New technologies provide powerful ways to connect employees across distributed work environments. Here’s how you can ensure your team stays connected, collaborating on documents and following workflow — even when they can’t meet face-to-face.
Searching for reliable office software among multiple solutions available on the market, there are some questions to heed. Functionality, compatibility, and affordable price are important, together with security and privacy. Considering all the mentioned above, ONLYOFFICE Docs, an online office suite for co-working with powerful editors for text documents, spreadsheets, and presentations, could be an alternative to consider.
Creating and editing documents online
Creating, editing, and formatting documents play the main part in daily duties. Various content, academic papers, forms and contracts, articles and posts – all of them require a full set of functional editors. ONLYOFFICE Docs allows performing all teams’ activities on every modern device from anywhere in the world.
Apart from common needs, editing and formatting possibilities in online editors could be extended with third-party services. Plugins may enrich and level up teamwork when they need to embed videos, edit photos and complex objects, modify posts, translate and fix misspells, search synonyms, create bibliographies, and much more.
ONLYOFFICE uses Microsoft Office formats (DOCX, XLSX, and PPTX), giving maximum compatibility with most of the existing files. It also supports popular formats like ODF, CSV, PDF, EPUB, RTF.
Teamwork is impossible without exchanging ideas and opinions. Instead of mails, which may help to keep up with all the latest updates and are good for daily or weekly news, it’s easier to work on shared files together.
Collaboration in ONLYOFFICE Docs offers you the freedom to choose the way you want to put changes co-authoring files with your colleagues. When the fast mode of document edition is on, co-working on the same document in real time shows all the changes immediately on your screen. This mode is good for brainstorming and the generation of new ideas. And the strict mode, leaves you a bit of privacy, just lock your current editing area and avoid distractions until you finish – all the changes will appear in the saved document.
Choose the way team members can handle with your file, giving them certain rights to access it. Read-only avoids changes, review and comments are used to create content and exchange opinions, collect data with filling forms, and custom filter (in spreadsheets) lets you show just definite range of values.
It happens to ask questions or give recommendations working on the same file, so comments may accelerate exchanging opinions. Don’t forget to mention your colleagues to draw their attention to inquiries.
When working together with team members on the same text document, the track changes feature allows to review, accept or reject others’ changes. Or let others know what you suggest to replace, add or remove.
When functionality of document comparison may simplify a search for differences between two agreements or contracts. Observe all the changes and create a final version from two different files.
Using version history won’t let you lose any changes made to a document, containing information who and when did them. You can restore previous versions to access initial content at any time.
Exchanging emails may help to stay in touch with a bigger part of company’s activities. But emails are not the most efficient tool for collaboration. Comfortable communicating to each other means that used tools are handy and in line with all the team’s needs in terms of functionality in daily practice.
ONLYOFFICE Docs disposes with a built-in chat right in the editor, so you are able to immediately discuss substitutions and replacements made in a document while co-working with your colleagues.
Apart from integrated chat, there is Telegram plugin available to use within the editors. Add it just in a few clicks, and your team will have no need to switch between tabs to discuss the working process.
Work without risks
Work with documents comes together with a question on their protection. So chosen software for online office has to be secure and safe, when editing, storing, and collaborating on the file
Working on documents, you are free to add digital signatures to verify their authenticity. Adding watermarks may help to protect any confidential or sensitive information. Using password protection won’t let anybody enter your document without a right combination.
Apart from the range of protective means available right in the editor, ONLYOFFICE uses end-to-end data encryption for documents o during online collaboration to keep safe the most important files.
An access management with JSON Web Token locks unauthorized access. The ability to run ONLYOFFICE Docs on-premises or in the private AWS cloud keeps your documents under control.
Flexibility and customization
If you already use a file sharing service or content management system like Nextcloud, ownCloud, Alfresco, SharePoint, or others, you can integrate ONLYOFFICE Docs to co-work on documents right inside your interface.
Existing integration options include over 30 popular platforms, and it is also possible to create a custom integration app with help of ONLYOFFICE API or WOPI to run the editors in any cloud service on your choice.
If you’re still looking for a solution to organize your team’s work and manage a document flow, try to use ONLYOFFICE Docs within a native collaboration platform – ONLYOFFICE Workspace, a complete productivity suite with document and project management, CRM, calendar, mail, and corporate network. It can be deployed on-premises or in a cloud.
Download ONLYOFFICE Doc with ready-to-use connectors: https://www.onlyoffice.com/download-docs.aspx
Do you already have any experience with ONLYOFFICE Docs? Leave us a comment below