Editing documents in FYI

You can edit documents directly from a list in FYI. While you're editing a document, it's locked to prevent other users from editing the same file at the same time.

When you've made all the required updates, finish editing the document in FYI to save your changes and release the document for other users to edit.

If you only want to view the contents of a document as read-only, you can use the Preview or Read function.

Opening and editing documents

The editing method depends on the document type and your settings. To edit forms, refer to Managing form templates.

Editing Word, Excel, or PowerPoint documents

1. Select the document in a documents list in FYI. The document drawer displays.
    

2. Select Edit to use your default editing method selected in your profile. For example, if your default is OneDrive Desktop, FYI uses OneDrive to open the document in the Office desktop application.
   
   Alternatively, select the arrow next to Edit to display the available editing options other than your default, then select the option you want to use.

   For example, if your default is desktop, you can select Edit in Browser.

   

   If your default is browser editing, you can select Edit in Desktop.

   

   The document displays in Word, Excel, or PowerPoint using the editing method you selected. FYI copies it to your FYI - My Edits folder in OneDrive while you’re editing.

3. Make and save any changes to the Word, Excel, or PowerPoint file as required. 
    
4. Save your changes, close the document, then finish editing in FYI.

Editing CSV files and images

When you edit CSV files or image files, such as JPEGs or bitmaps, FYI creates a copy in your FYI - My Edits folder in OneDrive. The file displays in the relevant application for editing.

1. Select the document in the list.
    
2. Select Edit. In the Opening Document for Edit pop-up, select Preview. 
   
   Alternatively, select the Edit icon next to the document name.
   

3. If your browser displays a download link, select it to display the file in the relevant application.

   The document displays in your My Edits list in FYI. An icon next to the document name in any documents list indicates that you’re editing it. The document is locked to prevent other users from editing it at the same time.

4. Make your changes and save the file. 
    
5. Close the document, then finish editing in FYI.

Editing Tasks, Meetings, Phone Calls, File Notes, and Web Links

1. In FYI, select the document from the list. The document drawer displays.
    
2. Select the Editor tab to display the details and make any changes.
   
3. Close the drawer when complete. Changes are saved automatically.

Working with documents being edited

Identifying documents being edited

When a document is being edited by another user, the Locked icon displays next to the document name in a list.

The document displays in FYI lists with the Document being edited icon.

Hover your cursor over the icon to display the name of the person who is editing the document.

If you try to edit a document that another person has open for editing, a message displays the name of the person editing it.

Using My Edits

All documents you’re editing display in your My Edits list in your Home workspace.

To continue editing a document from My Edits, select the document, then select Edit next to the document name. Alternatively, preview the document from the drawer.

Document reference number

The FYI document reference number is a unique number for every document in FYI. 

When editing a document through OneDrive, the Reference is added to the document name displayed at the top of the screen. You can search for the document using its reference number, and add the Reference column to grids to sort and filter document lists.