format as table template icon situated on the Home tab of the top toolbar. 3. select the required template in the gallery, 4. in the opened pop-up window check the cell range to be formatted as a table, 5. check the Title if you wish the table headers to be included in the selected cell range, otherwise the header row will be added at the top while the selected cell range will be moved one row down, 6. click the OK button to apply the selected template. The template will be applied to the selected range of cells and you will be able to edit the table headers and apply the filter to work with your data. Reapply Filter If the filtered data has been changed, you can refresh the filter to display an up-to-date result: 1. click the Filter button in the first cell of the column that contains the filtered data, 2. select the Reapply option in the opened Filter option list. You can also right-click a cell within the column that contains the filtered data and select the Reapply option from the contextual menu.Clear Filter To clear the filter, 1. click the Filter button in the first cell of the column that contains the filtered data, 2. select the Clear option in the opened Filter option list. You can also proceed in the following way: 1. select the range of cells containing the filtered data, 2. click the Clear filter icon situated on the Home or Data tab of the top toolbar. The filter will remain enabled, but all the applied filter parameters will be removed, and the Filter buttons in the first cells of the columns will change into the drop-down arrows . Remove Filter To remove the filter, 1. select the range of cells containing the filtered data, 2. click the Filter icon situated on the Home or Data tab of the top toolbar. The filter will be disabled, and the drop-down arrows will disappear from the first cells of the columns. Sort data by several columns/rows To sort data by several columns/rows you can create several sorting levels using the Custom Sort function. 1. select a cell range you wish to sort (you can select a single cell to sort the entire range), 2. click the Custom Sort icon situated on the Data tab of the top toolbar, 3. the Sort window will appear. Sorting by columns is selected by default.To change the sorting orientation (i.e. sorting data by rows instead of columns), click the Options button on the top. The Sort Options window will open: 1. check theMy data has headers box, if necessary, 2. choose the necessary Orientation: Sort top to bottom to sort data by columns or Sort left to right to sort data by rows, 3. click OK to apply the changes and close the window. 4. set the first sorting level in the Sort by field: · in the Column / Row section, select the first column / row you want to sort, · in the Sort on list choose one of the following options: Values, Cell color, or Font color, · in the Order list, specify the necessary sorting order. The available options differ depending on the option chosen in the Sort on list: · if the Values option is selected, choose the Ascending / Descending option if the cell range contains numbers or A to Z / Z to A option if the cell range contains text values, · if the Cell color option is selected, choose the necessary cell color and select the Top / Below option for columns or Left / Right option for rows, · if the Font color option is selected, choose the necessary font color and select the Top / Below option for columns or Left / Right option for rows.5. add the next sorting level by clicking the Add level button, select the second column / row you want to sort and specify other sorting parameters in the Then by field as described above. If necessary, add more levels in the same way. 6. manage the added levels using the buttons at the top of the window: Delete level, Copy level or change the level order by using the arrow buttonsMove the level up /Move the level down, 7. click OK to apply the changes and close the window. The data will be sorted according to the specified sorting levels. Use formatted tables Create a new formatted table To make it easier for you to work with data, the Spreadsheet Editor allows you to apply a table template to the selected cell range and automatically enable the filter. To do that, 1. select a range of cells you need to format, 2. click the Format as table template icon situated on the Home tab of the top toolbar. 3. select the required template in the gallery, 4. in the opened pop-up window, check the cell range to be formatted as a table, 5. check the Title if you wish the table headers to be included in the selected cell range, otherwise, the header row will be added at the top while the selected cell range will be moved one row down, 6. click the OK button to apply the selected template. The template will be applied to the selected range of cells, and you will be able to edit the table headers and apply the filter to work with your data. It''s also possible to insert a formatted table using the Table button on the Insert tab. In this case, the default table template is applied. Note: once you create a new formatted table, the default name (Table1, Table2, etc.) will be automatically assigned to the table. You can change this name making it more meaningful and use it for further work. If you enter a new value in the cell below the last row of the table (if the table does not have the Total row) or in the cell to the right of the last column of the table, the formatted table will be automatically extended to include a new row or column. If you do not want to expand the table, click the Paste special button that will appear and select the Undo table autoexpansion option. Once you undo this action, the Redo table autoexpansion option will be available in this menu.Note: To enable/disable table auto-expansion, select the Stop automatically expanding tables option in the Paste special button menu or go to Advanced Settings -> Spell Checking -> Proofing -> AutoCorrect Options -> AutoFormat As You Type. Select rows and columns To select an entire row in the formatted table, move the mouse cursor over the left border of the table row until it turns into the black arrow , then left-click. To select an entire column in the formatted table, move the mouse cursor over the top edge of the column header until it turns into the black arrow , then left-click. If you click once, the column data will be selected (as it is shown on the image below); if you click twice, the entire column including the header will be selected. To select an entire formatted table, move the mouse cursor over the upper left corner of the formatted table until it turns into the diagonal black arrow , then left-click.Edit formatted tables Some of the table settings can be changed using the Table settings tab of the right sidebar that will open if you select at least one cell within the table with the mouse and click the Table settings icon on the right. The Rows and Columns sections on the top allow you to emphasize certain rows/columns applying specific formatting to them, or highlight different rows/columns with different background colors to clearly distinguish them. The following options are available: · Header - allows you to display the header row. · Total - adds the Summary row at the bottom of the table. Note: if this option is selected, you can also select a function to calculate the summary values. Once you select a cell in the Summary row, the button will be available to the right of the cell. Click it and choose the necessary function from the list: Average, Count, Max, Min, Sum, StdDev, or Var. The More functions option allows you toopen the Insert Function window and choose any other function. If you choose the None option, the currently selected cell in the Summary row will not display a summary value for this column. · Banded - enables the background color alternation for odd and even rows. · Filter button - allows you to display the drop-down arrows in each cell of the header row. This option is only available when the Header option is selected. · First - emphasizes the leftmost column in the table with special formatting. · Last - emphasizes the rightmost column in the table with special formatting. · Banded - enables the background color alternation for odd and even columns. The Select From Template section allows you to choose one of the predefined tables styles. Each template combines certain formatting parameters, such as a background color, border style, row/column banding, etc. Depending on the options checked in the Rows and/or Columns sections above, the templates set will be displayed differently. For example, if you''ve checked the Header option in the Rows section and the Banded option in the Columns section, the displayed templates list will include only templates with the header row and banded columns enabled: If you want to remove the current table style (background color, borders, etc.) without removing the table itself, apply the None template from the template list: The Resize table section allows you to change the cell range the table formatting is applied to. Click the Select Data button - a new pop-up window will open. Change the link to the cell rangein the entry field or select the necessary cell range in the worksheet with the mouse and click the OK button. Note: The headers must remain in the same row, and the resulting table range must overlap the original table range. The Rows & Columns section allows you to perform the following operations: · Select a row, column, all columns data excluding the header row, or the entire table including the header row. · Insert a new row above or below the selected one as well as a new column to the left or the right of the selected one. · Delete a row, column (depending on the cursor position or the selection), or the entire table. Note: the options of the Rows & Columns section are also accessible from the right-click menu. The Remove duplicates option can be used if you want to remove duplicate values from the formatted table. The Convert to range option can be used if you want to transform the table into a regular data range removing the filter but preserving the table style (i.e. cell and font colors, etc.). Once you apply this option, the Table settings tab on the right sidebar will be unavailable. The Insert slicer option is used to create a slicer for the formatted table. The Insert pivot table option is used to create a pivot table on the base of the formatted table. Adjust formatted table advanced settings To change the advanced table properties, use the Show advanced settings link on the right sidebar. The ''Table - Advanced Settings'' window will open:The Alternative Text tab allows you to specify the Title and the Description which will be read to people with vision or cognitive impairments to help them better understand what information the table contains. Note: To enable/disable table auto-expansion, go to Advanced Settings -> Spell Checking -> Proofing -> AutoCorrect Options -> AutoFormat As You Type. Create and edit pivot tables Pivot tables allow you to group and arrange data of large data sets to get summarized information. You can reorganize data in many different ways to display only the necessary information and focus on important aspects. Create a new pivot table To create a pivot table, 1. Prepare the source data set you want to use for creating a pivot table. It should include column headers. The data set should not contain empty rows or columns. 2. Select any cell within the source data range. 3. Switch to the Pivot Table tab of the top toolbar and click the Insert Table icon. If you want to create a pivot table on the base of a formatted table, you can also use the Insert pivot table option on the Table settings tab of the right sidebar. 4. The Create Pivot Table window will appear.· The Source data range is already specified. In this case, all data from the source data range will be used. If you want to change the data range (e.g. to include only a part of source data), click the icon. In the Select Data Range window, enter the necessary data range in the following format: Sheet1!$A$1:$E$10. You can also select the necessary cell range on the sheet using the mouse. When ready, click OK. · Specify where you want to place the pivot table. o The New worksheet option is selected by default. It allows you to place the pivot table in a new worksheet. o You can also select the Existing worksheet option and choose a certain cell. In this case, the selected cell will be the upper right cell of the created pivot table. To select a cell, click the icon. In the Select Data Range window, enter the cell address in the following format: Sheet1!$G$2. You can also click the necessary cell in the sheet. When ready, click OK. · When you select the pivot table location, click OK in the Create Table window. An empty pivot table will be inserted in the selected location. The Pivot table settings tab on the right sidebar will be opened. You can hide or display this tab by clicking the icon.Select fields to display The Select Fields section contains the fields named according to the column headers in your source data set. Each field contains values from the corresponding column of the source table. The following four sections are available below: Filters, Columns, Rows, and Values. Check the fields you want to display in the pivot table. When you check a field, it will be added to one of the available sections on the right sidebar depending on the data type and will be displayed in the pivot table. Fields containing text values will be added to the Rows section; fields containing numeric values will be added to the Values section. You can simply drag fields to the necessary section as well as drag the fields between sections to quickly reorganize your pivot table. To remove a field from the current section, drag it out of this section.In order to add a field to the necessary section, it''s also possible to click the black arrow to the right of a field in the Select Fields section and choose the necessary option from the menu: Add to Filters, Add to Rows, Add to Columns, Add to Values. Below you can see some examples of using the Filters, Columns, Rows, and Values sections. · If you add a field to the Filters section, a separate filter will be added above the pivot table. It will be applied to the entire pivot table. If you click the drop-down arrow in the added filter, you''ll see the values from the selected field. When you uncheck some values in the filter option window and click OK, the unchecked values will not be displayed in the pivot table. · If you add a field to the Columns section, the pivot table will contain a number of columns equal to the number of values from the selected field. The Grand Total column will also be added.· If you add a field to the Rows section, the pivot table will contain a number of rows equal to the number of values from the selected field. The Grand Total row will also be added. · If you add a field to the Values section, the pivot table will display the summation value for all numeric values from the selected field. If the field contains text values, the count of values will be displayed. The function used to calculate the summation value can be changed in the field settings. Rearrange fields and adjust their properties Once the fields are added to the necessary sections, you can manage them to change the layout and format of the pivot table. Click the black arrow to the right of a field within the Filters, Columns, Rows, or Values sections to access the field context menu.It allows you to: · Move the selected field Up, Down, to the Beginning, or to the End of the current section if you have added more than one field to the current section. · Move the selected field to a different section - to Filters, Columns, Rows, or Values. The option that corresponds to the current section will be disabled. · Remove the selected field from the current section. · Adjust the selected field settings. The Filters, Columns, and Rows field settings look similarly:The Layout tab contains the following options: · The Source name option allows you to view the field name corresponding to the column header from the source data set. · The Custom name option allows you to change the name of the selected field displayed in the pivot table. · The Report Form section allows you to change the way the selected field is displayed in the pivot table: o Choose the necessary layout for the selected field in the pivot table: § The Tabular form displays one column for each field and provides space for field headers. § The Outline form displays one column for each field and provides space for field headers. It also allows you to display subtotals at the top of groups. § The Compact form displays items from different row section fields in a single column. o The Repeat items labels at each row option allows you to visually group rows or columns together if you have multiple fields in the tabular form. o The Insert blank rows after each item option allows you to add blank lines after items of the selected field. o The Show subtotals option allows you to choose if you want to display subtotals for the selected field. You can select one of the options: Show at top of group or Show at bottom of group.o The Show items with no data option allows you to show or hide blank items in the selected field. The Subtotals tab allows you to choose Functions for Subtotals. Check the necessary functions in the list: Sum, Count, Average, Max, Min, Product, Count Numbers, StdDev, StdDevp, Var, Varp. Values field settings · The Source name option allows you to view the field name corresponding to the column header from the source data set. · The Custom name option allows you to change the name of the selected field displayed in the pivot table.· The Summarize value field by list allows you to choose the function used to calculate the summation value for all values from this field. By default, Sum is used for numeric values, Count is used for text values. The available functions are Sum, Count, Average, Max, Min, Product, Count Numbers, StdDev, StdDevp, Var, Varp. Group and ungroup data Data in pivot tables can be grouped according to custom requirements. Grouping is available for dates and basic numbers. Grouping dates To group dates, create a pivot table incorporating a set of needed dates. Right click any cell in a pivot table with a date, choose the Group option in the pop-up menu, and set the needed parameters in the opened window. · Starting at - the first date in the source data is chosen by default. To change it, enter the needed date in this field. Deactivate this box to ignore the starting point. · Ending at - the last date in the source data is chosen by default. To change it, enter the needed date in this field. Deactivate this box to ignore the ending point. · By - the Seconds,Minutes, and Hours options group the data according to the time given in the source data. TheMonths option eliminates days and leaves months only. The Quarters option operates at a condition: four months constitute a quarter, thus providing Qtr1, Qtr2, etc. The Years option groups dates as per years given in the source data. Combine the options to achieve the needed result. · Number of days - set the required value to determine a date range. · Click OK when finished.Grouping numbers To group numbers, create a pivot table incorporating a set of needed numbers. Right click any cell in a pivot table with a number, choose the Group option in the pop-up menu, and set the needed parameters in the opened window. · Starting at - the smallest number in the source data is chosen by default. To change it, enter the needed number in this field. Deactivate this box to ignore the smallest number. · Ending at - the largest number in the source data is chosen by default. To change it, enter the needed number in this field. Deactivate this box to ignore the largest number. · By - set the required interval for grouping numbers. E.g., “2” will group the set of numbers from 1 through 10 as “1-2”, “3-4”, etc. · Click OK when finished. Ungrouping data To ungroup previously grouped data, 1. right-click any cell that is in the group, 2. select the Ungroup option in the context menu. Change the appearance of pivot tables You can use options available on the top toolbar to adjust the way your pivot table is displayed. These options are applied to the entire pivot table. Select at least one cell within the pivot table with the mouse to activate the editing tools on the top toolbar.· The Report Layout drop-down list allows you to choose the necessary layout for your pivot table: o Show in Compact Form - allows you to display items from different row section fields in a single column. o Show in Outline Form - allows you to display the pivot table in the classic pivot table style. It displays one column for each field and provides space for field headers. It also allows you to display subtotals at the top of groups. o Show in Tabular Form - allows you to display the pivot table in a traditional table format. It displays one column for each field and provides space for field headers.o Repeat All Item Labels - allows you to visually group rows or columns together if you have multiple fields in the tabular form. o Don''t Repeat All Item Labels - allows you to hide item labels if you have multiple fields in the tabular form. · The Blank Rows drop-down list allows you to choose if you want to display blank lines after items: o Insert Blank Line after Each Item - allows you to add blank lines after items. o Remove Blank Line after Each Item - allows you to remove the added blank lines. · The Subtotals drop-down list allows you to choose if you want to display subtotals in the pivot table: o Don''t Show Subtotals - allows you to hide subtotals for all items. o Show all Subtotals at Bottom of Group - allows you to display subtotals below the subtotaled rows. o Show all Subtotals at Top of Group - allows you to display subtotals above the subtotaled rows. · The Grand Totals drop-down list allows you to choose if you want to display grand totals in the pivot table: o Off for Rows and Columns - allows you to hide grand totals for both rows and columns. o On for Rows and Columns - allows you to display grand totals for both rows and columns. o On for Rows Only - allows you to display grand totals for rows only. o On for Columns Only - allows you to display grand totals for columns only. Note: the similar settings are also available in the pivot table advanced settings window in the Grand Totals section of the Name and Layout tab. The Select button allows you to select the entire pivot table. If you change the data in your source data set, select the pivot table and click the Refresh button to update the pivot table.Change the style of pivot tables You can change the appearance of pivot tables in a spreadsheet using the style editing tools available on the top toolbar. Select at least one cell within the pivot table with the mouse to activate the editing tools on the top toolbar. The rows and columns options allow you to emphasize certain rows/columns applying specific formatting to them, or highlight different rows/columns with different background colors to clearly distinguish them. The following options are available: · Row Headers - allows you to highlight the row headers with special formatting. · Column Headers - allows you to highlight the column headers with special formatting. · Banded Rows - enables the background color alternation for odd and even rows. · Banded Columns - enables the background color alternation for odd and even columns. The template list allows you to choose one of the predefined pivot table styles. Each template combines certain formatting parameters, such as a background color, border style, row/column banding, etc. Depending on the options checked for rows and columns, the templates set will be displayed differently. For example, if you''ve checked the Row Headers and Banded Columns options, the displayed templates list will include only templates with the row headers highlighted and banded columns enabled. Filter, sort and add slicers in pivot tables You can filter pivot tables by labels or values and use the additional sort parameters. Filtering Click the drop-down arrow in the Row Labels or Column Labels of the pivot table. The Filter option list will open:Adjust the filter parameters. You can proceed in one of the following ways: select the data to display or filter the data by certain criteria. · Select the data to display Uncheck the boxes near the data you need to hide. For your convenience, all the data within the Filter option list are sorted in ascending order. Note: the (blank) checkbox corresponds to the empty cells. It is available if the selected cell range contains at least one empty cell. To facilitate the process, make use of the search field on the top. Enter your query, entirely or partially, in the field - the values that include these characters will be displayed in the list below. The following two options will be also available: · Select All Search Results - is checked by default. It allows selecting all the values that correspond to your query in the list. · Add current selection to filter - if you check this box, the selected values will not be hidden when you apply the filter. After you select all the necessary data, click the OK button in the Filter option list to apply the filter. · Filter data by certain criteria You can choose either the Label filter or the Value filter option on the right side of the Filter options list, and then select one of the options from the submenu: o For the Label filter the following options are available: § For texts: Equals..., Does not equal..., Begins with..., Does not begin with..., Ends with..., Does not end with..., Contains..., Does not contain... § For numbers: Greater than..., Greater than or equal to..., Less than..., Less than or equal to..., Between, Not between.o For the Value filter the following options are available: Equals..., Does not equal..., Greater than..., Greater than or equal to..., Less than..., Less than or equal to..., Between, Not between, Top 10. After you select one of the above options (apart from Top 10), the Label/Value Filter window will open. The corresponding field and criterion will be selected in the first and second drop-down lists. Enter the necessary value in the field on the right. Click OK to apply the filter. If you choose the Top 10 option from the Value filter option list, a new window will open: The first drop-down list allows choosing if you wish to display the highest (Top) or the lowest (Bottom) values. The second field allows specifying how many entries from the list or which percent of the overall entries number you want to display (you can enter a number from 1 to 500). The third drop-down list allows setting the units of measure: Item, Percent, or Sum. The fourth drop-down list displays the selected field name. Once the necessary parameters are set, click OK to apply the filter. The Filter button will appear in the Row Labels or Column Labels of the pivot table. It means that the filter is applied. Sorting You can sort your pivot table data using the sort options. Click the drop-down arrow in the Row Labels or Column Labels of the pivot table and then select Sort Lowest to Highest or Sort Highest to Lowest option from the submenu.TheMore Sort Options option allows you to open the Sort window where you can select the necessary sorting order - Ascending or Descending - and then select a certain field you want to sort. Adding slicers You can add slicers to filter data easier by displaying only what is needed. Adjust pivot table advanced settings To change the advanced settings of the pivot table, use the Show advanced settings link on the right sidebar. The ''Pivot Table - Advanced Settings'' window will open: The Name and Layout tab allows you to change the pivot table common properties. · The Name option allows you to change the pivot table name.· The Grand Totals section allows you to choose if you want to display grand totals in the pivot table. The Show for rows and Show for columns options are checked by default. You can uncheck either one of them or both these options to hide the corresponding grand totals from your pivot table. Note: the similar settings are available on the top toolbar in the Grand Totalsmenu. · The Display fields in report filter area section allows you to adjust the report filters which appear when you add fields to the Filters section: o The Down, then over option is used for column arrangement. It allows you to show the report filters across the column. o The Over, then down option is used for row arrangement. It allows you to show the report filters across the row. o The Report filter fields per column option allows you to select the number of filters to go in each column. The default value is set to 0. You can set the necessary numeric value. · The Field Headers section allows you to choose if you want to display field headers in your pivot table. The Show field headers for rows and columns option is selected by default. Uncheck it to hide field headers from your pivot table. The Data Source tab allows you to change the data you wish to use to create the pivot table. Check the selected Data Range and modify it, if necessary. To do that, click the icon.In the Select Data Range window, enter the necessary data range in the following format: Sheet1!$A$1:$E$10. You can also select the necessary cell range in the sheet using the mouse. When ready, click OK. The Alternative Text tab allows specifying the Title and the Description which will be read to people with vision or cognitive impairments to help them better understand what information the pivot table contains. Delete a pivot table To delete a pivot table, 1. Select the entire pivot table using the Select button on the top toolbar. 2. Press the Delete key.Create slicers for tables Create a new slicer Once you create a new formatted table or a pivot table, you can create slicers to quickly filter the data. To do that, 1. select at least one cell within the table with the mouse and click the Table settings icon on the right. 2. click the Insert slicer option on the Table settings tab of the right sidebar. Alternatively, you can switch to the Insert tab of the top toolbar and click the Slicer button. The Insert Slicers window will be opened: 3. check the required columns in the Insert Slicers window. 4. click the OK button. A slicer will be added for each of the selected columns. If you add several slicers, they will overlap each other. Once the slicer is added, you can change its size and position as well as its settings.A slicer contains buttons that you can click to filter the table. The buttons corresponding to empty cells are marked with the (blank) label. When you click a slicer button, other buttons will be unselected, and the corresponding column in the source table will be filtered to only display the selected item: If you have added several slicers, the changes made in one slicer can affect the items from another slicer. When one or more filters are applied to a slicer, items with no data can appear in a different slicer (with a lighter color):You can adjust the way to display items with no data in the slicer settings. To select multiple slicer buttons, use the Multi-Select icon in the upper right corner of the slicer or press Alt+S. Select necessary slicer buttons clicking them one by one. To clear the slicer filter, use the Clear Filter icon in the upper right corner of the slicer or press Alt+C. Edit slicers Some of the slicer settings can be changed using the Slicer settings tab of the right sidebar that will open if you select the slicer with the mouse. You can hide or display this tab by clicking the icon on the right.Change the slicer size and position TheWidth and Height options allow you to change the width and/or height of the slicer. If the Constant proportions button is clicked (in this case it looks like this ), the width and height will be changed together preserving the original slicer aspect ratio. The Position section allows you to change the Horizontal and/or Vertical slicer position. The Disable resizing or moving option allows you to prevent the slicer from being moved or resized. When this option is checked, theWidth, Height, Position, and Buttons options are disabled. Change the slicer layout and style The Buttons section allows you to specify the necessary number of Columns and set theWidth and Height of the buttons. By default, a slicer contains one column. If your items contain short text, you can change the column number to 2 or more:If you increase the button width, the slicer width will change correspondingly. If you increase the button height, the scroll bar will be added to the slicer: The Style section allows you to choose one of the predefined slicer styles. Apply sorting and filtering parameters · Ascending (A to Z) is used to sort the data in ascending order - from A to Z alphabetically or from the smallest to the largest number for numerical data. · Descending (Z to A) is used to sort the data in descending order - from Z to A alphabetically or from the largest to the smallest for numerical data. The Hide items with no data option allows you to hide items with no data from the slicer. When this option is checked, the Visually indicate items with no data and Show items with no data last options are disabled. When the Hide items with no data option is unchecked, you can use the following options: · The Visually indicate items with no data option allows you to display items with no data with different formatting (with a lighter color). If you uncheck this option, all items will be displayed with the same formatting.· The Show items with no data last option allows you to display items with no data at the end of the list. If you uncheck this option, all items will be displayed in the same order as in the source table. Adjust advanced slicer settings To change the advanced slicer properties, use the Show advanced settings link on the right sidebar. The ''Slicer - Advanced Settings'' window will open: The Style & Size tab contains the following parameters: · The Header option allows you to change the slicer header. Uncheck the Display header option if you do not want to display the slicer header. · The Style section allows you to choose one of the predefined slicer styles. · TheWidth and Height options allow you to change the width and/or height of the slicer. If the Constant proportions button is clicked (in this case it looks like this ), the width and height will be changed together preserving the original slicer aspect ratio. · The Buttons section allows you to specify the necessary number of Columns and set the Height of the buttons.The Sorting & Filtering tab contains the following parameters: · Ascending (A to Z) is used to sort the data in ascending order - from A to Z alphabetically or from the smallest to the largest number for numerical data. · Descending (Z to A) is used to sort the data in descending order - from Z to A alphabetically or from the largest to the smallest for numerical data. The Hide items with no data option allows you to hide items with no data from the slicer. When this option is checked, the Visually indicate items with no data and Show items with no data last options are disabled. When the Hide items with no data option is unchecked, you can use the following options: · The Visually indicate items with no data option allows you to display items with no data with different formatting (with a lighter color). · The Show items with no data last option allows you to display items with no data at the end of the list.The References tab contains the following parameters: · The Source name option allows you to view the field name corresponding to the column header from the source data set. · The Name to use in formulas option allows you to view the slicer name which is displayed in the Name manager. · The Name option allows you to set a custom name for a slicer to make it more meaningful and understandable.The Cell Snapping tab contains the following parameters: · Move and size with cells - this option allows you to snap the slicer to the cell behind it. If the cell moves (e.g. if you insert or delete some rows/columns), the slicer will be moved together with the cell. If you increase or decrease the width or height of the cell, the slicer will change its size as well. · Move but don''t size with cells - this option allows you to snap the slicer to the cell behind it preventing the slicer from being resized. If the cell moves, the slicer will be moved together with the cell, but if you change the cell size, the slicer dimensions remain unchanged. · Don''t move or size with cells - this option allows you to prevent the slicer from being moved or resized if the cell position or size was changed.The Alternative Text tab allows you to specify the Title and the Description which will be read to people with vision or cognitive impairments to help them better understand what information the slicer contains. Delete a slicer To delete a slicer, 1. Select the slicer by clicking it. 2. Press the Delete key. Group data The ability to group rows and columns as well as create an outline allows you to make it easier to work with a spreadsheet that contains a large amount of data. You can collapse or expand grouped rows and columns to display the necessary data only. It''s also possible to create the multi-level structure of grouped rows/columns. When necessary, you can ungroup the previously grouped rows or columns. Group rows and columns To group rows or columns: 1. Select the cell range that you need to group. 2. Switch to the Data tab and use one of the necessary options on the top toolbar:o click the Group button, then choose the Rows or Columns option in the Group window that appears and click OK, o click the downwards arrow below the Group button and choose the Group rows option from the menu, o click the downwards arrow below the Group button and choose the Group columns option from the menu. The selected rows or columns will be grouped and the created outline will be displayed to the left of the rows or/and above the columns. To hide grouped rows/columns, click the Collapse icon. To show collapsed rows/columns, click the Expand icon. Change the outline To change the outline of grouped rows or columns, you can use options from the Group drop- down menu. The Summary rows below detail and Summary columns to the right of detail options are checked by default. They allow to change the location of the Collapse and Expand buttons: · Uncheck the Summary rows below detail option if you want to display the summary rows above the details. · Uncheck the Summary columns to right of detail option if you want to display the summary columns to the left of details. Create multi-level groups To create a multi-level structure, select a cell range within the previously created group of rows/columns, and group the newly selected range as described above. After that, you can hide and show groups by level using the icons with the level number: .For example, if you create a nested group within the parent group, three levels will be available. It''s possible to create up to 8 levels. · Click the first level icon to switch to the level which hides all grouped data: · Click the second level icon to switch to the level which displays details of the parent group, but hides the nested group data: · Click the third level icon to switch to the level which displays all details: It''s also possible to use the Collapse and Expand icons within the outline to display or hide the data corresponding to a certain level. Ungroup previously grouped rows and columns To ungroup previously grouped rows or columns: 1. Select the range of grouped cells that you need to ungroup.2. Switch to the Data tab and use one of the necessary options at the top toolbar: · click the Ungroup button, then choose the Rows or Columns option in the Group window that appears and click OK, · click the downwards arrow below the Ungroup button, then choose the Ungroup rows option from the menu to ungroup rows and clear the outline of rows, · click the downwards arrow below the Ungroup button and choose the Ungroup columns option from the menu to ungroup columns and clear the outline of columns, · click the downwards arrow below the Ungroup button and choose the Clear outline option from the menu to clear the outline of rows and columns without removing existing groups. Remove duplicates You can remove duplicate values from the selected data range or a formatted table. To remove duplicates: 1. Select the necessary cell range containing duplicate values. 2. Switch to the Data tab and click the Remove Duplicates button on the top toolbar. If you want to remove duplicates from a formatted table, you can also use the Remove duplicates option on the right sidebar. If you select a certain part of the data range, a warning window will appear where you will be asked if you want to expand the selection to include the entire data range or proceed with the currently selected data. Click the Expand or Remove in selected button. If you choose the Remove in selected option, duplicate values in cells adjacent to the selected range will not be removed.The Remove Duplicates window will open: 3. Check the necessary options in the Remove Duplicates window: o My data has headers - check this box to exclude column headers from the selection. o Columns - leave the Select All option selected by default or uncheck it and select the necessary columns only. 4. Click the OK button. The duplicate values from the selected data range will be removed, and you will see the window that contains the information on how many duplicate values have been removed and how many unique values have been left:If you want to restore the removed data right after deletion, use the Undo icon on the top toolbar or the Ctrl+Z key combination. Conditional Formatting Note: the ONLYOFFICE Spreadsheet Editor currently does not support creating and editing conditional formatting rules. Conditional formatting allows you to apply various formatting styles (color, font, decoration, gradient) to cells to work with data on the spreadsheet: highlight or sort through and display the data that meets the needed criteria. The criteria are defined by several rule types. The ONLYOFFICE Spreadsheet Editor currently does not support creating and editing conditional formatting rules. Rule types supported in the ONLYOFFICE Spreadsheet Editor View mode are cell value (+formula), top/bottom and above/below average value, unique values and duplicates, icon sets, data bars, gradient (color scale), and formula-based rules. · Cell value is used to find needed numbers, dates, and text within the spreadsheet. For example, you need to see sales for the current month (pink highlight), products named “Grain” (yellow highlight), and product sales amounting to less than $500 (blue highlight).· Cell value with formula is used to display a dynamically changed number or text value within the spreadsheet. For example, you need to find products named “Grain”, “Produce”, or “Dairy” (yellow highlight), or product sales amounting to a value between $100 and $500 (blue highlight). · Top and bottom value / Above and below average value is used to find and display the top and bottom values as well as above and below average values within the spreadsheet. For example, you need to see top values for fees in the cities you visited (orange highlight), the cities where the attendance was above average (green highlight), and bottom values for cities where you sold a small number of books (blue highlight).· Unique / Duplicates is used to display duplicate values within the spreadsheet and the cell range defined by the conditional formatting. For example, you need to find duplicate contacts. Enter the drop-down menu. The number of duplicates is shown to the right of the contact name. If you check the box, only the duplicates will be shown on the list. · Icon set is used to show the data by displaying a corresponding icon in the cell that meets the criteria. The Spreadsheet Editor supports various icon sets. Below you will find examples for the most common icon set conditional formatting cases. o Instead of numbers and percent values, you see formatted cells with corresponding arrows showing you revenue achievement in the “Status” column and the dynamics for trends in the future in the “Trend” column. o Instead of cells with rating numbers ranging from 1 to 5, the conditional formatting tool displays corresponding icons from the legend map at the top for each bike in the rating list.o Instead of manually comparing monthly profit dynamics data, the formatted cells have a corresponding red or green arrow. o Use the traffic lights system (red, yellow, and green circles) to visualize sales dynamics. · Data bars are used to compare values in the form of a diagram bar. For example, compare mountain heights by displaying their default value in meters (green bar) and the same value in 0 to 100 percent range (yellow bar); percentile when extreme values slant the data (light blue bar); bars only instead of numbers (blue bar); two-column data analysis to see both numbers and bars (red bar).· Gradient, or color scale, is used to highlight values within the spreadsheet through a gradient scale. The columns from “Dairy” through “Beverage” display data via a two-color scale with variation from yellow to red; the “Total Sales” column displays data via a three-color scale from the smallest amount in red to the largest amount in blue. · Formula-based formatting uses various formulas to filter data as per specific needs. For example, you can shade alternate rows,compare with a reference value (here it is $55), and show if it is higher (green) or lower (red), highlight the rows that meet the needed criteria (see what goals you shall achieve this month, in this case, it is October),and highlight unique rows only Data validation The ONLYOFFICE Spreadsheet Editor offers a data validation feature that controls the parameters of the information entered in cells by users.To access the data validation feature, choose a cell, a range of cells, or a whole spreadsheet you want to apply the feature to, open the Data tab, and click the Data Validation icon on the top toolbar. The opened Data Validation window contains three tabs: Settings, Input Message, and Error Alert. Settings The Settings section allows you to specify the type of data that can be entered: Note: Check the Apply these changes to all other cells with the same settings box to use the same settings to the selected range of cells or a whole worksheet. · choose the required option in the Allowmenu: o Any value: no limitations on information type. o Whole number: only whole numbers are allowed. o Decimal: only numbers with a decimal point are allowed. o List: only options from the drop-down list you created are allowed. Uncheck the Show drop-down list in cell box to hide the drop-down arrow.o Date: only cells with the date format are allowed. o Time: only cells with the time format are allowed. o Text length: sets the characters limit. o Other: sets the necessary validation parameter given as a formula. Note: Check the Apply these changes to all other cells with the same settings box to use the same settings to the selected range of cells or a whole worksheet. · specify a validation condition in the Datamenu: o between: the data in cells should be within the range set by the validation rule. o not between: the data in cells should not be within the range set by the validation rule. o equals: the data in cells should be equal to the value set by the validation rule. o does not equal: the data in cells should not be equal to the value set by the validation rule. o greater than: the data in cells should exceed the values set by the validation rule. o less than: the data in cells should be less than the values set by the validation rule. o greater than or equal to: the data in cells should exceed or be equal to the value set by the validation rule. o less than or equal to: the data in cells should be less than or equal to the value set by the validation rule. · create a validation rule depending on the allowed information type: Validation condition Vrualleidation Description Availability Between / not between Minimum / Maximum Sets the value range Whole number / Decimal / Text lengthStart date / End date Sets the date range Date Start time / End time Sets the time period Time Compare to Sets the value for Whole number / comparison Decimal Date Sets the date for comparison Date Equals / does not equal Elapsed Sets the time for time comparison Time Length Sets the text length value for comparison Text length Minimum Sets the lower limit Whole number / Decimal / Text length Greater than / greater than or equal to Start date Sets the starting date Date Start time Sets the starting time Time Maximum Sets the higher limit Whole number / Decimal / Text length Less than / less than or equal to End date Sets the ending date Date End time Sets the ending time Time As well as: o Source: provide the source of information for the List information type. o Formula: enter the required formula to create a custom validation rule for the Other information type. Input Message The Input Message section allows you to create a customized message displayed when a user hovers their mouse pointer over the cell.· Specify the Title and the body of your Input Message. · Uncheck the Show input message when cell is selected to disable the display of the message. Leave it to display the message. Error Alert The Error Alert section allows you to specify the message displayed when the data given by users does not meet the validation rules.· Style: choose one of the available presets, Stop, Alert, or Message. · Title: specify the title of the alert message. · Error Message: enter the text of the alert message. · Uncheck the Show error alert after invalid data is entered box to disable the display of the alert message. Work with functions Insert function The ability to perform basic calculations is the principal reason for using a spreadsheet. Some of them are performed automatically when you select a cell range in your spreadsheet: · Average is used to analyze the selected cell range and find the average value. · Count is used to count the number of the selected cells with values ignoring the empty cells. · Min is used to analyze the range of data and find the smallest number. · Max is used to analyze the range of data and find the largest number. · Sum is used to add all the numbers in the selected range ignoring the empty cells or those contaning text. The results of these calculations are displayed in the right lower corner on the status bar. You can manage the status bar by right-clicking on it and choosing only those functions to display that you need.To perform any other calculations, you can insert the required formula manually using the common mathematical operators or insert a predefined formula - Function. The abilities to work with Functions are accessible from both the Home and Formula tab or by pressing Shift+F3 key combination. On the Home tab, you can use the Insert function button to add one of the most commonly used functions (SUM, AVERAGE, MIN, MAX, COUNT) or open the Insert Function window that contains all the available functions classified by category. Use the search box to find the exact function by its name.On the Formula tab you can use the following buttons: · Function - to open the Insert Function window that contains all the available functions classified by category. · Autosum - to quickly access the SUM, MIN, MAX, COUNT functions. When you select a functions from this group, it automatically performs calculations for all cells in the column above the selected cell so that you don''t need to enter arguments. · Recently used - to quickly access 10 recently used functions. · Financial, Logical, Text and data, Date and time, Lookup and references,Math and trigonometry - to quickly access functions that belongs to the corresponding categories. · More functions - to access the functions from the following groups: Database, Engineering, Information and Statistical. · Named ranges - to open the Name Manager, or define a new name, or paste a name as a function argument. · Calculation - to force the program to recalculate functions. To insert a function, 1. Select a cell where you wish to insert a function. 2. Proceed in one of the following ways: · switch to the Formula tab and use the buttons available on the top toolbar to access a function from a specific group, then click the necessary function to open the Function Arguments wizard. You can also use the Additional option from the menu or click the Function button on the top toolbar to open the Insert Function window. · switch to the Home tab, click the Insert function icon, select one of the commonly used functions (SUM, AVERAGE, MIN, MAX, COUNT) or click the Additional option to open the Insert Function window. · right-click within the selected cell and select the Insert Function option from the contextual menu. · click the icon before the formula bar. 3. In the opened Insert Function window, enter its name in the search box or select the necessary function group, then choose the required function from the list and click OK. Once you click the necessary function, the Function Arguments window will open:4. In the opened Function Arguments window, enter the necessary values of each argument. You can enter the function arguments either manually or by clicking the icon and selecting a cell or cell range to be included as an argument. Note: generally, numeric values, logical values (TRUE, FALSE), text values (must be quoted), cell references, cell range references, names assigned to ranges and other functions can be used as function arguments. The function result will be displayed below. 5. When all the agruments are specified, click the OK button in the Function Arguments window. To enter a function manually using the keyboard, 1. Select a cell. 2. Enter the equal sign (=). Each formula must begin with the equal sign (=). 3. Enter the function name. Once you type the initial letters, the Formula Autocomplete list will be displayed. As you type, the items (formulas and names) that match the entered characters are displayed in it. If you hover the mouse pointer over a formula, a tooltip with the formuladescription will be displayed. You can select the necessary formula from the list and insert it by clicking it or pressing the Tab key. 4. Enter the function arguments either manually or by dragging to select a cell range to be included as an argument. If the function requires several arguments, they must be separated by commas. Arguments must be enclosed into parentheses. The opening parenthesis ''('' is added automatically if you select a function from the list. When you enter arguments, a tooltip that contains the formula syntax is also displayed. 5. When all the agruments are specified, enter the closing parenthesis '')'' and press Enter. If you enter new data or change the values used as arguments, recalculation of functions is performed automatically by default. You can force the program to recalculate functions by using the Calculation button on the Formula tab. Click the Calculation button to recalculate the entire workbook, or click the arrow below the button and choose the necessary option from the menu: Calculate workbook or Calculate current sheet. You can also use the following key combinations: F9 to recalculate the workbook, Shift +F9 to recalculate the current worksheet. Here is the list of the available functions grouped by categories: FCuantecgtioorny Description Functions AAST;CD; Text and Data Used to correctly ; LO C EL H NL A ;A R LR ; E; C NE L BX E ;A A LC N OT ; W; CFOEIRN D ;D E M; ;FCIDIN O Functions display the text data ; MD NBCID; A BF T ;I EXNNEUD AT M;BL E EE ; RF CTOV; NLCFTB in the spreadsheet. TR EIG; PHRTOB;PSEERA;RRCEHP;LSAECAER; RCEHPBL;ASCEB; REPT; RIG AHL E U T; A;LTUEEXTJOIN; TRIM; UNICHAR; UN UIBCSOTDITEU;TUEP;PTE;RT;EVX ARVEDEV; AVERAGE; AVERAGEA; AVERAGEIF; Used to analyze NA data: finding the BV G; BEIINFOS;MBDEISTAT;DBISINTO; BME.DTA.DIST; BETA.INV; BE ATVAEI Statistical average value, the DINOM.INV; CHIDIST; CHIIN ISVT;;CBHINISOQM.D.DISISTT;.RCAHNISGQE.; Functions largest or smallest QI values in a cell I . STET.SRTT;;CCOHNISFQID.IENNVC; CE;HCISOQN.IFNV.RT; CHITEST; CHIS range. KDC; E OC N VO C AU E RN .T IAT ; NIF C C; O EC RREL; COUNT; CIDOEUNNCTEA.N; COORUMN; BCLOANNF .SO;UCNRTIITFBSI;NCOOMV;ADRE;VCSOQV;AERXIPAONNC.ED.IP; ;EFX.IPNOVN.RDTI;SFTI;SFH.DERIS;TF;IFSDHIESRTI;NFV.D; IFSOTR.RETC;AFS.ITN;VF;OFRIN ST EV ;CEAT A SS S.TS.EEATSS;OFNOARLEITCYA;SFTO.RETESC.ACSOTN.EFTINST.S; TFAO ; T.LINEAR; FREQUENCY; FTEST; F.TES TRT; E ;F C GO A AR S ME T MC . AAINGVA;MGMAMA.MDIASLTN; ;GGAAMMMMAADLINST.P;RGEACMISMEA;.IGNAVU; SGSA;MGMOPLG M E EEOAMN;.DGISRTO;WINTTHE;RHCAERPMTE;AKNU;RHTY; PLAGREGOEMDIST; HY NL OOGGENSOTR, MLODGISINT;VM; LAOXG; MNORM.DIST; LOGN ;OLRINME.SINTV; ; RN ;EMGINBAI ; MINIFS; MODE; M AXOAD;EM.MAXUILFTS;;MMOEDDEIA.SNN; GMLI ; MM.DIS NT;ONMODRISMTIN; NVE; NGOBIRNMO.MIN.VD;ISNTO;RNMOSRDMDIST; NO REC .SE.DNITSITLE; N; POERRMCSEINNVT;ILNORM.S.INV; PEAR ISSOT;NN; OPER NRPQO KC.IISN E SC NTRANK; PERCENET.ERXACN;KP.EEXRCC;EPNETRILCEE.INNTCR;AP O;NP.EDRISMTU; TP;RPOEBR;MQUUTAARTTIOILNEA; Q; PUHAIR; POISSON; SDK UEAWRT; ISLKEE.IWNC.P; ;RSALNOKP; RANK.AVG; RANK. TEIQLE; .RESXQC;; V. P EAV;; STDEV.S; STDEV EA;;SSMTDAELLV;PS;TSATNDDEAVR.PD;ISZETD; SET TINV; T S.TINEVY.X2;TT; DTIINSVT;; TT.RDEISNTD; T.DIST.2T; T.DIST.RT; T EEIBSUTL;LV;AWRE; IVBAURLAL.;DVISATR;PZ;TVEA , SR T T. RPI; Z; M .V M TA E ER A S.TS N;;VTATREPSAT;;WT. AAB Used to perform BC RSEA ; ILB A IINC C G; O ;A S CS ; EIN ACOSH; ACOT; ACOTH; AGGREGATE; IL; IANSGIN.MHA;TAHT;ACNE; IALTINAGN.2P;RAETCAINH; BASE; basic math and HI Math and trigonometry P; ND;ECCOIMMABLIN; AD;ECGORSE;ECSO; SEHC;MCOT; COTH; C SSEC; C; COSMC Trigonometry operations such as FGL ; OFAOCRT.M; FAATCTDOUBLE; FLOO AR.C; EFLILOINOGR;.PERVEECNI;SEEX; Functions adding, multiplying, R; LOG10; M HD;EGTCEDR;MIN; MT;INISVOE.RCSEEIL;IMNGM;ULLCTM; M; LON; LO dividing, rounding, RO etc. YO UDNUDC;TM; QUULOTITNIOENMTIA; LR;AMDUIANNITS; ODD; PI; POWEDR; ;MP N;S; RRAONUDNBDEUTPW; SEEECN;; SREOMAN; RO ;URNADN;DR;ORUANNDDDARORWA MIPYI NFH2S ; SQRT; SQRTPI; SCUHB;TSOETRAIEL;SSSUUMM;; SSUIGMNIF; ;SSINU; ; ;SSUUMMXPMRYO2D; TUACNT;;TSAUNMHS;QT;RSUUNMCX2MY2; SUMX2 D Date and Used to correctly 0 Time display the date and T; AETDEA; TDEA;TEEODMIFO; DNATHTE; HVOALUURE; ;ISDAY; DAYS; DAYS36 Functions time in the LK; EN; MOWON; STHEC; NOENTDW; TOIRKDAYS; N OETWWEOEKRNKUDMAY; SM.IINNUT spreadsheet. ADRA; YYE; WAREFERKANCUM; W MOER;KTDIMAYE;VWALOUREK;DTAOYD.AINYT;LW; YEEE Used to perform B some engineering TB EINS2SHEELXI; ;BBEINSS2OELCJT;;BBEITSASNEDLK; B; BITELSSELY; BIN2DEC; Engineering calculations: Functions converting between different bases ED R number systems, CR ESFC H C2 I ;H FT EE ; RX B F; I CD T .PE X RC OR; COMPLEX; CONSVHEIFRTT;;BDIETOC2RB; IBNI; E2OCCISTE;;DGEELSTTAE; PE;RHFE; XE2RBFI.NP;RHEECXIS2E; finding complex M;CSC H CO E HN X ;J 2 IU O MG C DA T IVT ; ;E IM I;MI AMBEXC S PO ; ;S IM IM; AILM G NC IN ;O A IMS R LH Y O; ; IMARGUMENT;DIE GIM1C0;OIMT;LIOMGC2S;CIM; IPMnumbers etc. OI WER; IMPRODUCT; IMREAL; IMSEC; IMSECH; IMS INN;; IOMCSTIN2DHE; ICM;SOQCRTT2;HIEMXSUB; IMSUM; IMTAN; OCT2B Used to perform calculations for the Database values in a certain D Functions field of the database MAR;IN VERAGE; DCOUNT; DCOUNTA; DGET; DMAX; D that meet the D;VDAPRRPODUCT; DSTDEV; DSTDEVP; DSUM; DVA specified criteria. AOC Used to perform DU CPRDIANYTB; SA;CCCORUINPTDMA;YAMORDEGRC; AMORLINC; C some financial BE; ; DCDOBU;PDNIUSM; COUPPC SD;;CCOUUMPIPDMAYT;SCNUCM; CPORUINPCN;CD Financial calculations: Functions calculating the net PFFECT; FV C; F; DVSOCLLHAERDDUEL;ED; OINLTLRAARTFER;;IPDMURT;AITION; present value, DM payments etc. PDF TP; MRIDCUER; OATDIDOFNY; IMEILRDR; ;ONDODMINAL; NPER; NP RVR;;OIS EDEM U EQLD; AR ;T T YB ;A II PT EL VIOLLP ; NR; PMT; PPMT; PRIC LPER; PICREIC; OEDDDISLCY;IEPLRDIC; DR A DIIC T SE E C; ; ; T R YB E IEIL C LL E DY IV MIE E AL D TD ;;RVRDIB; S; XLNIR;RS;YXDN;PTVB;ILYLI Lookup and Used to easily find ALDDRESS; CHOOSE; COLUMN; COLUMNReference information from Functions the data list. TAP;OL T SO E EO XT ; K ; UU H NP L IQ; O UM O EA K ;T U VC P LH ; O; H OO Y KF P UF ERLINLK; INDEXS; ;INFDOIRRMECU PS,EXTL;OROOKWU;PROWS; TRANS Used to provide Information information about C Functions the data in the EI V EELLN;;EISRFROORRM.TUYLPAE; ;ISISLBOLGAINCK; ISERR; ISERROR; IS selected cell or cell range. SSHNEUEMTBSE; RTY; PISEODD; ISREF; IS ATLE;XISTN; NA;; NISAN;OSNHTEEEXTT; ; Logical Used to check if a Functions condition is true or ATCNHD;; TFRAULSfalse. EE; ;XIOF;RIFERROR; IFNA; IFS; NOT; OR; SWI Use named ranges Names are meaningful notations that can be assigned to a cell or cell range and used to simplify working with formulas. Creating a formula, you can insert a name as its argument instead of using a reference to a cell range. For example, if you assign the Annual_Income name to a cell range, it will be possible to enter =SUM(Annual_Income) instead of =SUM(B1:B12). Thus, formulas become clearer. This feature can also be useful in case a lot of formulas are referred to one and the same cell range. If the range address is changed, you can make the correction once by using the Name Manager instead of editing all the formulas one by one. There are two types of names that can be used:· Defined name – an arbitrary name that you can specify for a certain cell range. Defined names also include the names created automatically when setting up print areas. · Table name – a default name that is automatically assigned to a new formatted table (Table1, Table2 etc.). You can edit this name later. If you have created a slicer for a formatted table, an automatically assigned slicer name will also be displayed in the Name Manager (Slicer_Column1, Slicer_Column2 etc. This name consists of the Slicer_ part and the field name corresponding to the column header from the source data set). You can edit this name later. Names are also classified by Scope, i.e. the location where a name is recognized. A name can be scoped to the whole workbook (it will be recognized for any worksheet within this workbook) or to a separate worksheet (it will be recognized for the specified worksheet only). Each name must be unique within a single scope, the same names can be used within different scopes. Create new names To create a new defined name for a selection: 1. Select a cell or cell range you want to assign a name to. 2. Open a new name window in a suitable way: · Right-click the selection and choose the Define Name option from the contextual menu, · or click the Named ranges icon on the Home tab of the top toolbar and select the Define Name option from the menu. · or click the Named ranges button on the Formula tab of the top toolbar and select the Name manager option from the menu. Choose option New in the opened window. The New Name window will open: 3. Enter the necessary Name in the text entry field. Note: a name cannot start with a number, contain spaces or punctuation marks. Underscores (_) are allowed. Case does not matter.4. Specify the name Scope. The Workbook scope is selected by default, but you can specify an individual worksheet selecting it from the list. 5. Check the selected Data Range address. If necessary, you can change it. Click the icon - the Select Data Range window will open. Change the link to the cell range in the entry field or select a new range on the worksheet with the mouse and click OK. 6. Click OK to save the new name. To quickly create a new name for the selected cell range, you can also enter the desired name into the name box located to the left of the the formula bar and press Enter. The name created in such a way is scoped to the Workbook. Manage names All the existing names can be accessed via the Name Manager. To open it: · click the Named ranges icon on the Home tab of the top toolbar and select the Name manager option from the menu, · or click the arrow in the name field and select the Name Manager option. The Name Manager window will open:For your convenience, you can filter the names selecting the name category you want to be displayed: All, Defined names, Table names, Names Scoped to Sheet or Names Scoped to Workbook. The names that belong to the selected category will be displayed in the list, the other names will be hidden. To change the sort order for the displayed list, you can click on the Named Ranges or Scope titles in this window. To edit a name, select it in the list and click the Edit button. The Edit Name window will open: For a defined name, you can change the name and the data range it refers to. For a table name, you can change the name only. When all the necessary changes are made, click OK to apply them. To discard the changes, click Cancel. If the edited name is used in a formula, the formula will be automatically changed accordingly. To delete a name, select it in the list and click the Delete button.Note: if you delete the name that is used in a formula, the formula will no longer work (it will return the #NAME? error). You can also create a new name in the Name Manager window by clicking the New button. Use names when working with the spreadsheet To quickly navigate through cell ranges, you can click the arrow in the name box and select the necessary name from the name list – the data range that corresponds to this name will be selected in the worksheet. Note: the name list displays the defined names and table names scoped to the current worksheet and to the whole workbook. To add a name as an argument of a formula: 1. Place the insertion point where you need to add a name. 1. Make one of the following steps: · enter the name of the necessary named range manually using the keyboard. Once you type the initial letters, the Formula Autocomplete list will be displayed. As you type, the items (formulas and names) that match the entered characters are displayed in it. You can select the necessary defined name or table name from the list and insert it into the formula by double- clicking it or pressing the Tab key. · or click the Named ranges icon on the Home tab of the top toolbar, select the Paste name option from the menu, choose the necessary name from the Paste Name window and click OK:Note: the Paste Name window displays the defined names and table names scoped to the current worksheet and to the whole workbook. To use a name as an internal hyperlink: 1. Place the insertion point where you need to add a hyperlink. 2. Go to the Insert tab and click the Hyperlink button. 3. In the opened Hyperlink Settings window, select the Internal Data Range tab and choose a named range. 4. Click OK.Operations on objects Insert images The Spreadsheet Editor allows you to insert images in the most popular formats into your worksheet. The following image formats are supported: BMP, GIF, JPEG, JPG, PNG. Insert an image To insert an image into the spreadsheet, 1. place the cursor where the image should be added, 2. switch to the Insert tab of the top toolbar, 3. click the Image icon on the top toolbar, 4. select one of the following options to load the image: · the Image from File option will open the standard dialog window to select a file. Browse the hard disk drive of your computer to find the required file and click the Open button · the Image from URL option will open the window where you can enter the web address of the required image and click the OK button · the Image from Storage option will open the Select data source window. Select an image stored on your portal and click the OK button After that the image will be added to the worksheet. Adjust the image settings Once the image is added, you can change its size and position. To specify the exact dimensions of the image: 1. select the required image with the mouse, 2. click the Image settings icon on the right sidebar,3. in the Size section, set the necessaryWidth and Height values. If the Constant proportions button is clicked (in this case it looks like this ), the width and height will be changed together preserving the original image aspect ratio. To restore the actual size of the added image, click the Actual Size button. To crop the image: Click the Crop button to activate cropping handles which appear on the image corners and in the center of each side. Manually drag the handles to set the cropping area. You can move the mouse cursor over the cropping area border so that it turns into the Arrow icon and drag the area. · To crop a single side, drag the handle located in the center of this side. · To simultaneously crop two adjacent sides, drag one of the corner handles. · To equally crop two opposite sides of the image, hold down the Ctrl key when dragging the handle in the center of one of these sides. · To equally crop all sides of the image, hold down the Ctrl key when dragging any of the corner handles. When the cropping area is specified, click the Crop button once again, or press the Esc key, or click anywhere outside of the cropping area to apply the changes. After the cropping area is selected, it''s also possible to use the Fill and Fit options available from the Crop drop-down menu. Click the Crop button once again and select the option you need: · If you select the Fill option, the central part of the original image will be preserved and used to fill the selected cropping area, while other parts of the image will be removed. · If you select the Fit option, the image will be resized so that it fits the height or width of the cropping area. No parts of the original image will be removed, but empty spaces may appear within the selected cropping area. To rotate the image: 1. select the required image with the mouse, 2. click the Image settings icon on the right sidebar, 3. in the Rotation section, click one of the buttons: · to rotate the image by 90 degrees counterclockwise · to rotate the image by 90 degrees clockwise · to flip the image horizontally (left to right) · to flip the image vertically (upside down) Note: alternatively, you can right-click the image and use the Rotate option from the contextual menu. To replace the inserted image, 1. select the required image with the mouse,2. click the Image settings icon on the right sidebar, 3. click the Replace Image button, 4. choose the necessary option: From File, From Storage, or From URL and select the desired image. Note: alternatively, you can right-click the image and use the Replace image option from the contextual menu. The selected image will be replaced. When the image is selected, the Shape settings icon is also available on the right. You can click this icon to open the Shape settings tab on the right sidebar and adjust the shape Stroke type, its size and color as well as change the shape type by selecting another shape from the Change Autoshapemenu. The shape of the image will change correspondingly. On the Shape Settings tab, you can also use the Show shadow option to add a shadow to the image. Adjust the image advanced settings To change its advanced settings, click the image with the right mouse button and select the Image Advanced Settings option from the right-click menu or just click the Show advanced settings link on the right sidebar. The image properties window will open:The Rotation tab contains the following parameters: · Angle - use this option to rotate the image by an exactly specified angle. Enter the necessary value measured in degrees into the field or adjust it using the arrows on the right. · Flipped - check the Horizontally box to flip the image horizontally (left to right) or check the Vertically box to flip the image vertically (upside down). The Cell Snapping tab contains the following parameters: · Move and size with cells - this option allows you to snap the image to the cell behind it. If the cell moves (e.g. if you insert or delete some rows/columns), the image will bemoved together with the cell. If you increase or decrease the width or height of the cell, the image will change its size as well. · Move but don''t size with cells - this option allows you to snap the image to the cell behind it preventing the image from being resized. If the cell moves, the image will be moved together with the cell, but if you change the cell size, the image dimensions remain unchanged. · Don''t move or size with cells - this option allows you to prevent the image from being moved or resized if the cell position or size was changed. The Alternative Text tab allows you to specify the Title and the Description which will be read to people with vision or cognitive impairments to help them better understand what information the image contains. To delete the inserted image, click it and press the Delete key. Insert charts Insert a chart To insert a chart into the speadsheet, 1. Select the cell range that contain the data you wish to use for the chart, 2. switch to the Insert tab of the top toolbar, 3. Click the Chart icon on the top toolbar, 4. select the needed chart type from the available ones: · Column Charts o Clustered column o Stacked columno 100% stacked column o 3-D Clustered Column o 3-D Stacked Column o 3-D 100% stacked column o 3-D Column · Line Charts o Line o Stacked line o 100% stacked line o Line with markers o Stacked line with markers o 100% stacked line with markers o 3-D Line · Pie Charts o Pie o Doughnut o 3-D Pie · Bar Charts o Clustered bar o Stacked bar o 100% stacked bar o 3-D clustered bar o 3-D stacked bar o 3-D 100% stacked bar · Area Charts o Area o Stacked area o 100% stacked area o Stock Charts · XY (Scatter) Charts o Scatter o Stacked bar o Scatter with smooth lines and markers o Scatter with smooth lines o Scatter with straight lines and markers o Scatter with straight lines · Combo Charts o Clustered column - line o Clustered column - line on secondary axis o Stacked area - clustered column o Custom combination After that the chart will be added to the worksheet.Adjust the chart settings Now you can change the settings of the inserted chart. To change the chart type, 1. select the chart with the mouse, 2. click the Chart settings icon on the right sidebar, 3. open the Type drop-down list and select the type you need, 4. open the Style drop-down list below and select the style which suits you best. The selected chart type and style will be changed. To edit chart data: 1. Click the Select Data button on the right-side panel. 2. Use the Chart Data dialog to manage Chart Data Range, Legend Entries (Series), Horizontal (Category) Axis Label and Switch Row/Column.· Chart Data Range - select data for your chart. o Click the icon on the right of the Chart data range box to select data range. · Legend Entries (Series) - add, edit, or remove legend entries. Type or select series name for legend entries. o In Legend Entries (Series), click Add button. o In Edit Series, type a new legend entry or click the icon on the right of the Select name box.· Horizontal (Category) Axis Labels - change text for category labels. o In Horizontal (Category) Axis Labels, click Edit. o In Axis label range, type the labels you want to add or click the icon on the right of the Axis label range box to select data range. · Switch Row/Column - rearrange the worksheet data that is configured in the chart not in the way that you want it. Switch rows to columns to display data on a different axis. 3. Click OK button to apply the changes and close the window. Click Show Advanced Settings to change other settings such as Layout, Vertical Axis, Secondary Vertical Axis, Horizontal Axis, Secondary Horizontal Axis, Cell Snapping and Alternative Text.The Layout tab allows you to change the layout of chart elements. · Specify the Chart Title position in regard to your chart by selecting the necessary option from the drop-down list: o None to not display a chart title, o Overlay to overlay and center the title in the plot area, o No Overlay to display the title above the plot area. · Specify the Legend position in regard to your chart by selecting the necessary option from the drop-down list: o None to not display the legend, o Bottom to display the legend and align it to the bottom of the plot area, o Top to display the legend and align it to the top of the plot area, o Right to display the legend and align it to the right of the plot area, o Left to display the legend and align it to the left of the plot area, o Left Overlay to overlay and center the legend to the left in the plot area, o Right Overlay to overlay and center the legend to the right in the plot area. · Specify the Data Labels (i.e. text labels that represent exact values of data points) parameters:o specify the Data Labels position relative to the data points by selecting the necessary option from the drop-down list. The available options vary depending on the selected chart type. § For Column/Bar charts, you can choose the following options: None, Center, Inner Bottom, Inner Top, Outer Top. § For Line/XY (Scatter)/Stock charts, you can choose the following options: None, Center, Left, Right, Top, Bottom. § For Pie charts, you can choose the following options: None, Center, Fit to Width, Inner Top, Outer Top. § For Area charts as well as for 3D Column, Line and Bar charts, you can choose the following options: None, Center. o select the data you wish to include into your labels checking the corresponding boxes: Series Name, Category Name, Value, o enter a character (comma, semicolon etc.) you wish to use for separating several labels into the Data Labels Separator entry field. · Lines - is used to choose a line style for Line/XY (Scatter) charts. You can choose one of the following options: Straight to use straight lines between data points, Smooth to use smooth curves between data points, or None to not display lines. · Markers - is used to specify whether the markers should be displayed (if the box is checked) or not (if the box is unchecked) for Line/XY (Scatter) charts. Note: the Lines andMarkers options are available for Line charts and XY (Scatter) charts only.The Vertical Axis tab allows you to change the parameters of the vertical axis also referred to as the values axis or y-axis which displays numeric values. Note that the vertical axis will be the category axis which displays text labels for the Bar charts, therefore in this case the Vertical Axis tab options will correspond to the ones described in the next section. For the XY (Scatter) charts, both axes are value axes. Note: the Axis Settings and Gridlines sections will be disabled for Pie charts since charts of this type have no axes and gridlines. · select Hide to hide vertical axis in the chart, leave it unchecked to have vertical axis displayed. · specify Title orientation by selecting the necessary option from the drop-down list: o None to not display a vertical axis title o Rotated to display the title from bottom to top to the left of the vertical axis, o Horizontal to display the title horizontally to the left of the vertical axis. · Minimum Value - is used to specify the lowest value displayed at the vertical axis start. The Auto option is selected by default, in this case the minimum value is calculated automatically depending on the selected data range. You can select the Fixed option from the drop-down list and specify a different value in the entry field on the right. · Maximum Value - is used to specify the highest value displayed at the vertical axis end. The Auto option is selected by default, in this case the maximum value is calculatedautomatically depending on the selected data range. You can select the Fixed option from the drop-down list and specify a different value in the entry field on the right. · Axis Crosses - is used to specify a point on the vertical axis where the horizontal axis should cross it. The Auto option is selected by default, in this case the axes intersection point value is calculated automatically depending on the selected data range. You can select the Value option from the drop-down list and specify a different value in the entry field on the right, or set the axes intersection point at theMinimum/Maximum Value on the vertical axis. · Display Units - is used to determine the representation of the numeric values along the vertical axis. This option can be useful if you''re working with great numbers and wish the values on the axis to be displayed in a more compact and readable way (e.g. you can represent 50 000 as 50 by using the Thousands display units). Select desired units from the drop-down list: Hundreds, Thousands, 10 000, 100 000,Millions, 10 000 000, 100 000 000, Billions, Trillions, or choose the None option to return to the default units. · Values in reverse order - is used to display values in the opposite direction. When the box is unchecked, the lowest value is at the bottom and the highest value is at the top of the axis. When the box is checked, the values are ordered from top to bottom. · The Tick Options section allows adjusting the appearance of tick marks on the vertical scale. Major tick marks are the larger scale divisions which can have labels displaying numeric values. Minor tick marks are the scale subdivisions which are placed between the major tick marks and have no labels. Tick marks also define where gridlines can be displayed if the corresponding option is set on the Layout tab. TheMajor/Minor Type drop-down lists contain the following placement options: o None to not display major/minor tick marks, o Cross to display major/minor tick marks on both sides of the axis, o In to display major/minor tick marks inside the axis, o Out to display major/minor tick marks outside the axis. · The Label Options section allows adjusting the appearance of major tick mark labels which display values. To specify a Label Position in regard to the vertical axis, select the necessary option from the drop-down list: o None to not display tick mark labels, o Low to display tick mark labels to the left of the plot area, o High to display tick mark labels to the right of the plot area, o Next to axis to display tick mark labels next to the axis. o To specify a Label Format click the Label Format button and choose a category as it deems appropriate. Available label format categories: · General · Number · Scientific · Accounting · Currency · Date · Time · Percentage · Fraction· Text · Custom Label format options vary depending on the selected category. o Check Linked to source to keep number formatting from the data source in the chart. Note: Secondary axes are supported in Combo charts only. Secondary axes are useful in Combo charts when data series vary considerably or mixed types of data are used to plot a chart. Secondary Axes make it easier to read and understand a combo chart. The Secondary Vertical /Horizontal Axis tab appears when you choose an appropriate data series for a combo chart. All the settings and options on the Secondary Vertical/Horizontal Axis tab are the same as the settings on the Vertical/Horizontal Axis. For a detailed description of the Vertical/Horizontal Axis options, see description above/below.The Horizontal Axis tab allows you to change the parameters of the horizontal axis also referred to as the categories axis or x-axis which displays text labels. Note that the horizontal axis will be the value axis which displays numeric values for the Bar charts, therefore in this case the Horizontal Axis tab options will correspond to the ones described in the previous section. For the XY (Scatter) charts, both axes are value axes. · select Hide to hide horizontal axis in the chart, leave it unchecked to have horizontal axis displayed. · specify Title orientation by selecting the necessary option from the drop-down list: o None when you don’t want to display a horizontal axis title, o No Overlay to display the title below the horizontal axis, · Gridlines is used to specigy the Horizontal Gridlines to display by selecting the necessary option from the drop-down list: None, Major,Minor, orMajor and Minor. . · Axis Crosses - is used to specify a point on the horizontal axis where the vertical axis should cross it. The Auto option is selected by default, in this case the axes intersection point value is calculated automatically depending on the selected data range. You can select the Value option from the drop-down list and specify a different value in the entry field on the right, or set the axes intersection point attheMinimum/Maximum Value (that corresponds to the first and last category) on the horizontal axis. · Axis Position - is used to specify where the axis text labels should be placed: On Tick Marks or Between Tick Marks. · Values in reverse order - is used to display categories in the opposite direction. When the box is unchecked, categories are displayed from left to right. When the box is checked, the categories are ordered from right to left. · The Tick Options section allows adjusting the appearance of tick marks on the horizontal scale. Major tick marks are the larger divisions which can have labels displaying category values. Minor tick marks are the smaller divisions which are placed between the major tick marks and have no labels. Tick marks also define where gridlines can be displayed if the corresponding option is set on the Layout tab. You can adjust the following tick mark parameters: o Major/Minor Type - is used to specify the following placement options: None to not display major/minor tick marks, Cross to display major/minor tick marks on both sides of the axis, In to display major/minor tick marks inside the axis, Out to display major/minor tick marks outside the axis. o Interval between Marks - is used to specify how many categories should be displayed between two adjacent tick marks. · The Label Options section allows adjusting the appearance of labels which display categories. o Label Position - is used to specify where the labels should be placed in regard to the horizontal axis. Select the necessary option from the drop-down list: None to not display category labels, Low to display category labels at the bottom of the plot area, High to display category labels at the top of the plot area, Next to axis to display category labels next to the axis. o Axis Label Distance - is used to specify how closely the labels should be placed to the axis. You can specify the necessary value in the entry field. The more the value you set, the more the distance between the axis and labels is. o Interval between Labels - is used to specify how often the labels should be displayed. The Auto option is selected by default, in this case labels are displayed for every category. You can select theManual option from the drop-down list and specify the necessary value in the entry field on the right. For example, enter 2 to display labels for every other category etc. o To specify a Label Format click the Label Format button and choose a category as it deems appropriate. o Available label format categories: o General o Number o Scientific o Accounting o Currency o Date o Time o Percentageo Fraction o Text o Custom Label format options vary depending on the selected category. o Check Linked to source to keep number formatting from the data source in the chart. The Cell Snapping tab contains the following parameters: · Move and size with cells - this option allows you to snap the chart to the cell behind it. If the cell moves (e.g. if you insert or delete some rows/columns), the chart will be moved together with the cell. If you increase or decrease the width or height of the cell, the chart will change its size as well. · Move but don''t size with cells - this option allows to snap the chart to the cell behind it preventing the chart from being resized. If the cell moves, the chart will be moved together with the cell, but if you change the cell size, the chart dimensions remain unchanged. · Don''t move or size with cells - this option allows to prevent the chart from being moved or resized if the cell position or size was changed.The Alternative Text tab allows to specify the Title and the Description which will be read to people with vision or cognitive impairments to help them better understand what information the chart contains. Edit chart elements To edit the chart Title, select the default text with the mouse and type in your own one instead. To change the font formatting within text elements, such as the chart title, axes titles, legend entries, data labels etc., select the necessary text element by left-clicking it. Then use icons on the Home tab of the top toolbar to change the font type, style, size, or color. When the chart is selected, the Shape settings icon is also available on the right, since the shape is used as a background for the chart. You can click this icon to open the Shape Settings tab on the right sidebar and adjust the shape Fill and Stroke. Note that you cannot change the shape type. Using the Shape Settings tab on the right panel you can not only adjust the chart area itself, but also change the chart elements, such as the plot area, data series, chart title, legend, etc. and apply different fill types to them. Select the chart element by clicking it with the left mouse button and choose the preferred fill type: solid color, gradient, texture or picture, pattern. Specifythe fill parameters and set the Opacity level if necessary. When you select a vertical or horizontal axis or gridlines, the stroke settings are only available on the Shape Settings tab: color, width and type. Note: the Show shadow option is also available on the Shape settings tab, but it is disabled for chart elements. If you need to resize chart elements, left-click to select the needed element and drag one of 8 white squares located along the perimeter of the element. To change the position of the element, left-click on it, make sure your cursor changed to , hold the left mouse button and drag the element to the needed position. To delete a chart element, select it by left-clicking and press the Delete key on the keyboard. You can also rotate 3D charts using the mouse. Left-click within the plot area and hold the mouse button. Drag the cursor without releasing the mouse button to change the 3D chart orientation. If necessary, you can change the chart size and position. To delete the inserted chart, click it and press the Delete key.Edit sparklines Sparkline is a little chart that fits in one cell. Sparklines can be useful if you want to visually represent information for each row or column in large data sets. This makes it easier to show trends in multiple data series. If your spreadsheet already contains sparklines created with another application, you can change the sparkline properties. To do that, select the cell that contains a sparkline with the mouse and click the Chart settings icon on the right sidebar. If the selected sparkline is included into a sparkline group, the changes will be applied to all sparklines in the group. · Use the Type drop-down list to select one of the available sparkline types: o Column - this type is similar to a regular Column Chart. o Line - this type is similar to a regular Line Chart. o Win/Loss - this type is suitable for representing data that include both positive and negative values. · In the Style section, you can do the following: o select the style which suits you best from the Template drop-down list. o choose the necessary Color for the sparkline. o choose the necessary Line Weight (available for the Line type only).· The Show section allows you to select which sparkline elements you want to highlight to make them clearly visible. Check the box to the left of the element to be highlighted and select the necessary color by clicking the colored box: o High Point - to highlight points that represent maximum values, o Low Point - to highlight points that represent minimum values, o Negative Point - to highlight points that represent negative values, o First/Last Point - to highlight the point that represents the first/last value, o Markers (available for the Line type only) - to highlight all values. Click the Show advanced settings link situated on the right-side panel to open the Sparkline - Advanced Settings window. The Type & Data tab allows you to change the sparkline Type and Style as well as specify the Hidden and Empty cells display settings: · Show empty cells as - this option allows you to control how sparklines are displayed if some cells in a data range are empty. Select the necessary option from the list: o Gaps - to display the sparkline with gaps in place of missing data, o Zero - to display the sparkline as if the value in an empty cell was zero,o Connect data points with line (available for the Line type only) - to ignore empty cells and display a connecting line between data points. · Show data in hidden rows and columns - check this box if you want to include values from the hidden cells into sparklines. The Axis Options tab allows you to specify the following Horizontal/Vertical Axis parameters: · In the Horizontal Axis section, the following parameters are available: o Show axis - check this box to display the horizontal axis. If the source data contain negative values, this option helps to display them more vividly. o Reverse order - check this box to display data in the reverse sequence. · In the Vertical Axis section, the following parameters are available: o Minimum/Maximum Value § Auto for Each - this option is selected by default. It allows you to use own minimum/maximum values for each sparkline. The minimum/maximum values are taken from the separate data series that are used to plot each sparkline. The maximum value for each sparkline will be located at the top of the cell, and the minimum value will be at the bottom.§ Same for All - this option allows you to use the same minimum/maximum value for the entire sparkline group. The minimum/maximum values are taken from the whole data range that is used to plot the sparkline group. The maximum/minimum values for each sparkline will be scaled relative to the highest/lowest value within the range. If you select this option, it will be easier to compare several sparklines. § Fixed - this option allows you to set a custom minimum/maximum value. The values which are lower or higher than the specified ones are not displayed in the sparklines. Insert and format autoshapes Insert an autoshape To add an autoshape to your spreadsheet, 1. switch to the Insert tab of the top toolbar, 2. click the Shape icon on the top toolbar, 3. select one of the available autoshape groups: basic shapes, figured arrows, math, charts, stars & ribbons, callouts, buttons, rectangles, lines, 4. click the necessary autoshape within the selected group, 5. place the mouse cursor where the shape sholud be added, 6. once the autoshape is added, you can change its size and position as well as its settings. Adjust the autoshape settings Some of the autoshape settings can be changed using the Shape settings tab on the right sidebar that will open if you select the inserted autoshape with the mouse and click the Shape settings icon. The following settings can be changed: · Fill - use this section to select the autoshape fill. You can choose the following options:o Color Fill - select this option to specify a solid color to fill the inner space of the selected autoshape. Click the colored box below and select the necessary color from the available color sets or specify any color you like: § Theme Colors - the colors that correspond to the selected color scheme of the spreadsheet. § Standard Colors - the default colors set. § Custom Color - click this caption if there is no needed color in the available palettes. Select the necessary color range by moving the vertical color slider and set the specific color by dragging the color picker within the large square color field. Once you select a color with the color picker, the appropriate RGB and sRGB color values will be displayed in the fields on the right. You can also specify a color on the base of the RGB color model by entering the necessary numeric values into the R, G, B (red, green, blue) fields or enter the sRGB hexadecimal code into the field marked with the # sign. The selected color appears in the New preview box. If the object was previously filled with any custom color, this color is displayed in the Current box so you can compare the original and modified colors. When the color is specified, click the Add button. The custom color will be applied to your autoshape and added to the Custom color palette. o Gradient Fill - use this option to fill the shape with two or more fading colors. Customize your gradient fill with no constraints. Click the Shape settings icon to open the Fillmenu on the right sidebar:Available menu options: o Style - choose between Linear or Radial: § Linear is used when you need your colors to flow from left-to-right, top- to-bottom, or at any angle you chose in a single direction. Click Direction to choose a preset direction and click Angle for a precise gradient angle. § Radial is used to move from the center as it starts at a single point and emanates outward. o Gradient Point is a specific point for transition from one color to another. § Use the Add Gradient Point button or slider bar to add a gradient point. You can add up to 10 gradient points. Each next gradient point added will in no way affect the current gradient fill appearance. Use the Remove Gradient Point button to delete a certain gradient point. § Use the slider bar to change the location of the gradient point or specify Position in percentage for precise location. § To apply a color to a gradient point, click a point on the slider bar, and then click Color to choose the color you want. o Picture or Texture - select this option to use an image or a predefined texture as the shape background.§ If you wish to use an image as the shape background, you can click the Select Picture button and add an image From File selecting it on the hard disc drive of your computer, From Storage using your ONLYOFFICE file manager, or From URL inserting the appropriate URL address into the opened window. § If you wish to use a texture as the shape background, open the From Texturemenu and select the necessary texture preset. Currently, the following textures are available: canvas, carton, dark fabric, grain, granite, grey paper, knit, leather, brown paper, papyrus, wood. § In case the selected Picture has less or more dimensions than the autoshape has, you can choose the Stretch or Tile setting from the dropdown list. The Stretch option allows you to adjust the size of the image to fit the autoshape so that it could fill all the space completely. The Tile option allows you to display only a part of the bigger image keeping its original dimensions or repeat the smaller image keeping its original dimensions over the autoshape surface so that it could fill the space completely. Note: any selected Texture preset fills the space completely, but you can apply the Stretch effect if necessary. o Pattern - select this option to fill the shape with a two-colored design composed of regularly repeated elements. § Pattern - select one of the predefined designs from the menu. § Foreground color - click this color box to change the color of the pattern elements. § Background color - click this color box to change the color of the pattern background. o No Fill - select this option if you don''t want to use any fill.· Opacity - use this section to set the Opacity level by dragging the slider or entering the percent value manually. The default value is 100%. It means full opacity. The 0% value means full transparency. · Stroke - use this section to change the stroke width, color or type of the autoshape. o To change the stroke width, select one of the available options from the Size dropdown list. The available options are: 0.5 pt, 1 pt, 1.5 pt, 2.25 pt, 3 pt, 4.5 pt, 6 pt. Alternatively, select the No Line option if you don''t want to use any stroke. o To change the stroke color, click on the colored box below and select the necessary color. o To change the stroke type, select the necessary option from the corresponding dropdown list (a solid line is applied by default, you can change it to one of the available dashed lines). · Rotation is used to rotate the shape by 90 degrees clockwise or counterclockwise as well as to flip the shape horizontally or vertically. Click one of the buttons: o to rotate the shape by 90 degrees counterclockwise o to rotate the shape by 90 degrees clockwise o to flip the shape horizontally (left to right) o to flip the shape vertically (upside down) · Change Autoshape - use this section to replace the current autoshape with another one selected from the dropdown list. · Show shadow - check this option to display the shape with shadow. Adjust shape advanced settings To change the advanced settings of the autoshape, use the Show advanced settings link on the right sidebar. The ''Shape - Advanced Settings'' window will open: The Size tab contains the following parameters:· Width and Height - use these options to change the width and/or height of the autoshape. If the Constant proportions button is clicked (in this case it looks like this ), the width and height will be changed together preserving the original shape aspect ratio. The Rotation tab contains the following parameters: · Angle - use this option to rotate the shape by an exactly specified angle. Enter the necessary value measured in degrees into the field or adjust it using the arrows on the right. · Flipped - check the Horizontally box to flip the shape horizontally (left to right) or check the Vertically box to flip the shape vertically (upside down).TheWeights & Arrows tab contains the following parameters: · Line Style - this option group allows you to specify the following parameters: o Cap Type - this option allows you to set the style of the end of the line, therefore it can be applied only to the shapes with an open outline, such as lines, polylines etc.: § Flat - the end points will be flat. § Round - the end points will be rounded. § Square - the end points will be square. o Join Type - this option allows you to set the style of the intersection of two lines, for example, it can affect a polyline or the corners of a triangle or rectangle outline: § Round - the corner will be rounded. § Bevel - the corner will be cut off angularly. § Miter - the corner will be pointed. It goes well to shapes with sharp angles. Note: the effect will be more noticeable if you use a large outline width. · Arrows - this option group is available if a shape from the Lines shape group is selected. It allows you to set the arrow Start and End Style and Size by selecting the appropriate option from the dropdown lists. The Text Box tab allows you to Resize shape to fit text, Allow text to overflow shape or change the Top, Bottom, Left and Right internal margins of the autoshape (i.e. the distance between the text within the shape and the autoshape borders). Note: this tab is only available if text is added within the autoshape, otherwise the tab is disabled.The Columns tab allows you to add columns of text within the autoshape specifying the necessary Number of columns (up to 16) and Spacing between columns. Once you click OK, the text that already exists or any other text you enter within the autoshape will appear in columns and will flow from one column to another one. The Cell Snapping tab contains the following parameters: · Move and size with cells - this option allows you to snap the shape to the cell behind it. If the cell moves (e.g. if you insert or delete some rows/columns), the shape will be moved together with the cell. If you increase or decrease the width or height of the cell, the shape will change its size as well. · Move but don''t size with cells - this option allows you to snap the shape to the cell behind it preventing the shape from being resized. If the cell moves, the shape will bemoved together with the cell, but if you change the cell size, the shape dimensions remain unchanged. · Don''t move or size with cells - this option allows you to prevent the shape from being moved or resized if the cell position or size was changed. The Alternative Text tab allows you to specify the Title and Description which will be read to people with vision or cognitive impairments to help them better understand what information the shape contains. Insert and format text within the autoshape To insert a text into the autoshape, select the shape with the mouse and start typing your text. The text will become part of the autoshape (when you move or rotate the shape, the text also moves or rotates with it). All the formatting options you can apply to the text within the autoshape are listed here. Join autoshapes using connectors You can connect autoshapes using lines with connection points to demonstrate dependencies between the objects (e.g. if you want to create a flowchart). To do that, 1. click the Shape icon on the Insert tab of the top toolbar, 2. select the Lines group from the menu, 3. click the necessary shape within the selected group (excepting the last three shapes which are not connectors, namely Curve, Scribble and Freeform),4. hover the mouse cursor over the first autoshape and click one of the connection points that appear on the shape outline, 5. drag the mouse cursor towards the second autoshape and click the necessary connection point on its outline. If you move the joined autoshapes, the connector remains attached to the shapes and moves together with them. You can also detach the connector from the shapes and then attach it to any other connection points. Insert text objects To draw attention to a specific part of the spreadsheet, you can insert a text box (a rectangular frame that allows you to enter text within it) or a Text Art object (a text box with a predefined font style and color that allows you to apply some text effects). Add a text object You can add a text object anywhere in the worksheet. To do that: 1. switch to the Insert tab of the top toolbar, 2. select the necessary text object type: · to add a text box, click the Text Box icon on the top toolbar, then click where the text box should be inserted, hold the mouse button and drag the text box border to specify its size. When you release the mouse button, the insertion point will appear in the added text box, and you will bу able to enter your text.Note: it''s also possible to insert a text box by clicking the Shape icon on the top toolbar and selecting the Insert Text autoshape from the Basic Shapes group. · to add a Text Art object, click the Text Art icon on the top toolbar, then click on the desired style template – the Text Art object will be added in the center of the worksheet. Select the default text within the text box with the mouse and replace it with your own text. 3. click outside of the text object to apply the changes and return to the worksheet. The text within the text object is a part of the latter (when you move or rotate the text object, the text moves or rotates with it). As an inserted text object represents a rectangular frame with text in it (Text Art objects have invisible text box borders by default) and this frame is a common autoshape, you can change both the shape and text properties. To delete the added text object, click on the text box border and press the Delete key on the keyboard. The text within the text box will also be deleted. Format a text box Select the text box by clicking on its border to change its properties. When the text box is selected, its borders are displayed as solid (not dashed) lines. · to manually resize, move, rotate the text box, use the special handles on the edges of the shape. · to edit the text box fill, stroke, replace the rectangular box with a different shape, or access the shape advanced settings, click the Shape settings icon on the right sidebar and use the corresponding options. · to arrange text boxes as related to other objects, align several text boxes as related to each other, rotate or flip a text box, right-click on the text box border and use the contextual menu options. · to create columns of text within the text box, right-click on the text box border, click the Shape Advanced Settings option and switch to the Columns tab in the Shape - Advanced Settings window. Format the text within the text box Click the text within the text box to change its properties. When the text is selected, the text box borders are displayed as dashed lines.Note: it''s also possible to change text formatting when the text box (not the text itself) is selected. In such a case, any changes will be applied to all the text within the text box. Some font formatting options (font type, size, color and decoration styles) can be applied to a previously selected portion of the text separately. · Adjust the font formatting settings (change the font type, its size, color and apply decoration styles) using the corresponding icons situated on the Home tab of the top toolbar. Some additional font settings can be also changed on the Font tab of the paragraph properties window. To access it, right-click the text in the text box and select the Text Advanced Settings option. · Align the text horizontally within the text box by using the corresponding icons situated on the Home tab of the top toolbar or in the Paragraph - Advanced Settings window. · Align the text vertically within the text box by using the corresponding icons situated on the Home tab of the top toolbar. You can also right-click the text, select the Vertical Alignment option and then choose one of the available options: Align Top, Align Center or Align Bottom. · Rotate the text within the text box. To do that, right-click the text, select the Text Direction option and then choose one of the available options: Horizontal (is selected by default), Rotate Text Down (sets a vertical direction, from top to bottom) or Rotate Text Up (sets a vertical direction, from bottom to top). · Create a bulleted or numbered list. To do that, right-click the text, select the Bullets and Numbering option from the contextual menu and then choose one of the available bullet characters or numbering styles.The List Settings option allows you to open the List Settings window where you can adjust the settings for a corresponding list type: Type (bulleted) - allows you to select the necessary character for the bulleted list. When you click on the New bullet field, the Symbol window will open, and you will be able to choose one of the available characters. Type (numbered) - allows you to select the necessary format for the numbered list. o Size - allows you to select the necessary bullet/number size depending on the current size of the text. The value can vary from 25% up to 400%. o Color - allows you to select the necessary bullet/number color. You can select one of the theme colors, or standard colors on the palette, or specify a custom color. o Start at - allows you to set the necessary numeric value you want to start numbering with. · Insert a hyperlink. · Set line and paragraph spacing for the multi-line text within the text box by using the Text settings tab of the right sidebar that will open if you click the Textsettings icon. Set the line height for the text lines within the paragraph as well as the margins between the current and the previous or the following paragraph. o Line Spacing - set the line height for the text lines within the paragraph. You can select among three options: at least (sets the minimum line spacing that is needed to fit the largest font or graphic on the line),multiple (sets line spacing that can be expressed in numbers greater than 1), exactly (sets fixed line spacing). You can specify the necessary value in the field on the right. o Paragraph Spacing - set the amount of space between paragraphs. § Before - set the amount of space before the paragraph. § After - set the amount of space after the paragraph. Note: these parameters can also be found in the Paragraph - Advanced Settings window. Adjust paragraph advanced settings Change the advanced settings of the paragraph (you can adjust paragraph indents and tab stops for the multi-line text within the text box and apply some font formatting settings). Put the cursor within the required paragraph - the Text settings tab will be activated on the right sidebar. Click the Show advanced settings link. It''s also possible to right-click the text in a text box and use the Text advanced settings item from the contextual menu. The paragraph properties window will be opened:The Indents & Spacing tab allows you to: · change the alignment type for the paragraph text, · change the paragraph indents as related to internal margins of the text box, o Left - set the paragraph offset from the left internal margin of the text box specifying the necessary numeric value, o Right - set the paragraph offset from the right internal margin of the text box specifying the necessary numeric value, o Special - set an indent for the first line of the paragraph: select the corresponding menu item ((none), First line, Hanging) and change the default numeric value specified for First Line or Hanging, · change the paragraph line spacing.The Font tab contains the following parameters: · Strikethrough is used to make the text struck out with a line going through the letters. · Double strikethrough is used to make the text struck out with a double line going through the letters. · Superscript is used to make the text smaller and place it to the upper part of the text line, e.g. as in fractions. · Subscript is used to make the text smaller and place it to the lower part of the text line, e.g. as in chemical formulas. · Small caps is used to make all letters lower case. · All caps is used to make all letters upper case. · Character Spacing is used to set the space between the characters. Increase the default value to apply the Expanded spacing, or decrease the default value to apply the Condensed spacing. Use the arrow buttons or enter the necessary value in the box. All the changes will be displayed in the preview field below.The Tab tab allows you to change tab stops i.e. the position the cursor advances to when you press the Tab key on the keyboard. · Default Tab is set at 2.54 cm. You can decrease or increase this value using the arrow buttons or enter the necessary value in the box. · Tab Position - is used to set custom tab stops. Enter the necessary value in this box, adjust it more precisely using the arrow buttons and click the Specify button. Your custom tab position will be added to the list in the field below. · Alignment - is used to set the necessary alignment type for each of the tab positions in the list above. Select the necessary tab position in the list, choose the Left, Center or Right option in the Alignment drop-down list and click the Specify button. o Left - lines up your text to the left side at the tab stop position; the text moves to the right from the tab stop while you type. o Center - centres the text at the tab stop position. o Right - lines up your text to the right side at the tab stop position; the text moves to the left from the tab stop while you type. To delete tab stops from the list select a tab stop and click the Remove or Remove All button. Edit a Text Art style Select a text object and click the Text Art settings icon on the right sidebar.· Change the applied text style by selecting a new Template from the gallery. You can also change the basic style additionally by selecting a different font type, size etc. · Change the font fill and stroke. The available options are the same as the ones for autoshapes. · Apply a text effect by selecting the necessary text transformation type from the Transform gallery. You can adjust the degree of the text distortion by dragging the pink diamond-shaped handle. Insert symbols and characters During working process you may need to insert a symbol which is not on your keyboard. To insert such symbols into your document, use the Insert symbol option and follow these simple steps: · place the cursor at the location where a special symbol should be inserted, · switch to the Insert tab of the top toolbar,· click the Symbol, · The Symbol dialog box will appear and you will be able to select the appropriate symbol, · use the Range section to quickly find the necessary symbol. All symbols are divided into specific groups, for example, select ''Currency Symbols'' if you want to insert a currency character. If this character is not in the set, select a different font. Many of them also have characters that differ from the standard set. Or enter the Unicode hex value of the required symbol in the Unicode hex value field. This code can be found in the Character map. You can also use the Special characters tab to choose a special character from the list.The previously used symbols are also displayed in the Recently used symbols field, · click Insert. The selected character will be added to the document. Insert ASCII symbols The ASCII table is also used to add characters. To do this, hold down the ALT key and use the numeric keypad to enter the character code. Note: be sure to use the numeric keypad, not the numbers on the main keyboard. To enable the numeric keypad, press the Num Lock key. For example, to add a paragraph character (§), press and hold down ALT while typing 789, and then release the ALT key. Insert symbols using Unicode table Additional characters and symbols can also be found in the Windows symbol table. To open this table, do one of the following: · either write ''Character table'' in the Search field and open it, · or simultaneously press Win + R and then type charmap.exe in the window below and click OK.In the opened Character Map, select one of the Character sets, Groups, and Fonts. Next, click on the necessary characters, copy them to the clipboard, and paste in the right place of the document. Manipulate objects You can resize, move, rotate and arrange autoshapes, images and charts inserted into your worksheet. Resize objects To change the size of an autoshape/image/chart, drag small squares situated on the edges of the object. To maintain the original proportions of the selected object while resizing, hold down the Shift key and drag one of the corner icons. Note: to resize the inserted chart or image you can also use the right sidebar that will be activated once you select the necessary object. To open it, click the Chart settings or the Image settings icon to the right.Move objects To change the position of an autoshape/image/chart, use the Arrow icon that appears after hovering the mouse cursor over the object. Drag the object to the necessary position without releasing the mouse button. To move the object by one-pixel increments, hold down the Ctrl key and use the keybord arrows. To move the object strictly horizontally/vertically and prevent it from moving in a perpendicular direction, hold down the Shift key when dragging. Rotate objects To manually rotate the autoshape/image, hover the mouse cursor over the rotation handle and drag it clockwise or counterclockwise. To constrain the rotation angle to 15 degree increments, hold down the Shift key while rotating. To rotate a shape or image by 90 degrees counterclockwise/clockwise or flip the object horizontally/vertically you can use the Rotation section of the right sidebar that will be activated once you select the necessary object. To open it, click the Shape settings icon or the Image settings icon to the right. Click one of the buttons: · to rotate the object by 90 degrees counterclockwise · to rotate the object by 90 degrees clockwise · to flip the object horizontally (left to right) · to flip the object vertically (upside down) It''s also possible to right-click the image or shape, choose the Rotate option from the contextual menu and then use one of the available rotation options. To rotate a shape or image by an exactly specified angle, click the Show advanced settings link on the right sidebar and use the Rotation tab of the Advanced Settings window. Specify the necessary value measured in degrees in the Angle field and click OK. Reshape autoshapes When modifying some shapes, for example Figured arrows or Callouts, the yellow diamond- shaped icon is also available. It allows you to adjust some aspects of the shape, for example, the length of the head of an arrow.Align objects To align two or more selected objects in relation to each other, hold down the Ctrl key while selecting the objects with the mouse, then click the Align icon on the Layout tab of the top toolbar and select the necessary alignment type from the list: · Align Left - to align objects relative to each other to the left edge of the leftmost object, · Align Center - to align objects relative to each other in the center, · Align Right - to align objects relative to each other to the right edge of the rightmost object, · Align Top - to align objects relative to each other to the top edge of the topmost object, · Align Middle - to align objects relative to each other in the middle, · Align Bottom - to align objects relative to each other to the bottom edge of the bottommost object. Alternatively, you can right-click the selected objects, choose the Align option from the contextual menu and then use one of the available alignment options. Note: the alignment options are disabled if you select less than two objects. Distribute objects To distribute three or more selected objects horizontally or vertically between two outermost selected objects so that there is equal distance between them, click the Align icon on the Layout tab of the top toolbar and select the necessary distribution type from the list: · Distribute Horizontally - to distribute objects evenly between the leftmost and rightmost selected objects. · Distribute Vertically - to distribute objects evenly between the topmost and bottommost selected objects. Alternatively, you can right-click the selected objects, choose the Align option from the contextual menu and then use one of the available distribution options. Note: the distribution options are disabled if you select less than three objects. Group several objects To manipulate several objects at once, you can group them. Hold down the Ctrl key while selecting the objects with the mouse, then click the arrow next to the Group icon on the Layout tab of the top toolbar and select the necessary option from the list: · Group - to combine several objects into a group so that they can be simultaneously rotated, moved, resized, aligned, arranged, copied, pasted, formatted like a single object. · Ungroup - to ungroup the selected group of the previously combined objects.Alternatively, you can right-click the selected objects, choose the Arrange option from the contextual menu and then use the Group or Ungroup option. Note: the Group option is disabled if you select less than two objects. The Ungroup option is available only when a group of the previously combined objects is selected. Arrange several objects To arrange the selected object or several objects (e.g. to change their order when several objects overlap each other), you can use the Bring Forward and Send Backward icons on the Layout tab of the top toolbar and select the necessary arrangement type from the list. To move the selected object(s) forward, click the arrow next to the Bring Forward icon on the Layout tab of the top toolbar and select the necessary arrangement type from the list: · Bring To Foreground - to move the object(s) in front of all other objects, · Bring Forward - to move the selected object(s) by one level forward as related to other objects. To move the selected object(s) backward, click the arrow next to the Send Backward icon on the Layout tab of the top toolbar and select the necessary arrangement type from the list: · Send To Background - to move the object(s) behind all other objects, · Send Backward - to move the selected object(s) by one level backward as related to other objects. Alternatively, you can right-click the selected object(s), choose the Arrange option from the contextual menu and then use one of the available arrangement options.Math equations Insert equations Spreadsheet Editor allows you to build equations using the built-in templates, edit them, insert special characters (including mathematical operators, Greek letters, accents etc.). Add a new equation To insert an equation from the gallery, 1. switch to the Insert tab of the top toolbar, 2. click the arrow next to the Equation icon on the top toolbar, 3. in the opened drop-down list, select the equation category you need. The following categories are currently available: Symbols, Fractions, Scripts, Radicals, Integrals, Large Operators, Brackets, Functions, Accents, Limits and Logarithms, Operators, Matrices, 4. click the certain symbol/equation in the corresponding set of templates. The selected symbol/equation will be added to the worksheet. The upper left corner of the equation box will coincide with the upper left corner of the currently selected cell, but the equation box can be freelymoved, resized or rotated in the sheet. To do that, click on the equation box border (it will be displayed as a solid line) and use corresponding handles. Each equation template represents a set of slots. A slot is a position of each element that makes up the equation. An empty slot (also called as a placeholder) has a dotted outline . You need to fill in all the placeholders specifying the necessary values. Enter values The insertion point specifies where the next character will appear. To position the insertion point precisely, click within a placeholder and use the keyboard arrows to move the insertion point by one character left/right. Once the insertion point is positioned, you can fill in the placeholder:· enter the desired numeric/literal value using the keyboard, · insert a special character using the Symbols palette from the Equationmenu on the Insert tab of the top toolbar or typing them from the keyboard, · add another equation template from the palette to create a complex nested equation. The size of the primary equation will be automatically adjusted to fit its content. The size of the nested equation elements depends on the primary equation placeholder size, but it cannot be smaller than the sub-subscript size. To add some new equation elements, you can also use the right-click menu options: · To add a new argument that goes before or after the existing one within Brackets, you can right-click on the existing argument and select the Insert argument before/after option from the menu. · To add a new equation within Cases with several conditions from the Brackets group, you can right-click on an empty placeholder or entered equation within it and select the Insert equation before/after option from the menu. · To add a new row or a column in a Matrix, you can right-click on a placeholder within it, select the Insert option from the menu, then select Row Above/Below or Column Left/Right. Note: currently, equations cannot be entered using the linear format, i.e. \sqrt(4&x^3). When entering the values of the mathematical expressions, you do not need to use Spacebar because the spaces between the characters and signs of operations are set automatically. If the equation is too long and does not fit a single line within the equation box, automatic line breaking occurs while you type. You can also insert a line break in a specific position by right- clicking on a mathematical operator and selecting the Insert manual break option from the menu. The selected operator will start a new line. To delete the added manual line break, right- click on the mathematical operator that starts a new line and select the Delete manual break option. Format equations By default, the equation within the equation box is horizontally centered and vertically aligned to the top of the equation box. To change its horizontal/vertical alignment, put the cursor within the equation box (the equation box borders will be displayed as dashed lines) and use the corresponding icons at the top toolbar.To increase or decrease the equation font size, click anywhere within the equation box and use the Increment font size and Decrement font size buttons on the Home tab of the top toolbar or select the necessary font size from the list. All the equation elements will change correspondingly. The letters within the equation are italicized by default. If necessary, you can change the font style (bold, italic, strikeout) or color for a whole equation or its part. The underlined style can be applied to the entire equation only, not to individual characters. Select the necessary part of the equation by clicking and dragging. The selected part will be highlighted blue. Then use the necessary buttons on the Home tab of the top toolbar to format the selection. For example, you can remove the italic format for ordinary words that are not variables or constants. To modify some equation elements, you can also use the right-click menu options: · To change the Fractions format, you can right-click on a fraction and select the Change to skewed/linear/stacked fraction option from the menu (the available options differ depending on the selected fraction type). · To change the Scripts position relating to text, you can right-click on the equation that includes scripts and select the Scripts before/after text option from the menu. · To change the argument size for Scripts, Radicals, Integrals, Large Operators, Limits and Logarithms, Operators as well as for overbraces/underbraces and templates with grouping characters from the Accents group, you can right-click on the argument you want to change and select the Increase/Decrease argument size option from the menu. · To specify whether an empty degree placeholder should be displayed or not for a Radical, you can right-click on the radical and select the Hide/Show degree option from the menu. · To specify whether an empty limit placeholder should be displayed or not for an Integral or Large Operator, you can right-click on the equation and select the Hide/Show top/bottom limit option from the menu. · To change the limits position relating to the integral or operator sign for Integrals or Large Operators, you can right-click on the equation and select the Change limits location option from the menu. The limits can be displayed to the right of the operator sign (as subscripts and superscripts) or directly above and below the operator sign. · To change the limits position relating to text for Limits and Logarithms and templates with grouping characters from the Accents group, you can right-click on the equation and select the Limit over/under text option from the menu.· To choose which of the Brackets should be displayed, you can right-click on the expression within them and select the Hide/Show opening/closing bracket option from the menu. · To control the Brackets size, you can right-click on the expression within them. The Stretch brackets option is selected by default so that the brackets can grow according to the expression within them, but you can deselect this option to prevent brackets from stretching. When this option is activated, you can also use theMatch brackets to argument height option. · To change the character position relating to text for overbraces/underbraces or overbars/underbars from the Accents group, you can right-click on the template and select the Char/Bar over/under text option from the menu. · To choose which borders should be displayed for a Boxed formula from the Accents group, you can right-click on the equation and select the Border properties option from the menu, then select Hide/Show top/bottom/left/right border or Add/Hide horizontal/vertical/diagonal line. · To specify whether empty placeholders should be displayed or not for a Matrix, you can right-click on it and select the Hide/Show placeholder option from the menu. To align some equation elements, you can use the right-click menu options: · To align equations within Cases with several conditions from the Brackets group, you can right-click on an equation, select the Alignment option from the menu, then select the alignment type: Top, Center, or Bottom. · To align a Matrix vertically, you can right-click on the matrix, select theMatrix Alignment option from the menu, then select the alignment type: Top, Center, or Bottom. · To align elements within a Matrix column horizontally, you can right-click on a placeholder within the column, select the Column Alignment option from the menu, then select the alignment type: Left, Center, or Right. Delete equation elements To delete a part of the equation, select the part you want to delete by dragging the mouse or holding down the Shift key and using the arrow buttons, then press the Delete key on the keyboard. A slot can only be deleted together with the template it belongs to. To delete the entire equation, click on the equation box border (it will be displayed as a solid line) and and press the Delete key on the keyboard. To delete some equation elements, you can also use the right-click menu options:· To delete a Radical, you can right-click on it and select the Delete radical option from the menu. · To delete a Subscript and/or Superscript, you can right-click on the expression that contains them and select the Remove subscript/superscript option from the menu. If the expression contains scripts that go before text, the Remove scripts option is available. · To delete Brackets, you can right-click on the expression within them and select the Delete enclosing characters or Delete enclosing characters and separators option from the menu. · If the expression within Brackets inclides more than one argument, you can right-click on the argument you want to delete and select the Delete argument option from the menu. · If Brackets enclose more than one equation (i.e. Cases with several conditions), you can right-click on the equation you want to delete and select the Delete equation option from the menu. · To delete a Limit, you can right-click on it and select the Remove limit option from the menu. · To delete an Accent, you can right-click on it and select the Remove accent character, Delete char or Remove bar option from the menu (the available options differ depending on the selected accent). · To delete a row or a column of a Matrix, you can right-click on the placeholder within the row/column you need to delete, select the Delete option from the menu, then select Delete Row/Column. Spreadsheet co-editing Collaborative Spreadsheet Editing Spreadsheet Editor offers you the possibility to work on a spreadsheet collaboratively with other users. This feature includes: · simultaneous multi-user access to the edited spreadsheet · visual indication of cells that are being edited by other users · real-time changes display or synchronization of changes with one button click · chat to share ideas concerning particular parts of the spreadsheet · comments containing the description of a task or problem that should be solved (it''s also possible to work with comments in the offline mode, without connecting to the online version) Connecting to the online version In the desktop editor, open the Connect to cloud option on the left side of the main program window. Connect to your cloud office specifying your account login and password.Co-editing The Spreadsheet Editor allows you to select one of the two available co-editing modes: · Fast is used by default and shows the changes made by other users in real time. · Strict is selected to hide other user''s changes until you click the Save icon to save your own changes and accept the changes made by others. The mode can be selected in the Advanced Settings. It''s also possible to choose the necessary mode using the Co-editing Mode icon on the Collaboration tab of the top toolbar: Note: when you co-edit a spreadsheet in the Fastmode, the possibility to Undo/Redo the last operation is not available. When a spreadsheet is being edited by several users simultaneously in the Strictmode, the edited cells as well as the tab of the sheet where these cells are situated are marked with dashed lines of different colors. By hovering the mouse cursor over one of the edited cells, the name of the user who is editing it at the moment is displayed. The Fastmode will show the actions and the names of the co-editors when they are editing the text. The number of users who are working on the current spreadsheet is specified on the right side of the editor header - . If you want to see who exactly is editing the file now, you can click this icon or open the Chat panel with the full list of the users. When no users are viewing or editing the file, the icon in the editor header will look like allowing you to manage the users who have access to the file right from the spreadsheet: invite new users giving them permissions to edit, read or comment the spreadsheet, or deny some users access rights to the file. Click this icon to manage the access to the file; this can be done both when there are no other users who view or co-edit the spreadsheet at the moment and when there are other users and the icon looks like . It''s also possible to set access rights using the Sharing icon on the Collaboration tab of the top toolbar. As soon as one of the users saves his/her changes by clicking the icon, the others will see a note in the upper left corner stating that they have updates. To save the changes you made, so that other users can view them, and get the updates saved by your co-editors, click the icon in the left upper corner of the top toolbar.Anonymous Portal users who are not registered and do not have a profile are considered to be anonymous, although they still can collaborate on documents. To have a name assigned to them, the anonymous user should enter a name they prefer in the corresponding field appearing in the right top corner of the screen when they open the document for the first time. Activate the “Don’t ask me again” checkbox to preserve the name. Chat You can use this tool to coordinate the co-editing process on-the-fly, for example, to arrange tasks with your collaborators, etc. The chat messages are stored during one session only. To discuss the spreadsheet content, it is better to use comments which are stored until they are deleted. To access the chat and leave a message for other users, 1. click the icon on the left sidebar, or switch to the Collaboration tab of the top toolbar and click the Chat button, 2. enter your text into the corresponding field below, 3. press the Send button. All the messages left by users will be displayed on the panel on the left. If there are new messages you haven''t read yet, the chat icon will look like this - . To close the panel with chat messages, click the icon once again. Comments It''s possible to work with comments in the offline mode, without connecting to the online version. To leave a comment, 1. select a cell where you think there is an error or problem, 2. switch to the Insert or Collaboration tab of the top toolbar and click the Comment button, or use the Comments icon on the left sidebar to open the Comments panel and clickthe Add Comment to Document link, or right-click within the selected cell and select the Add Сomment option from the menu, 3. enter the needed text, 4. click the Add Comment/Add button. The comment will be seen on the panel on the left. The orange triangle will appear in the upper right corner of the cell you commented. If you need to disable this feature, click the File tab on the top toolbar, select the Advanced Settings... option and uncheck the Turn on display of the comments box. In this case, the commented cells will be marked only if you click the Comments icon. If you are using the Strict co-editing mode, new comments added by other users will become visible only after you click the icon in the left upper corner of the top toolbar. To view the comment, just click within the cell. You or any other user can answer to the added comment asking questions or reporting on the work he/she has done. For this purpose, use the Add Reply link, type in your reply text in the entry field and press the Reply button. You can manage the added comments using the icons in the comment balloon or on the Comments panel on the left: · edit the currently selected by clicking the icon, · delete the currently selected by clicking the icon, · close the currently selected discussion by clicking the icon if the task or problem you stated in your comment was solved, after that the discussion you opened with your comment gets the resolved status. To open it again, click the icon. If you want to hide resolved comments, click the File tab on the top toolbar, select the Advanced Settings... option, uncheck the Turn on display of the resolved comments box and click Apply. In this case the resolved comments will be highlighted only if you click the icon. Adding mentions When entering comments, you can use thementions feature that allows you to attract somebody''s attention to the comment and send a notification to the mentioned user via email and Talk. To add a mention enter the "+" or "@" sign anywhere in the comment text - a list of the portal users will open. To simplify the search process, you can start typing the required name in the comment field - the user list will change while you type. Select the necessary person from the list. If the file has not been shared with the mentioned user yet, the Sharing Settings window will open. The Read only access type is selected by default. Change it if necessary and click OK. The mentioned user will receive an email notification that he/she has been mentioned in a comment. If the file has been shared, the user will also receive a corresponding notification. To remove comments,1. click the Remove button on the Collaboration tab of the top toolbar, 2. select the necessary option from the menu: · Remove Current Comments - to remove the currently selected comment. If some replies have been added to the comment, all its replies will be removed as well. · Remove My Comments - to remove comments you added without removing comments added by other users. If some replies have been added to your comment, all its replies will be removed as well. · Remove All Comments - to remove all the comments in the spreadsheet that you and other users added. To close the panel with comments, click the Comments icon on the left sidebar once again. Manage sheet view presets Note: this feature is available in the paid version only starting from ONLYOFFICE Docs v. 6.1. The ONLYOFFICE Spreadsheet Editor offers a sheet viewmanager for view presets that are based on the applied filters. Now you can save the required filtering parameters as a view preset and use it afterwards together with your colleagues as well as create several presets and switch among them effortlessly. If you are collaborating on a spreadsheet, create individual view presets and continue working with the filters you need without being disrupted by other co-editors. Creating a new sheet view preset Since a view preset is designed to save customized filtering parameters, first you need to apply the said parameters to the sheet. There are two ways to create a new sheet view preset. You can either · go to the View tab and click the Sheet View icon, · choose the View manager option from the drop-down menu, · click the New button in the opened Sheet View Manager window, · specify the name of the sheet view preset, or · click the New button on the View tab located at the top toolbar. The preset will be created under a default name “View1/2/3...”. To change the name, go to the Sheet View Manager, select the required preset, and click Rename. Click Go to view to activate the created view preset. Switching among sheet view presets 1. Go to the View tab and click the Sheet View icon. 2. Choose the View manager option from the drop-down menu.3. Select the sheet view preset you want to activate in the Sheet views field. 4. Click Go to view to switch to the selected preset. To exit the current sheet view preset, Close icon on the View tab located at the top toolbar. Managing sheet view presets 1. Go to the View tab and click the Sheet View icon. 2. Choose the View manager option from the drop-down menu. 3. Select the sheet view preset you want to edit in the opened Sheet View Manager window. 4. Choose one of the editing options: · Rename to rename the selected preset, · Duplicate to create a copy of the selected preset, · Delete to delete the selected preset. 5. Click Go to view to activate the selected preset. Plugins Edit an image ONLYOFFICE comes with a very powerful photo editor, that allows you to adjust the image with filters and make all kinds of annotations. 1. Select an image in your spreadsheet. 2. Switch to the Plugins tab and choose Photo Editor. You are now in the editing environment. · Below the image you will find the following checkboxes and slider filters: o Grayscale, Sepia, Sepia 2, Blur, Emboss, Invert, Sharpen; o Remove White (Threshhold, Distance), Gradient transparency, Brightness, Noise, Pixelate, Color Filter; o Tint,Multiply, Blend. · Below the filters you will find buttons for o Undo, Redo and Resetting; o Delete, Delete all; o Crop (Custom, Square, 3:2, 4:3, 5:4, 7:5, 16:9); o Flip (Flip X, Flip Y, Reset); o Rotate (30 degree, -30 degree,Manual rotation slider); o Draw (Free, Straight, Color, Size slider); o Shape (Recrangle, Circle, Triangle, Fill, Stroke, Stroke size); o Icon (Arrows, Stars, Polygon, Location, Heart, Bubble, Custom icon, Color); o Text (Bold, Italic, Underline, Left, Center, Right, Color, Text size);o Mask. Feel free to try all of these and remember you can always undo them. 3. When finished, click the OK button. The edited picture is now included in the spreadsheet. Include a video You can include a video in your spreadsheet. It will be shown as an image. By double-clicking the image the video dialog opens. Here you can start the video. 1. Copy the URL of the video you want to include. (the complete address shown in the address line of your browser) 2. Go to your spreadsheet and place the cursor at the location where you want to include the video. 3. Switch to the Plugins tab and choose YouTube. 4. Paste the URL and click OK. 5. Check if it is the correct video and click the OK button below the video. The video is now included in your spreadsheet. Insert highlighted code You can embed highlighted code with the already adjusted style in accordance with the programming language and coloring style of the program you have chosen. 1. Go to your spreadsheet and place the cursor at the location where you want to include the code. 2. Switch to the Plugins tab and choose Highlight code. 3. Specify the programming Language. 4. Select a Style of the code so that it appears as if it were open in this program. 5. Specify if you want to replace tabs with spaces. 6. Choose Background color. To do this, manually move the cursor over the palette or insert the RBG/HSL/HEX value. 7. Click OK to insert the code. Translate text You can translate your spreadsheet from and to numerous languages. 1. Select the text that you want to translate. 2. Switch to the Plugins tab and choose Translator, the Translator appears in a sidebar on the left.3. Click the drop-down box and choose the preferred language. The text will be translated to the required language. Changing the language of your result: 1. Click the drop-down box and choose the preferred language. The translation will change immediately. Replace a word by a synonym If you are using the same word multiple times, or a word is just not quite the word you are looking for, ONLYOFFICE let you look up synonyms. It will show you the antonyms too. 1. Select the word in your spreadsheet. 2. Switch to the Plugins tab and choose Thesaurus. 3. The synonyms and antonyms will show up in the left sidebar. 4. Click a word to replace the word in your spreadsheet. Tools and settings View file information To access the detailed information about the currently edited spreadsheet, click the File tab of the top toolbar and select the Spreadsheet Info option. General Information The spreadsheet information includes a number of file properties which describe the spreadsheet. Some of these properties are updated automatically, and some of them can be edited. · Location - the folder in the Documentsmodule where the file is stored. Owner - the name of the user who has created the file. Uploaded - the date and time when the file has been created. These properties are available in the online version only. · Title, Subject, Comment - these properties allow you to simplify the classification of your documents. You can specify the necessary text in the properties fields. · Last Modified - the date and time when the file was last modified. · Last Modified By - the name of the user who has made the latest change to the spreadsheet if the spreadsheet has been shared and it can be edited by several users. · Application - the application the spreadsheet was created with. · Author - the person who has created the file. You can enter the necessary name in this field. Press Enter to add a new field that allows you to specify one more author.If you changed the file properties, click the Apply button to apply the changes. Note: The Online Editors allow you to change the spreadsheet title directly from the editor interface. To do that, click the File tab of the top toolbar and select the Rename... option, then enter the necessary File name in the opened window and click OK. Permission Information In the online version, you can view the information about permissions assigned to the files stored in the cloud. Note: this option is not available for users with the Read Only permissions. To find out who has the rights to view or edit the spreadsheet, select the Access Rights... option on the left sidebar. You can also change currently selected access rights by clicking the Change access rights button in the Persons who have rights section. To close the File pane and return to your spreadsheet, select the Close Menu option. Scale a worksheet If you want to fit an entire spreadsheet on one page to print it, you can use the Scale to Fit function. This function helps scale data on the specified number of pages. To do so, follow these simple steps: · on the top toolbar, enter the Layout tab and select the Scale to fit function, o in the Height section select 1 page and setWidth on Auto to print all sheets on one page. The scale value will be changed automatically. This value is displayed in the Scale section; o you can also change the scale value manually. To do this, set the Height andWidth parameters to Auto and use the «+» and «-» buttons to change the scale of the worksheet. The borders of the printing page will be covered with dashed lines in the spreadsheet, · on the File tab, click Print, or use the keyboard shortcuts Ctrl + P and adjust the print settings in the opened window. For example, if there are many columns in a sheet, itmight be useful to change the Page Orientation to Portrait. Or print the pre- selected cell range. Note: keep in mind, however, that the printout may be difficult to read because the editor shrinks the data to fit. Save/print/download your spreadsheet Saving By default, the online Spreadsheet Editor automatically saves your file each 2 seconds when you are working on it preventing your data from loss if the program closes unexpectedly. If you co-edit the file in the Fastmode, the timer requests for updates 25 times a second and saves the changes if they have been made. When the file is being co-edited in the Strictmode, changes are automatically saved at 10-minute intervals. If you need, you can easily select the preferred co-editing mode or disable the Autosave feature on the Advanced Settings page.To save your current spreadsheet manually in the current format and location, · click the Save icon on the left side of the editor header, or · use the Ctrl+S key combination, or · click the File tab of the top toolbar and select the Save option. Note: in the desktop version, to prevent data loss if the program closes unexpectedly, you can turn on the Autorecover option on the Advanced Settings page. In the desktop version, you can save the spreadsheet with another name, in a new location or format, 1. click the File tab of the top toolbar, 2. select the Save as... option, 3. choose one of the available formats depending on your needs: XLSX, ODS, CSV, PDF, PDFA. You can also choose the Spreadsheet template (XLTX or OTS) option. Downloading In the online version, you can download the resulting spreadsheet onto your computer hard disk drive, 1. click the File tab of the top toolbar, 2. select the Download as... option, 3. choose one of the available formats depending on your needs: XLSX, PDF, ODS, CSV, XLTX, PDF/A, OTS. Note: if you select the CSV format, all features (font formatting, formulas etc.) except the plain text will not be preserved in the CSV file. If you continue saving, the Choose CSV Options window will open. By default, Unicode (UTF-8) is used as the Encoding type. The default Delimiter is comma (,), but the following options are also available: semicolon (;), colon (:), Tab, Space and Other (this option allows you to set a custom delimiter character). Saving a copy In the online version, you can save a copy of the file on your portal, 1. click the File tab of the top toolbar, 2. select the Save Copy as... option, 3. choose one of the available formats depending on your needs: XLSX, PDF, ODS, CSV, XLTX, PDF/A, OTS, 4. select a location of the file on the portal and press Save. Printing To print out the current spreadsheet, · click the Print icon on the left side of the editor header, or· use the Ctrl+P key combination, or · click the File tab of the top toolbar and select the Print option. The Print Settings window will open, and you will be able to change the default print settings. Click the Show Details button at the bottom of the window to display all the parameters. Note: you can also adjust the print settings on the Advanced Settings... page: click the File tab of the top toolbar and follow Advanced Settings... >> Page Settings. Some of these settings (pageMargins, Orientation, Size, Print Area as well as Scale to Fit) are also available on the Layout tab of the top toolbar. Here you can adjust the following parameters: · Print Range - specify what to print: the whole Current Sheet, All Sheets of your spreadsheet or previously selected range of cells (Selection), If you previously set a constant print area but want to print the entire sheet, check the Ignore Print Area box.· Sheet Settings - specify individual print settings for each separate sheet, if you have selected the All Sheets option in the Print Range drop-down list, · Page Size - select one of the available sizes from the drop-down list, · Page Orientation - choose the Portrait option if you wish to print vertically on the page, or use the Landscape option to print horizontally, · Scaling - if you do not want some columns or rows to be printed on the second page, you can shrink sheet contents to fit it on one page by selecting the corresponding option: Fit Sheet on One Page, Fit All Columns on One Page or Fit All Rows on One Page. Leave the Actual Size option to print the sheet without adjusting. If you choose the Custom Options item from the menu, the Scale Settings window will open: 1. Fit To: allows you to select the necessary number of pages you want to fit the printed worksheet to. Select the necessary number of pages from theWidth and Height lists. 2. Scale To: allows you to enlarge or reduce the scale of the worksheet to fit printed pages by manually specifying the percentage of normal size. · Print titles - if you want to print row or column titles on every page, use Repeat rows at top or Repeat columns at left and select one of the available options from the drop- down list: repeat elements in the selected range, maintain frozen rows, repeat the first row/column only. · Margins - specify the distance between the worksheet data and the edges of the printed page changing the default sizes in the Top, Bottom, Left and Right fields, · Print - specify the worksheet elements to print by checking the corresponding boxes: Print Gridlines and Print Row and Column Headings. In the desktop version, the file will be printed directly. In the online version, a PDF file will be generated on the basis of the document. You can open and print it out, or save onto your computer hard disk drive or removable medium to print it out later. Some browsers (e.g. Chrome and Opera) support direct printing.Setting up the print area If you want to print the selected cell range only instead of the entire worksheet, you can use the Selection option from the Print Range drop-down list. When the workbook is saved, this setting is not saved, it is intended for single use. If a cell range should be printed frequently, you can set a constant print area on the worksheet. When the workbook is saved, the print area is also saved, it can be used when you open the spreadsheet next time. It''s also possible to set several constant print areas in a sheet, in this case each area will be printed on a separate page. To set the print area: 1. select the necessary cell range on the worksheet. To select multiple cell ranges, hold down the Ctrl key, 2. switch to the Layout tab of the top toolbar, 3. click the arrow next to the Print Area button and select the Set Print Area option. The created print area is saved when the workbook is saved. When you open the file next time, the specified print area will be printed. Note: when you create a print area, a Print_Area named range is also automatically created, which is displayed in the Name Manager. To highlight the borders of all the print areas on the current worksheet, you can click the arrow in the name box located to the left of the the formula bar and select the Print_Area name from the name list. To add cells to the print area: 1. open the necessary worksheet where the print area is added, 2. select the necessary cell range on the worksheet, 3. switch to the Layout tab of the top toolbar, 4. click the arrow next to the Print Area button and select the Add to Print Area option. A new print area will be added. Each print area will be printed on a separate page. To remove the print area: 1. open the necessary worksheet where the print area is added, 2. switch to the Layout tab of the top toolbar, 3. click the arrow next to the Print Area button and select the Clear Print Area option. All the existing print areas in this sheet will be removed. Then the entire sheet will be printed.Advanced Settings of the Spreadsheet Editor The Spreadsheet Editor allows you to change its general advanced settings. To access them, open the File tab on the top toolbar and select the Advanced Settings... option. You can also click the View settings icon on the right side of the editor header and select the Advanced settings option. The General advanced settings are: · Commenting Display is used to turn on/off the live commenting option: o Turn on display of the comments - if you disable this feature, the commented cells will be marked in the sheet only if you click the Comments icon on the left sidebar. o Turn on display of the resolved comments - this feature is disabled by default to hide the resolved comments in the sheet. You can view such comments only if you click the Comments icon on the left sidebar. Enable this option if you want to display the resolved comments in the sheet. · Autosave is used in the online version to turn on/off automatic saving of changes made during the editing process. · Autorecover - is used in the desktop version to turn on/off the option that allows you to automatically recover spreadsheets if the program closes unexpectedly. · Reference Style is used to turn on/off the R1C1 reference style. By default, this option is disabled and the A1 reference style is used. When the A1 reference style is used, columns are designated by letters, and rows are designated by numbers. If you select the cell located in row 3 and column 2, its address displayed in the box to the left of the the formula bar looks like this: B3. If the R1C1 reference style is enabled, both rows and columns are designated by numbers. If you select the cell at the intersection of row 3 and column 2, its address will look like this: R3C2. Letter R indicates the row number and letter C indicates the column number. In case you refer to other cells using the R1C1 reference style, the reference to a target cell is formed based on the distance from an active cell. For example, when you select the cell in row 5 and column 1 and refer to the cell in row 3 and column 2, the reference is R[-2]C[1]. The numbers in square brackets designate the position of the cell relative to the current cell position, i.e. the target cell is 2 rows up and 1 column to the right of the active cell. If you select the cell in row 1 and column 2 and refer to the same cell in row 3and column 2, the reference is R[2]C, i.e. the target cell is 2 rows down from the active cell and in the same column. · Co-editing Mode is used to select how the changes made during the co-editing are displayed: o By default, the Fastmode is selected, and the co-authors will see all the changes in real time as soon as they are made by others. o If you prefer not to see the changes made by other users (so that they do not disturb you), select the Strictmode, and all the changes will be shown only after you click the Save icon, and you will be informed that there are changes by other users. · Interface theme is used to change the color scheme of the editor’s interface. o Light color scheme incorporates standard green, white, and light-gray colors with less contrast in UI elements suitable for working during daytime. o Classic Light color scheme incorporates standard green, white, and light-gray colors. o Dark color scheme incorporates black, dark-gray, and light-gray colors suitable for working during nighttime. · Default Zoom Value is used to set the default zoom value by selecting it in the list of available options from 50% to 200%. · Font Hinting is used to specify how a font is displayed in the Spreadsheet Editor: o Choose As Windows to display fonts in the same manner as on a Mac, i.e. without any font hinting at all. o Choose As OS if you like the way fonts are usually displayed on a Mac, i.e. without any font hinting at all. o Choose Native to display the text with hinting embedded into the font files. o Default cache mode - used to select the cache mode for the font characters. It’s not recommended to switch it without any reason. It can be helpful in some cases only, for example, when an issue with the enabled hardware acceleration in the Google Chrome browser occurs. The Spreadsheet Editor has two cache modes: 1. In the first cache mode, each letter is cached as a separate picture. 2. In the second cache mode, a picture of a certain size is selected where letters are placed dynamically and a mechanism of allocating/removing memory in thispicture is also implemented. If there is not enough memory, a second picture is created, etc. The Default cache mode setting applies two above mentioned cache modes separately for different browsers: o When the Default cache mode setting is enabled, Internet Explorer (v. 9, 10, 11) uses the second cache mode, other browsers use the first cache mode. o When the Default cache mode setting is disabled, Internet Explorer (v. 9, 10, 11) uses the first cache mode, other browsers use the second cache mode. · Unit of Measurement is used to specify what units are used for measuring elements parameters such as width, height, spacing, margins etc. You can select the Centimeter, Point, or Inch option. · Formula Language is used to select the language for displaying and entering formula names. · Regional Settings is used to select the default display format for currency and date and time. · Separator is used to specify the characters that you want to use as separators for decimals and thousands. The Use separators based on regional settings option is selected by default. If you want to use custom separators, uncheck this box and enter the necessary characters in the Decimal separator and Thousands separator fields below. · Cut, copy and paste - used to show the Paste Options button when content is pasted. Check the box to enable this feature. · Macros Settings - used to set macros display with a notification. o Choose Disable all to disable all macros within the spreadsheet; o Show notification to receive notifications about macros within the spreadsheet; o Enable all to automatically run all macros within the spreadsheet. To save the changes you made, click the Apply button. View Settings and Navigation Tools To help you view and select cells in large spreadsheets, the Spreadsheet Editor offers several tools: adjustable bars, scrollbars, sheet navigation buttons, sheet tabs and zoom. Adjust the View Settings To adjust default view settings and set the most convenient mode to work with the spreadsheet, click the View settings icon on the right side of the editor header and select which interface elements you want to be hidden or shown. You can select the following options from the View settings drop-down list: · Hide Toolbar - hides the top toolbar with commands while the tabs remain visible. When this option is enabled, you can click any tab to display the toolbar. The toolbar isdisplayed until you click anywhere outside it. To disable this mode, click the View settings icon and click the Hide Toolbar option once again. The top toolbar will be displayed all the time. Note: alternatively, you can just double-click any tab to hide the top toolbar or display it again. · Hide Formula Bar - hides the bar below the top toolbar which is used to enter and review the formulas and their contents. To show the hidden Formula Bar, click this option once again. Dragging formula bar bottom line to expand it toggles Formula Bar height to show one row. · Hide Headings - hides the column heading at the top and row heading on the left side of the worksheet. To show the hidden Headings, click this option once again. · Hide Gridlines - hides the lines around the cells. To show the hidden Gridlines, click this option once again. · Freeze Panes - freezes all the rows above the active cell and all the columns to the left of the active cell so that they remain visible when you scroll the spreadsheet to the right or down. To unfreeze the panes, just click this option once again or right-click anywhere within the worksheet and select the Unfreeze Panes option from the menu. · Show Frozen Panes Shadow - shows that columns and/or rows are frozen (a subtle line appears). The right sidebar is minimized by default. To expand it, select any object (e.g. image, chart, shape) and click the icon of the currently activated tab on the right. To minimize the right sidebar, click the icon once again. You can also change the size of the opened Comments or Chat panel using the simple drag- and-drop: move the mouse cursor over the left sidebar border so that it turns into the bidirectional arrow and drag the border to the right to extend the sidebar width. To restore its original width, move the border to the left.Use the Navigation Tools To navigate through your spreadsheet, use the following tools: The Scrollbars (at the bottom or on the right side) are used to scroll up/down and left/right the current sheet. To navigate a spreadsheet using the scrollbars: · click the up/down or right/left arrows on the scrollbars; · drag the scroll box; · click any area to the left/right or above/below the scroll box on the scrollbar. You can also use themouse scroll wheel to scroll your spreadsheet up or down. The Sheet Navigation buttons are situated in the left lower corner and are used to scroll the sheet list to the right/left and navigate among the sheet tabs. · click the Scroll to first sheet button to scroll the sheet list to the first sheet tab of the current spreadsheet; · click the Scroll sheet list left button to scroll the sheet list of the current spreadsheet to the left; · click the Scroll sheet list right button to scroll the sheet list of the current spreadsheet to the right; · click the Scroll to last sheet button to scroll the sheet list to the last sheet tab of the current spreadsheet. To activate the appropriate sheet, click its Sheet Tab at the bottom next to the Sheet Navigation buttons. The Zoom buttons are situated in the lower right corner and are used to zoom in and out of the current sheet. To change the currently selected zoom value that is displayed in percent, click it and select one of the available zoom options from the list (50% / 75% / 100% / 125% / 150% / 175% / 200%) or use the Zoom in or Zoom out buttons. The Zoom settings are also available in the View settings drop-down list. Search and Replace Functions To search for the required characters, words or phrases used in the current spreadsheet, click the Search icon situated on the left sidebar or use the Ctrl+F key combination. If you want to search for/replace some values only within a certain area in the current sheet, select the necessary cell range and then click the Search icon. The Find and Replace window will open:1. Type in your inquiry into the corresponding data entry field. 2. Specify search options clicking the icon next to the data entry field and checking the necesary options: o Case sensitive - is used to find only the occurrences typed in the same case as your inquiry (e.g. if your inquiry is ''Editor'' and this option is selected, such words as ''editor'' or ''EDITOR'' etc. will not be found). o Entire cell contents - is used to find only the cells that do not contain any other characters besides the ones specified in your inquiry (e.g. if your inquiry is ''56'' and this option is selected, the cells containing such data as ''0.56'' or ''156'' etc. will not be found). o Highlight results - is used to highlight all found occurrences at once. To disable this option and remove the highlight, click the option once again. o Within - is used to search within the active Sheet only or the wholeWorkbook. If you want to perform a search within the selected area in the sheet, make sure that the Sheet option is selected. o Search - is used to specify the direction that you want to search: to the right by rows or down by columns. o Look in - is used to specify whether you want to search the Value of the cells or their underlying Formulas. 3. Click one of the arrow buttons on the right. The search will be performed either towards the beginning of the worksheet (if you click the button) or towards the end of the worksheet (if you click the button) from the current position. The first occurrence of the required characters in the selected direction will be highlighted. If it is not the word you are looking for, click the selected button again to find the next occurrence of the characters you entered. To replace one or more occurrences of the found characters, click the Replace link below the data entry field or use the Ctrl+H key combination. The Find and Replace window will change:1. Type in a new text into the bottom data entry field to replace the existing one. 2. Click the Replace button to replace the currently selected occurrence or the Replace All button to replace all the found occurrences. To hide the replace field, click the Hide Replace link. Spell-checking The Spreadsheet Editor allows you to check the spelling of the text in a certain language and correct mistakes while editing. In the desktop version, it''s also possible to add words into a custom dictionary which is common for all three editors. Click the Spell checking icon on the left sidebar to open the spell checking panel. The upper left cell that contains a misspelled text value will be automatically selected in the current worksheet. The first misspelled word will be displayed in the spell checking field, and the suggested similar words with correct spelling will appear in the field below. Use the Go to the next word button to navigate through misspelled words.Replace misspelled words To replace the currently selected misspelled word with the suggested one, choose one of the suggested similar words spelled correctly and use the Change option: · click the Change button, or · click the downward arrow next to the Change button and select the Change option. The current word will be replaced and you will proceed to the next misspelled word. To quickly replace all the identical words repeated on the worksheet, click the downward arrow next to the Change button and select the Change all option. Ignore words To skip the current word: · click the Ignore button, or · click the downward arrow next to the Ignore button and select the Ignore option. The current word will be skipped, and you will proceed to the next misspelled word. To skip all the identical words repeated in the worksheet, click the downward arrow next to the Ignore button and select the Ignore all option. If the current word is missed in the dictionary, you can add it to the custom dictionary using the Add to Dictionary button on the spell checking panel. This word will not be treated as a mistake next time. This option is available in the desktop version. The Dictionary Language which is used for spell-checking is displayed in the list below. You can change it, if necessary. Once you verify all the words in the worksheet, the Spellcheck has been completemessage will appear on the spell-checking panel. To close the spell-checking panel, click the Spell checking icon on the left sidebar. Change the spell check settings To change the spell-checking settings, go to the spreadsheet editor advanced settings (File tab -> Advanced Settings...) and switch to the Spell checking tab. Here you can adjust the following parameters:· Dictionary language - select one of the available languages from the list. The Dictionary Language on the spell-checking panel will be changed correspondingly. · Ignore words in UPPERCASE - check this option to ignore words written in capital letters, e.g. acronyms like SMB. · Ignore words with numbers - check this option to ignore words containing numbers, e.g. acronyms like B2B. · Proofing - used to automatically replace word or symbol typed in the Replace: box or chosen from the list by a new word or symbol displayed in the By: box. To save the changes you made, click the Apply button. AutoCorrect Features The AutoCorrect features in ONLYOFFICE Docs are used to automatically format text when detected or insert special math symbols by recognizing particular character usage. The available AutoCorrect options are listed in the corresponding dialog box. To access it, go to the File tab -> Advanced Settings -> Spell Checking -> Proofing -> AutoCorrect Options. The AutoCorrect dialog box consists of three tabs: Math Autocorrect, Recognized Functions, and AutoFormat As You Type. Math AutoCorrect When working with equations, you can insert a lot of symbols, accents, and mathematical operation signs typing them on the keyboard instead of choosing a template from the gallery. In the equation editor, place the insertion point within the necessary placeholder, type a math autocorrect code, then press Spacebar. The entered code will be converted into the corresponding symbol, and the space will be eliminated. Note: The codes are case sensitive. You can add, modify, restore, and remove autocorrect entries from the AutoCorrect list. Go to the File tab -> Advanced Settings -> Spell Checking -> Proofing -> AutoCorrect Options ->Math AutoCorrect.Adding an entry to the AutoCorrect list · Enter the autocorrect code you want to use in the Replace box. · Enter the symbol to be assigned to the code you entered in the By box. · Click the Add button. Modifying an entry on the AutoCorrect list · Select the entry to be modified. · You can change the information in both fields: the code in the Replace box or the symbol in the By box. · Click the Replace button. Removing entries from the AutoCorrect list · Select an entry to remove from the list. · Click the Delete button. To restore the previously deleted entries, select the entry to be restored from the list and click the Restore button. Use the Reset to default button to restore default settings. Any autocorrect entry you added will be removed and the changed ones will be restored to their original values. To disable Math AutoCorrect and to avoid automatic changes and replacements, uncheck the Replace text as you type box.The table below contains all the currently supported codes available in the Spreadsheet Editor. The full list of the supported codes can also be found on the File tab in the Advanced Settings... -> Spell Checking -> Proofing section. Recognized Functions In this tab, you will find the list of math expressions that will be recognized by the Equation editor as functions and therefore will not be automatically italicized. For the list of recognized functions go to the File tab -> Advanced Settings -> Spell Checking -> Proofing -> AutoCorrect Options -> Recognized Functions. To add an entry to the list of recognized functions, enter the function in the blank field and click the Add button. To remove an entry from the list of recognized functions, select the function to be removed and click the Delete button. To restore the previously deleted entries, select the entry to be restored from the list and click the Restore button. Use the Reset to default button to restore default settings. Any function you added will be removed and the removed ones will be restored. AutoFormat As You Type By default, the editor automatically includes new rows and columns in the formatted table when you enter new data in the row below the table or in the column next to it.If you need to disable auto-formatting presets, uncheck the box for the unnecessary options, go to the File tab -> Advanced Settings -> Spell Checking -> Proofing -> AutoCorrect Options -> AutoFormat As You Type. Helpful hints About Spreadsheet Editor The Spreadsheet Editor is an online application that allows you to edit spreadsheets directly in your browser. Using the Spreadsheet Editor, you can perform various editing operations like in any desktop editor, print the edited spreadsheets keeping all the formatting details or download them onto your computer hard disk drive as XLSX, PDF, ODS, CSV, XLTX, PDF/A, OTS file. To view the current version of the software and licensor details in the online version, click the About icon on the left sidebar. To view the current version of the software and licensor details in the desktop version, select the Aboutmenu item on the left sidebar of the main program window.Supported Formats of Spreadsheets A spreadsheet is a table of data organized in rows and columns. It is most frequently used to store financial information because of its ability to re-calculate the entire sheet automatically after a change to a single cell is made. The Spreadsheet Editor allows you to open, view and edit the most popular spreadsheet file formats. Formats Description View Edit Download XLS File extension for spreadsheet files created by Microsoft Excel + + XLSX Default file extension for spreadsheet files written in Microsoft Office Excel 2007 (or later versions) + + + Excel Open XML Spreadsheet Template Zipped, XML-based file format developed by Microsoft for XLTX spreadsheet templates. An XLTX template contains + + + formatting settings, styles etc. and can be used to create multiple spreadsheets with the same formatting ODS File extension for spreadsheet files used by OpenOffice and StarOffice suites, an open standard for spreadsheets + + + OpenDocument Spreadsheet Template OpenDocument file format for spreadsheet templates. An OTS OTS template contains formatting settings, styles etc. and + + + can be used to create multiple spreadsheets with the same formatting Comma Separated Values CSV File format used to store tabular data (numbers and text) + + + in plain-text form Portable Document Format PDF File format used to represent documents regardless of the application software, hardware, and operating + systems used. Portable Document Format / A PDF/A An ISO-standardized version of the Portable Document Format (PDF) specialized for use in the archiving and long- + + term preservation of electronic documents. Keyboard shortcuts For Windows/Linux:Working with Spreadsheet Open the File panel to save, download, print the Open ''File'' current spreadsheet, view its info, create a new panel Alt+F spreadsheet or open an existing one, access the help menu of the Spreadsheet Editor or its advanced settings. Open ''Find and Open the Find and Replace dialog box to start Replace'' dialog Ctrl+F searching for a cell containing the required box characters. Open ''Find and Replace'' dialog Open the Find and Replace dialog box with the box with Ctrl+H replacement field to replace one or more replacement occurrences of the found characters. field Open ''Comments'' Ctrl+⇧ Shift+H Open the Comments panel to add your own panel comment or reply to other users'' comments. Open comment field Alt+H Open a data entry field where you can add the text of your comment. Open ''Chat'' panel Alt+Q Open the Chat panel and send a message. Save all the changes to the spreadsheet currently Save spreadsheet Ctrl+S edited with the Spreadsheet Editor. The active file will be saved with its current file name, location, and file format. Print spreadsheet Ctrl+P Print your spreadsheet with one of the available printers or save it to a file. Open the Download as... panel to save the Download as... Ctrl+⇧ Shift+S currently edited spreadsheet to the computer hard disk drive in one of the supported formats: XLSX, PDF, ODS, CSV, XLTX, PDF/A, OTS. Full screen F11 Switch to the full screen view to fit the Spreadsheet Editor on the screen. Help menu F1 Open the Helpmenu of the Spreadsheet Editor . Open existing Open the standard dialog box on the Open local file (Desktop Ctrl+O file tab in the Desktop Editors that allows you to Editors) select an existing file.Close file (Desktop Tab/Shift+Tab Close the current spreadsheet window in Editors) the Desktop Editors. Element contextual ⇧ Shift+F10 Open the contextual menu of the selected menu element. Reset the ‘Zoom’ Ctrl+0 Reset the ‘Zoom’ parameter of the current parameter spreadsheet to a default 100%. Navigation Move one cell up, down, left, ← → ↑ ↓ Outline a cell above/below the currently selected or right one or to the left/to the right of it. Jump to the edge of the current data Ctrl+← → ↑ ↓ Outline a cell at the edge of the current data region in a worksheet. region Jump to the beginning of Home Outline a cell in the column A of the current row. the row Jump to the beginning of the Ctrl+Home Outline the cell A1. spreadsheet Jump to the End, end of the row Ctrl+→ Outline the last cell of the current row. Jump to the Outline the lower right used cell in the worksheet end of the Ctrl+End situated in the bottommost row with data of the spreadsheet rightmost column with data. If the cursor is in the formula bar, it will be placed to the end of the text. Move to the previous sheet Alt+Page Up Move to the previous sheet in your spreadsheet. Move to the next sheet Alt+Page Down Move to the next sheet in your spreadsheet. Move up one ↑ ro ⇧, Outline the cell above the current one in the same w Shift+↵ Enter column. Move down ↓, Outline the cell below the current one in the sameone row ↵ Enter column. Move left one ← column ⇧,Shift+↹ Tab Outline the previous cell of the current row. Move right one → column ↹,Tab Outline the next cell of the current row. Move down one screen Page Down Move one screen down in the worksheet. Move up one screen Page Up Move one screen up in the worksheet. Zoom In Ctrl++ Zoom in the currently edited spreadsheet. Zoom Out Ctrl+- Zoom out the currently edited spreadsheet. Navigate between controls in ↹ Tab/⇧ Shift+↹ Tab Navigate between controls to give focus to the next modal or previous control in modal dialogues. dialogues Data Selection Ctrl+A, Select all Ctrl+⇧ Shift+␣ Select the entire worksheet. Spacebar Select column Ctrl+␣ Spacebar Select an entire column in a worksheet. Select row ⇧ Shift+␣ Spacebar Select an entire row in a worksheet. Select fragment ⇧ Shift+→ ← Select a fragment cell by cell. Select from cursor to beginning of ⇧ Shift+Home Select a fragment from the cursor to the beginning of the current row. row Select from cursor to end ⇧ Shift+End Select a fragment from the cursor to the end of the of row current row. Extend the selection to beginning of Ctrl+⇧ Shift+Home Select a fragment from the current selected cells to the beginning of the worksheet. worksheetSelect a fragment from the current selected cells to the last used cell in the worksheet (in the Extend the bottommost row with data of the rightmost column selection to the Ctrl+⇧ Shift+End with data). If the cursor is in the formula bar, this last used cell will select all text in the formula bar from the cursor position to the end without affecting the height of the formula bar. Select one cell to the left ⇧ Shift+↹ Tab Select one cell to the left in a table. Select one cell to the right ↹ Tab Select one cell to the right in a table. Extend the selection to the nearest ⇧ Extend the selection to the nearest nonblank cell in Shift+Alt+End, nonblank cell Ctrl+⇧ Shift+→ the same row to the right of the active cell. If the next cell is blank, the selection will be extended to to the right the next nonblank cell. Extend the selection to the nearest ⇧ Extend the selection to the nearest nonblank cell in Shift+Alt+Home, nonblank cell Ctrl+⇧ Shift+← the same row to the left of the active cell. If the next cell is blank, the selection will be extended to the to the left next nonblank cell. Extend the selection to the Extend the selection to the nearest nonblank cell in nearest nonblank cell Ctrl+⇧ Shift+↑ ↓ the same column up/down from the active cell. If the next cell is blank, the selection will be extended up/down the to the next nonblank cell. column Extend the selection down ⇧ Shift+Page Down Extend the selection to include all the cells one one screen screen down from the active cell. Extend the selection up ⇧ Shift+Page Up Extend the selection to include all the cells one one screen screen up from the active cell. Undo and Redo Undo Ctrl+Z Reverse the latest performed action. Redo Ctrl+Y Repeat the latest undone action. Cut, Copy, and PasteCut the the selected data and send them to the computer clipboard memory. The cut data can be Cut C⇧trl+X,Shift+Delete later inserted to another place in the same worksheet, into another spreadsheet, or into some other program. Send the selected data to the computer clipboard Copy Ctrl+C, memory. The copied data can be later inserted to Ctrl+Insert another place in the same worksheet, into another spreadsheet, or into some other program. Insert the previously copied/cut data from the computer clipboard memory to the current cursor Paste C⇧trl+V,Shift+Insert position. The data can be previously copied from the same worksheet, from another spreadsheet, or from some other program. Data Formatting Make the font of the selected text fragment darker Bold Ctrl+B and heavier than normal or remove the bold formatting. Make the font of the selected text fragment Italic Ctrl+I italicized and slightly slanted or remove italic formatting. Underline Ctrl+U Make the selected text fragment underlined with a line going under the letters or remove underlining. Make the selected text fragment struck out with a Strikeout Ctrl+5 line going through the letters or remove strikeout formatting. Add Hyperlink Ctrl+K Insert a hyperlink to an external website or another worksheet. Edit the active cell and position the insertion point Edit active cell F2 at the end of the cell contents. If editing in a cell is turned off, the insertion point will be moved into the Formula Bar. Data Filtering Enable/Remove Filter Ctrl+⇧ Shift+L Enable a filter for a selected cell range or remove the filter. Format as table template Ctrl+L Apply a table template to a selected cell range.Data Entry Complete cell entry and ↵ Enter Complete a cell entry in the selected cell or the move down formula bar, and move to the cell below. Complete cell entry and ⇧ Shift+↵ Enter Complete a cell entry in the selected cell, and move move up to the cell above. Start new line Alt+↵ Enter Start a new line in the same cell. Cancel Esc Cancel an entry in the selected cell or the formula bar. Delete one character to the left in the formula bar Delete to the left ← Backspace or in the selected cell when the cell editing mode is activated. Also removes the content of the active cell. Delete one character to the right in the formula bar Delete to the or in the selected cell when the cell editing mode is right Delete activated. Also removes the cell contents (data and formulas) from selected cells without affecting cell formats or comments. Clear cell D e the content (data and formulas) from ←elete, Remov content Backspace selected cells without affecting the cell format or comments. Complete a cell entry and move to the ↹ Tab Complete a cell entry in the selected cell or the formula bar and move to the cell on the right. right Complete a cell entry and move to the ⇧ Shift+↹ Tab Complete a cell entry in the selected cell or the formula bar and move to the cell on the left . left Open the dialog box for inserting new cells within Insert cells Ctrl+⇧ Shift+= current spreadsheet with an added parameter of a shift to the right, a shift down, inserting an entire row or an entire column. Open the dialog box for deleting cells within current Delete cells Ctrl+⇧ Shift+- spreadsheet with an added parameter of a shift to the left, a shift up, deleting an entire row or an entire column.Insert the current date Ctrl+; Insert the today date within an active cell. Insert the current time Ctrl+⇧ Shift+; Insert the current time within an active cell. Insert the Ctrl+; then ␣ current date Spacebar then Ctrl+⇧ Insert the current date and time within an active and time Shift+; cell. Functions Insert function ⇧ Shift+F3 Open the dialog box for inserting a new function by choosing from the provided list. SUM function Alt+= Insert the SUM function into the selected cell. Open drop- down list Alt+↓ Open a selected drop-down list. Open contextual ≣Menu Open a contextual menu for the selected cell or cell menu range. Recalculate functions F9 Recalculate the entire workbook. Recalculate functions ⇧ Shift+F9 Recalculate the current worksheet. Data Formats Open the ''Number Format'' dialog Ctrl+1 Open the Number Format dialog box. box Apply the General format Ctrl+⇧ Shift+~ Apply the General number format. Apply the Currency Ctrl+⇧ Shift+$ Apply the Currency format with two decimal places format (negative numbers in parentheses). Apply the Percentage Ctrl+⇧ Shift+% Apply the Percentage format with no decimal format places. Apply the Ctrl+⇧ Shift+^ Apply the Exponential number format with twoExponential decimal places. format Apply the Date format Ctrl+⇧ Shift+# Apply the Date format with the day, month, and year. Apply the Time format Ctrl+⇧ Shift+@ Apply the Time format with the hour and minute, and AM or PM. Apply the Ap e Number format with two decimal places, Number Ctrl+⇧ ply th Shift+! thousands separator, and minus sign (-) for format negative values. Modifying Objects Constrain movement ⇧ Shift + drag Constrain the movement of the selected object horizontally or vertically. Set 15-degree ⇧ Shift + drag (when Constrain the rotation angle to 15-degree rotation rotating) increments. Maintain ⇧ Shift + drag (when Maintain the proportions of the selected object proportions resizing) when resizing. Draw straight ⇧ Shift + drag (when line or arrow drawing Draw a straight vertical/horizontal/45-degree line or lines/arrows) arrow. Movement by one-pixel Ctrl+← → ↑ ↓ Hold down the Ctrl key and use the keybord arrows increments to move the selected object by one pixel at a time. For Mac OS: Working with Spreadsheet Open the File panel to save, download, print the Open ''File'' current spreadsheet, view its info, create a new panel ⌥ Option+F spreadsheet or open an existing one, access the help menu of the Spreadsheet Editor or its advanced settings. Open ''Find and Replace'' dialog ^ e Find and Replace dialog box to start ⌘Ctrl+F, Open th Cmd+F searching for a cell containing the required box characters. Open ''Find and ^ Ctrl+H Open the Find and Replace dialog box with theReplace'' dialog replacement field to replace one or more box with occurrences of the found characters. replacement field Open ''Comments'' ^ trl+⇧ pane ⌘C ⇧Shift+H, Open the Comments panel to add your own l Cmd+ Shift+H comment or reply to other users'' comments. Open comment y field where you can add the text field ⌥ Option+H Open a data entr of your comment. Open ''Chat'' panel ⌥ Option+Q Open the Chat panel and send a message. Save all the changes to the spreadsheet currently Save ^ spreadsheet ⌘Ctrl+S, edited with the Spreadsheet Editor. The active file Cmd+S will be saved with its current file name, location, and file format. Print ^ trl+P, Print your spreadsheet with one of the available spreadsheet ⌘CCmd+P printers or save it to a file. Open the Download as... panel to save the Download as... ^⌘Ctrl+⇧ Shift+S, currently edited spreadsheet to the computer hard Cmd+⇧ Shift+S disk drive in one of the supported formats: XLSX, PDF, ODS, CSV, XLTX, PDF/A, OTS. Help menu F1 Open the Helpmenu of the Spreadsheet Editor . Close file (Desktop ↹ Tab/⇧ Shift+↹ Tab Clos Editors) DeetshketcouprrEednittosrpsreadsheet window in the . Element contextual ⇧ Shift+F10 Open the contextual menu of the selected menu element. Reset the ‘Zoom’ ^ Ctrl+0 or⌘ Cmd+0 Reset the ‘Zoom’ parameter of the current parameter spreadsheet to a default 100%. Navigation Move one cell up, down, left, ← → ↑ ↓ Outline a cell above/below the currently selected or right one or to the left/to the right of it. Jump to the Outline a cell at the edge of the current data region edge of the ⌘ Cmd+← → ↑ ↓ in a worksheet.current data region Jump to the beginning of Home Outline a cell in the column A of the current row. the row Jump to the beginning of the ^ Ctrl+Home Outline the cell A1. spreadsheet Jump to the E⌘nd,end of the row Cmd+→ Outline the last cell of the current row. Jump to the Outline the lower right used cell in the worksheet end of the ^ Ctrl+End situated in the bottommost row with data of the spreadsheet rightmost column with data. If the cursor is in the formula bar, it will be placed to the end of the text. Move to the previous sheet ⌥ Option+Page Up Move to the previous sheet in your spreadsheet. Move to the ⌥ Option+Page next sheet Down Move to the next sheet in your spreadsheet. Move up one row ⇧ Shift+↵ Return Outline the cell above the current one in the same column. Move down one row ↵ Return Outline the cell below the current one in the same column. Move left one ←⇧,column Shift+↹ Tab Outline the previous cell of the current row. Move right one →↹,column Tab Outline the next cell of the current row. Move down one screen Page Down Move one screen down in the worksheet. Move up one screen Page Up Move one screen up in the worksheet. Zoom In ^⌘Ctrl+=,Cmd+= Zoom in the currently edited spreadsheet. Zoom Out ^⌘Ctrl+-,Cmd+- Zoom out the currently edited spreadsheet. Navigate ↹ Tab/⇧ Shift+↹ Tab Navigate between controls to give focus to the nextbetween or previous control in modal dialogues. controls in modal dialogues Data Selection Select all ⌘ Cmd+A Select the entire worksheet. Select column ^ Ctrl+␣ Spacebar Select an entire column in a worksheet. Select row ⇧ Shift+␣ Spacebar Select an entire row in a worksheet. Select fragment ⇧ Shift+→ ← Select a fragment cell by cell. Select from cursor to beginning of ⇧ Shift+Home Select a fragment from the cursor to the beginning of the current row. row Select from cursor to end ⇧ Shift+End Select a fragment from the cursor to the end of the of row current row. Extend the selection to beginning of ^ Ctrl+⇧ Shift+Home Select a fragment from the current selected cells to the beginning of the worksheet. worksheet Select a fragment from the current selected cells to the last used cell in the worksheet (in the Extend the bottommost row with data of the rightmost column selection to the ^ Ctrl+⇧ Shift+End with data). If the cursor is in the formula bar, this last used cell will select all text in the formula bar from the cursor position to the end without affecting the height of the formula bar. Select one cell to the left ⇧ Shift+↹ Tab Select one cell to the left in a table. Select one cell to the right ↹ Tab Select one cell to the right in a table. Extend the selection to the nearest ⇧ Extend the selection to the nearest nonblank cell in Shift+⌥ the same row to the right of the active cell. If the nonblank cell Option+End next cell is blank, the selection will be extended to to the right the next nonblank cell.Extend the selection to the nearest ⇧ Ex Shift+⌥ tend the selection to the nearest nonblank cell in the same row to the left of the active cell. If the next nonblank cell Option+Home cell is blank, the selection will be extended to the to the left next nonblank cell. Extend the selection down ⇧ Shift+Page Down Extend the selection to include all the cells one one screen screen down from the active cell. Extend the selection up ⇧ Shift+Page Up Extend the selection to include all the cells one one screen screen up from the active cell. Undo and Redo Undo ⌘ Cmd+Z Reverse the latest performed action. Redo ⌘ Cmd+Y Repeat the latest undone action. Cut, Copy, and Paste Cut the the selected data and send them to the computer clipboard memory. The cut data can be Cut ⌘ Cmd+X later inserted to another place in the same worksheet, into another spreadsheet, or into some other program. Send the selected data to the computer clipboard Copy ⌘ Cmd+C memory. The copied data can be later inserted to another place in the same worksheet, into another spreadsheet, or into some other program. Insert the previously copied/cut data from the computer clipboard memory to the current cursor Paste ⌘ Cmd+V position. The data can be previously copied from the same worksheet, from another spreadsheet, or from some other program. Data Formatting Bold ^ Ctrl+B, Make the font of the selected text fragment darker ⌘ Cmd+B and heavier than normal or remove the bold formatting. Italic ⌘^ Ctrl+I, Make the font of the selected text fragment Cmd+I italicized and slightly slanted or remove italicformatting. Underline ^⌘Ctrl+U, Make the selected text fragment underlined with a Cmd+U line going under the letters or remove underlining. selected text fragment struck out with a Strikeout ^⌘Ctrl+5, Make the Cmd+5 line going through the letters or remove strikeout formatting. Add Hyperlink ⌘ Cmd+K Insert a hyperlink to an external website or another worksheet. Edit the active cell and position the insertion point Edit active cell F2 at the end of the cell contents. If editing in a cell is turned off, the insertion point will be moved into the Formula Bar. Data Filtering Enable/Remove ^⌘Ctrl+⇧ Shift+L, Enable a filter for a selected cell range or remove Filter Cmd+⇧ Shift+L the filter. Format as table ^⌘Ctrl+L,template Cmd+L Apply a table template to a selected cell range. Data Entry Complete cell entry and ↵ Return Complete a cell entry in the selected cell or the move down formula bar, and move to the cell below. Complete cell entry and ⇧ Shift+↵ Return Complete a cell entry in the selected cell, and move move up to the cell above. Cancel Esc Cancel an entry in the selected cell or the formula bar. Delete one character to the left in the formula bar Delete to the or in the selected cell when the cell editing mode is left ← Backspace activated. Also removes the content of the active cell. Delete one character to the right in the formula bar Delete to the Delete, or in the selected cell when the cell editing mode is right Fn+← Backspace activated. Also removes the cell contents (data and formulas) from selected cells without affecting cell formats or comments.Clear cell Dele he content (data and formulas) from content ← te, Remove t Backspace selected cells without affecting the cell format or comments. Complete a cell entry and move to the ↹ Tab Complete a cell entry in the selected cell or the formula bar and move to the cell on the right. right Complete a cell entry and move to the ⇧ Shift+↹ Tab Complete a cell entry in the selected cell or the formula bar and move to the cell on the left . left Open the dialog box for inserting new cells within Insert cells Ctrl+⇧ Shift+= current spreadsheet with an added parameter of a shift to the right, a shift down, inserting an entire row or an entire column. Open the dialog box for deleting cells within current Delete cells Ctrl+⇧ Shift+- spreadsheet with an added parameter of a shift to the left, a shift up, deleting an entire row or an entire column. Insert the current date Ctrl+; Insert the today date within an active cell. Insert the current time Ctrl+⇧ Shift+; Insert the current time within an active cell. Insert the Ctrl+; then ␣ current date Spacebar then Ctrl+⇧ Insert the current date and time within an active and time Shift+; cell. Functions Insert function ⇧ Shift+F3 Open the dialog box for inserting a new function by choosing from the provided list. SUM function ⌥ Option+= Insert the SUM function into the selected cell. Recalculate functions F9 Recalculate the entire workbook. Recalculate functions ⇧ Shift+F9 Recalculate the current worksheet. Data FormatsOpen the ''Number Format'' dialog ^ Ctrl+1 Open the Number Format dialog box. box Apply the General format ^ Ctrl+⇧ Shift+~ Apply the General number format. Apply the Currency ^ Ctrl+⇧ Shift+$ Apply the Currency format with two decimal places format (negative numbers in parentheses). Apply the Percentage ^ Ctrl+⇧ Shift+% Apply the Percentage format with no decimal format places. Apply the Exponential ^ Ctrl+⇧ Shift+^ Apply the Exponential number format with two format decimal places. Apply the Date format ^ Ctrl+⇧ Shift+# Apply the Date format with the day, month, and year. Apply the Time format ^ Ctrl+⇧ Shift+@ Apply the Time format with the hour and minute, and AM or PM. Apply the A y the Number format with two decimal places, Number ^ Ctrl+⇧ ppl Shift+! thousands separator, and minus sign (-) for format negative values. Modifying Objects Constrain movement ⇧ Shift + drag Constrain the movement of the selected object horizontally or vertically. Set 15-degree ⇧ Shift + drag (when Constrain the rotation angle to 15-degree rotation rotating) increments. Maintain ⇧ Shift + drag (when Maintain the proportions of the selected object proportions resizing) when resizing. Draw straight ⇧ Shift + drag (when drawing Draw a straight vertical/horizontal/45-degree line or line or arrow lines/arrows) arrow.ONLYOFFICE Presentation Editor Program Interface IEndtritoodrucing the user interface of the Presentation The Presentation Editor uses a tabbed interface where editing commands are grouped into tabs according to their functionality. The editor interface consists of the following main elements: 1. The Editor header displays the logo, tabs for all opened presentations with their names and menu tabs. On the left side of the Editor header, the Save, Print file, Undo and Redo buttons are located. On the right side of the Editor header, along with the user name the following icons are displayed: · Open file location - in the desktop version, it allows opening the folder, where the file is stored, in the File Explorer window. In the online version, it allows opening the folder of the Documentsmodule, where the file is stored, in a new browser tab. · View Settings - allows adjusting the View Settings and accessing the Advanced Settings of the editor. · Manage document access rights - (available in the online version only) allows setting access rights for the documents stored in the cloud. · Mark as favorite - click the star to add a file to favorites as to make it easy to find. The added file is just a shortcut so the file itself remains stored in its original location. Deleting a file from favorites does not remove the file from its original location. 2. The Top toolbar displays a set of editing commands depending on the selected menu tab. Currently, the following tabs are available: File, Home, Insert, Collaboration, Protection, Plugins. The Copy and Paste options are always available on the left side of the Top toolbar regardless of the selected tab. 3. The Status bar at the bottom of the editor window contains the Start slideshow icon, some navigation tools: slide number indicator and zoom buttons. The Status bar alsodisplays some notifications (such as "All changes saved", etc.) and allows setting the text language and enable spell checking. 4. The Left sidebar contains the following icons: o - allows using the Search and Replace tool, o - allows opening the Comments panel, o - (available in the online version only) allows opening the Chat panel, o - (available in the online version only) allows contacting our support team, o - (available in the online version only) allows viewing the information about the program. 5. The Right sidebar allows adjusting additional parameters of different objects. When you select a particular object on a slide, the corresponding icon is activated on the right sidebar. Click this icon to expand the right sidebar. 6. The horizontal and vertical Rulers help you place objects on a slide and allow you to set up tab stops and paragraph indents within the text boxes. 7. TheWorking area allows viewing the presentation content, entering and editing data. 8. The Scroll bar on the right allows scrolling the presentation up and down. For your convenience, you can hide some components and display them again when necessary. File tab The File tab allows performing some basic file operations. Using this tab, you can: · in the online version, save the current file (in case the Autosave option is disabled), download as (save the document in the selected format to the hard disk drive of your computer), save copy as (save a copy of the document in the selected format to the portal documents), print or rename it, in the desktop version, save the current file keeping the current format and location using the Save option or save the current file under a different name and change its location or format using the Save as option, print the file. · protect the file using a password, change or remove the password (available in the desktop version only); · create a new presentation or open a recently edited one (available in the online version only), · view general information about the presentation or change some file properties, · manage access rights (available in the online version only), · access the Advanced Settings of the editor, · in the desktop version, open the folder, where the file is stored, in the File Explorer window. In the online version, open the folder of the Documentsmodule, where the file is stored, in a new browser tab.Home tab The Home tab opens by default when you open a presentation. It allows you to set general slide parameters, format text, insert some objects, align and arrange them. Using this tab, you can: · manage slides and start a slideshow, · format text within a text box, · insert text boxes, pictures, shapes, · align and arrange objects on a slide, · copy/clear text formatting, · change a theme, color scheme or slide size. Insert tab The Insert tab allows adding visual objects and comments to your presentation. Using this tab, you can: · insert tables, · insert text boxes and Text Art objects, pictures, shapes, charts, · insert comments and hyperlinks, · insert footers, date and time, slide numbers. · insert equations, symbols, · insert audio and video records stored on the hard disk drive of your computer (available in the desktop version only, not available for Mac OS). Note: to be able to playback video, you''ll need to install codecs, for example, K-Lite. Collaboration tab The Collaboration tab allows collaborating on presentations. In the online version, you can share a file, select a co-editing mode and manage comments. In the commenting mode, you can add and remove comments and use the chat. In the desktop version, you can only manage comments. Using this tab, you can: · specify the sharing settings (available in the online version only), · switch between the Strict and Fast co-editing modes (available in the online version only), · add comments to your presentation and remove them, · open the Chat panel (available in the online version only).Plugins tab The Plugins tab makes it possible to access the advanced editing features using the available third-party components. Here you can also use macros to simplify routine operations. The Settings button allows you to open the window where you can view and manage all installed plugins and add your own ones. TheMacros button allows to open the window where you can create your own macros and run them. Currently, the following plugins are available: · Send allows sending the presentation via email using the default desktop mail client (available in the desktop version only), · Highlight code allows highlighting the code syntax by selecting the necessary language, style, background color, etc., · Photo Editor allows editing images: cropping, flipping, rotating, drawing lines and shapes, adding icons and text, loading a mask and applying filters such as Grayscale, Invert, Sepia, Blur, Sharpen, Emboss, etc., · Thesaurus allows finding synonyms and antonyms for the selected word and replacing it with the chosen one, · Translator allows translating the selected text into other languages, Note: this plugin doesn''t work in Internet Explorer. · YouTube allows embedding YouTube videos into your presentation. Basic operations Create a new presentation or open an existing one To create a new presentation In the online editor 1. click the File tab of the top toolbar, 2. select the Create New option. In the desktop editor 1. in the main program window, select the Presentationmenu item from the Create new section of the left sidebar - a new file will open in a new tab, 2. when all the necessary changes are made, click the Save icon in the upper left corner or switch to the File tab and choose the Save asmenu item. 3. in the file manager window, select the file location, specify its name, choose the format you want to save the presentation to (PPTX, Presentation template (POTX), ODP, OTP, PDF or PDFA) and click the Save button.To open an existing presentation In the desktop editor 1. in the main program window, select the Open local filemenu item on the left sidebar, 2. choose the necessary presentation from the file manager window and click the Open button. You can also right-click the necessary presentation in the file manager window, select the Open with option and choose the necessary application from the menu. If the office documents files are associated with the application, you can also open presentations by double-clicking the file name in the file explorer window. All the directories that you have accessed using the desktop editor will be displayed in the Recent folders list so that you can quickly access them afterwards. Click the necessary folder to select one of the files stored in it. To open a recently edited presentation In the online editor 1. click the File tab of the top toolbar, 2. select the Open Recent... option, 3. choose the presentation you need from the list of recently edited documents. In the desktop editor 1. in the main program window, select the Recent filesmenu item on the left sidebar, 2. choose the presentation you need from the list of recently edited documents. To open the folder where the file is stored in a new browser tab in the online version, in the file explorer window in the desktop version, click the Open file location icon on the right side of the editor header. Alternatively, you can switch to the File tab of the top toolbar and select the Open file location option. Copy/paste data, undo/redo your actions Use basic clipboard operations To cut, copy and paste the selected objects (slides, text passages, autoshapes) in the current presentation or undo/redo your actions, use the corresponding options from the right-click menu, keyboard shortcuts or icons available on any tab of the top toolbar: · Cut – select an object and use the Cut option from the right-click menu to delete the selection and send it to the computer clipboard memory. The cut data can be later inserted to another place in the same presentation.· Copy – select an object and use the Copy option from the right-click menu or the Copy icon on the top toolbar to copy the selection to the computer clipboard memory. The copied object can be later inserted to another place in the same presentation. · Paste – find the place in your presentation where you need to paste the previously copied object and use the Paste option from the right-click menu or the Paste icon on the top toolbar. The object will be inserted to the current cursor position. The object can be previously copied from the same presentation. In the online version, the following key combinations are only used to copy or paste data from/into another presentation or some other program, in the desktop version, both the corresponding buttons/menu options and key combinations can be used for any copy/paste operations: · Ctrl+C key combination for copying; · Ctrl+V key combination for pasting; · Ctrl+X key combination for cutting. Use the Paste Special feature Once the copied data is pasted, the Paste Special button appears next to the inserted text passage/object. Click this button to select the necessary paste option. When pasting text passages, the following options are available: · Use destination theme - allows applying the formatting specified by the theme of the current presentation. This option is used by default. · Keep source formatting - allows keeping the source formatting of the copied text. · Picture - allows pasting the text as an image so that it cannot be edited. · Keep text only - allows pasting the text without its original formatting. When pasting objects (autoshapes, charts, tables), the following options are available: · Use destination theme - allows applying the formatting specified by the theme of the current presentation. This option is used by default. · Picture - allows pasting the object as an image so that it cannot be edited. To enable / disable the automatic appearance of the Paste Special button after pasting, go to the File tab > Advanced Settings... and check / uncheck the Cut, copy and paste checkbox.Use the Undo/Redo operations To undo/redo your actions, use the corresponding icons on the left side of the editor header or keyboard shortcuts: · Undo – use the Undo icon to undo the last operation you performed. · Redo – use the Redo icon to redo the last undone operation. · You can also use the Ctrl+Z key combination for undoing or Ctrl+Y for redoing. Note: when you co-edit a presentation in the Fastmode, the possibility to Redo the last undone operation is not available. Working with slides Manage slides By default, a newly created presentation has one blank Title Slide. You can create new slides, copy a slide to paste it later to another place in the slide list, duplicate slides, move slides to change their order, delete unnecessary slides and mark some slides as hidden. To create a new Title and Content slide: · click the Add Slide icon on the Home or Insert tab of the top toolbar, or · right-click any slide in the list and select the New Slide option from the contextual menu, or · press the Ctrl+M key combination. To create a new slide with a different layout: 1. click the arrow next to the Add Slide icon on the Home or Insert tab of the top toolbar, 2. select a slide with the necessary layout from the menu. Note: you can change the layout of the added slide anytime. A new slide will be inserted after the selected one in the list of the existing slides on the left. To duplicate a slide: 1. right-click the necessary slide in the list of the existing slides on the left, 2. select the Duplicate Slide option from the contextual menu. The duplicated slide will be inserted after the selected one in the slide list. To copy a slide: 1. in the list of the existing slides on the left, select the slide you need to copy, 2. press the Ctrl+C key combination,3. in the slide list, select the slide after which the copied slide should be pasted, 4. press the Ctrl+V key combination. To move an existing slide: 1. left-click the necessary slide in the list of the existing slides on the left, 2. without releasing the mouse button, drag it to the necessary place in the list (a horizontal line indicates a new location). To delete an unnecessary slide: 1. right-click the slide you want to delete in the list of the existing slides on the left, 2. select the Delete Slide option from the contextual menu. To mark a slide as hidden: 1. right-click the slide you want to hide in the list of the existing slides on the left, 2. select the Hide Slide option from the contextual menu. The number that corresponds to the hidden slide in the slide list on the left will be crossed out. To display the hidden slide as a regular one in the slide list, click the Hide Slide option once again. Note: use this option if you do not want to demonstrate some slides to your audience, but want to be able to access them if necessary. If you start the slideshow in the Presentermode, you can see all the existing slides in the list on the left, while hidden slides numbers are crossed out. If you wish to show a slide marked as hidden to others, just click it in the slide list on the left - the slide will be displayed. To select all the existing slides at once: 1. right-click any slide in the list of the existing slides on the left, 2. select the Select All option from the contextual menu. To select several slides: 1. hold down the Ctrl key, 2. select the necessary slides by left-clicking them in the list of the existing slides on the left.Set slide parameters To customize your presentation, you can select a theme, color scheme, slide size and orientation for the entire presentation, change the background fill or slide layout for each separate slide, apply transitions between the slides. It''s also possible to add explanatory notes to each slide that can be helpful when demonstrating the presentation in the Presentermode. · Themes allow you to quickly change the presentation design, notably the slides background appearance, predefined fonts for titles and texts and the color scheme that is used for the presentation elements. To select a theme for the presentation, click on the necessary predefined theme from the themes gallery on the right side of the top toolbar on the Home tab. The selected theme will be applied to all the slides if you have not previously selected certain slides to apply the theme to. To change the selected theme for one or more slides, you can right-click the selected slides in the list on the left (or right-click a slide in the editing area), select the Change Theme option from the contextual menu and choose the necessary theme. · Color Schemes affect the predefined colors used for the presentation elements (fonts, lines, fills etc.) and allow you to maintain color consistency throughout the entire presentation. To change a color scheme, click the Change color scheme icon on the Home tab of the top toolbar and select the necessary scheme from the drop-down list. The selected color scheme will be highlighted in the list and applied to all the slides. · To change the size of all the slides in the presentation, click the Select slide size icon on the Home tab of the top toolbar and select the necessary option from the drop-down list. You can select: o one of the two quick-access presets - Standard (4:3) orWidescreen (16:9), o the Advanced Settings option that opens the Slide Size Settings window where you can select one of the available presets or set a Custom size specifying the desiredWidth and Height values.The available presets are: Standard (4:3), Widescreen (16:9), Widescreen (16:10), Letter Paper (8.5x11 in), Ledger Paper (11x17 in), A3 Paper (297x420 mm), A4 Paper (210x297 mm), B4 (ICO) Paper (250x353 mm), B5 (ICO) Paper (176x250 mm), 35 mm Slides, Overhead, Banner. The Slide Orientationmenu allows changing the currently selected orientation type. The default orientation type is Landscape that can be switched to Portrait. · To change a background fill: 1. in the slide list on the left, select the slides you want to apply the fill to. Or click at any blank space within the currently edited slide in the slide editing area to change the fill type for this separate slide. 2. on the Slide settings tab of the right sidebar, select the necessary option: § Color Fill - select this option to specify the solid color you want to apply to the selected slides. § Gradient Fill - select this option to fill the slide with two colors which smoothly change from one to another. § Picture or Texture - select this option to use an image or a predefined texture as the slide background. § Pattern - select this option to fill the slide with a two-colored design composed of regularly repeated elements. § No Fill - select this option if you don''t want to use any fill. § Opacity - drag the slider or enter the percent value manually. The default value is 100%. It corresponds to the full opacity. The 0% value corresponds to the full transparency. · Transitions help make your presentation more dynamic and keep your audience''s attention. To apply a transition: 1. in the slide list on the left, select the slides you want to apply a transition to, 2. choose a transition in the Effect drop-down list on the Slide settings tab,Note: to open the Slide settings tab, you can click the Slide settings icon on the right or right-click the slide in the slide editing area and select the Slide Settings option from the contextual menu. 3. adjust the transition properties: choose a transition variation, duration and the way to advance slides, 4. click the Apply to All Slides button if you want to apply the same transition to all slides in the presentation. · To change a slide layout: 1. in the slide list on the left, select the slides you want to apply a new layout to, 2. click the Change slide layout icon on the Home tab of the top toolbar, 3. select the necessary layout from the menu. Alternatively, you can right-click the necessary slide in the list on the left or in the editing area, select the Change Layout option from the contextual menu and choose the necessary layout. Note: currently, the following layouts are available: Title Slide, Title and Content, Section Header, Two Content, Comparison, Title Only, Blank, Content with Caption, Picture with Caption, Title and Vertical Text, Vertical Title and Text. · To add objects to a slide layout: 1. click the Change slide layout icon and select a layout you want to add an object to, 2. using the Insert tab of the top toolbar, add the necessary object to the slide (image, table, chart, shape), then right-click on this object and select Add to Layout option, 3. on the Home tab, click Change slide layout and apply the changed layout. The selected objects will be added to the current theme''s layout.Note: objects placed on a slide this way cannot be selected, resized, or moved. · To return the slide layout to its original state: 1. in the slide list on the left, select the slides that you want to return to the default state, Note: hold down the Ctrl key and select one slide at a time to select several slides at once, or hold down the Shift key to select all slides from the current to the selected. 2. right-click on one of the slides and select the Reset slide option in the context menu, All text frames and objects located on slides will be reset and situated in accordinance with the slide layout. · To add notes to a slide: 1. in the slide list on the left, select the slide you want to add a note to, 2. click the Click to add notes caption below the slide editing area, 3. type in the text of your note. Note: you can format the text using the icons on the Home tab of the top toolbar. When you start the slideshow in the Presentermode, you will be able to see all the slide notes below the slide preview area. Apply transitions A transition is an effect that appears between two slides when one slide advances to the next one when displayed. You can apply the same transition to all slides or apply different transitions to each separate slide and adjust the transition properties. To apply a transition to a single slide or several selected slides: 1. Select the necessary slide (or several slides in the slide list) you want to apply a transition to. The Slide settings tab will be activated on the right sidebar. To open it, click the Slide settings icon on the right. Alternatively, you can right-click a slide in the slide editing area and select the Slide Settings option from the contextual menu. 2. In the Effect drop-down list, select the transition you want to use. The following transitions are available: Fade, Push, Wipe, Split, Uncover, Cover, Clock, Zoom. 3. In the drop-down list below, select one of the available effect options. They define exactly how the effect appears. For example, if the Zoom transition is selected, the Zoom In, Zoom Out and Zoom and Rotate options are available.4. Specify how long you want the transition to last. In the Duration box, enter or select the necessary time value, measured in seconds. 5. Press the Preview button to view the slide with the applied transition in the slide editing area. 6. Specify how long you want the slide to be displayed until it advances to another one: · Start on click – check this box if you don''t want to restrict the time while the selected slide is displayed. The slide will advance to another one only when you click on it with the mouse. · Delay – use this option if you want the selected slide to be displayed within a specified period of time until it advances to the next one. Check this box and enter or select the necessary time value, measured in seconds. Note: if you check only the Delay box, the slides will advance automatically within a specified time interval. If you check both the Start on click and the Delay boxes and set the delay value, the slides will advance automatically as well, but you will also be able to click a slide to advance from it to the next. To apply a transition to all the slides in your presentation: perform the procedure described above and press the Apply to All Slides button. To delete a transition: select the necessary slide and choose the None option in the Effect list. To delete all transitions: select any slide, choose the None option in the Effect list and press the Apply to All Slides button. Insert footers Footers allow adding some additional info to a slide, such as date and time, slide number, or a text. To insert a footer in a presentation: 1. switch to the Insert tab, 2. click the Edit footer button on the top toolbar, 3. the Footer Settings window will open. Check the data you want to add to the footer. The changes are displayed in the preview window on the right. · check the Date and time box to insert a date or time in the selected format. The selected date will be added to the left field of the slide footer. Specify the necessary data format: o Update automatically - check this radio button if you want to automatically update the date and time according to the current date and time.Then select the necessary date and time Format and Language from the lists. o Fixed - check this radio button if you do not want to automatically update the date and time. · check the Slide number box to insert the current slide number. The slide number will be added in the right field of the slide footer. · check Text in footer box to insert any text. Enter the necessary text in the entry field below. The text will be added in the central field of the slide footer. 4. check the Don''t show on the title slide option if necessary, 5. click the Apply to all button to apply changes to all slides or use the Apply button to apply the changes to the current slide only. To quickly insert a date or a slide number to the footer of the selected slide, you can use the Show slide Number and Show Date and Time options on the Slide Settings tab of the right sidebar. In this case, the selected settings will be applied to the current slide only. The date and time or slide number added in such a way can be adjusted later using the Footer Settings window. To edit the added footer, click the Edit footer button on the top toolbar, make the necessary changes in the Footer Settings window, and click the Apply or Apply to All button to save the changes. Insert date and time and slide number into the text box It''s also possible to insert date and time or slide number into the selected text box using the corresponding buttons on the Insert tab of the top toolbar. Insert date and time 1. put the mouse cursor within the text box where you want to insert the date and time, 2. click the Date & Time button on the Insert tab of the top toolbar, 3. select the necessary Language from the list and choose the necessary date and time Format in the Date & Time window, 4. if necessary, check the Update automatically box or press the Set as default box to set the selected date and time format as default for the specified language, 5. click the OK button to apply the changes. The date and time will be inserted in the current cursor position. To edit the inserted date and time, 1. select the inserted date and time in the text box, 2. click the Date & Time button on the Insert tab of the top toolbar, 3. choose the necessary format in the Date & Time window, 4. click the OK button.Insert a slide number 1. put the mouse cursor within the text box where you want to insert the slide number, 2. click the Slide Number button on the Insert tab of the top toolbar, 3. check the Slide number box in the Footer Settings window, 4. click the OK button to apply the changes. The slide number will be inserted in the current cursor position. Preview your presentation Start the preview To preview the current presentation, you can: · click the Start slideshow icon on the Home tab of the top toolbar or on the left side of the status bar, or · select a certain slide within the slide list on the left, right-click it and choose the Start Slideshow option from the contextual menu. The preview will start from the currently selected slide. You can also click the arrow next to the Start slideshow icon on the Home tab of the top toolbar and select one of the available options: · Show from Beginning - to start the preview from the very first slide, · Show from Current slide - to start the preview from the currently selected slide, · Show presenter view - to start the preview in the Presentermode that allows you to show the presentation to your audience without slide notes while viewing the presentation with the slide notes on a different monitor. · Show Settings - to open the settings window that allows you to set only one option: Loop continuously until ''Esc'' is pressed. Check this option if necessary and click OK. If you enable this option, the presentation will be displayed until you press the Escape key, i.e. when the last slide of the presentation is reached, you will be able to go to the first slide again, etc. If you disable this option, once the last slide of the presentation is reached, a black screen will appear indicating that the presentation is finished, and you can exit from the Preview.Use the Preview mode In the Previewmode, you can use the following controls at the bottom left corner: · the Previous slide button allows you to return to the previous slide. · the Pause presentation button allows you to stop previewing. When the button is pressed, it turns into the button. · the Start presentation button allows you to resume previewing. When the button is pressed, it turns into the button. · the Next slide button allows you to advance to the following slide. · the Slide number indicator displays the current slide number as well as the overall number of slides in the presentation. To go to a certain slide in the preview mode, click on the Slide number indicator, enter the necessary slide number in the opened window and press Enter. · the Full screen button allows you to switch to the full screen mode. · the Exit full screen button allows you to exit the full screen mode. · the Close slideshow button allows you to exit the preview mode. You can also use the keyboard shortcuts to navigate between the slides in the preview mode. Use the Presenter mode Note: in the desktop version, the presenter mode can be activated only if the second monitor is connected. In the Presentermode, you can view your presentations with slide notes in a separate window, while demonstrating it without notes on a different monitor. The notes for each slide are displayed below the slide preview area. To navigate among the slides, you can use the and buttons or click slides in the list on the left. The hidden slide numbers are crossed out in the slide list on the left. If you wish to show a slide marked as hidden to others, just click it in the slide list on the left - the slide will be displayed. You can use the following controls below the slide preview area: · the Timer displays the elapsed time of the presentation in the hh.mm.ss format. · the Pause presentation button allows you to stop previewing. When the button is pressed, it turns into the button.· the Start presentation button allows you to resume previewing. When the button is pressed, it turns into the button. · the Reset button allows to reset the elapsed time of the presentation. · the Previous slide button allows you to return to the previous slide. · the Next slide button allows you to advance to the following slide. · the Slide number indicator displays the current slide number as well as the overall number of slides in the presentation. · the Pointer button allows you to highlight something on the screen when showing the presentation. When this option is enabled, the button looks like this: . To point some objects, hover your mouse pointer over the slide preview area and move the pointer around the slide. The pointer will look the following way: . To disable this option, click the button once again. · the End slideshow button allows you to exit the Presentermode. Text formatting Insert and format your text Insert your text You can add a new text in three different ways: · Add a text passage within the corresponding text placeholder on the slide layout. To do that, just put the cursor within the placeholder and type in your text or paste it using the Ctrl+V key combination instead of the default text. · Add a text passage anywhere on a slide. You can insert a text box (a rectangular frame that allows you to enter some text within it) or a Text Art object (a text box with a predefined font style and color that allows you to apply some text effects). Depending on the necessary text object type, you can do the following: o to add a text box, click the Text Box icon on the Home or Insert tab of the top toolbar, then click where you want to insert the text box, hold the mouse button and drag the text box border to specify its size. When you release the mouse button, the insertion point will appear in the added text box, allowing you to enter your text. Note: it''s also possible to insert a text box by clicking the Shape icon on the top toolbar and selecting the shape from the Basic Shapes group. o to add a Text Art object, click the Text Art icon on the Insert tab of the top toolbar, then click on the desired style template – the Text Art object will be added in the center of the slide. Select the default text within the text box with the mouse and replace it with your own text. · Add a text passage within an autoshape. Select a shape and start typing your text.Click outside of the text object to apply the changes and return to the slide. The text within the text object is a part of the latter (when you move or rotate the text object, the text moves or rotates with it). As an inserted text object represents a rectangular frame (it has invisible text box borders by default) with text in it and this frame is a common autoshape, you can change both the shape and text properties. To delete the added text object, click on the text box border and press the Delete key. The text within the text box will also be deleted. Format a text box Select the text box by clicking on its border to change its properties. When the text box is selected, its borders are displayed as solid (not dashed) lines. · to resize, move, rotate the text box, use the special handles on the edges of the shape. · to edit the text box fill, stroke, replace the rectangular box with a different shape, or access the shape advanced settings, click the Shape settings icon on the right sidebar and use the corresponding options. · to align a text box on the slide, rotate or flip it, arrange text boxes as related to other objects, right-click on the text box border and use the contextual menu options. · to create columns of text within the text box, right-click on the text box border, click the Shape Advanced Settings option and switch to the Columns tab in the Shape - Advanced Settings window. Format the text within the text box Click the text within the text box to change its properties. When the text is selected, the text box borders are displayed as dashed lines. Note: it''s also possible to change text formatting when the text box (not the text itself) is selected. In such a case, any changes will be applied to the whole text within the text box. Some font formatting options (font type, size, color and decoration styles) can be applied to the previously selected part of the text separately.Align your text within the text box The text is aligned horizontally in four ways: left, right, center or justified. To do that: 1. place the cursor to the position where you want the alignment to be applied (this can be a new line or already entered text), 2. drop-down the Horizontal align list on the Home tab of the top toolbar, 3. select the alignment type you would like to apply: o the Align text left option allows you to line up your text on the left side of the text box (the right side remains unaligned). o the Align text center option allows you to line up your text in the center of the text box (the right and the left sides remains unaligned). o the Align text right option allows you to line up your text on the right side of the text box (the left side remains unaligned). o the Justify option allows you to line up your text both on the left and on the right sides of the text box (additional spacing is added where necessary to keep the alignment). Note: these parameters can also be found in the Paragraph - Advanced Settings window. The text is aligned vertically in three ways: top, middle or bottom. To do that: 1. place the cursor to the position where you want the alignment to be applied (this can be a new line or already entered text), 2. drop-down the Vertical align list on the Home tab of the top toolbar, 3. select the alignment type you would like to apply: o the Align text to the top option allows you to line up your text to the top of the text box. o the Align text to the middle option allows you to line up your text in the center of the text box. o the Align text to the bottom option allows you to line up your text to the bottom of the text box. Change the text direction To Rotate the text within the text box, right-click the text, select the Text Direction option and then choose one of the available options: Horizontal (selected by default), Rotate Text Down (used to set a vertical direction, from top to bottom) or Rotate Text Up (used to set a vertical direction, from bottom to top). Adjust font type, size, color and apply decoration styles You can select the font type, its size and color as well as apply various font decoration styles using the corresponding icons situated on the Home tab of the top toolbar. Note: in case you want to apply the formatting to the text already present in the presentation, select it with the mouse or using the keyboard and apply the formatting.Used to select one of the fonts from the list of the available Font ones. If the required font is not available in the list, you can download and install it on your operating system, and the font will be available for use in the desktop version. Used to choose from the preset font size values in the dropdown list (the default values are: 8, 9, 10, 11, 12, 14, 16, 18, 20, 22, 24, Font size 26, 28, 36, 48, 72 and 96). It''s also possible to manually enter a custom value up to 300 pt in the font size field. Press Enter to confirm. Increment Used to change the font size making it one point bigger each time font size the button is pressed. Decrement Used to change the font size making it one point smaller each font size time the button is pressed. Font color Used to change the color of the letters/characters in the text. Click the downward arrow next to the icon to select the color. Bold Used to make the font bold giving it a heavier appearance. Italic Used to make the font slightly slanted to the right. Underline Used to make the text underlined with a line going under the letters. Strikeout Used to make the text struck out with a line going through the letters. Superscript Used to make the text smaller placing it in the upper part of the text line, e.g. as in fractions. Subscript Used to make the text smaller placing it in the lower part of the text line, e.g. as in chemical formulas. Set line spacing and change paragraph indents You can set the line height for the text lines within the paragraph as well as the margins between the current and the previous or the following paragraph. To do that,1. put the cursor within the required paragraph or select several paragraphs with the mouse, 2. use the corresponding fields of the Text settings tab on the right sidebar to achieve the desired results: o Line Spacing - set the line height for the text lines within the paragraph. You can select among three options: at least (sets the minimum line spacing that is needed to fit the largest font or graphic on the line),multiple (sets line spacing that can be expressed in numbers greater than 1), exactly (sets fixed line spacing). You can specify the necessary value in the field on the right. o Paragraph Spacing - set the amount of space between paragraphs. § Before - set the amount of space before the paragraph. § After - set the amount of space after the paragraph. Note: these parameters can also be found in the Paragraph - Advanced Settings window. To quickly change the current paragraph line spacing, you can also use the Line spacing icon on the Home tab of the top toolbar selecting the required value from the list: 1.0, 1.15, 1.5, 2.0, 2.5, or 3.0 lines. To change the paragraph offset from the left side of the text box, put the cursor within the required paragraph, or select several paragraphs with the mouse and use the respective icons on the Home tab of the top toolbar: Decrease indent and Increase indent . Adjust paragraph advanced settings To open the Paragraph - Advanced Settings window, right-click the text and choose the Text Advanced Settings option from the menu. It''s also possible to put the cursor within the required paragraph - the Text settings tab will be activated on the right sidebar. Press the Show advanced settings link. The paragraph properties window will be opened: The Indents & Spacing tab allows you to: · change the alignment type for the paragraph text, · change the paragraph indents as related to internal margins of the text box, o Left - set the paragraph offset from the left internal margin of the text box specifying the necessary numeric value, o Right - set the paragraph offset from the right internal margin of the text box specifying the necessary numeric value, o Special - set an indent for the first line of the paragraph: select the corresponding menu item ((none), First line, Hanging) and change the default numeric value specified for First Line or Hanging, · change the paragraph line spacing. You can also use the horizontal ruler to set indents. Select the necessary paragraph(s) and drag the indent markers along the ruler.· First Line Indentmarker is used to set the offset from the left internal margin of the text box for the first line of the paragraph. · Hanging Indentmarker is used to set the offset from the left internal margin of the text box for the second and all the subsequent lines of the paragraph. · Left Indentmarker is used to set the entire paragraph offset from the left internal margin of the text box. · Right Indentmarker is used to set the paragraph offset from the right internal margin of the text box. Note: if you don''t see the rulers, switch to the Home tab of the top toolbar, click the View settings icon at the upper right corner and uncheck the Hide Rulers option to display them. The Font tab contains the following parameters: · Strikethrough is used to make the text struck out with a line going through the letters. · Double strikethrough is used to make the text struck out with a double line going through the letters. · Superscript is used to make the text smaller placing it in the upper part of the text line, e.g. as in fractions. · Subscript is used to make the text smaller placing it in the lower part of the text line, e.g. as in chemical formulas. · Small caps is used to make all letters lower case. · All caps is used to make all letters upper case. · Character Spacing is used to set the space between the characters. Increase the default value to apply the Expanded spacing, or decrease the default value to apply the Condensed spacing. Use the arrow buttons or enter the necessary value in the box. All the changes will be displayed in the preview field below. The Tab tab allows you to change tab stops i.e. the position the cursor advances to when you press the Tab key. · Default Tab is set at 2.54 cm. You can decrease or increase this value using the arrow buttons or enter the necessary one in the box. · Tab Position - is used to set custom tab stops. Enter the necessary value in this box, adjust it more precisely using the arrow buttons and press the Specify button. Your custom tab position will be added to the list in the field below. · Alignment - is used to set the necessary alignment type for each of the tab positions in the list above. Select the necessary tab position in the list, choose the Left, Center or Right option from the Alignment drop-down list and press the Specify button. o Left - lines up your text on the left side at the tab stop position; the text moves to the right from the tab stop as you type. Such a tab stop will be indicated on the horizontal ruler by the marker. o Center - centers the text at the tab stop position. Such a tab stop will be indicated on the horizontal ruler by the marker.o Right - lines up your text on the right side at the tab stop position; the text moves to the left from the tab stop as you type. Such a tab stop will be indicated on the horizontal ruler by the marker. To delete tab stops from the list, select a tab stop and press the Remove or Remove All button. To set tab stops, you can also use the horizontal ruler: 1. Click the tab selector button in the upper left corner of the working area to choose the necessary tab stop type: Left , Center , Right . 2. Click on the bottom edge of the ruler where you want to place the tab stop. Drag it along the ruler to change its position. To remove the added tab stop, drag it out of the ruler. Note: if you don''t see the rulers, switch to the Home tab of the top toolbar, click the View settings icon at the upper right corner and uncheck the Hide Rulers option to display them. Edit a Text Art style Select a text object and click the Text Art settings icon on the right sidebar. · Change the applied text style selecting a new Template from the gallery. You can also change the basic style additionally by selecting a different font type, size etc. · Change the font fill and stroke. The available options are the same as the ones for autoshapes. · Apply a text effect by selecting the necessary text transformation type from the Transform gallery. You can adjust the degree of the text distortion by dragging the pink diamond-shaped handle. Add hyperlinks To add a hyperlink, 1. place the cursor within the text box where a hyperlink should be added, 2. switch to the Insert tab of the top toolbar, 3. click the Hyperlink icon on the top toolbar,4. after that the Hyperlink Settings window will appear where you can specify the hyperlink parameters: · Select a link type you wish to insert: o Use the External Link option and enter a URL in the format http://www.example.com in the Link to field below if you need to add a hyperlink leading to an external website. o Use the Slide In This Presentation option and select one of the options below if you need to add a hyperlink leading to a certain slide in the same presentation. The following options are available: Next Slide, Previous Slide, First Slide, Last Slide, Slide with the specified number. · Display - enter a text that will get clickable and lead to the web address/slide specified in the upper field. · ScreenTip text - enter a text that will become visible in a small pop-up window with a brief note or label pertaining to the hyperlink to be pointed. 5. Click the OK button. To add a hyperlink, you can also use the Ctrl+K key combination or click with the right mouse button where a hyperlink should be added and select the Hyperlink option in the right-click menu. Note: it''s also possible to select a character, word or word combination with the mouse or using the keyboard and then open the Hyperlink Settings window as described above. In this case, the Display field will be filled with the text fragment you selected. By hovering the cursor over the added hyperlink, the ScreenTip will appear containing the text you specified. You can follow the link by pressing the CTRL key and clicking the link in your presentation. To edit or delete the added hyperlink, click it with the right mouse button, select the Hyperlink option in the right-click menu and then the action you want to perform - Edit Hyperlink or Remove Hyperlink. Create lists To create a list in your presentation, 1. place the cursor where a list should start (this can be a new line or the already entered text), 2. switch to the Home tab of the top toolbar, 3. select the list type you would like to start: · Unordered list with markers is created using the Bullets icon situated on the top toolbar · Ordered list with digits or letters is created using the Numbering icon situated at the top toolbar Note: click the downward arrow next to the Bullets or Numbering icon to select how the list is going to look like.4. now each time you press the Enter key at the end of the line, a new ordered or unordered list item will appear. To stop that, press the Backspace key and continue with the common text paragraph. You can also change the text indentation in the lists and their nesting using the Decrease indent , and Increase indent icons on the Home tab of the top toolbar. Note: the additional indentation and spacing parameters can be changed on the right sidebar and in the advanced settings window. To learn more about it, read the Insert and format your text section. Change the list settings To change the bulleted or numbered list settings, such as a bullet type, size and color: 1. click an existing list item or select the text you want to format as a list, 2. click the Bullets or Numbering icon on the Home tab of the top toolbar, 3. select the List Settings option, 4. the List Settings window will open. The bulleted list settings window looks like this: The numbered list settings window looks like this:For the bulleted list, you can choose a character used as a bullet, while for the numbered list you can choose what number the list Starts at. The Size and Color options are the same both for the bulleted and numbered lists. · Size - allows you to select the necessary bullet/number size depending on the current size of the text. It can be a value ranging from 25% to 400%. · Color - allows you to select the necessary bullet/number color. You can select one of the theme colors, or standard colors on the palette, or specify a custom color. · Bullet - allows you to select the necessary character used for the list. When you click on the Bullet field, the Symbol window opens, and you can choose one of the available characters. For Bulleted lists, you can also add a new symbol. · Start at - allows you to select the nesessary sequence number a numbered list starts from. 5. click OK to apply the changes and close the settings window. Copy/clear formatting To copy a certain text formatting, 1. select the text passage whose formatting you need to copy with the mouse or using the keyboard, 2. click the Copy style icon on the Home tab of the top toolbar (the mouse pointer will look like this ), 3. select the text passage you want to apply the same formatting to. To apply the copied formatting to multiple text passages, 1. select the text passage whose formatting you need to copy with the mouse or using the keyboard, 2. double-click the Copy style icon on the Home tab of the top toolbar (the mouse pointer will look like this and the Copy style icon will remain selected: ), 3. select the necessary text passages one by one to apply the same formatting to each of them, 4. to exit this mode, click the Copy style icon once again or press the Esc key on the keyboard. To quickly remove the formatting that you have applied to a text passage, 1. select the text passage which formatting you want to remove, 2. click the Clear style icon on the Home tab of the top toolbar.Operations on objects Insert and format autoshapes Insert an autoshape To add an autoshape to a slide, 1. in the slide list on the left, select the slide you want to add the autoshape to, 2. click the Shape icon on the Home or Insert tab of the top toolbar, 3. select one of the available autoshape groups: Basic Shapes, Figured Arrows, Math, Charts, Stars & Ribbons, Callouts, Buttons, Rectangles, Lines, 4. click on the necessary autoshape within the selected group, 5. in the slide editing area, place the mouse cursor where you want the shape to be put, Note: you can click and drag to stretch the shape. 6. once the autoshape is added, you can change its size, position and properties. Note: to add a caption within the autoshape, make sure the shape is selected on the slide and start typing your text. The text you add in this way becomes a part of the autoshape (when you move or rotate the shape, the text moves or rotates with it). It''s also possible to add an autoshape to a slide layout. Adjust autoshape settings Some of the autoshape settings can be altered using the Shape settings tab of the right sidebar. To activate it, click the autoshape and choose the Shape settings icon on the right. Here you can change the following properties: · Fill - use this section to select the autoshape fill. You can choose the following options: o Color Fill - to specify the solid color you want to apply to the selected shape. o Gradient Fill - to fill the shape with two colors which smoothly change from one to another. o Picture or Texture - to use an image or a predefined texture as the shape background. o Pattern - to fill the shape with a two-colored design composed of regularly repeated elements. o No Fill - select this option if you don''t want to use any fill. For more detailed information on these options, please refer to the Fill objects and select colors section. · Stroke - use this section to change the autoshape stroke width, color or type. o To change the stroke width, select one of the available options from the Size drop-down list. The available options are: 0.5 pt, 1 pt, 1.5 pt, 2.25 pt, 3 pt, 4.5 pt, 6 pt. Or select the No Line option if you don''t want to use any stroke.o To change the stroke color, click on the colored box below and select the necessary color. You can use the selected theme color, a standard color or choose a custom color. o To change the stroke type, select the necessary option from the corresponding dropdown list (a solid line is applied by default, you can change it to one of the available dashed lines). · Rotation is used to rotate the shape by 90 degrees clockwise or counterclockwise as well as to flip the shape horizontally or vertically. Click one of the buttons: o to rotate the shape by 90 degrees counterclockwise o to rotate the shape by 90 degrees clockwise o to flip the shape horizontally (left to right) o to flip the shape vertically (upside down) · Change Autoshape - use this section to replace the current autoshape with another one selected from the dropdown list. · Show shadow - check this option to display shape with shadow. To change the advanced settings of the autoshape, right-click the shape and select the Shape Advanced Settings option from the contextual menu or left-click it and press the Show advanced settings link on the right sidebar. The shape properties window will be opened. The Size tab allows you to change the autoshapeWidth and/or Height. If the Constant proportions button is clicked (in this case it looks like this ), the width and height will be changed together preserving the original autoshape aspect ratio. The Rotation tab contains the following parameters: · Angle - use this option to rotate the shape by an exactly specified angle. Enter the necessary value measured in degrees into the field or adjust it using the arrows on the right. · Flipped - check the Horizontally box to flip the shape horizontally (left to right) or check the Vertically box to flip the shape vertically (upside down). TheWeights & Arrows tab contains the following parameters: · Line Style - this option allows specifying the following parameters: o Cap Type - this option allows setting the style for the end of the line, therefore it can be applied only to the shapes with the open outline, such as lines, polylines, etc.: § Flat - the end points will be flat. § Round - the end points will be rounded. § Square - the end points will be square. o Join Type - this option allows setting the style for the intersection of two lines, for example, it can affect a polyline or the corners of the triangle or rectangle outline: § Round - the corner will be rounded. § Bevel - the corner will be cut off angularly.§ Miter - the corner will be pointed. It goes well to shapes with sharp angles. Note: the effect will be more noticeable if you use a large outline width. · Arrows - this option group is available if a shape from the Lines shape group is selected. It allows you to set the arrow Start and End Style and Size by selecting the appropriate option from the drop-down lists. The Text Padding tab allows you to change the autoshape Top, Bottom, Left and Right internal margins (i.e. the distance between the text within the shape and the autoshape borders). Note: this tab is only available if text is added within the autoshape, otherwise the tab is disabled. The Columns tab allows adding columns of text within the autoshape specifying the necessary Number of columns (up to 16) and Spacing between columns. Once you click OK, the text that already exists or any other text you enter within the autoshape will appear in columns and will flow from one column to another. The Alternative Text tab allows specifying the Title and Description which will be read to people with vision or cognitive impairments to help them better understand the contents of the shape. To replace the added autoshape, left-click it and use the Change Autoshape drop-down list on the Shape settings tab of the right sidebar. To delete the added autoshape, left-click it and press the Delete key. To learn how to align an autoshape on the slide or arrange several autoshapes, refer to the Align and arrange objects on a slide section. Join autoshapes using connectors You can connect autoshapes using lines with connection points to demonstrate dependencies between the objects (e.g. if you want to create a flowchart). To do that, 1. click the Shape icon on the Home or Insert tab of the top toolbar, 2. select the Lines group from the menu, 3. click the necessary shape within the selected group (excepting the last three shapes which are not connectors, namely Curve, Scribble and Freeform), 4. hover the mouse cursor over the first autoshape and click one of the connection points that appear on the shape outline,5. drag the mouse cursor towards the second autoshape and click the necessary connection point on its outline. If you move the joined autoshapes, the connector remains attached to the shapes and moves together with them. You can also detach the connector from the shapes and then attach it to any other connection points. Insert and adjust images Insert an image In the Presentation Editor, you can insert images in the most popular formats into your presentation. The following image formats are supported: BMP, GIF, JPEG, JPG, PNG. To add an image on a slide, 1. in the slide list on the left, select the slide you want to add the image to, 2. click the Image icon on the Home or Insert tab of the top toolbar, 3. select one of the following options to load the image: o the Image from File option will open the standard dialog window so that you can choose a file. Browse the hard disk drive your computer to select the necessary file and click the Open button o the Image from URL option will open the window where you can enter the web address of the necessary image and click the OK buttono the Image from Storage option will open the Select data source window. Select an image stored on your portal and click the OK button 4. once the image is added, you can change its size and position. You can also add an image into a text placeholder pressing the Image from file in it and selecting the necessary image stored on your PC, or use the Image from URL button and specify the image URL address. It''s also possible to add an image to a slide layout. Adjust image settings The right sidebar is activated when you left-click an image and choose the Image settings icon on the right. It contains the following sections: Size - is used to view theWidth and Height of the current image or restore its Actual Size if necessary. The Crop button is used to crop the image. Click the Crop button to activate cropping handles which appear on the image corners and in the center of its each side. Manually drag the handles to set the cropping area. You can move the mouse cursor over the cropping area border so that it turns into the icon and drag the area. · To crop a single side, drag the handle located in the center of this side. · To simultaneously crop two adjacent sides, drag one of the corner handles. · To equally crop two opposite sides of the image, hold down the Ctrl key when dragging the handle in the center of one of these sides. · To equally crop all sides of the image, hold down the Ctrl key when dragging any of the corner handles. When the cropping area is specified, click the Crop button once again, or press the Esc key, or click anywhere outside of the cropping area to apply the changes. After the cropping area is selected, it''s also possible to use the Fill and Fit options available from the Crop drop-down menu. Click the Crop button once again and select the option you need: · If you select the Fill option, the central part of the original image will be preserved and used to fill the selected cropping area, while other parts of the image will be removed. · If you select the Fit option, the image will be resized so that it fits the cropping area height or width. No parts of the original image will be removed, but empty spaces may appear within the selected cropping area. Replace Image - is used to load another image instead of the current one from the desired source. You can select one of the options: From File, From Storage, or From URL. The Replace image option is also available in the right-click menu.Rotation is used to rotate the image by 90 degrees clockwise or counterclockwise as well as to flip the image horizontally or vertically. Click one of the buttons: · to rotate the image by 90 degrees counterclockwise · to rotate the image by 90 degrees clockwise · to flip the image horizontally (left to right) · to flip the image vertically (upside down) When the image is selected, the Shape settings icon is also available on the right. You can click this icon to open the Shape settings tab on the right sidebar and adjust the Stroke type, size and color of the shape as well as change its type by selecting another shape from the Change Autoshapemenu. The shape of the image will change correspondingly. On the Shape Settings tab, you can also use the Show shadow option to add a shadow to the image. To change the advanced settings of the image, right-click the image and select the Image Advanced Settings option from the contextual menu or left-click the image and press the Show advanced settings link on the right sidebar. The image properties window will be opened. The Placement tab allows you to set the following image properties: · Size - use this option to change the image width and/or height. If the Constant proportions button is clicked (in this case it looks like this ), the width and height will be changed together preserving the original image aspect ratio. To restore the actual size of the added image, click the Actual Size button. · Position - use this option to change the image position on the slide (the position is calculated from the top and the left side of the slide). The Rotation tab contains the following parameters: · Angle - use this option to rotate the image by an exactly specified angle. Enter the necessary value measured in degrees into the field or adjust it using the arrows on the right. · Flipped - check the Horizontally box to flip the image horizontally (left to right) or check the Vertically box to flip the image vertically (upside down). The Alternative Text tab allows specifying the Title and Description which will be read to people with vision or cognitive impairments to help them better understand the contents of the image. To delete the inserted image, left-click it and press the Delete key.Insert and edit charts Insert a chart To insert a chart into your presentation, 1. put the cursor where you want to add a chart, 2. switch to the Insert tab of the top toolbar, 3. click the Chart icon on the top toolbar, 4. select the needed chart type from the available ones: · Column Charts o Clustered column o Stacked column o 100% stacked column o 3-D Clustered Column o 3-D Stacked Column o 3-D 100% stacked column o 3-D Column · Line Charts o Line o Stacked line o 100% stacked line o Line with markers o Stacked line with markers o 100% stacked line with markers o 3-D Line · Pie Charts o Pie o Doughnut o 3-D Pie · Bar Charts o Clustered bar o Stacked bar o 100% stacked bar o 3-D clustered bar o 3-D stacked bar o 3-D 100% stacked bar · Area Charts o Area o Stacked area o 100% stacked area o Stock Charts · XY (Scatter) Charts o Scatter o Stacked baro Scatter with smooth lines and markers o Scatter with smooth lines o Scatter with straight lines and markers o Scatter with straight lines · Combo Charts o Clustered column - line o Clustered column - line on secondary axis o Stacked area - clustered column o Custom combination 5. after that the Chart Editor window will appear where you can enter the necessary data into the cells using the following controls: · and for copying and pasting the copied data · and for undoing and redoing actions · for inserting a function · and for decreasing and increasing decimal places · for changing the number format, i.e. the way the numbers you enter appear in cells · for choosing a different type of chart. 6. Click the Select Data button situated in the Chart Editor window. The Chart Data window will open. 1. Use the Chart Data dialog to manage Chart Data Range, Legend Entries (Series), Horizontal (Category) Axis Label and Switch Row/Column. § Chart Data Range - select data for your chart. § Click the icon on the right of the Chart data range box to select data range. § Legend Entries (Series) - add, edit, or remove legend entries. Type or select series name for legend entries. § In Legend Entries (Series), click Add button. § In Edit Series, type a new legend entry or click the icon on the right of the Select name box.§ Horizontal (Category) Axis Labels - change text for category labels. § In Horizontal (Category) Axis Labels, click Edit. § In Axis label range, type the labels you want to add or click the icon on the right of the Axis label range box to select data range. § Switch Row/Column - rearrange the worksheet data that is configured in the chart not in the way that you want it. Switch rows to columns to display data on a different axis. 2. Click OK button to apply the changes and close the window. 7. Click the Change Chart Type button in the Chart Editor window to choose chart type and style. Select a chart from the available sections: Column, Line, Pie, Bar, Area, Stock, XY (Scatter), or Combo. When you choose Combo Charts, the Chart Type window lists chart series and allows choosing the types of charts to combine and selecting data series to place on a seconary axis. change the chart settings by clicking the Edit Chart button situated in the Chart Editor window. The Chart - Advanced Settings window will open. The Layout tab allows you to change the layout of chart elements. · Specify the Chart Title position in regard to your chart selecting the necessary option from the drop-down list: o None not to display the title of a chart,o Overlay to overlay and center the title in the plot area, o No Overlay to display the title above the plot area. · Specify the Legend position in regard to your chart selecting the necessary option from the drop-down list: o None not to display a legend, o Bottom to display the legend and align it to the bottom of the plot area, o Top to display the legend and align it to the top of the plot area, o Right to display the legend and align it to the right of the plot area, o Left to display the legend and align it to the left of the plot area, o Left Overlay to overlay and center the legend to the left on the plot area, o Right Overlay to overlay and center the legend to the right on the plot area. · Specify the Data Labels (i.e. text labels that represent exact values of data points) parameters: o specify the Data Labels position relative to the data points selecting the necessary option from the drop-down list. The available options vary depending on the selected chart type. · For Column/Bar charts, you can choose the following options: None, Center, Inner Bottom, Inner Top, Outer Top. · For Line/XY (Scatter)/Stock charts, you can choose the following options: None, Center, Left, Right, Top, Bottom. · For Pie charts, you can choose the following options: None, Center, Fit to Width, Inner Top, Outer Top. · For Area charts as well as for 3D Column, Line, Bar and Combo charts, you can choose the following options: None, Center. o select the data you wish to include into your labels by checking the corresponding boxes: Series Name, Category Name, Value, o enter a character (comma, semicolon, etc.) you wish to use to separate several labels into the Data Labels Separator entry field. · Lines - is used to choose a line style for Line/XY (Scatter) charts. You can choose one of the following options: Straight to use straight lines among data points, Smooth to use smooth curves among data points, or None not to display lines. · Markers - is used to specify whether the markers should be displayed (if the box is checked) or not (if the box is unchecked) for Line/XY (Scatter) charts. Note: the Lines andMarkers options are available for Line charts and XY (Scatter) charts only. The Vertical Axis tab allows you to change the parameters of the vertical axis also referred to as the values axis or y-axis which displays numeric values. Note that the vertical axis will be the category axis which displays text labels for the Bar charts, therefore in this case the Vertical Axis tab options will correspond to the ones described in the next section. For the XY (Scatter) charts, both axes are value axes. Note: the Axis Settings and Gridlines sections will be disabled for Pie charts since charts of this type have no axes and gridlines.· select Hide to hide vertical axis in the chart, leave it unchecked to have vertical axis displayed. · specify Title orientation by selecting the necessary option from the drop-down list: o None to not display a vertical axis title o Rotated to display the title from bottom to top to the left of the vertical axis, o Horizontal to display the title horizontally to the left of the vertical axis. · Minimum Value - is used to specify the lowest value displayed at the vertical axis start. The Auto option is selected by default, in this case the minimum value is calculated automatically depending on the selected data range. You can select the Fixed option from the drop-down list and specify a different value in the entry field on the right. · Maximum Value - is used to specify the highest value displayed at the vertical axis end. The Auto option is selected by default, in this case the maximum value is calculated automatically depending on the selected data range. You can select the Fixed option from the drop-down list and specify a different value in the entry field on the right. · Axis Crosses - is used to specify a point on the vertical axis where the horizontal axis should cross it. The Auto option is selected by default, in this case the axes intersection point value is calculated automatically depending on the selected data range. You can select the Value option from the drop-down list and specify a different value in the entry field on the right, or set the axes intersection point at theMinimum/Maximum Value on the vertical axis. · Display Units - is used to determine the representation of the numeric values along the vertical axis. This option can be useful if you''re working with great numbers and wish the values on the axis to be displayed in a more compact and readable way (e.g. you can represent 50 000 as 50 by using the Thousands display units). Select desired units from the drop-down list: Hundreds, Thousands, 10 000, 100 000,Millions, 10 000 000, 100 000 000, Billions, Trillions, or choose the None option to return to the default units. · Values in reverse order - is used to display values in the opposite direction. When the box is unchecked, the lowest value is at the bottom and the highest value is at the top of the axis. When the box is checked, the values are ordered from top to bottom. · The Tick Options section allows adjusting the appearance of tick marks on the vertical scale. Major tick marks are the larger scale divisions which can have labels displaying numeric values. Minor tick marks are the scale subdivisions which are placed between the major tick marks and have no labels. Tick marks also define where gridlines can be displayed if the corresponding option is set on the Layout tab. TheMajor/Minor Type drop-down lists contain the following placement options: o None to not display major/minor tick marks, o Cross to display major/minor tick marks on both sides of the axis, o In to display major/minor tick marks inside the axis, o Out to display major/minor tick marks outside the axis.· The Label Options section allows adjusting the appearance of major tick mark labels which display values. To specify a Label Position in regard to the vertical axis, select the necessary option from the drop-down list: o None to not display tick mark labels, o Low to display tick mark labels to the left of the plot area, o High to display tick mark labels to the right of the plot area, o Next to axis to display tick mark labels next to the axis. o To specify a Label Format click the Label Format button and choose a category as it deems appropriate. Available label format categories: o General o Number o Scientific o Accounting o Currency o Date o Time o Percentage o Fraction o Text o Custom Label format options vary depending on the selected category. o Check Linked to source to keep number formatting from the data source in the chart. Note: Secondary axes are supported in Combo charts only. Secondary axes are useful in Combo charts when data series vary considerably or mixed types of data are used to plot a chart. Secondary Axes make it easier to read and understand a combo chart. The Secondary Vertical /Horizontal Axis tab appears when you choose an appropriate data series for a combo chart. All the settings and options on the Secondary Vertical/Horizontal Axis tab are the same as the settings on the Vertical/Horizontal Axis. For a detailed description of the Vertical/Horizontal Axis options, see description above/below. The Horizontal Axis tab allows you to change the parameters of the horizontal axis also referred to as the categories axis or x-axis which displays text labels. Note that the horizontal axis will be the value axis which displays numeric values for the Bar charts, therefore in this case the Horizontal Axis tab options will correspond to the ones described in the previous section. For the XY (Scatter) charts, both axes are value axes. · select Hide to hide horizontal axis in the chart, leave it unchecked to have horizontal axis displayed. · specify Title orientation by selecting the necessary option from the drop-down list: o None when you don’t want to display a horizontal axis title,o No Overlay to display the title below the horizontal axis, · Gridlines is used to specify the Horizontal Gridlines to display by selecting the necessary option from the drop-down list: None, Major,Minor, orMajor and Minor. · Axis Crosses - is used to specify a point on the horizontal axis where the vertical axis should cross it. The Auto option is selected by default, in this case the axes intersection point value is calculated automatically depending on the selected data range. You can select the Value option from the drop-down list and specify a different value in the entry field on the right, or set the axes intersection point at theMinimum/Maximum Value (that corresponds to the first and last category) on the horizontal axis. · Axis Position - is used to specify where the axis text labels should be placed: On Tick Marks or Between Tick Marks. · Values in reverse order - is used to display categories in the opposite direction. When the box is unchecked, categories are displayed from left to right. When the box is checked, the categories are ordered from right to left. · The Tick Options section allows adjusting the appearance of tick marks on the horizontal scale. Major tick marks are the larger divisions which can have labels displaying category values. Minor tick marks are the smaller divisions which are placed between the major tick marks and have no labels. Tick marks also define where gridlines can be displayed if the corresponding option is set on the Layout tab. You can adjust the following tick mark parameters: o Major/Minor Type - is used to specify the following placement options: None to not display major/minor tick marks, Cross to display major/minor tick marks on both sides of the axis, In to display major/minor tick marks inside the axis, Out to display major/minor tick marks outside the axis. o Interval between Marks - is used to specify how many categories should be displayed between two adjacent tick marks. · The Label Options section allows adjusting the appearance of labels which display categories. o Label Position - is used to specify where the labels should be placed in regard to the horizontal axis. Select the necessary option from the drop-down list: None to not display category labels, Low to display category labels at the bottom of the plot area, High to display category labels at the top of the plot area, Next to axis to display category labels next to the axis. o Axis Label Distance - is used to specify how closely the labels should be placed to the axis. You can specify the necessary value in the entry field. The more the value you set, the more the distance between the axis and labels is. o Interval between Labels - is used to specify how often the labels should be displayed. The Auto option is selected by default, in this case labels are displayed for every category. You can select theManual option from the drop-down list and specify the necessary value in the entry field on the right. For example, enter 2 to display labels for every other category etc. o To specify a Label Format click the Label Format button and choose a category as it deems appropriate.Available label format categories: o General o Number o Scientific o Accounting o Currency o Date o Time o Percentage o Fraction o Text o Custom Label format options vary depending on the selected category. o Check Linked to source to keep number formatting from the data source in the chart. The Cell Snapping tab contains the following parameters: · Move and size with cells - this option allows you to snap the chart to the cell behind it. If the cell moves (e.g. if you insert or delete some rows/columns), the chart will be moved together with the cell. If you increase or decrease the width or height of the cell, the chart will change its size as well. · Move but don''t size with cells - this option allows to snap the chart to the cell behind it preventing the chart from being resized. If the cell moves, the chart will be moved together with the cell, but if you change the cell size, the chart dimensions remain unchanged. · Don''t move or size with cells - this option allows to prevent the chart from being moved or resized if the cell position or size was changed. The Alternative Text tab allows specifying the Title and Description which will be read to people with vision or cognitive impairments to help them better understand the contents of the chart. 9. once the chart is added, you can also change its size and position. You can specify the chart position on the slide by dragging it vertically or horizontally. You can also add a chart into a text placeholder by pressing the Chart icon within it and selecting the necessary chart type. It''s also possible to add a chart to a slide layout.Edit chart elements To edit the chart Title, select the default text with the mouse and type in your own one instead. To change the font formatting within text elements, such as the chart title, axes titles, legend entries, data labels, etc., select the necessary text element by left-clicking it. Then use the corresponding icons on the Home tab of the top toolbar to change the font type, style, size, or color. When the chart is selected, the Shape settings icon is also available on the right, since the shape is used as the background for the chart. You can click this icon to open the Shape settings tab on the right sidebar and adjust the shape Fill, Stroke andWrapping Style. Note that you cannot change the shape type. Using the Shape Settings tab on the right panel, you can not only adjust the chart area itself, but also change the chart elements, such as plot area, data series, chart title, legend, etc. and apply different fill types to them. Select the chart element by clicking it with the left mouse button and choose the preferred fill type: solid color, gradient, texture or picture, pattern. Specify the fill parameters and set the Opacity level if necessary. When you select a vertical or horizontal axis or gridlines, the stroke settings are only available on the Shape Settings tab: color, width and type. Note: the Show shadow option is also available on the Shape settings tab, but it is disabled for chart elements. If you need to resize chart elements, left-click to select the needed element and drag one of 8 white squares located along the perimeter of the element. To change the position of the element, left-click on it, make sure your cursor changed to , hold the left mouse button and drag the element to the needed position. To delete a chart element, select it by left-clicking and press the Delete key. You can also rotate 3D charts using the mouse. Left-click within the plot area and hold the mouse button. Drag the cursor without releasing the mouse button to change the 3D chart orientation.Adjust chart settings The chart size, type and style as well as the data used to create the chart can be altered using the right sidebar. To activate it, click the chart and choose the Chart settings icon on the right. The Size section allows you to change the chart width and/or height. If the Constant proportions button is clicked (in this case it looks like this ), the width and height will be changed together preserving the original chart aspect ratio. The Change Chart Type section allows you to change the type of the selected chart type and/or its style using the corresponding drop-down menu. To select the necessary chart Style, use the second drop-down menu in the Change Chart Type section. The Edit Data button allows you to open the Chart Editor window and start editing data as described above. Note: to quickly open the ''Chart Editor'' window, you can also double-click the chart on the slide. The Show advanced settings option on the right sidebar allows you to open the Chart - Advanced Settings window where you can set the alternative text. To delete the inserted chart, left-click it and press the Delete key. To learn how to align a chart on the slide or arrange several objects, refer to the Align and arrange objects on a slide section.Insert and format tables Insert a table To insert a table into a slide, 1. select the slide where a table should be added, 2. switch to the Insert tab of the top toolbar, 3. click the Table icon on the top toolbar, 4. select one of the following options to create a table: · either a table with a predefined number of cells (10 x 8 cells maximum) If you want to quickly add a table, just select the number of rows (8 maximum) and columns (10 maximum). · or a custom table In case you need more than a 10 x 8 cell table, select the Insert Custom Table option that will open the window where you can enter the necessary number of rows and columns respectively, then click the OK button. 5. once the table is added, you can change its properties and position. You can also add a table into a text placeholder by pressing the Table icon within it and selecting the necessary number of cells or using the Insert Custom Table option: To resize a table, drag the handles situated on its edges until the table reaches the necessary size. You can also manually change the width of a certain column or the height of a row. Move the mouse cursor over the right border of the column so that the cursor turns into the bidirectionalarrow and drag the border to the left or right to set the necessary width. To change the height of a single row manually, move the mouse cursor over the bottom border of the row until the cursor turns into the bidirectional arrow and drag it up or down. You can specify the table position on the slide by dragging it vertically or horizontally. Note: to move around in a table, you can use keyboard shortcuts. It''s also possible to add a table to a slide layout. Adjust table settings Most of the table properties as well as its structure can be altered by using the right sidebar. To activate it, click the table and choose the Table settings icon on the right. The Rows and Columns sections on the top allow you to emphasize certain rows/columns by applying a specific formatting to them, or highlight different rows/columns with different background colors to clearly distinguish them. The following options are available: · Header - emphasizes the topmost row in the table with special formatting. · Total - emphasizes the bottommost row in the table with special formatting. · Banded - enables the background color alternation for odd and even rows. · First - emphasizes the leftmost column in the table with special formatting. · Last - emphasizes the rightmost column in the table with special formatting. · Banded - enables the background color alternation for odd and even columns. The Select From Template section allows you to choose one of the predefined tables styles. Each template combines certain formatting parameters, such as a background color, border style, row/column banding etc. Depending on the options checked in the Rows and/or Columns sections above, the templates set will be displayed differently. For example, if you''ve checked the Header option in the Rows section and the Banded option in the Columns section, the displayed templates list will include only templates with the header row and banded columns enabled: The Borders Style section allows you to change the applied formatting that corresponds to the selected template. You can select the entire table or a certain cell range and set all the parameters manually. · Border parameters - set the border width using the list (or choose the No borders option), select its Color in the available palettes and determine the way it will be displayed in the cells when clicking on the icons: · · Background color - select the color for the background within the selected cells.The Rows & Columns section allows you to perform the following operations: · Select a row, column, cell (depending on the cursor position), or the entire table. · Insert a new row above or below the selected one as well as a new column to the left or to the right of the selected one. · Delete a row, column (depending on the cursor position or the selection), or the entire table. · Merge Cells - to merge previously selected cells into a single one. · Split Cell... - to split any previously selected cell into a certain number of rows and columns. This option opens the following window: · Enter the Number of Columns and Number of Rows that the selected cell should be split into and press OK. Note: the options of the Rows & Columns section are also accessible from the right-click menu. The Cell Size section is used to adjust the width and height of the currently selected cell. In this section, you can also Distribute rows so that all the selected cells are of equal height or Distribute columns so that all the selected cells are of equal width. The Distribute rows/columns options are also accessible from the right-click menu. Adjust table advanced settings To change the advanced table settings, click the table with the right mouse button and select the Table Advanced Settings option from the right-click menu or click the Show advanced settings link on the right sidebar. The table properties window will be opened. TheMargins tab allows setting the space between the text within the cells and the cell border: · enter necessary Cell Margins values manually, or · check the Use default margins box to apply the predefined values (if necessary, they can also be adjusted). The Alternative Text tab allows specifying the Title and Description which will be read to people with vision or cognitive impairments to help them better understand the contents of the table.To format the entered text within the table cells, you can use icons on the Home tab of the top toolbar. The right-click menu, which appears when you click the table with the right mouse button, includes two additional options: · Cell vertical alignment - it allows you to set the preferred type of the text vertical alignment within the selected cells: Align Top, Align Center, or Align Bottom. · Hyperlink - it allows you to insert a hyperlink into the selected cell. Insert symbols and characters When working on a presentation, you may need to insert a symbol which is not available on your keyboard. To insert such symbols into your presentation, use the Insert symbol option and follow these simple steps: · place the cursor where a special symbol should be inserted, · switch to the Insert tab of the top toolbar, · click the Symbol, · The Symbol dialog box will appear, and you will be able to select the required symbol, · use the Range section to quickly find the necessary symbol. All symbols are divided into specific groups, for example, select ''Currency Symbols'' if you want to insert a currency character. If this character is not in the set, select a different font. Many of them also have characters that differ from the standard set. Or, enter the Unicode hex value of the required symbol into the Unicode hex value field. This code can be found in the Character map. You can also use the Special characters tab to choose a special character from the list. The previously used symbols are also displayed in the Recently used symbols field, · click Insert. The selected character will be added to the presentation. Insert ASCII symbols ASCII table is also used to add characters. To do this, hold down the ALT key and use the numeric keypad to enter the character code. Note: be sure to use the numeric keypad, not the numbers on the main keyboard. To enable the numeric keypad, press the Num Lock key. For example, to add a paragraph character (§), press and hold down ALT while typing 789, and then release the ALT key.Insert symbols using Unicode table Additional characters and symbols might also be found via Windows symbol table. To open this table, do one of the following: · in the Search field, write ''Character table'' and open it, · simultaneously press Win + R, and then in the following window type charmap.exe and click OK. In the opened Character Map, select one of the Character sets, Groups, and Fonts. Next, click on the necessary characters, copy them to the clipboard, and paste in the right place of the presentation. Fill objects and select colors You can apply different fills for the slide, autoshape and Text Art font background. 1. Select an object · To change the slide background fill, select the necessary slides in the slide list. The Slide settings tab will be activated on the right sidebar. · To change the autoshape fill, left-click the necessary autoshape. The Shape settings tab will be activated on the right sidebar. · To change the Text Art font fill, left-click the necessary text object. The Text Art settings tab will be activated on the right sidebar. 1. Set the necessary fill type 2. Adjust the selected fill properties (see the detailed description below for each fill type) Note: for the autoshapes and Text Art font, regardless of the selected fill type, you can also set an Opacity level by dragging the slider or entering the percent value manually. The default value is 100%. It corresponds to the full opacity. The 0% value corresponds to the full transparency. The following fill types are available: · Color Fill - select this option to specify the solid color to fill the inner space of the selected shape/slide. Click on the colored box below and select the necessary color from the available color sets or specify any color you like:o Theme Colors - the colors that correspond to the selected theme/color scheme of the presentation. Once you apply a different theme or color scheme, the Theme Colors set will change. o Standard Colors - the default colors set. o Custom Color - click on this caption if there is no needed color in the available palettes. Select the necessary color range by moving the vertical color slider and set the specific color by dragging the color picker within the large square color field. Once you select a color with the color picker, the appropriate RGB and sRGB color values will be displayed in the fields on the right. You can also specify a color on the base of the RGB color model by entering the necessary numeric values into the R, G, B (Red, Green, Blue) fields or enter the sRGB hexadecimal code into the field marked with the # sign. The selected color will appear in the New preview box. If the object was previously filled with any custom color, this color is displayed in the Current box so you can compare the original and modified colors. When the color is specified, click the Add button. The custom color will be applied to your object and added to the Custom color palette of the menu. Note: you can use the same color types when selecting the color of the autoshape stroke, adjusting the font color, or changing the table background or border color. · Gradient Fill - select this option to fill the slide/shape with two colors which smoothly change from one to another. Click the Shape settings icon to open the Fillmenu: o Style - choose one of the available options: Linear (colors change in a straight line i.e. along a horizontal/vertical axis or diagonally at a 45 degree angle) or Radial (colors change in a circular path from the center to the edges). o Direction - choose a template from the menu. If the Linear gradient is selected, the following directions are available : top-left to bottom-right, top to bottom, top-right to bottom-left, right to left, bottom-right to top-left, bottom to top, bottom-left to top-right, left to right. If the Radial gradient is selected, only one template is available. o Angle - set the numeric value for a precise color transition angle.o Gradient Points are specific points of color transition. 1. Use the Add Gradient Point button or a slider bar to add a gradient point, and the Remove Gradient Point button to delete one. You can add up to 10 gradient points. Each of the following gradient points added does not affect the current gradient appearance. 2. Use the slider bar to change the location of the gradient point or specify the Position in percentage for a precise location. 3. To apply a color to the gradient point, click on the required point on the slider bar, and then click Color to choose the color you want. · Picture or Texture - select this option to use an image or a predefined texture as the shape/slide background. o If you wish to use an image as a background for the shape/slide, click the Select Picture button and add an image From File by selecting it on your computer hard disc drive, From URL by inserting the appropriate URL address into the opened window, or From Storage by selecting the required image stored on your portal. o If you wish to use a texture as a background for the shape/slide, drop-down the From Texturemenu and select the necessary texture preset. Currently, the following textures are available: Canvas, Carton, Dark Fabric, Grain, Granite, Grey Paper, Knit, Leather, Brown Paper, Papyrus, Wood. o In case the selected Picture has less or more dimensions than the autoshape or slide has, you can choose the Stretch or Tile setting from the drop-down list. The Stretch option allows you to adjust the image size to fit the slide or autoshape size so that it could fill the space completely. The Tile option allows you to display only a part of the bigger image keeping its original dimensions, or repeat the smaller image keeping its original dimensions over the slide or autoshape surface so that it could fill the space completely. Note: any selected Texture preset fills the space completely, but you can apply the Stretch effect if necessary.· Pattern - select this option to fill the slide/shape with a two-colored design composed of regularly repeated elements. o Pattern - select one of the predefined designs from the menu. o Foreground color - click this color box to change the color of the pattern elements. o Background color - click this color box to change the color of the pattern background. · No Fill - select this option if you don''t want to use any fill. Manipulate objects on a slide You can resize, move, rotate different objects on a slide manually using the special handles. You can also specify the dimensions and position of some objects exactly using the right sidebar or Advanced Settings window. Resize objects To change the autoshape/image/chart/table/text box size, drag small squares situated on the object edges. To maintain the original proportions of the selected object while resizing, hold down the Shift key and drag one of the corner icons. To specify the precise width and height of a chart, select it on a slide and use the Size section of the right sidebar that will be activated.To specify the precise dimensions of an image or autoshape, right-click the necessary object on the slide and select the Image/Shape Advanced Settings option from the menu. Specify necessary values on the Size tab of the Advanced Settings window and press OK. Reshape autoshapes When modifying some shapes, for example Figured arrows or Callouts, the yellow diamond- shaped icon is also available. It allows adjusting some aspects of the shape, for example, the length of the head of an arrow. Move objects To alter the autoshape/image/chart/table/text box position, use the icon that appears after hovering your mouse cursor over the object. Drag the object to the necessary position without releasing the mouse button. To move the object by the one-pixel increments, hold down the Ctrl key and use the keybord arrows. To move the object strictly horizontally/vertically and prevent it from moving in a perpendicular direction, hold down the Shift key when dragging. To specify the precise position of an image, right-click it on a slide and select the Image Advanced Settings option from the menu. Specify necessary values in the Position section of the Advanced Settings window and press OK. Rotate objects To manually rotate an autoshape/image/text box, hover the mouse cursor over the rotation handle and drag it clockwise or counterclockwise. To constrain the rotation angle to 15 degree increments, hold down the Shift key while rotating. To rotate the object by 90 degrees counterclockwise/clockwise or flip the object horizontally/vertically, you can use the Rotation section of the right sidebar that will be activated once you select the necessary object. To open it, click the Shape settings or the Image settings icon to the right. Click one of the buttons: · to rotate the object by 90 degrees counterclockwise · to rotate the object by 90 degrees clockwise · to flip the object horizontally (left to right) · to flip the object vertically (upside down)It''s also possible to right-click the object, choose the Rotate option from the contextual menu and then use one of the available rotation options. To rotate the object by an exactly specified angle, click the Show advanced settings link on the right sidebar and use the Rotation tab of the Advanced Settings window. Specify the necessary value measured in degrees in the Angle field and click OK. Align and arrange objects on a slide The added autoshapes, images, charts or text boxes can be aligned, grouped, ordered, distributed horizontally and vertically on the slide. To perform any of these actions, first select a separate object or several objects in the slide editing area. To select several objects, hold down the Ctrl key and left-click the necessary objects. To select a text box, click on its border, not the text within it. After that you can use either the icons on the Home tab of the top toolbar described below or the analogous options from the right-click menu. Align objects To align two or more selected objects, 1. Click the Align shape icon on the Home tab of the top toolbar and select one of the following options: o Align to Slide to align objects relative to the edges of the slide, o Align Selected Objects (this option is selected by default) to align objects relative to each other, 2. Click the Align shape icon once again and select the necessary alignment type from the list: o Align Left - to line up the objects horizontally on the left side of the leftmost object/left edge of the slide, o Align Center - to line up the objects horizontally in their centers/center of the slide, o Align Right - to line up the objects horizontally on the right side of the rightmost object/right edge of the slide, o Align Top - to line up the objects vertically to the top edge of the topmost object/top edge of the slide, o Align Middle - to line up the objects vertically in their middles/middle of the slide, o Align Bottom - to line up the objects vertically to the bottom edge of the bottommost object/bottom edge of the slide. Alternatively, you can right-click the selected objects, choose the Align option from the contextual menu and then use one of the available alignment options. If you want to align a single object, it can be aligned relative to the edges of the slide. The Align to Slide option is selected by default in this case.Distribute objects To distribute three or more selected objects horizontally or vertically so that the equal distance appears between them, 1. Click the Align icon on the Home tab of the top toolbar and select one of the following options: o Align to Slide to distribute objects between the edges of the slide, o Align Selected Objects (this option is selected by default) to distribute objects between two outermost selected objects, 2. Click the Align shape icon once again and select the necessary distribution type from the list: o Distribute Horizontally - to distribute objects evenly between the leftmost and rightmost selected objects/left and right edges of the slide. o Distribute Vertically - to distribute objects evenly between the topmost and bottommost selected objects/top and bottom edges of the slide. Alternatively, you can right-click the selected objects, choose the Align option from the contextual menu and then use one of the available distribution options. Note: the distribution options are disabled if you select less than three objects. Group objects To group two or more selected objects or ungroup them, click the Arrange shape icon on the Home tab of the top toolbar and select the necessary option from the list: · Group - to combine several objects into a group so that they can be simultaneously rotated, moved, resized, aligned, arranged, copied, pasted, formatted like a single object. · Ungroup - to ungroup the selected group of the previously combined objects. Alternatively, you can right-click the selected objects, choose the Arrange option from the contextual menu and then use the Group or Ungroup option. Note: the Group option is disabled if you select less than two objects. The Ungroup option is available only when a group of the previously joined objects is selected. Arrange objects To arrange the selected object(s) (i.e. to change their order when several objects overlap each other), click the Arrange shape icon on the Home tab of the top toolbar and select the necessary arrangement type from the list. · Bring To Foreground - to move the object(s) in front of all other objects, · Send To Background - to move the object(s) behind all other objects, · Bring Forward - to move the selected object(s) one level forward as related to other objects.· Send Backward - to move the selected object(s) one level backward as related to other objects. Alternatively, you can right-click the selected object(s), choose the Arrange option from the contextual menu and then use one of the available arrangement options. Math equations Insert equations The Presentation Editor allows you to create equations using the built-in templates, edit them, insert special characters (including mathematical operators, Greek letters, accents, etc.). Add a new equation To insert an equation from the gallery, 1. switch to the Insert tab of the top toolbar, 2. click the arrow next to the Equation icon on the top toolbar, 3. in the opened drop-down list select the equation category you need. The following categories are currently available: Symbols, Fractions, Scripts, Radicals, Integrals, Large Operators, Brackets, Functions, Accents, Limits and Logarithms, Operators, Matrices, 4. click the certain symbol/equation in the corresponding set of templates. The selected symbol/equation box will be inserted in the center of the current slide. If you do not see the equation box border, click anywhere within the equation - the border will be displayed as a dashed line. The equation box can be freelymoved, resized or rotated on the slide. To do that, click on the equation box border (it will be displayed as a solid line) and use the corresponding handles. Each equation template represents a set of slots. A slot is a position for each element that makes up the equation. An empty slot (also called as a placeholder) has a dotted outline . You need to fill in all the placeholders specifying the necessary values.Enter values The insertion point specifies where the next character you enter will appear. To position the insertion point precisely, click within a placeholder and use the keyboard arrows to move the insertion point one character left/right. Once the insertion point is positioned, you can fill in the placeholder: · enter the desired numeric/literal value using the keyboard, · insert a special character using the Symbols palette from the Equationmenu on the Insert tab of the top toolbar or typing them from the keyboard (see theMath AutoСorrect option description), · add another equation template from the palette to create a complex nested equation. The size of the primary equation will be automatically adjusted to fit its content. The size of the nested equation elements depends on the primary equation placeholder size, but it cannot be smaller than the sub-subscript size. To add some new equation elements, you can also use the right-click menu options: · To add a new argument that goes before or after the existing one within Brackets, you can right-click on the existing argument and select the Insert argument before/after option from the menu. · To add a new equation within Cases with several conditions from the Brackets group, you can right-click on an empty placeholder or entered equation within it and select the Insert equation before/after option from the menu. · To add a new row or a column in a Matrix, you can right-click on a placeholder within it, select the Insert option from the menu, then select Row Above/Below or Column Left/Right. Note: currently, equations cannot be entered using the linear format, i.e. \sqrt(4&x^3). When entering the values of mathematical expressions, you do not need to use Spacebar because spaces between the characters and signs of operations are set automatically. If the equation is too long and does not fit to a single line within the text box, automatic line breaking appears while you are typing. You can also insert a line break in a specific position byright-clicking on a mathematical operator and selecting the Insert manual break option from the menu. The selected operator will start a new line. To delete the added manual line break, right-click on the mathematical operator that starts a new line and select the Delete manual break option. Format equations By default, the equation within the text box is horizontally centered and vertically aligned to the top of the text box. To change its horizontal/vertical alignment, put the cursor within the the equation box (the text box borders will be displayed as dashed lines) and use the corresponding icons on the Home tab of the top toolbar. To increase or decrease the equation font size, click anywhere within the equation box and select the necessary font size from the list on the Home tab of the top toolbar. All the equation elements will change correspondingly. The letters within the equation are italicized by default. If necessary, you can change the font style (bold, italic, strikeout) or color for a whole equation or its part. The underlined style can be applied to the entire equation only, not to individual characters. Select the necessary part of the equation by clicking and dragging. The selected part will be highlighted blue. Then use the necessary buttons on the Home tab of the top toolbar to format the selection. For example, you can remove the italic format for ordinary words that are not variables or constants. To modify some equation elements, you can also use the right-click menu options: · To change the Fractions format, you can right-click on a fraction and select the Change to skewed/linear/stacked fraction option from the menu (the available options differ depending on the selected fraction type). · To change the Scripts position relating to text, you can right-click on the equation that includes scripts and select the Scripts before/after text option from the menu. · To change the argument size for Scripts, Radicals, Integrals, Large Operators, Limits and Logarithms, Operators as well as for overbraces/underbraces and templates with grouping characters from the Accents group, you can right-click on the argument you want to change and select the Increase/Decrease argument size option from the menu. · To specify whether an empty degree placeholder should be displayed or not for a Radical, you can right-click on the radical and select the Hide/Show degree option from the menu.· To specify whether an empty limit placeholder should be displayed or not for an Integral or Large Operator, you can right-click on the equation and select the Hide/Show top/bottom limit option from the menu. · To change the limits position relating to the integral or operator sign for Integrals or Large Operators, you can right-click on the equation and select the Change limits location option from the menu. The limits can be displayed to the right of the operator sign (as subscripts and superscripts) or directly above and below the operator sign. · To change the limits position relating to text for Limits and Logarithms and templates with grouping characters from the Accents group, you can right-click on the equation and select the Limit over/under text option from the menu. · To choose which of the Brackets should be displayed, you can right-click on the expression within them and select the Hide/Show opening/closing bracket option from the menu. · To control the Brackets size, you can right-click on the expression within them. The Stretch brackets option is selected by default so that the brackets can grow according to the expression within them, but you can deselect this option to prevent brackets from stretching. When this option is activated, you can also use theMatch brackets to argument height option. · To change the character position relating to text for overbraces/underbraces or overbars/underbars from the Accents group, you can right-click on the template and select the Char/Bar over/under text option from the menu. · To choose which borders should be displayed for a Boxed formula from the Accents group, you can right-click on the equation and select the Border properties option from the menu, then select Hide/Show top/bottom/left/right border or Add/Hide horizontal/vertical/diagonal line. · To specify whether empty placeholders should be displayed or not for a Matrix, you can right-click on it and select the Hide/Show placeholder option from the menu. To align some equation elements, you can use the right-click menu options: · To align equations within Cases with several conditions from the Brackets group, you can right-click on an equation, select the Alignment option from the menu, then select the alignment type: Top, Center, or Bottom. · To align a Matrix vertically, you can right-click on the matrix, select theMatrix Alignment option from the menu, then select the alignment type: Top, Center, or Bottom. · To align elements within a Matrix column horizontally, you can right-click on a placeholder within the column, select the Column Alignment option from the menu, then select the alignment type: Left, Center, or Right. Delete equation elements To delete a part of the equation, select the part you want to delete by dragging the mouse or holding down the Shift key and using the arrow buttons, then press the Delete key.A slot can only be deleted together with the template it belongs to. To delete the entire equation, click on the equation box border (it will be displayed as a solid line) and and press the Delete key. To delete some equation elements, you can also use the right-click menu options: · To delete a Radical, you can right-click on it and select the Delete radical option from the menu. · To delete a Subscript and/or Superscript, you can right-click on the expression that contains them and select the Remove subscript/superscript option from the menu. If the expression contains scripts that go before text, the Remove scripts option is available. · To delete Brackets, you can right-click on the expression within them and select the Delete enclosing characters or Delete enclosing characters and separators option from the menu. · If the expression within Brackets inclides more than one argument, you can right-click on the argument you want to delete and select the Delete argument option from the menu. · If Brackets enclose more than one equation (i.e. Cases with several conditions), you can right-click on the equation you want to delete and select the Delete equation option from the menu. · To delete a Limit, you can right-click on it and select the Remove limit option from the menu. · To delete an Accent, you can right-click on it and select the Remove accent character, Delete char or Remove bar option from the menu (the available options differ depending on the selected accent). · To delete a row or a column of a Matrix, you can right-click on the placeholder within the row/column you need to delete, select the Delete option from the menu, then select Delete Row/Column. Presentation co-editing Collaborative Presentation Editing The Presentation Editor offers allows you to collaboratively work on a presentation collaboratively with other users. This feature includes: · simultaneous multi-user access to the edited presentation· visual indication of objects that are being edited by other users · real-time display of changes or their synchronization with one button click · a chat to share ideas concerning particular parts of the presentation · comments containing the description of a task or problem that should be solved (it''s also possible to work with comments in the offline mode, without connecting to the online version) Connecting to the online version In the desktop editor, open the Connect to cloud option of the left-side menu in the main program window. Connect to your cloud office specifying your account login and password. Co-editing The Presentation Editor allows you to select one of the two available co-editing modes: · Fast is used by default and shows the changes made by other users in real time. · Strict is selected to hide other user''s changes until you click the Save icon to save your own changes and accept the changes made by the others. The mode can be selected in the Advanced Settings. It''s also possible to choose the necessary mode using the Co-editing Mode icon on the Collaboration tab of the top toolbar. Note: when you co-edit a presentation in the Fastmode, the possibility to Redo the last undone operation is not available. When a presentation is being edited by several users simultaneously in the Strictmode, the edited objects (autoshapes, text objects, tables, images, charts) are marked with dashed lines of different colors. The object that you are editing is surrounded by the green dashed line. Red dashed lines indicate that objects are being edited by other users. By hovering the mouse cursor over one of the edited passages, the name of the user who is editing it at the moment is displayed. The Fastmode will show the actions and the names of the co-editors when they are editing the text. The number of users who are working on the current presentation is specified on the right side of the editor header - . If you want to see who exactly is editing the file now, you can click this icon or open the Chat panel with the full list of the users. When no users are viewing or editing the file, the icon in the editor header will look like allowing you to manage the users who have access to the file right from the document: invite new users giving them permissions to edit, read or comment the presentation, or deny some users access rights to the file. Click this icon to manage the access to the file; this can be done both when there are no other users who view or co-edit the document at the moment and when there are other users and the icon looks like . It''s also possible to set access rights using the Sharing icon on the Collaboration tab of the top toolbar. As soon as one of the users saves his/her changes by clicking the icon, the others will see a note within the status bar stating that they have updates. To save the changes you made, sothat other users can view them, and get the updates saved by your co-editors, click the icon in the left upper corner of the top toolbar. The updates will be highlighted for you to check what exactly has been changed. Anonymous Portal users who are not registered and do not have a profile are considered to be anonymous, although they still can collaborate on documents. To have a name assigned to them, the anonymous user should enter a name they prefer in the corresponding field appearing in the right top corner of the screen when they open the document for the first time. Activate the “Don’t ask me again” checkbox to preserve the name. Chat You can use this tool to coordinate the co-editing process on-the-fly, for example, to distribute tasks with your collaborators. The chat messages are stored during one session only. To discuss the document content, it is better to use comments which are stored until you decide to delete them. To access the chat and leave a message for other users, 1. click the icon on the left sidebar, or switch to the Collaboration tab of the top toolbar and click the Chat button, 2. enter your text into the corresponding field below, 3. press the Send button. All the messages left by users will be displayed on the panel on the left. If there are new messages you haven''t read yet, the chat icon will look like this - . To close the panel with chat messages, click the icon on the left sidebar or the Chat button on the top toolbar once again. Comments It''s possible to work with comments in the offline mode, without connecting to the online version. To leave a comment to a certain object (text box, shape etc.): 1. select an object where you think there is an error or problem, 2. switch to the Insert or Collaboration tab of the top toolbar and click the Comment button, or right-click the selected object and select the Add Сomment option from the menu, 3. enter the needed text, 4. click the Add Comment/Add button.The object you commented will be marked with the icon. To view the comment, just click on this icon. To add a comment to a certain slide, select the slide and use the Comment button on the Insert or Collaboration tab of the top toolbar. The added comment will be displayed in the upper left corner of the slide. To create a presentation-level comment which is not related to a certain object or slide, click the icon on the left sidebar to open the Comments panel and use the Add Comment to Document link. The presentation-level comments can be viewed on the Comments panel. Comments related to objects and slides are also available here. Any other user can answer to the added comment asking questions or reporting on the work he/she has done. For this purpose, click the Add Reply link situated under the comment, type in your reply text in the entry field and press the Reply button. If you are using the Strict co-editing mode, new comments added by other users will become visible only after you click the icon in the left upper corner of the top toolbar. You can manage the added comments using the icons in the comment balloon or on the Comments panel on the left: · edit the currently selected by clicking the icon, · delete the currently selected by clicking the icon, · close the currently selected discussion by clicking the icon if the task or problem you stated in your comment was solved, after that the discussion you opened with your comment gets the resolved status. To open it again, click the icon. Adding mentions When entering comments, you can use thementions feature that allows you to attract somebody''s attention to the comment and send a notification to the mentioned user via email and Talk. To add a mention enter the "+" or "@" sign anywhere in the comment text - a list of the portal users will open. To simplify the search process, you can start typing a name in the comment field - the user list will change as you type. Select the necessary person from the list. If the file has not yet been shared with the mentioned user, the Sharing Settings window will open. Read only access type is selected by default. Change it if necessary and click OK. The mentioned user will receive an email notification that he/she has been mentioned in a comment. If the file has been shared, the user will also receive a corresponding notification. To remove comments, 1. click the Remove button on the Collaboration tab of the top toolbar, 2. select the necessary option from the menu:o Remove Current Comments - to remove the currently selected comment. If some replies have been added to the comment, all its replies will be removed as well. o Remove My Comments - to remove comments you added without removing comments added by other users. If some replies have been added to your comment, all its replies will be removed as well. o Remove All Comments - to remove all the comments in the presentation that you and other users added. To close the panel with comments, click the icon on the left sidebar once again. Plugins Edit an image ONLYOFFICE comes with a very powerful photo editor, that allows you to adjust the image with filters and make all kinds of annotations. 1. Select an image in your presentation. 2. Switch to the Plugins tab and choose Photo Editor. You are now in the editing environment. · Below the image you will find the following checkboxes and slider filters: o Grayscale, Sepia, Sepia 2, Blur, Emboss, Invert, Sharpen; o Remove White (Threshhold, Distance), Gradient transparency, Brightness, Noise, Pixelate, Color Filter; o Tint,Multiply, Blend. · Below the filters you will find buttons for o Undo, Redo and Resetting; o Delete, Delete all; o Crop (Custom, Square, 3:2, 4:3, 5:4, 7:5, 16:9); o Flip (Flip X, Flip Y, Reset); o Rotate (30 degree, -30 degree,Manual rotation slider); o Draw (Free, Straight, Color, Size slider); o Shape (Recrangle, Circle, Triangle, Fill, Stroke, Stroke size); o Icon (Arrows, Stars, Polygon, Location, Heart, Bubble, Custom icon, Color); o Text (Bold, Italic, Underline, Left, Center, Right, Color, Text size); o Mask. Feel free to try all of these and remember you can always undo them. 3. When finished, click the OK button. The edited picture is now included in the presentation.Include a video You can include a video in your presentation. It will be shown as an image. By double-clicking the image the video dialog opens. Here you can start the video. 1. Copy the URL of the video you want to include. (the complete address shown in the address line of your browser) 2. Go to your presentation and place the cursor at the location where you want to include the video. 3. Switch to the Plugins tab and choose YouTube. 4. Paste the URL and click OK. 5. Check if it is the correct video and click the OK button below the video. The video is now included in your presentation. Insert highlighted code You can embed highlighted code with the already adjusted style in accordance with the programming language and coloring style of the program you have chosen. 1. Go to your presentation and place the cursor at the location where you want to include the code. 2. Switch to the Plugins tab and choose Highlight code. 3. Specify the programming Language. 4. Select a Style of the code so that it appears as if it were open in this program. 5. Specify if you want to replace tabs with spaces. 6. Choose Background color. To do this, manually move the cursor over the palette or insert the RBG/HSL/HEX value. 7. Click OK to insert the code. Translate text You can translate your presentation from and to numerous languages. 1. Select the text that you want to translate. 2. Switch to the Plugins tab and choose Translator, the Translator appears in a sidebar on the left. 3. Click the drop-down box and choose the preferred language. The text will be translated to the required language.Changing the language of your result: 1. Click the drop-down box and choose the preferred language. The translation will change immediately. Replace a word by a synonym If you are using the same word multiple times, or a word is just not quite the word you are looking for, ONLYOFFICE let you look up synonyms. It will show you the antonyms too. 1. Select the word in your presentation. 2. Switch to the Plugins tab and choose Thesaurus. 3. The synonyms and antonyms will show up in the left sidebar. 4. Click a word to replace the word in your presentation. Tools and settings View the information about your presentation To access the detailed information about the currently edited presentation, click the File tab of the top toolbar and select the Presentation Info option. General Information The spreadsheet information includes a number of file properties which describe the spreadsheet. Some of these properties are updated automatically, and some of them can be edited. · Location - the folder in the Documentsmodule where the file is stored. Owner - the name of the user who has created the file. Uploaded - the date and time when the file has been created. These properties are available in the online version only. · Title, Subject, Comment - these properties allow you to simplify the classification of your documents. You can specify the necessary text in the properties fields. · Last Modified - the date and time when the file was last modified. · Last Modified By - the name of the user who has made the latest change to the presentation if it was shared and can be edited by several users. · Application - the application the presentation was created with. · Author - the person who has created the file. You can enter the necessary name in this field. Press Enter to add a new field that allows you to specify one more author. If you changed the file properties, click the Apply button to apply the changes.Note: Online Editors allow you to change the presentation title directly from the editor interface. To do that, click the File tab of the top toolbar and select the Rename... option, then enter the necessary File name in a new window that opens and click OK. Permission Information In the online version, you can view the information about permissions to the files stored in the cloud. Note: this option is not available for users with the Read Only permissions. To find out who has the rights to view or edit the presentation, select the Access Rights... option on the left sidebar. You can also change currently selected access rights by pressing the Change access rights button in the Persons who have rights section. To close the File pane and return to presentation editing, select the Close Menu option. Save/print/download your presentation Saving By default, the online Рresentation Editor automatically saves your file every 2 seconds when you are working on it preventing your data loss if the program closes unexpectedly. If you co- edit the file in the Fastmode, the timer requests for updates 25 times a second and saves the changes if there are any. When the file is co-edited in the Strictmode, changes are automatically saved within 10-minute intervals. If you need, you can easily select the preferred co-editing mode or disable the Autosave feature on the Advanced Settings page. To save your presentation manually in the current format and location, · press the Save icon on the left side of the editor header, or · use the Ctrl+S key combination, or · click the File tab of the top toolbar and select the Save option. Note: in the desktop version, to prevent data loss if the program closes unexpectedly, you can turn on the Autorecover option on the Advanced Settings page. In the desktop version, you can save the presentation under a different name, in a new location or format, 1. click the File tab of the top toolbar, 2. select the Save as... option, 3. choose one of the available formats depending on your needs: PPTX, ODP, PDF, PDFA. You can also choose the Рresentation template (POTX or OTP) option.Downloading In the online version, you can download the resulting presentation onto the hard disk drive of your computer, 1. click the File tab of the top toolbar, 2. select the Download as... option, 3. choose one of the available formats depending on your needs: PPTX, PDF, ODP, POTX, PDF/A, OTP. Saving a copy In the online version, you can save a copy of the file on your portal, 1. click the File tab of the top toolbar, 2. select the Save Copy as... option, 3. choose one of the available formats depending on your needs: PPTX, PDF, ODP, POTX, PDF/A, OTP, 4. select a location of the file on the portal and press Save. Printing To print out the current presentation, · click the Print icon on the left side of the editor header, or · use the Ctrl+P key combination, or · click the File tab of the top toolbar and select the Print option. It''s also possible to print the selected slides using the Print Selection option from the contextual menu both in the Edit and Viewmodes (Right Mouse Button Click on the selected slides and choose option Print selection). In the desktop version, the file will be printed directly. In the online version, a PDF file based on your presentation will be generated. You can open and print it out, or save onto the hard disk drive of your computer or a removable medium to print it out later. Some browsers (e.g. Chrome and Opera) support direct printing. Advanced Settings of the Presentation Editor The Presentation Editor allows you to change its advanced settings. To access them, open the File tab on the top toolbar and select the Advanced Settings... option. You can also click the View settings icon on the right side of the editor header and select the Advanced settings option. The advanced settings are: · Spell Checking is used to turn on/off the spell checking option.· Proofing - used to automatically replace word or symbol typed in the Replace: box or chosen from the list by a new word or symbol displayed in the By: box. · Alternate Input is used to turn on/off hieroglyphs. · Alignment Guides is used to turn on/off alignment guides that appear when you move objects and allow you to position them on the slide precisely. · Autosave is used in the online version to turn on/off automatic saving of changes you make while editing. · Autorecover - is used in the desktop version to turn on/off the option that allows you to automatically recover documents if the program closes unexpectedly. · Co-editing Mode is used to select a way of displaying changes made during co-editing: o By default, the Fastmode is selected, the users who take part in the presentation co-editing, will see the changes in real time once they are made by other users. o If you prefer not to see the changes made by other users (so that they will not disturb you, or for some other reason), select the Strictmode, and all the changes will be shown only after you click the Save icon with a notification that there are some changes made by other users. · Interface theme is used to change the color scheme of the editor’s interface. o Light color scheme incorporates standard orange, white, and light-gray colors with less contrast in UI elements suitable for working during daytime. o Classic Light color scheme incorporates standard orange, white, and light- gray colors. o Dark color scheme incorporates black, dark-gray, and light-gray colors suitable for working during nighttime. · Default Zoom Value is used to set the default zoom value selecting it in the list of available options from 50% to 200%. You can also choose the Fit to Slide or Fit to Width option. · Font Hinting is used to select a way fonts are displayed in the Presentation Editor: o Choose As Windows if you like the way fonts are usually displayed on Windows, i.e. using Windows font hinting. o Choose As OS X if you like the way fonts are usually displayed on a Mac, i.e. without any font hinting at all. o Choose Native if you want your text to be displayed with the hinting embedded into font files. o Default cache mode - used to select the cache mode for the font characters. It’s not recommended to switch it without any reason. It can be helpful in some cases only, for example, when the Google Chrome browser has problems with the enabled hardware acceleration. The Presentation Editor has two cache modes: 1. In the first cache mode, each letter is cached as a separate picture. 2. In the second cache mode, a picture of a certain size is selected where letters are placed dynamically and a mechanism of allocating/removingmemory in this picture is also implemented. If there is not enough memory, a second picture is created, etc. The Default cache mode setting applies two above mentioned cache modes separately for different browsers: § When the Default cache mode setting is enabled, Internet Explorer (v. 9, 10, 11) uses the second cache mode, other browsers use the first cache mode. § When the Default cache mode setting is disabled, Internet Explorer (v. 9, 10, 11) uses the first cache mode, other browsers use the second cache mode. · Unit of Measurement is used to specify what units are used on the rulers and in properties windows for measuring elements parameters such as width, height, spacing, margins, etc. You can select the Centimeter, Point, or Inch option. · Cut, copy and paste - used to show the Paste Options button when content is pasted. Check the box to enable this feature. · Macros Settings - used to set macros display with a notification. o Choose Disable all to disable all macros within the presentation; o Show notification to receive notifications about macros within the presentation; o Enable all to automatically run all macros within the presentation. To save the changes you made, click the Apply button. View Settings and Navigation Tools The Presentation Editor offers several tools to help you view and navigate through your presentation: zoom, previous/next slide buttons and slide number indicator. Adjust the View Settings To adjust default view settings and set the most convenient mode to work with the presentation, click the View settings icon on the right side of the editor header and select which interface elements you want to be hidden or shown. You can select the following options from the View settings drop-down list: · Hide Toolbar - hides the top toolbar that contains commands while tabs remain visible. When this option is enabled, you can click any tab to display the toolbar. The toolbar is displayed until you click anywhere outside it. To disable this mode, click the View settings icon and click the Hide Toolbar option once again. The top toolbar will be displayed all the time. Note: alternatively, you can just double-click any tab to hide the top toolbar or display it again.· Hide Status Bar - hides the bottommost bar where the Slide Number Indicator and Zoom buttons are situated. To show the hidden Status Bar, click this option once again. · Hide Rulers - hides rulers which are used to set up tab stops and paragraph indents within the text boxes. To show the hidden Rulers, click this option once again. The right sidebar is minimized by default. To expand it, select any object/slide and click the icon of the currently activated tab on the right. To minimize the right sidebar, click the icon once again. The left sidebar width is adjusted by simple drag-and-drop: move the mouse cursor over the left sidebar border so that it turns into the bidirectional arrow and drag the border to the left to reduce the sidebar width or to the right to extend it. Use the Navigation Tools To navigate through your presentation, use the following tools: The Zoom buttons are situated in the right lower corner and are used to zoom in and out the current presentation. To change the currently selected zoom value that is displayed in percent, click it and select one of the available zoom options from the list (50% / 75% / 100% / 125% / 150% / 175% / 200%) or use the Zoom in or Zoom out buttons. Click the Fit to width icon to fit the slide width to the visible part of the working area. To fit the whole slide to the visible part of the working area, click the Fit to slide icon. Zoom settings are also available in the View settings drop-down list that can be useful if you decide to hide the Status Bar. Note: you can set a default zoom value. Switch to the File tab of the top toolbar, go to the Advanced Settings... section, choose the necessary Default Zoom Value from the list and click the Apply button. To go to the previous or next slide when editing the presentation, you can use the and buttons at the top and bottom of the vertical scroll bar located to the right of the slide. The Slide Number Indicator shows the current slide as a part of all the slides in the current presentation (slide ''n'' of ''nn''). Click this caption to open the window where you can enter the slide number and quickly go to it. If you decide to hide the Status Bar, this tool will become inaccessible. Search and Replace Function To search for the needed characters, words or phrases used in the currently edited presentation, click the icon situated on the left sidebar or use the Ctrl+F key combination. The Find and Replace window will open. 1. Type in your inquiry into the corresponding data entry field.2. Specify search parameters by clicking the icon and checking the necessary options: · Case sensitive - is used to find only the occurrences typed in the same case as your inquiry (e.g. if your inquiry is ''Editor'' and this option is selected, such words as ''editor'' or ''EDITOR'' etc. will not be found). To disable this option click it once again. 3. Click one of the arrow buttons on the right. The search will be performed either towards the beginning of the presentation (if you click the button) or towards the end of the presentation (if you click the button) from the current position. The first slide in the selected direction that contains the characters you entered will be highlighted in the slide list and displayed in the working area with the required characters outlined. If it is not the slide you are looking for, click the selected button again to find the next slide containing the characters you entered. To replace one or more occurrences of the found characters, click the Replace link below the data entry field or use the Ctrl+H key combination. The Find and Replace window will change. 1. Type in the replacement text into the bottom data entry field. 2. Click the Replace button to replace the currently selected occurrence or the Replace All button to replace all the found occurrences. To hide the replace field, click the Hide Replace link. Spell-checking The Presentation Editor allows you to check the spelling of your text in a certain language and correct mistakes while editing. In the desktop version, it''s also possible to add words into a custom dictionary which is common for all three editors. First of all, choose a language for your presentation. Click the icon on the right side of the status bar. In the opened window, select the necessary language and click OK. The selected language will be applied to the whole presentation. To choose a different language for any piece of text within the presentation, select the necessary text passage with the mouse and use the menu on the status bar. To enable the spell checking option, you can:· click the Spell checking icon at the status bar, or · open the File tab of the top toolbar, select the Advanced Settings... option, check the Turn on spell checking option box and click the Apply button. Incorrectly spelled words will be underlined with a red line. Right click on the necessary word to activate the menu and: · choose one of the suggested similar words spelled correctly to replace the misspelled word with the suggested one. If too many variants are found, theMore variants... option appears in the menu; · use the Ignore option to skip just that word and remove underlining or Ignore All to skip all the identical words repeated in the text; · if the current word is missed in the dictionary, you can add it to the custom dictionary. This word will not be treated as a mistake next time. This option is available in the desktop version. · select a different language for this word. To disable the spell checking option, you can: · click the Spell checking icon on the status bar, or · open the File tab of the top toolbar, select the Advanced Settings... option, uncheck the Turn on spell checking option box and click the Apply button. AutoCorrect Features The AutoCorrect features in ONLYOFFICE Docs are used to automatically format text when detected or insert special math symbols by recognizing particular character usage. The available AutoCorrect options are listed in the corresponding dialog box. To access it, go to the File tab -> Advanced Settings -> Proofing -> AutoCorrect Options. The AutoCorrect dialog box consists of two tabs: Math Autocorrect and Recognized Functions.Math AutoCorrect When working with equations, you can insert a lot of symbols, accents and mathematical operation signs typing them on the keyboard instead of choosing a template from the gallery. In the equation editor, place the insertion point within the necessary placeholder, type a math autocorrect code, then press Spacebar. The entered code will be converted into the corresponding symbol, and the space will be eliminated. Note: The codes are case sensitive. You can add, modify, restore, and remove autocorrect entries from the AutoCorrect list. Go to the File tab -> Advanced Settings -> Proofing -> AutoCorrect Options ->Math AutoCorrect. Adding an entry to the AutoCorrect list · Enter the autocorrect code you want to use in the Replace box. · Enter the symbol to be assigned to the code you entered in the By box. · Click the Add button. Modifying an entry on the AutoCorrect list · Select the entry to be modified. · You can change the information in both fields: the code in the Replace box or the symbol in the By box. · Click the Replace button. Removing entries from the AutoCorrect list · Select an entry to remove from the list. · Click the Delete button. To restore the previously deleted entries, select the entry to be restored from the list and click the Restore button. Use the Reset to default button to restore default settings. Any autocorrect entry you added will be removed and the changed ones will be restored to their original values. To disable Math AutoCorrect and to avoid automatic changes and replacements, uncheck the Replace text as you type box. The table below contains all the currently supported codes available in the Presentation Editor. The full list of the supported codes can also be found on the File tab in the Advanced Settings... -> Spell checking -> Proofing section. Recognized Functions In this tab, you will find the list of math expressions that will be recognized by the Equation editor as functions and therefore will not be automatically italicized. For the list of recognized functions go to the File tab -> Advanced Settings -> Proofing -> AutoCorrect Options -> Recognized Functions.To add an entry to the list of recognized functions, enter the function in the blank field and click the Add button. To remove an entry from the list of recognized functions, select the function to be removed and click the Delete button. To restore the previously deleted entries, select the entry to be restored from the list and click the Restore button. Use the Reset to default button to restore default settings. Any function you added will be removed and the removed ones will be restored. AutoFormat as You Type By default, the editor formats the text while you are typing according to the auto-formatting presets, for instance, it automatically starts a bullet list or a numbered list when a list is detected, or replaces quotation marks, or converts hyphens to dashes. If you need to disable auto-formatting presets, uncheck the box for the unnecessary options, go to the File tab -> Advanced Settings -> Proofing -> AutoCorrect Options -> AutoFormat As You Type. Helpful hints About the Presentation Editor The Presentation Editor is an online application that lets you look through and edit presentations directly in your browser. Using the Presentation Editor, you can perform various editing operations like in any desktop editor, print the edited presentations keeping all the formatting details or download them onto the hard disk drive of your computer as PPTX, PDF, ODP, POTX, PDF/A, OTP files. To view the current software version and licensor details in the online version, click the icon on the left sidebar. To view the current software version and licensor details in the desktop version, select the Aboutmenu item on the left sidebar of the main program window. Supported Formats of Electronic Presentation A presentation is a set of slides that may include different types of content such as images, media files, text, effects, etc. The Presentation Editor handles the following presentation formats:Formats Description View Edit Download PPT File format used by Microsoft PowerPoint + + Office Open XML Presentation PPTX Zipped, XML-based file format developed by Microsoft for representing spreadsheets, charts, presentations, and + + + word processing documents PowerPoint Open XML Document Template Zipped, XML-based file format developed by Microsoft for POTX presentation templates. A POTX template contains + + + formatting settings, styles, etc. and can be used to create multiple presentations with the same formatting OpenDocument Presentation ODP File format that represents presentations created by Impress application, which is a part of OpenOffice based + + + office suites OpenDocument Presentation Template OpenDocument file format for presentation templates. An OTP OTP template contains formatting settings, styles, etc. and + + + can be used to create multiple presentations with the same formatting Portable Document Format PDF File format used to represent documents regardless of application software, hardware, and operating systems + used. Portable Document Format / A PDF/A An ISO-standardized version of the Portable Document Format (PDF) designed for archivation and long-term + preservation of electronic documents. Keyboard shortcuts For Windows/Linux: Working with Presentation Open the File panel to save, download, print the current Open ''File'' panel Alt+F presentation, view its info, create a new presentation or open an existing one, access the Presentation Editor help or advanced settings.Open ''Search'' Open the Search dialog box to start searching for a dialog box Ctrl+F character/word/phrase in the currently edited presentation. Open ''Comments'' Ctrl+⇧ Open the Comments panel to add your own comment or panel Shift+H reply to other users'' comments. Open comment field Alt+H Open a data entry field where you can add the text of your comment. Open ''Chat'' panel Alt+Q Open the Chat panel and send a message. Save all the changes to the presentation currently edited Save presentation Ctrl+S with the Presentation Editor. The active file will be saved under its current name, in the same location and file format. Print presentation Ctrl+P Print the presentation with one of the available printers or save it to a file. Open the Download as... panel to save the currently Download As... Ctrl+⇧ edited presentation to the hard disk drive of your Shift+S computer in one of the supported formats: PPTX, PDF, ODP, POTX, PDF/A, OTP. Full screen F11 Switch to the full screen view to fit the Presentation Editor into your screen. Help menu F1 Open the Presentation Editor Helpmenu. Open existing file (Desktop Ctrl+O On the Open local file tab in Desktop Editors, opens the Editors) standard dialog box that allows selecting an existing file. Close file (Desktop Ctrl+W, Close the current presentation window in Desktop Editors) Ctrl+F4 Editors. Element contextual ⇧ Shift+F10 Open the selected element contextual menu. menu Reset the ‘Zoom’ Ctrl+0 Reset the ‘Zoom’ parameter of the current presentation to parameter the default ''Fit to slide'' value. NavigationThe first slide Home Go to the first slide of the currently edited presentation. The last slide End Go to the last slide of the currently edited presentation. Next slide Page Down Go to the next slide of the currently edited presentation. Previous slide Page Up Go to the previous slide of the currently edited presentation. Zoom In Ctrl++ Zoom in the currently edited presentation. Zoom Out Tab/Shift+Tab Zoom out the currently edited presentation. Navigate between controls in ↹ Tab/⇧ Navigate between controls to give focus to the next or modal Shift+↹ Tab previous control in modal dialogues. dialogues Performing Actions on Slides New slide Ctrl+M Create a new slide and add it after the selected one in the list. Duplicate slide Ctrl+D Duplicate the selected slide in the list. Move slide up Ctrl+↑ Move the selected slide above the previous one in the list. Move slide down Ctrl+↓ Move the selected slide below the following one in the list. Move slide to Ctrl+⇧ beginning Shift+↑ Move the selected slide to the very first position in the list. Move slide to Ctrl+⇧ end Shift+↓ Move the selected slide to the very last position in the list. Performing Actions on Objects Create a copy Ctrl + drag, Hold down the Ctrl key when dragging the selected object Ctrl+D or press Ctrl+D (⌘ Cmd+D for Mac) to create its copy. Group Ctrl+G Group the selected objects. Ungroup Ctrl+⇧ Shift+G Ungroup the selected group of objects. Select the next object ↹ Tab Select the next object after the currently selected one.Select the previous ⇧ Shift+↹ Select the previous object before the currently selected object Tab one. ⇧ Shift + drag Draw straight (when line or arrow drawing Draw a straight vertical/horizontal/45-degree line or arrow. lines/arrows) Modifying Objects Constrain movement ⇧ Shift + drag Constrain the movement of the selected object horizontally or vertically. Set 15-degree- ⇧ Shift + drag rotation (when Constrain the rotation angle to 15 degree increments. rotating) Maintain ⇧ Shift + drag in the proportions of the selected object when proportions (when Mainta resizing) resizing. Movement pixel by pixel Ctrl+← → ↑ ↓ Hold down the Ctrl (⌘ Cmd for Mac) key and use the keybord arrows to move the selected object by one pixel at a time. Working with Tables Move to the next cell in a ↹ Tab Go to the next cell in a table row. row Move to the previous cell ⇧ Shift+↹ in a ro Tab Go to the previous cell in a table row. w Move to the next row ↓ Go to the next row in a table. Move to the previous row ↑ Go to the previous row in a table. Start new paragraph ↵ Enter Start a new paragraph within a cell. ↹ Tab in the Add new row lower right Add a new row at the bottom of the table. table cell.Previewing Presentation Start preview from the Ctrl+F5 Start a presentation from the beginning. beginning ↵ Enter, Navigate P forwar →age Down,↓, Display the next transition effect or advance to the next d slide. ␣ ,Spacebar Navigate P e previous transition effect or return to the backwar ←age Up, D spl y th ↑, i a d previous slide. Close preview Esc End a presentation. Undo and Redo Undo Ctrl+Z Reverse the latest performed action. Redo Ctrl+Y Repeat the latest undone action. Cut, Copy, and Paste C Cu ⇧trl+X, Cut the selected object and send it to the computer t clipboard memory. The cut object can be later inserted to Shift+Delete another place in the same presentation. Copy Ctrl+C, Send the selected object to the computer clipboard Ctrl+Insert memory. The copied object can be later inserted to another place in the same presentation. Insert the previously copied object from the computer Paste C⇧trl+V, clipboard memory to the current cursor position. The Shift+Insert object can be previously copied from the same presentation. Insert hyperlink Ctrl+K Insert a hyperlink which can be used to go to a web address or to a certain slide in the presentation. Copy the formatting from the selected fragment of the Copy style Ctrl+⇧ currently edited text. The copied formatting can be later Shift+C applied to another text fragment in the same presentation. Apply style Ctrl+⇧ Apply the previously copied formatting to the text in theShift+V currently edited text box. Selecting with the Mouse Add to the selected ⇧ Shift Start the selection, hold down the ⇧ Shift key and click fragment where you need to end the selection. Selecting using the Keyboard Select all the slides (in the slides list) or all the objects Select all Ctrl+A within the slide (in the slide editing area) or all the text (within the text box) - depending on where the mouse cursor is located. Select text fragment ⇧ Shift+→ ← Select the text character by character. Select text from cursor to ⇧ Select a text fragment from the cursor to the beginning of beginning of Shift+Home the current line. line Select text from cursor to ⇧ Shift+End Select a text fragment from the cursor to the end of the end of line current line. Select one character to ⇧ Shift+→ Select one character to the right of the cursor position. the right Select one character to ⇧ Shift+← Select one character to the left of the cursor position. the left Select to the Ctrl+⇧ text fragment from the cursor to the end of a end of a word Shift+→ Select a word. Select to the beginning of a Ctrl+⇧ ment from the cursor to the beginning of word Shift+← Select a text frag a word. Select one line lect one line up (with the cursor at the beginning of a up ⇧ Shift+↑ Se line). Select one line t one line down (with the cursor at the beginning of a down ⇧ Shift+↓ Selec line).Text Styling Bold Ctrl+B Make the font of the selected text fragment bold giving it a heavier appearance. Italic Ctrl+I Make the font of the selected text fragment slightly slanted to the right. Underline Ctrl+U Make the selected text fragment underlined with a line going under the letters. Strikeout Ctrl+5 Make the selected text fragment struck out with a line going through the letters. Subscript Ctrl+⇧ Make the selected text fragment smaller placing it to the Shift+> lower part of the text line, e.g. as in chemical formulas. Superscript Ctrl+⇧ Make the selected text fragment smaller placing it to the Shift+< upper part of the text line, e.g. as in fractions. Bulleted list Ctrl+⇧ Create an unordered bulleted list from the selected text Shift+L fragment or start a new one. Remove Ctrl+␣ formatting Spacebar Remove formatting from the selected text fragment. Increase font Ctrl+] Increase the size of the font for the selected text fragment 1 point. Decrease font Ctrl+[ Decrease the size of the font for the selected text fragment 1 point. Align center Ctrl+E Center the text between the left and the right edges. Justify the text in the paragraph adding additional space Align justified Ctrl+J between words so that the left and the right text edges will be aligned with the paragraph margins. Align right Ctrl+R Align right with the text lined up on the right side of the text box, the left side remains unaligned. Align left Ctrl+L Align left with the text lined up on the left side of the text box, the right side remains unaligned. Increase left indent Ctrl+M Increase the paragraph left indent by one tabulation position. Decrease left Ctrl+⇧ Decrease the paragraph left indent by one tabulation indent Shift+M position.Delete one character to ← Backspace Delete one character to the left of the cursor. the left Delete one character to Delete Delete one character to the right of the cursor. the right Moving around in text Move one character to ← Move the cursor one character to the left. the left Move one character to → Move the cursor one character to the right. the right Move one line up ↑ Move the cursor one line up. Move one line down ↓ Move the cursor one line down. Move to the beginning of a word or one Ctrl+← Move the cursor to the beginning of a word or one word to word to the the left. left Move one word to the Ctrl+→ Move the cursor one word to the right. right Move to next Move to the next title or body text placeholder. If it is the placeholder Ctrl+↵ Enter last placeholder on a slide, this will insert a new slide with the same slide layout as the original slide Jump to the beginning of Home Put the cursor to the beginning of the currently edited line. the line Jump to the end of the line End Put the cursor to the end of the currently edited line. Jump to the beginning of Ctrl+Home Put the cursor to the beginning of the currently edited text the text box box. Jump to the Ctrl+End Put the cursor to the end of the currently edited text box.end of the text box For Mac OS: Working with Presentation Open the File panel to save, download, print the current Open ''File'' on, view its info, create a new presentation or panel ⌥ Option+F presentati open an existing one, access the Presentation Editor help or advanced settings. Open ''Search'' ^ l+F, Open the Search dialog box to start searching for a dialog box ⌘CtrCmd+F character/word/phrase in the currently edited presentation. Open ^ Ctrl+⇧ ''Comments'' S n the Comments panel to add your own comment or panel ⌘hift+H,Cmd+⇧ Ope reply to other users'' comments. Shift+H Open ata entry field where you can add the text of your comment field ⌥ Option+H Open a d comment. Open ''Chat'' panel ⌥ Option+Q Open the Chat panel and send a message. Save all the changes to the presentation currently edited Save ^ presentation ⌘Ctrl+S, with the Presentation Editor. The active file will be saved Cmd+S under its current name, in the same location and file format. Print ^ trl+P, Print the presentation with one of the available printers or presentation ⌘CCmd+P save it to a file. ^ Ctrl+⇧ Open the Download as... panel to save the currently Download As... S⌘hift+S, edited presentation to the hard disk drive of your Cmd+⇧ computer in one of the supported formats: PPTX, PDF, Shift+S ODP, POTX, PDF/A, OTP. Help menu F1 Open the Presentation Editor Helpmenu. Close file (Desktop ^⌘Ctrl+W, C Editors) Edloistoertshe current presentation window in Desktop Cmd+W . Element contextual ⇧ Shift+F10 Open the selected element contextual menu.menu Reset the ‘Zoom’ ^ Ctrl+0 or⌘ Reset the ‘Zoom’ parameter of the current presentation to parameter Cmd+0 the default ''Fit to slide'' value. Navigation The first slide Home, Fn+← Go to the first slide of the currently edited presentation. The last slide End, Fn+→ Go to the last slide of the currently edited presentation. Next slide Page Down, Fn+↓ Go to the next slide of the currently edited presentation. Previous slide Page Up, Fn+↑ Go to the previous slide of the currently edited presentation. Zoom In ^⌘Ctrl+=,Cmd+= Zoom in the currently edited presentation. Zoom Out ↹ Tab/⇧ Shift+↹ Tab Zoom out the currently edited presentation. Navigate between controls in ↹ Tab/⇧ Navigate between controls to give focus to the next or modal Shift+↹ Tab previous control in modal dialogues. dialogues Performing Actions on Slides New slide ^ Ctrl+M Create a new slide and add it after the selected one in the list. Duplicate slide ⌘ Cmd+D Duplicate the selected slide in the list. Move slide up ⌘ Cmd+↑ Move the selected slide above the previous one in the list. Move slide down ⌘ Cmd+↓ Move the selected slide below the following one in the list. Move slide to ⌘ Cmd+⇧ beginning Shift+↑ Move the selected slide to the very first position in the list. Move slide to ⌘ Cmd+⇧ end Shift+↓ Move the selected slide to the very last position in the list.Performing Actions on Objects ^ Ctrl + drag, Create a copy ^ Ctrl+D, Hold down the Ctrl key when dragging the selected object ⌘ Cmd+D or press Ctrl+D (⌘ Cmd+D for Mac) to create its copy. Group ⌘ Cmd+G Group the selected objects. Ungroup ⌘ Cmd+⇧ Shift+G Ungroup the selected group of objects. Select the next object ↹ Tab Select the next object after the currently selected one. Select the previous ⇧ Shift+↹ Tab Select the previous object before the currently selected object one. ⇧ Shift + drag Draw straight (when Draw a straight vertical/horizontal/45-degree line or line or arrow drawing arrow. lines/arrows) Modifying Objects Constrain f the selected object movement ⇧ Shift + drag Constrain the movement o horizontally or vertically. Set 15-degree- ⇧ Shift + drag rotation (when Constrain the rotation angle to 15 degree increments. rotating) Maintain ⇧ Shift + drag in the proportions of the selected object when proportions (when Mainta resizing) resizing. Movement ⌘ Hold down the Ctrl (⌘ Cmd for Mac) key and use the pixel by pixel Cmd+← → ↑ ↓ keybord arrows to move the selected object by one pixel at a time. Working with Tables Move to the next cell in a ↹ Tab Go to the next cell in a table row. row Move to the previous cell ⇧ Shift+↹ Tab Go to the previous cell in a table row.in a row Move to the next row ↓ Go to the next row in a table. Move to the previous row ↑ Go to the previous row in a table. Start new paragraph ↵ Return Start a new paragraph within a cell. ↹ Tab in the Add new row lower right Add a new row at the bottom of the table. table cell. Previewing Presentation Start preview from the ^ Ctrl+F5 Start a presentation from the beginning. beginning ↵ Return, Navigate Page Down, Display the next transition effect or advance to the next forward →↓, slide. ␣ ,Spacebar Navigate P ge Up, Display the previous transition effect or return to the backward ←a↑, previous slide. Close preview Esc End a presentation. Undo and Redo Undo ⌘^ Ctrl+Z,Cmd+Z Reverse the latest performed action. Redo ^⌘Ctrl+Y,Cmd+Y Repeat the latest undone action. Cut, Copy, and Paste cted object and send it to the computer Cut ⌘ Cut the sele Cmd+X clipboard memory. The cut object can be later inserted to another place in the same presentation. Copy ⌘ Cmd+C Send the selected object to the computer clipboardmemory. The copied object can be later inserted to another place in the same presentation. Insert the previously copied object from the computer Paste ⌘ Cmd+V clipboard memory to the current cursor position. The object can be previously copied from the same presentation. Insert ^ Ctrl+K, Insert a hyperlink which can be used to go to a web hyperlink ⌘ Cmd+K address or to a certain slide in the presentation. ^ Ctrl+⇧ Copy the formatting from the selected fragment of the Copy style S⌘hift+C, currently edited text. The copied formatting can be later Cmd+⇧ applied to another text fragment in the same Shift+C presentation. ^ Ctrl+⇧ Apply style S⌘hift+V, Apply the previously copied formatting to the text in the Cmd+⇧ currently edited text box. Shift+V Selecting with the Mouse Add to the selected ⇧ Shift Start the selection, hold down the ⇧ Shift key and click fragment where you need to end the selection. Selecting using the Keyboard Select all the slides (in the slides list) or all the objects Select all ⌘^ Ctrl+A, within the slide (in the slide editing area) or all the text Cmd+A (within the text box) - depending on where the mouse cursor is located. Select text fragment ⇧ Shift+→ ← Select the text character by character. Select one character to ⇧ Shift+→ Select one character to the right of the cursor position. the right Select one character to ⇧ Shift+← Select one character to the left of the cursor position. the left Select one line ect one line up (with the cursor at the beginning of a up ⇧ Shift+↑ Sel line). Select one line ⇧ Shift+↓ Select one line down (with the cursor at the beginning of adown line). Text Styling Bold ⌘^ Ctrl+B, Make the font of the selected text fragment bold giving it a Cmd+B heavier appearance. Italic ^⌘Ctrl+I, Make the font of the selected text fragment slightly Cmd+I slanted to the right. Underline ^⌘Ctrl+U, Make the selected text fragment underlined with a line Cmd+U going under the letters. Strikeout ^⌘Ctrl+5, Make the selected text fragment struck out with a line Cmd+5 going through the letters. Subscript ⌘ Cmd+⇧ Make the selected text fragment smaller placing it to the Shift+> lower part of the text line, e.g. as in chemical formulas. Superscript ⌘ Cmd+⇧ Make the selected text fragment smaller placing it to the Shift+< upper part of the text line, e.g. as in fractions. ^ Ctrl+⇧ Bulleted list S⌘hift+L,Cmd+⇧ Create an unordered bulleted list from the selected text fragment or start a new one. Shift+L Increase font ^⌘Ctrl+], Increase the size of the font for the selected text fragment Cmd+] 1 point. Decrease font ^⌘Ctrl+[, Decrease the size of the font for the selected text Cmd+[ fragment 1 point. Increase left indent ^ Ctrl+M Increase the paragraph left indent by one tabulation position. Decrease left ^ Ctrl+⇧ Decrease the paragraph left indent by one tabulation indent Shift+M position. Delete one character to ← Backspace Delete one character to the left of the cursor. the left Delete one character to Fn+Delete Delete one character to the right of the cursor. the right Moving around in textMove one character to ← Move the cursor one character to the left. the left Move one character to → Move the cursor one character to the right. the right Move one line up ↑ Move the cursor one line up. Move one line down ↓ Move the cursor one line down. Move to the beginning of a word or one ⌘ Cmd+← Move the cursor to the beginning of a word or one word to word to the the left. left Move one word to the ⌘ Cmd+→ Move the cursor one word to the right. right ^ Ctrl+↵ Move to next R⌘eturn, Move to the next title or body text placeholder. If it is the placeholder Cmd+↵ last placeholder on a slide, this will insert a new slide with Return the same slide layout as the original slide Jump to the beginning of Home Put the cursor to the beginning of the currently edited line. the line Jump to the end of the line End Put the cursor to the end of the currently edited line.">