User Guide

Introduction

A simple and efficient way to create, upload and update re-usable content directly within Office across locations, devices and platforms.

Uploader for Office, Word
Uploader for Office, Word
Multiple Office App Awards Winner

Key Benefits

Launching

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In Word

Uploader Ribbon

Once the 'Uploader' Add-In has been deployed and assigned to you, it will automatically appear in the 'Design' tab of your Word application ribbon. To launch the Add-In just click on the 'Upload' button.

Please note:

The 'Uploader' Add-In is currently available in Word for Windows, Word for the Web, Word for Mac, and Word for iOS.

Please note:

If the 'Uploader' Add-In does not appear, make sure that you have signed in to Word with your Microsoft 365 Work or School account. If that is the case and the Add-In is still not appearing, then please contact your internal IT department.

Signing In

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To get started with the 'Uploader' you need to connect it with your existing Microsoft 365 Work or School account or with your Personal Microsoft Account. Follow these steps:

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

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

  • 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.

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.

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 here.

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 the 'User' menu (on the right). Clicking on the officeatwork logo will take you to the officeatwork website.

User Menu

The 'User' menu will provide links to resources as follows:

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.

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

  • Yammer: Link to the officeatwork Yammer community.

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

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

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

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

Please note:

Dependent on the officeatwork Add-In/App configuration for your Microsoft 365 tenant the items available in the 'User' menu can vary.

Help

officeatwork offers multiple help channels, free and some 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.

  • Documentation: This online documentation (you are reading right now) is free and accessible to any user. You can use the link provided in the Add-In/App called 'Documentation' located in the 'User' menu.

  • Help Center: Our officeatwork Help Center contains additional articles and best practice notes in its public section that is free to browse for any user.

  • Yammer Commuinty: This is a community lead forum where all customers can participate in discussions about the officeatwork products. The forum is loosely moderated by officeatwork staff. You can use the link provided in the Add-In/App called 'Yammer Community' in the 'User' menu.

  • Premium Support: Customers with a Premium Support Subscription can use the additional 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.

uploading

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Launching the Uploader Add-In will show you the 'Contents' page. This page lists all contents your document might already contain. If you are starting with an empty document the list of contents will be empty.

Creating a new content

Follow these simple steps to create a new content:

Uploader Add button
  • Open a document containing reusable content in Word.

  • Launch the Uploader Add-In in Word.

  • Sign-In to the Uploader Add-In.

  • in Word, select the part of your document you want to upload.

  • In the Uploader Add-In, click on the 'Add' (1) button at the bottom of your list of contents.

Uploader upload
  • This will take you to the 'Create Content' screen.

  • Pick a format for your new content.

  • Pick a destination for your new content.

  • Type in a name for your new content.

  • Click the 'Create' button to create and upload your new content in your chosen content library.

  • Done, your new content has now been created in your content library.

  • Additionally, the Uploader Add-In has now linked the selection in your document with the newly uploaded content you just created.

  • The Add-in will have returned to the 'Contents' page and add your newly created content to the list of contents.

Formats

Destination

The 'Destination' field will allow you to choose the library and folder in which the new content will be created in. Clicking on the 'Destination' field will present you with a 'Select Destination' flyout allowing you to navigate and choose among the different content libraries and their sub-folders available to you. The Add-In will automatically remember your last destination for your next upload.

Name

The 'Name' field will allow you to specify a name for the new content that will be created.

Navigating content in your document

Uploader Contents List

1 - Selection indicator

The 'selection indicator' ( bar) will appear for each linked content that is currently partly or fully selected in the document.

2 - Show in document

When hovering over an item the 'Show in document' button appears. Clicking it will highlight the associated content in your document.

Updating existing contents

To update an existing content in your document follow these steps:

Uploader update
  • Apply your edits to your content in your Word document.

  • In the Add-In Click on the associated content in the content list that you made your edits for.

  • This will take you to the 'Content Details' page.

  • Click on the Update button to update the content in your content library with the modified version of the content in your document.

  • Done.

  • After updating your content, the Add-in will return to the 'Contents' page.

Language

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Add-In language

The Add-In language is determined by your existing Microsoft language settings. If the Add-in can evaluate your preferred language defined for your Microsoft 365 account it will pick that language as the Add-In language. If you have no preferred language set, it will use the Microsoft 365 App language (Word, Excel, PowerPoint, Teams, SharePoint etc.) as your Add-In Language.

The Uploader for Office Add-In currently supports the following languages:

  • English (en-us)

  • French (fr-fr)

  • German (de-de)

  • Italian (it-it)

  • Spanish (es-es)

If the add-in does not support your language it will default back to English.

How to set you Microsoft 365 preferred language

To set your Microsoft 365 preferred language follow the steps below:

  • Open your browser

  • Load this web page: http://portal.office.com

  • Click on the gear icon (top right) next to your avatar.

  • Click on View all in the Language and time zone section.

  • Select your language from the Language drop down.

  • Done.

Add-In embedding

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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:

Settings
  • Open the 'User' menu

  • Select the 'Settings'

  • On the 'Settings' page choose your Embedding option (1).

  • Done.

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 Uploader in their organization. This guide covers configuration aspects of the Uploader experience. It also includes a Roadmap section where you can learn all about existing and upcoming features.

Setting up content libraries

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The Uploader requires pre-configured content libraries to be able to upload content. Defining content libraries is a part of the Content Chooser. Please learn more about how to configure and set up your content chooser libraries in the Content Chooser documentation.

roadmap

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Released JANUARY 2020

Released JANUARY 2019

Released November 2018

IT Operations Guide

Introduction

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This guide is aimed at IT Administrators / IT professionals and will give you an overview of the technical requirements and the deployment of the officeatwork Uploader in your Microsoft 365 tenant. Ideally you are the person that is looking after your Microsoft 365 tenancy. The recommended IT related tasks to perform to successfully use the officeatwork Uploader in your environment are as follows:

  • Deployment: Deploy the required Add-ins and Apps to your users.

  • Pre-Consenting: Provide admin pre-consent so that users will not have to consent individually. This will increase the success rate of the Uploader in your organization.

You as an IT admin should find all necessary information in this guide. Additionally, if you wish we can walk you through these steps in our free On-boarding call. Use the following link to book your own On-boarding call that best fits your schedule.

Apps and Add-Ins Overview

The officeatwork Uploader offering contains the following Apps and Add-Ins:

  • Uploader for Office: This is a Word Add-In that will allow users to upload content to their content libraries. The Add-In needs to be deployed to your users.

  • Admin Center: This is a Web application that will help you manage the features made available in the Uploader for Office Add-In. This App should not be deployed to any users. But you might want to make it available to the business owners of the officeatwork Uploader.

AppSource Store links

Uploader for Office

The officeatwork Uploader for Office Add-In is a modern Web based Office Add-In that needs no local installation and that runs across multiple platforms.

Supported Platforms

Word
Windows
Word
Web
Word
MacOS
Word
iOS

Supported Office applications

Word
Word

Updates

The Add-In comes as a SaaS offering and updates are automatically made available by the Microsoft Store and officeatwork. No manual update work is required.

Admin Center

The officeatwork Admin Center is a Web App and runs in most modern browsers.

Supported Browsers

Word
Edge
Word
Chrome
Word
FireFox
Word
Safari

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' page 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.

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)

not available

Office 2016 (MSI)

16.0 (4390.1000)

Office 2019 (MSI)

all versions

Office 365 (C2R)

1602 (6741.0000)

Office Online

Office 365

September 2016

Mac OS

Office 365

15.20 (160315)

iPad

Office 365

1.22

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

Multi-Factor Authentication (MFA)

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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 running through the Admin Grant process. Once done, users of your tenant will not have to individually grant access to the various scopes required by the officeatwork Add-In/App.

To enable this we offer a 'Grant Permissions' button in our Add-Ins that will take you through the admin grant flow of Azure AD. Here are the steps to take to pre-consent the Add-In:

Pre-Consenting
  • Launch the Add-In.

  • Sign in (connect) with your Microsoft 365 Administrator account.

  • Click on the 'User' menu and select the 'Settings' option.

  • Click on the blue 'Grant Permissions' button In the 'Administrator' section.

  • The Azure AD powered admin grant flow pops up in a separate dialog.

  • Complete the Azure AD provided flow.

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 principals 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 employee 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.

  • 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.

  • 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.

  • email user permission to activate the evaluation subscription in the Add-In.

  • User.ReadWrite user permission to be able to save the user's settings.

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
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.

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 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: