User Guide

Introduction

A simple way to discover, find, use and manage your Office content across locations, devices and platforms.

Content Chooser for Office, Word
Content Chooser for Office, Excel
Content Chooser for Office, PowerPoint
Content Chooser for Outlook, Outlook
Content Chooser for Office, OneNote
Multiple Office App Awards Winner

Launching

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In Office

Content Chooser Ribbon

Once the «Content Chooser» App, respectively the «Content Chooser for Outlook» App has been assigned to you or you have acquired it via the Office Store/AppSource, it will automatically appear in the «Insert» tab in Word, Excel, PowerPoint and OneNote. In Outlook it will appear in the «Message» tab when editing an e-mail message and in the «Appointment» tab when editing a calendar entry. To launch the App just click on the «Contents» button.

Supported Office applications

Word
Word
Word
Excel
Word
PowerPoint
Word
OneNote
Word
Outlook

Please note: Dependent on the capabilities of the platform the «Content Chooser» might be available or not on different platforms for different Office applications.

Signing In

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To get started with this Add-In/App you need to connect it with your existing Microsoft 365 Work or School account or with your Personal Microsoft Account. Follow these steps:

Content Chooser Welcome Page
  • Click on the 'Connect' (1) button.

  • Sign-in using your Microsoft 365 Work or School account or your Personal Microsoft Account.

    Please note:

    The actual sign in experience is provided by Microsoft. officeatwork does not offer any user accounts. Users must use their existing accounts to sign in to the Add-In.

  • Optionally, you might be asked to consent to the Add-In accessing your data. This step might have been taken care of by your internal IT department in advance. In that case you will not be asked.

  • Done.

Accounts

This Add-In accepts Microsoft 365 Work or School accounts. It also accepts Personal Microsoft Accounts including GitHub accounts.

Consenting

The first time you connect the App, you might be asked to consent to the permissions the App requires. Please go through those permissions carefully and grant consent as the App requires these permissions to function. If you do not grant consent the App will not work for you.

Please note:

Your IT administrator could go ahead and pre-consent on behalf of all users. That way you and your fellow users would not have to consent each individually. Your IT administrators can learn more about pre-consenting in the IT Operations Guide further below.

Add-In Menus

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You can find the Add-In menus at the bottom of the Add-In. It currently consists of the 'officeatwork' logo (on the left) and (on the right) the 'Settings' menu, the 'Help' menu, and the 'User' menu. Clicking on the officeatwork logo will take you to the officeatwork website.

Please note:

Dependent on the officeatwork Add-In/App and it's configuration for your Microsoft 365 tenant, items available in the Add-In Menus may vary.

Settings

Settings menu
  • About: This will take you to the about pane that lists various information about this Add-In/App.

  • Rate: This will take you to the review page on Microsoft AppSource.

  • Document: This will take you to the document settings page of this Add-In/App.

Help

Help menu
  • Getting Started: Link to a page that will help you get started with this Add-In or App.

  • Documentation: Link to the documentation of the Add-In or App.

  • Help Center: Link to the officeatwork Help Center.

  • Yammer Community: Link to the officeatwork Yammer community.

  • Send us your Feedback: Link to an online feedback form you can use to reach out to officeatwork.

  • Roadmap: Link to the roadmap page of the Add-In or App.

Additionally to the above listed help offerings you might also want to consider these (free and paid) options:

  • Learn more links: Throughout the Add-In/App you will find 'Learn more' links that will take you to the documentation pages covering the topic you are currently viewing. This is the fastest way to pull up the relevant documentation.

  • Premium Support: Customers with a Premium Support Subscription can use additional support offerings and channels made available via the premium support subscription.

  • Your internal resources: You will most likely have internal resources covering the Business aspects or IT aspects of this Add-In or App. Please also consider reaching out to them when appropriate. Thank you.

User Menu

User menu
  • Signed-in User: You can see the photo, name and email address of the currently signed-in user at the top of the User menu.

  • Sign out: This option will allow you to sign out of this Add-In/App.

The navigation within the App is split into two sections, the «Libraries» and «User» menu.

Libraries

Content Chooser navigation

The «Libraries» menu (1) will provide access to all of your content libraries. Use this menu to switch between libraries.

User Menu

The «User» menu (2) will provide links to resources such as «Yammer», our «Feedback form», the App «Roadmap», the «Settings» page, the «About» page and the App documentation (website). Additionally, it will allow you to sign-out of the App.

Please note: Dependent on the officeatwork App settings for your Office 365 tenant the items available in the «User» menu can vary.

Template Chooser Setup SharePoint Online

To switch a library just click on the name of the existing library (1) at the top of the Add-In. That will bring up a list of all available libraries for you to choose from. You can then just click on one of the libraries to switch.

Learn more… & Info button

Content Chooser getting help

Here and there you will see some «Learn more» links (1) spread around the App. Those links will take you to a new Web page that will explain further details specific to a topic.

The «Info» button (1) will provide you some more info relevant to the topic right within the App without leaving the App.

Yammer

Join our «Yammer» network and participate in our discussion around the officeatwork 365 Apps and to learn about coming updates. You will find a link to our «Yammer» network in the «More» menu called «Yammer Community» (2).

Contents

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Inserting Contents

Content Chooser Search

Once you have loaded a content library you can easily insert a content into your current document by clicking anywhere (1) on to one of the listed contents.

Searching Contents

Content Chooser Search

Use the search box to search for contents with a specific name within the active content library.

Please note: Searching across multiple libraries is currently not supported.

Navigating Folders

Content Chooser Search

Use the ‘bread crumb’ navigation element (1) to move up your folder hierarchy. To navigate into a folder just click onto its icon.

Managing Contents

To manage your contents of the currently loaded library you just need to click on the «View Online» (2) button. To manage contents from a different library you just need to switch to that library first before clicking on the «View Online» button.

Supported files

Each Office application supports its specific file formats. See below what Office applications supports what formats.

Attention: Office for the browser (Office online) only supports file sizes up to 5 MB.

Supported File formats

Word

Word
DOCX
Word
TXT
Word
HTML
Word
PNG
Word
JPG
Word
GIF
Word
BMP
Word
SVG (1)

Excel

Word
TXT
Word
PNG (2)
Word
JPG (2)
Word
GIF (2)
Word
BMP (2)
Word
SVG (1, 3)

PowerPoint

Word
TXT
Word
PNG
Word
JPG
Word
GIF
Word
BMP
Word
SVG (3)

OneNote

Word
TXT
Word
PNG
Word
JPG
Word
GIF
Word
BMP

Outlook

Word
TXT
Word
HTML
Word
PNG (1)
Word
JPG (1)
Word
GIF (1)
Word
BMP (1)

(1) Not available in Office for the browser (Office Online)

(2) Not available in Excel for the browser (Excel Online)

(3) Not available in Office for iPad

OneDrive Libraries

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Enable / Disable

This feature is enabled by default. Licensed customers can disable this feature using the Admin Center App. Users signing-in with a personal account or users using an evaluation license are not able to disable this feature.

Consenting

All public libraries are enabled by default. Licensed customers can change this setting using the Admin Center App. Personal use users and evaluation users can not hide these libraries.

Configuration

Manage OneDrive Libraries

At first you might have not configured your OneDrive or OneDrive for Business for the «Content Chooser». In this case, you will find a «Manager Libraries» (1) button below the «OneDrive» library header. If you already have setup some libraries, you will not see the «Manager Libraries» button. In this case, you can use the «Pen» icon (2) to start managing your libraries.

Please note: Organizational users that sign in with their Work or School account can choose to disable OneDrive support within the Content Chooser. This can make sense in case you want all your contents organized in SharePoint and not promote the management of contents on an individual level.

Manage Libraries

New Library

Manage OneDrive Libraries

To create a new library just click on the «Add Library» (1) button. A flyout appears, that will allow you to select a folder. Navigate and select the folder you wish to use as a Content Library and click on «Create Library» button at the bottom of the list. With this you have created a new Content Library linked to the folder you just selected.

Edit or Remove a Library

To edit an existing library just click onto the library entry (2) in the list of libraries. To remove the library just click on the «Remove» button at the bottom of the library properties. To rename the library just click into the «Name» field and change the name accordingly. Use the arrow back at the top of the page to return to the libraries list.

Embedding Add-In

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You might want to have the Content Chooser Add-In open together with your document. To do that you can 'embed' the Add-In into your document. This makes most sense with documents you often need to insert contents into like proposals or contracts etc. In cases like this you might even want to embed the Content Chooser Add-In in your proposal or contract template.

Open Add-in together with a document

You might want this Add-In to open alongside with your document automatically. This can be achieved by actively embedding the Add-In into your currently open document.

To do this follow the steps below:

Document
  • Open the Add-In 'Settings' menu.

  • Click on the 'Document' option.

  • On the 'Document' pane choose your Embedding option (1).

  • Click 'Save' to save your changes.

Embedding options

Never

Choose this option if you do not want the Add-In to open together with your document (default setting).

Once

Choose this option if you want the Add-In to only open the next time you open your document, after that it shall not open automatically anymore. 

Always

Choose this option if you want to have the Add-In open together with your document all the time. Note that the Add-In will also open if you close your document with the Add-In closed and then re-open the document.

Business Operations Guide

Introduction

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This Business Operations Guide is aimed at users that are responsible for the successful implementation and running of the officeatwork Apps and Add-Ins in their organization. This guide also includes a Roadmap section where you can learn more about existing and upcoming features.

Apps & Add-Ins

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The following Apps and Add-Ins are included in the Content Chooser.

Supported Applications

The 'Content Chooser' runs within the following Microsoft 365 applications on Windows, Mac, iPad and Office Online:

Word
Word
Word
Excel
Word
PowerPoint
Word
Project
Word
OneNote
Word
Edge
Word
Chrome
Word
Safari
Word
FireFox

Please note:  The 'Content Chooser' Apps might offer different features depending on the different Microsoft 365 applications on the various platforms.

Supported Storage Services

The  'Content Chooser' supports the following Microsoft 365 storage locations:

Word
SharePoint Online
Word
Teams
Word
OneDrive

Please note: SharePoint, Teams, and OneDrive can be deactivated on a tenant by tenant basis using the officeatwork Admin Center.

Supported User Accounts

The  'Content Chooser' supports the following user accounts:

Word
Office 365 Account
Word
Microsoft Personal Account

Variations

The  'Content Chooser' app will offer different features based on the account you are using or if you are a subscription user or not. If you are evaluating the app without a subscription you will not be able to configure all the options a paying user with a business subscription would be able to. If you sign in using a personal Microsoft account you will also not be able to configure any settings. Additionally, features available only to Microsoft 365 Users like SharePoint Online will also be missing.

Personal

FREE

when using a personal Microsoft account.

Supported Libraries

OneDrive

Teams

SharePoint

Tenant Settings

Feature Settings

Custom feature settings like disabling OneDrive or removing the Yammer and Feedback form link.

Advertisement Free

New users will receive no e-mails from officeatwork.

Sample Libraries deactivated

Business

Evaluation

when using an Office 365 or Microsoft 365 account for evaluation purposes.

Supported Libraries

OneDrive for Business

Teams

SharePoint

Tenant Settings

Feature Settings

Custom feature settings like disabling OneDrive or removing the Yammer and Feedback form link.

Advertisement Free

New users will receive no e-mails from officeatwork.

Sample Libraries deactivated

Business

Subscription

when using a paid subscription with a Office 365 or Microsoft 365 account.

Supported Libraries

OneDrive for Business

Teams

SharePoint

Tenant Settings

Feature Settings

Custom feature settings like disabling OneDrive or removing the Yammer and Feedback form link.

Advertisement Free

New users will receive no e-mails from officeatwork.

Sample Libraries deactivated

SharePoint Online Libraries

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Setup

Automatic configuration

The officeatwork 365 «Content Chooser Setup App» is an Office 365 Web App designed to help you setup and maintain your SharePoint Online configuration for the officeatwork 365 Content Chooser Office Add-in. The Web App will help you create (and maintain) a new SharePoint site collection named «officeatwork» and a subsite named «ContentChooser». Within that subsite it will also create a list named «ContentLibraries» and a picture library named «Contents». The list and the picture library will initially be populated with some sample data. If you prefer to do the setup work in your SharePoint online tenant manually you can jump to the next section called 'MANUAL CONFIGURATION'.

Follow these steps to perform the configuration for SharePoint online within your Office 365 tenant to start being able to use the Web Office Content Chooser Add-in for Office 365:

Please note: You need to be a SharePoint administrator AND an Office 365 administrator to run the Content Chooser Setup.

Please note: Please be aware that this initial setup process can take up to 15 minutes to complete!

  • Start the automatic configuration by clicking the 'Content Chooser Setup App' button below:

    Content Chooser Setup App
  • Sign-in to the officeatwork 365 «Content Chooser Setup App» (This requires SharePoint Admin rights) using your corporate or school Office 365 account.

    Content Chooser Setup
  • Click on the «Create Repository» Button.

  • Please be patient and wait for this process to complete - it can easily take up to 15 minutes to complete.

  • Once the repository has been created, return to the Content Chooser and reload it.

  • You should now see at least one SharePoint content library in your list of content libraries.

Manual configuration

If you want to setup SharePoint Online without the «Content Chooser App» for Office 365 you can configure SharePoint Online within your Office 365 tenant manually. It is important that the names for the site collection etc. are exactly as provided below. Follow these steps:

  • Create a new Site Collection named «officeatwork»

  • Create the subsite «ContentChooser»

  • Add a new list to this site collection named «ContentLibraries»

  • Add a column of type «Hyperlink or Picture» with the name ‘Url’ to this list

  • Add a column of type «Choice» with the name ‘Applications’ to this list

  • Set the property ‘Type each choice on a separate line’ to
    Word
    Excel
    PowerPoint
    OneNote
    Outlook

  • Set the ‘Display choices using’ to ‘Checkboxes (allow multiple selections)’.

  • Set the ‘Default value’ to ‘Calculated Value’ and enter the following formula in the input box
    =”;#Word;#Excel;#PowerPoint;#OneNote;#Outlook;#”

  • Leave all other properties at default settings.

  • Add entries for each Picture or Document Library which contains contents by copying the URL of the document library into the «Url» field.

  • Give each entry a name by typing a name into the Title field of each entry.

  • Define for each entry in what Office applications the library shall be visible. New entries will be visible in all Office applications by default.

  • Re-load the officeatwork 365 Content Chooser Web Office Add-in in your Office application.

Tip: Any document library within your SharePoint Online tenant can be used as a content library. There are no specific requirements other than that those listed libraries must be of type SharePoint document library.

Things that can go wrong…

SharePoint Online is quite complex and therefor things can be configured in a way that will not allow you to see your libraries.

No access to the Libraries List

No access to the Libraries List

When you get this message in the list of libraries it is most likely the case that you do not have access to the SharePoint list that holds the list of all SharePoint Document Libraries that should be shown as available libraries.

  • Click on the link ‘SharePoint Online libraries list’ in the message. This will try to open the SharePoint list using your Browser. If you have no access to the list, you should be seeing the default 'no access' message form SharePoint. Contact your SharePoint administrator to ask for access to that list.

SharePoint still not configured

In case you still see the initial configuration message after you have configured SharePoint online you might want to check if the users that encounter this have access to the root site collection of your SharePoint online tenant. If that is not the case users will see the original messages as shown below (1).

Content Chooser Setup SharePoint Online

More help

Please also take advantage of our Help Center. There you will find more tips and tricks regarding setting up the Content Chooser for your Office 365 tenant.

Consent

Initially you need to consent to the Add-In being allowed to use your SharePoint data. This consent can only be provided by an SharePoint online Administrators.

Configuration

Content Chooser Setup SharePoint Online

At first you might have not configured your Office 365 SharePoint Tenant for the «Content Chooser». In this case, you will find a «Learn more» link (1) below the «SharePoint Online» library header. So if you want to configure your Office 365 Tenant’s «SharePoint Online» to work with the «Content Chooser» just click on the «Learn More» link and follow the instructions presented on the web page.

Once your Office 365 Tenant’s «SharePoint Online» has been configured for the «Content Chooser» you will see a list of all available document libraries you have access to. The libraries are listed below the «SharePoint Online» group header.

Managing Libraries

Content Chooser SharePoint Online Edit

If you want to manage the lists of «SharePoint Online» libraries just click on the «Edit» button to the far right of the «SharePoint Online» group header.

This will open a dedicated «SharePoint Online List» in your Office 365 Share Point Online Tenant. The URL of the list will be something like this
[YourTenant].sharepoint.com/sites/officeatwork/ContentChooser/Lists/ContentLibraries.

Content Chooser SharePoint online Template Libraries

The actual adding and removing of libraries is then done using native «SharePoint» functions. If you are not literate with «SharePoint Online» we recommend you to go through the «SharePoint» documentation or to reach out to someone with sufficient «SharePoint» experience.

You need to create an item in this list for each «SharePoint Online» Document or Picture library you want to use in the «Content Chooser» Add-in. The «Title» column will be used as the name of the library in the libraries list in your «Content Chooser» Add-in. The «URL» column must contain the URL of the library in your «SharePoint Online» tenant you want to use. This could look something like this:
https://[YourTenant].sharepoint.com/sites/officeatwork/ContentChooser/Pictures. The Application column will allow you to determine in what Office application the library shall appear.

Tip: The libraries you use can be located in any site collection within your SharePoint root host of our Office 365 Tenant’s «SharePoint Online».

Tip: Use the rich security options provided by «SharePoint Online» to determine what libraries are made available to users and groups within your organization.

Please note: The user will need at least read rights to the root site of the site collection you are connecting to.

Library Name

By default the Title field in the SharePoint list will be used to display your library name in the product experience.

Attention:

Your Title field label might be translated in your SharePoint experience! So, in for example a french SharePoint document library user experience the title column would appear as Titre and not Title. Nevertheless, the column labeled Titre will work.

Attention:

If the column names (not labels) do not exactly match the names as defined below, the Special Columns features will not work. We therefor recommend to define new columns via the 'List Settings' page and not directly in the list view.

Library Name Translation

If you are sharing your libraries across language regions you might want to translate the library names so that users can explore your libraries in their native language. To add translations to any library in you need to add an additional column to your SharePoint list (1 column per language). We offer a simple naming convention to enable this scenario:

Title + . + language code

So for instance, if you would want to show translated French library names you would need to create an additional column named 'Title.fr'. Make sure you spell the column correctly in your first attempt as renaming the column might only give it a different label but not actually rename the column Name/ID. We also recommend to create new columns via the SharePoint 'Library settings' page to make sure your column gets named correctly. Once you have created the column you can go ahead and add a translation for each library you wish to translate. Thereafter your users with a french user interface will automatically see the translated french library names.

Here is a link to a list of ISO 639-1 language codes you can use:
http://www.lingoes.net/en/translator/langcode.htm

Attention:

Make sure you type your language code in lower case - upper case will not work.

Attention:

If your 'Title' field is translated in your SharePoint experience (for instance 'Titre' for french) you will still need to create your translation columns using the exact English spelling for your additional Title.LanguageCode columns.

Content Name

By default the file name of the file in the SharePoint document library will be used to display your content in the 'Content Chooser' experience. Alternatively, you can give your content a different name by entering an additional name in the Title field. Providing a name in the Title field is optional and is not required for the content to appear in the 'Content Chooser' experience.

Attention:

Your Title field label might be translated in your SharePoint experience! So, in for example a french SharePoint document library user experience the title column would appear as Titre and not Title. Nevertheless, the column labeled Titre will work!

So for instance, if you would want to show translated French content file names you would need to create an additional column named 'Title.fr'. Make sure you spell the column correctly in your first attempt as renaming the column might only give it a different label but not actually rename the column Name/ID. We also recommend to create new columns via the SharePoint document library 'Library settings' page to make sure your column gets named correctly. Once you have created the column you can go ahead and add a translation for each content file you wish to translate. Thereafter your users viewing the 'Content Chooser' in french will automatically see the translated french content names.

Content Name Translation

If you are sharing your contents across language regions you might want to translate the content names so that users can explore your contents in their native language. To add translations to any content in your SharePoint document library you need to add an additional column per language. We offer a simple naming convention to enable this scenario:

Title + . + language code

So for instance, if you would want to show translated French content file names you would need to create an additional column named 'Title.fr'. Make sure you spell the column correctly in your first attempt as renaming the column might only give it a different label but not actually rename the column Name/ID. We also recommend to create new columns via the SharePoint document library 'Library settings' page to make sure your column gets named correctly. Once you have created the column you can go ahead and add a translation for each content file you wish to translate. Thereafter your users viewing the 'Content Chooser' in french will automatically see the translated french content names.

Here is a link to a list of ISO 639-1 language codes you can use:
http://www.lingoes.net/en/translator/langcode.htm

Attention:

Make sure you type your language code in lower case - upper case will not work.

Attention:

If your 'Title' field is translated in your SharePoint experience (for instance 'Titre' for french) you will still need to create your translation columns using the exact English spelling for your additional Title.LanguageCode columns.

Folder Name Translation

To translate the folder names shown in the Content Chooser you would have to create a new SharePoint Content type for your folders that includes the translation columns like Title.fr and assign that folder content type to your document library. Please consult the SharePoint documentation on how to create and assign content types to document libraries.

Special Columns in SharePoint Document Libraries

The 'Content Chooser' supports a number of officeatwork specific SharePoint columns that will give you some additional functionality per content. To benefit from these features you need to add any number of the columns described below to the SharePoint document libraries you want these features to work with.

Attention:

If the column names (not labels) do not exactly match the names as defined below, the Special Columns features will not work. We therefor recommend to define new columns via the 'List Settings' page and not directly in the list view.

officeatwork_subject

When inserting a content into an e-mail in Outlook the content of this SharePoint column gets additionally inserted into the 'e-mail subject' of the e-mail message by extending what already might be in the subject of the e-mail. The SharePoint column name must be 'officeatwork_subject' and of type 'Single line of text'.

officeatwork_recipients_to

When inserting a content into an e-mail in Outlook the content of this SharePoint column gets additionally inserted into the 'e-mail to' of the e-mail message by extending what already might be in the 'e-mail to' of the e-mail. The SharePoint column name must be 'officeatwork_recipients_to' and of type 'Single line of text'. The format of the e-mail addresses follows the standard SMTP format:

name <[e-mail]>; name <e-mail>[e-mail]</e-mail>

Single e-mail address example:

Joe Duller <joe.duller@domain.com>

Multiple e-mail addresses example:

Joe Duller <joe.duller@domain.com>; Tim Hiller <e-mail>tim.hiller@domain.com</e-mail>

officeatwork_recipients_cc

When inserting a content into an e-mail in Outlook the content of this SharePoint column gets additionally inserted into the 'e-mail cc' of the e-mail message by extending what already might be in the 'e-mail cc' of the e-mail. The SharePoint column name must be 'officeatwork_recipients_cc' and of type 'Single line of text'. The format of the e-mail addresses follows the standard SMTP format (see officeatwork_recipients_to for details on this format).

officeatwork_recipients_bcc

When inserting a content into an e-mail in Outlook the content of this SharePoint column gets additionally inserted into the 'e-mail bcc' of the e-mail message by extending what already might be in the 'e-mail bcc' of the e-mail. The SharePoint column name must be 'officeatwork_recipients_bcc' and of type 'Single line of text'. The format of the e-mail addresses follows the standard SMTP format (see officeatwork_recipients_to for details on this format).

Teams Libraries

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Enable / Disable

This feature is enabled by default. Licensed customers can disable this feature using the Admin Center App. Users signing-in with a personal account or users using an evaluation license are not able to disable this feature.

Consenting

Enable Teams

Initially you need to consent to the Add-In being allowed to use your Teams data. To do this you click on the enable (1) button. This will start an admin permissions flow that only Office 365 Administrators can complete.

Configuring Teams Libraries

Manage Teams Libraries

At first you might have not configured your Teams libraries. In this case, you will find a «Manager Libraries» (1) button below the «Teams» library header. If you already have setup some libraries, you will not see the «Manager Libraries» button. In this case, you can use the «Pen» icon (2) to start managing your libraries.

Manage Teams Libraries

Manage Teams Libraries

New Library

To create a new library just click on the «Add Library» (1) button. A flyout appears, that will allow you to select a Team, a channel and if you wish any sub-folder within that channel. Navigate and select the channel or folder you wish to use as a Content Library and click on «Create Library» button at the bottom of the list. With this you have created a new Content Library linked to the channel or folder you just selected. Be aware that you can only create one Content Chooser library per team. So once you have created a library for a specific Team that team will not show up anymore in the flyout. Once you have created a Content library within a team that library will become visible for all your team members. There is no need for all team members to repeat this step of creating a teams library for any specific team.

Edit or Remove a Library

To edit an existing library just click onto the library entry (2) in the list of libraries. To remove the library just click on the «Remove» button at the bottom of the library properties. You can not rename a Teams library as it will always show the name of the Team as the library name. Use the arrow back at the top of the page to return to the libraries list.

Content Name

Note: Teams uses SharePoint to store all files. So our officeatwork content libraries in Teams are actually native SharePoint document libraries. That is why the following explanation is talking about SharePoint document libraries.

By default the file name of the file in the SharePoint document library will be used to display your content in the 'Content Chooser' experience. Alternatively, you can give your content a different name by entering an additional name in the Title field. Providing a name in the Title field is optional and is not required for the content to appear in the 'Content Chooser' experience.

Attention:

Your Title field label might be translated in your SharePoint experience! So, in for example a french SharePoint document library user experience the title column would appear as Titre and not Title. Nevertheless, the column labeled Titre will work!

So for instance, if you would want to show translated French content file names you would need to create an additional column named 'Title.fr'. Make sure you spell the column correctly in your first attempt as renaming the column might only give it a different label but not actually rename the column Name/ID. We also recommend to create new columns via the SharePoint document library 'Library settings' page to make sure your column gets named correctly. Once you have created the column you can go ahead and add a translation for each content file you wish to translate. Thereafter your users viewing the 'Content Chooser' in french will automatically see the translated french content names.

Content Name Translation

If you are sharing your contents across language regions you might want to translate the content names so that users can explore your contents in their native language. To add translations to any content in your SharePoint document library you need to add an additional column per language. We offer a simple naming convention to enable this scenario:

Title + . + language code

So for instance, if you would want to show translated French content file names you would need to create an additional column named 'Title.fr'. Make sure you spell the column correctly in your first attempt as renaming the column might only give it a different label but not actually rename the column Name/ID. We also recommend to create new columns via the SharePoint document library 'Library settings' page to make sure your column gets named correctly. Once you have created the column you can go ahead and add a translation for each content file you wish to translate. Thereafter your users viewing the 'Content Chooser' in french will automatically see the translated french content names.

Here is a link to a list of ISO 639-1 language codes you can use:
http://www.lingoes.net/en/translator/langcode.htm

Attention:

Make sure you type your language code in lower case - upper case will not work.

Attention:

If your 'Title' field is translated in your SharePoint experience (for instance 'Titre' for french) you will still need to create your translation columns using the exact English spelling for your additional Title.LanguageCode columns.

Folder Name Translation

To translate the folder names shown in the Content Chooser you would have to create a new SharePoint Content type for your folders that includes the translation columns like Title.fr and assign that folder content type to your document library. Please consult the SharePoint documentation on how to create and assign content types to document libraries.

Public Libraries

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The Content Chooser comes with a set of public image libraries. These libraries offer royalty free images. Please make sure you get acquainted with the terms of each library content provider. Organizations that do not want to offer thees free libraries can disable them for their Office 365 tenant.

Enable / Disable

This feature is enabled by default. Licensed customers can disable this feature using the Admin Center App. Users signing-in with a personal account or users using an evaluation license are not able to disable this feature.

Pixabay

Pixabay Libraries

Pixabay is a source for freely usable images. Pixabay has its own Pixabay website where you can download images to use in your work. Please read the Pixaby terms to see what you are allowed to do with the images and what not.

UnSplash

Unsplash Libraries

Unsplash is a source for freely usable images. Unsplash has its own Unsplash website where you can download images to use in your work. Please read the Unsplash licence agreement to see what you are allowed to do with the images and what not.

Sample Libraries

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The «Samples» libraries are here to help you to get a feeling of what the «Content Chooser» add-in can do for you without the need to setup your own libraries.

If you have not set up any of your own libraries the «Content Chooser» will always select the first «Samples» library for you by default when loading the libraries page.

Hide Samples Libraries

All sample libraries including the «Samples» group will not be visible to organizational users with a Microsoft 365 or Office 365 Work or School account once you purchased a subscription and become a licensed user.

Analytics

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officeatwork provides analytics support that will allow you to get insights into the usage of your assets and data used within the officeatwork Apps and Add-Ins. To capture this information you need to set up a data capturing stream that will allow the officeatwork Apps and Add-Ins to send your usage data into a storage location you own.

The attributes per event we provide are as follows:

  • action (Sample: 'Launched', 'Folder Loaded', 'Template Chosen', 'Document Creation Requested', etc.)

  • addInName (Sample: 'Template Chooser, 'Content Chooser', etc.)

  • assetExtension (Sample: 'docx', 'jpg', 'svg', 'html', 'xlsx', etc.)

  • assetId (Sample: '715IQYDHBZCGRAG5NOCVFIQUSBB7ITQ5LN' etc.)

  • assetName (Sample: 'Letter', 'Project Budget Sheet', 'Memorandum', etc.)

  • assetUrl (Sample: 'https://tenant.sharepoint.com/sites/AllCompany/Documents/General/Contents/Legal/TrademarkStatement.docx'

  • hostApplication (Sample: 'Excel', 'Word', 'SharePoint', 'Browser', etc.)

  • hostPlatform (Sample: 'Windows', 'iOS', 'Mac', 'Web', etc.)

  • hostVersion (Sample: '16.35.218.0', '2.27.709.0', '16.01', etc.)

  • sourceName (Sample: 'Corporate Templates', 'Sales Contents', etc.)

  • sourceType (Sample: 'OneDrive', 'Teams', 'SharePoint', 'Pixabay', etc.)

  • timestamp (Sample: 2018-10-11T12:27:22.205Z)

  • userDisplayName (Sample: 'Joe Miller', etc.)

  • userEmail (Sample: 'joe.miller@sample.com')

  • userId (Sample: '43d7d85d-e05e-4adf-bd1f-691b0a53bb64', etc.)

Power BI

To gain insights into your officeatwork apps and Add-In usage via Power BI you need to follow these three basic steps:

  • Set up a Streaming Data Set in Power BI

  • Register your Streaming Data Set API URL for each of your officeatwork Add-Ins and Apps using the officeatwork Admin Center

  • Create Reports in Power BI

Setting up your Power BI Streaming Data Set in Power BI

Please check out the Power BI documentation to learn how to set up a streaming data set. The steps below will provide some important additional details you will need to take into account when creating your Streaming Data Set:

  • On any of your Power BI workspaces click the '+' button (top right corner) in Power BI to create a new streaming dataset!

  • For the source of your dataset choose API.

  • For Dataset name provide any name you wish. Sample: 'officeatwork-usage'.

  • Create a field for ALL attributes we offer (Sample: 'action', 'addInName', etc.). Make sure to choose 'DateTime' for the timestamp attribute and 'Text' for all others in the format dropdown.

  • Make sure to switch on 'Historic data analysis'.

  • Once created you can get the API info for your new streaming data set and copy the value from the 'Push URL' starting with 'https://api.powerbi.com/... '. You will need this in the second step!

Register your Streaming Data Set API URL for your officeatwork Apps and Add-Ins

Please make sure that before you start this step that you have the 'Push URL' form the previous step in your clipboard.

  • Launch the officeatwork Admin Center

  • Select the app on the left you want to configure (for example the 'Template Chooser').

  • Click the 'Manage' button on the 'Analytics' panel.

  • Paste the 'Push URL' into the 'Power BI streaming dataset API endpoint URL'.

  • Click 'Save' at the bottom of the pane.

  • Done.

Create Reports in Power BI

You can now go ahead and create as many reports in Power BI as you wish. Please be aware that you need to use one of the officeatwork Apps or Add-Ins after connecting your Power BI streaming dataset for your reports to showy any officeatwork usage data!

Roadmap

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Under Investigation

Planned

Released March 2020

Released January 2020

Released November 2019

Released October 2019

Released September 2019

Released march 2019

Released February 2019

Released january 2019

Released August 2018

Released July 2018

Released May 2018

released April 2018

Released December 2017

Released November 2017

Released october 2017

Released August 2017

Released February 2016

Released December 2016

Released October 2016

IT Operations Guide

Deployment

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Office Add-ins

Historically you might be used to deploy Office Add-Ins using MSI packages. This is not an option for our modern officeatwork cloud SaaS Office Add-Ins anymore as they are not built with the older (COM) platform dependent technology.

Please note:

We do not offer any MSI packages for our modern web-based Office Add-Ins.

Centralized Deployment

The by far best way of deploying Add-ins for Microsoft 365 is using the new 'Centralized Deployment' feature inside the Microsoft 365 admin center. This feature will allow you to deploy Add-Ins to your users on all devices and platforms. There are no local installations necessary for this to work.

You can reach 'Centralized Deployment' by going to: Microsoft 365 admin center > Settings > Add-ins > + Deploy Add-In

Please note:

You might want to check if your tenant is ready for 'Centralized Deployment'. Here is a link to the Microsoft support document called 'Determine if Centralized Deployment of add-ins works for your organization' that will explain the requirements in detail. Microsoft also offers an Add-In (Word & Excel) that will perform automated checks to see if your infrastructure is ready for Centralized Deployment. It's called 'Compatibility Checker for Centralized Deployment'.

Please note:

You must be an Office 365 admin to be able to sign in to the Office 365 Admin portal. You will also need to use the ‘I want to add an Add-In from the Office Store‘ option as this will keep your add-ins up-to-date automatically!

Additional Resources

Sharepoint add-in catalog (for older Office versions)

Modern Web Office Add-ins can also be deployed for older Office versions like Office 2013. For that you can use the SharePoint Add-In catalog deployment method. Please note that some features like showing icons in the ribbon in Office will not be available via this deployment path. This deployment method will though work for the officeatwork 365 Template Chooser and Content Chooser Add-Ins. Please expect limited functionality due to missing API's in older Office versions like Office 2013. Check out our compatibility section below to learn more about any missing features for your Office version.

Additional Resources

Office Store

You can find our Add-Ins within the Office Store experience provided within the Office applications. Just use the 'Get it now' button to acquire and deploy the Add-In for the signed-in user only.

Appsource

You can find our Add-Ins for Office on AppSource. Just use the 'Get it now' button in AppSource to acquire and deploy the Add-In. If you are signed-in as a Microsoft 365 administrator the 'Get it now' button should take you to the centralized deployment experience.

Please note:

If you can manage your AppSource purchases in the Microsoft 365 Admin Center. Here is a link to the Manage subscriptions in Admin Center documentation.

Compatibility

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Check out the minimal Office versions required for running the officeatwork Web Add-In on your devices. Also see what specific features of the individual Add-Ins are supported from what version onward.

Minimal Office Version

Minimal Office version required to run the officeatwork App.

Windows

Office 2013 (MSI)

15.0 (4855.1000)

Office 2016 (MSI)

16.0 (4390.1000)

Office 2019 (MSI)

all versions

Office 365 (C2R)

1602 (6741.0000)

Office Online

Office 365

January 2016

Mac OS

Office 365

15.20 (160315)

iPad

Office 365

1.22

Advanced content inserting in Word

Ability to insert contents as linked or locked contents in Word.

Windows

Office 2013 (MSI)

not available

Office 2016 (MSI)

16.0 (4266.1001)

Office 2019 (MSI)

all versions

Office 365 (C2R)

1509 (Build 4266.1001)

Office Online

Office 365

January 2016

Mac OS

Office 365

15.19

iPad

Office 365

1.22

Support for inserting SVG images

Ability to insert SVG (images) contents in Word, Excel and PowerPoint.

Windows

Office 2013 (MSI)

not available

Office 2016 (MSI)

not available

Office 2019 (MSI)

not available

Office 365 (C2R)

1901 (Build 11231.20130)

Office Online

Office 365

January 2019

Mac OS

Office 365

unknown

iPad

Office 365

unknown

Please note: Users with older Office versions will not see any SVG content (files) in Content Chooser.

General Add-In Features

Ribbon Icon

Access App via one or multiple icon in the Office ribbon.

Windows

Office 2013 (MSI)

not available

Office 2016 (MSI)

not available

Office 2019 (MSI)

all versions

Office 365 (C2R)

1603 (6769.0000)

Office Online

Office 365

January 2016

Mac OS

Office 365

15.33.0 (1704.0900)

iPad

Office 365

not applicable

Centralized Deployment

Deploying Word, Excel and PowerPoint Apps in Office.

Windows

Office 2013 (MSI)

not available

Office 2016 (MSI)

not available

Office 2019 (MSI)

all versions

Office 365 (C2R)

1704 (8067.2115)

Office Online

Office 365

January 2016

Mac OS

Office 365

15.34.0 (1705.1500)

iPad

Office 365

not applicable

Automatically open a task pane

Automatically load an App and open a task pane when opening a specific Word, Excel or PowerPoint document.

Windows

Office 2013 (MSI)

not available

Office 2016 (MSI)

not available

Office 2019 (MSI)

all versions

Office 365 (C2R)

16.0 (8121.1000)

Office Online

Office 365

January 2016

Mac OS

Office 365

15.34.0 (1705.1500)

iPad

Office 365

not applicable

MFA (Multi-Factor Authentication)

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All the officeatwork Add-Ins require Microsoft accounts to sign-in to the Add-Ins. If you have activated MFA (Multi-Factor Authentication) for our Microsoft Work or School account in Microsoft 365, it will automatically also apply for the officeatwork Add-Ins. You as an Admin do not have to configure any dedicated settings for the officeatwork Add-ins as they automatically 'inherit' your sign-in policy you defined for your organization.

Pre-Consenting

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Administrators of a Microsoft 365 tenant can pre-consent access to required scopes by clicking the 'Pre-Consent' buttons listed in the Data Scopes section below. Once done, users of your tenant will not have to individually grant access to the various scopes required by the officeatwork Add-In/App.

Data Scopes

Following our security principles our Apps and Add-Ins do not have their own independent data access definitions. What the Apps and Add-Ins can access is always governed by the data provider.

Microsoft 365

Here are some principles that apply to all the access our Apps and Add-Ins have in Microsoft 365:

  • Data access is always scoped to the signed-in user.

  • officeatwork employees do not get access to your data.

  • Your data is protected by the Microsoft 365 security framework including multi-factor authentication.

  • The actual App or Add-In sign in screens are provided and hosted by Microsoft. You can see that as the officeatwork sign in process displays the identical sign in screens and flow as if you were to sign in to Microsoft 365.

  • Users can only access data within the Apps that they can access based on their existing access rights in Microsoft 365.

  • This also means that a user can not access data of another user via the officeatwork Apps.

Sign-In
Pre-Consent

For the sign-in process the Add-In requires the following scopes:

  • openid user permission to enable users to sign in to the add-in with their organizational and/or Microsoft Account.

  • openid profile user permission to show the signed-in user in the Add-In. This is helpful to assure/confirm the user what account was used to sign-in to the Add-In.

  • openid offline_access user permission to enable automatic sign in via refresh-tokens, as without users would have to manually Sign-In every single time they launch the Add-In. This scope is only required for Non-SSO enabled host applications.

  • User.Read user permission to be able to read the user's basic properties.

  • openid email user permission to activate the evaluation subscription in the Add-In. (this scope will be retired soon)

  • User.ReadWrite user permission to be able to save the user's settings. (this scope will be retired soon)

OneDrive
Pre-Consent

For working with Files stored in OneDrive the Add-In requires the following scopes:

For working with Files stored in Teams the Add-In requires the following scopes:

  • Group.ReadWrite.All admin permission to be able to read and write data to a Group.

  • User.Read.All admin permission to find out what groups a user belongs to.

SharePoint Online
Pre-Consent

For working with files stored in SharePoint Online the Add-In requires the following scopes:

  • Sites.Read.All admin permission to enable reading data from SharePoint Online.

Please Note:

We have been asked by many prospects and customers if we could not limit the data the Add-In can access within SharePoint Online. Unfortunately, this is currently the only scope available that will allow the Add-In to read the user's data in all the SharePoint Online sites, lists and libraries the user has access to. There is no scope available that would allow us to just ask for permission to specific sites, lists or libraries. This means that using the SharePoint feature will always request this scope allowing users to read and write to all sites they have already access to. We are actively looking into this with Microsoft in the hope to be able to better restrict the data the Add-In can access within the data already accessible to each specific user.

All scopes
Pre-Consent
  • openid user permission to enable users to sign in to the add-in with their organizational and/or Microsoft Account.

  • openid offline_access user permission to enable automatic sign-in via refresh-tokens, as without users would have to manually Sign-In every single time they launch the Add-In. This scope is only required for Non-SSO enabled host applications.

  • openid profile user permission to show the User the signed-in user in the Add-In. This is helpful to assure/confirm the user what account was used to sign-in to the Add-In.

  • Sites.Read.All admin permission to enable reading data from SharePoint Online.

  • User.Read user permission to be able to read the user's basic properties.

  • Files.ReadWrite.All user permission to be able to read and write data to the users OneDrive.

  • Group.ReadWrite.All admin permission to be able to read and write data to a Group.

  • User.Read.All admin permission to find out what groups a user belongs to.

  • openid email user permission to activate the evaluation subscription in the Add-In. (this scope will be retired soon)

  • User.ReadWrite user permission to be able to save the user's settings. (this scope will be retired soon)

Security

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You can find more information about the security of the officeatwork Add-Ins and apps on the Microsoft 365 App Certification Program pages. Navigate to the appropriate officeatwork Add-In/App using the left navigation of the site. There you will be able to learn more on how your data and privacy are adequately secured and protected.

We have built all our Apps with a solid and enterprise prove security architecture. We have chosen an architecture that follows these simple principles.

  • We believe that it is not acceptable that customer data ever gets transferred to any of our officeatwork servers and that we in general limit the data we do have to transfer to our servers to the bare minimum possible.

  • We do not introduce a new permissions or security schema but always use existing permission and security schemas in place offered by the data providers like Office 365, allowing our Add-Ins to only access data the user using the Add-In has already been approved for.

  • All data transfer is encrypted.

  • Any minimal data we store is encrypted.

Data flow

One of the biggest security concern is how the data the Add-In processes flows and if the user's privacy and the companies IP is protected.

The following describes the main usage scenarios and how the data flows between the different actors like the user, the Add-Ins and other connected services.

Loading Add-In

When the Add-In gets loaded it uses encrypted communications via a high availability Azure CDN service. Loading the Add-In requires no User nor Customer Data.

Add-In loading data flow

Sign-In to Add-In

To sign in to the officeatwork Add-Ins you can use either your Microsoft personal or organizational account. The flow starts with the user signing in using Microsoft's sign in flow. After a successful identification by Microsoft a User Access Token is collected by a trusted officeatwork server side Azure function that then hands the Access Token to the Add-In combined with tenant settings data stored in an officeatwork controlled globally available Azure cosmos DB. This flow takes place without any connection to the customer's data.

Sign in data flow

Using Add-In

While the user is interacting with the Add-Ins data might be required. The access to that data is enabled via the User Access Token allowing the Add-In to read and write data in the name of the User directly without having to bypass any officeatwork server services.

Add-In usage data flow

SLA (Service Level agreement)

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All officeatwork SaaS Add-Ins/Apps are hosted across multiple data centers across multiple continents and regions on the Microsoft Azure platform. Please find below the services used with the links to the according Microsoft Service Level Agreement: