Editing documents in FYI

FYI allows you to open documents for editing directly from a list. 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

Documents can be opened in different ways, depending on the type of document and your settings.

Editing Word, Excel, or PowerPoint documents

1. In a documents list in FYI, select a document to highlight and open the drawer.
    
2. Select Edit. The document opens in your browser or via a Microsoft Office application, depending on your profile settings.
    
3. You can also use the drop-down next to the Edit button and select whichever is the alternative to your default method. 
   
   If your default method is Desktop, this shows Edit in Browser.
   
   If your default method is Online, this shows Edit in Desktop.
   
    
   The document opens in Word, Excel, or PowerPoint, using either the online or desktop version based on the document type and the editing option you selected. FYI copies it to your FYI - My Edits folder in OneDrive.
    
4. Make and save any changes to the Word, Excel, or PowerPoint file as required. 
    
5. When you are done editing a document, you need to close the document and indicate that you have finished editing.

Editing CSV files and images

Opening CSV files and image files such as JPEG or bitmaps creates a copy of the file in your OneDrive My Edits folder and opens the file for editing in a relevant application.

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 that displays next to the document Name.
   
3. The file is added to your OneDrive and is opened in the relevant application, or a link to the downloaded file is displayed at the bottom of your browser screen, depending on your browser settings. Select the download link to open the document.
    
4. The document is added to your My Edits and is marked as being edited by you so that no other user can edit it.
    
5. When the document has been opened, make any changes and save. 
    
6. When you are done editing a document, you need to close the document and indicate that you have finished editing.

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

1. In FYI, select the document from the list. The 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

Locking edited documents

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 it.

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

Using My Edits

All documents that you have opened for editing are included in your My Edits list.

To reopen a document from My Edits, select the document and 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 by the Reference in document lists, and add it to grids to sort and filter the document lists.