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Adding Content to a Word Document using Office Online Module

Important: Before you can write or otherwise add content to a Microsoft^® Word document, you must complete at least the Settings step of the Properties Wizard. If you have not already done so, complete the instructions under Adjusting Basic Document Settings.

What You Should Know about Using Word inside of PolicyTech

Opening a Word document for editing in PolicyTech either opens the document directly inside the PolicyTech document window (the Open with Microsoft Office Online option) or in your desktop version of Word outside the PolicyTech document window (the Open in Office option).

Writing a Word document within PolicyTech is the nearly the same as writing a document in the Word application outside of PolicyTech. Some differences you might notice when using Word inside of PolicyTech include the following:

Up until the document is approved and published, PolicyTech automatically adds a watermark indicating its current location in the writing, review, and approval process. For example, when you start a document, it is placed in the Draft stage and includes a Draft watermark.

Note: While you can add a watermark of your own, that watermark will be overwritten.

When you save the Word document, it is saved to the PolicyTech database rather than as a file on a hard drive.
One extra thing you can do when using Word within PolicyTech is to insert fields that contain certain document properties, such as the title you added in the Settings step of the Properties Wizard, or the names of the approvers you selected in the Reviewers step. These fields are automatically updated whenever the property information changes.

Adding Document Content

Do one of the following to edit a document in Word:

If you currently have the document open and have the Properties Wizard, Overview, or Edit Questionnaire tab selected, click the Edit Document tab near the upper left corner or the Edit Document button at the bottom of the currently displayed Properties Wizard step.

If the document is currently closed, use Search or Browse to find it (see Searching for a Content Item or Browsing for a Content Item), and then click the document title. The document opens with the Edit Document tab selected by default.

Do one of the following, depending on what you see:

If you see document contents (from the template) in preview mode, as shown below, click the Edit Document button in the DOCUMENT PREVIEW header.

If you see a prompt like the one below (shown when the assigned template has no prewritten content), click the Edit Document button in the prompt.

Do one of the following:

Click Go for Open with Microsoft Office Online to edit the document using Word Online. (Select the Set as Default check box before clicking Go to skip this step next time.)

Click Go for Open in Office to edit the document using desktop Word. (Select the Set as Default check box before clicking Go to skip this step next time.)

Important: To avoid breaking the link between desktop Word and the PolicyTech database, do not close the PolicyTech document window (with the Back to PolicyTech link in the header) while editing in desktop Word. Always save the document and close desktop Word before closing the PolicyTech document window.

Notes:

The Open in Office option will not work if you don't have a desktop version of Word installed on your computer.
Any changes you save in desktop Word are automatically saved back to the PolicyTech database.
The document may or may not already have content, depending on which template you selected.

Click Upload / Overwrite and follow the prompts to upload an external PowerPoint file as the PolicyTech document. The uploaded document is displayed in preview mode.

In the DOCUMENT PREVIEW header, click Edit Document, and then click Go for Open with Microsoft Office Online or Open in Office.

Do any of the following to add or edit document content:

Use Word features to write and format the content.

To insert an automatically updated document property at the current cursor position, select a property in the Insert Properties menu of the PolicyTech Tools panel (see Inserting Document Properties for detailed instructions).

Note: Depending on your organization's Office 365 settings and environment, the PolicyTech Tools add-in may not be available when editing in Word Online.

To insert a link to another PolicyTech document or to a website, select an option in the Insert Link menu of the PolicyTech Tools panel (see Inserting Links to Documents and Websites for detailed instructions).

Add supplementary materials to the document (see Attaching Files and Adding Reference Links and Working with Discussions).
Finish assigning document properties (see Assigning Document Properties).
Create a questionnaire for marking the document as read (see Creating a Document Questionnaire).
Look at the document's overview (see Working with the Overview).
Submit the document to assigned writers (see Submitting a Document or Questionnaire to Writers (for Collaboration)).
Submit the document to assigned reviewers (see Submitting a Document or Questionnaire for Review).
Submit the document to assigned approvers (see Submitting a Document or Questionnaire for Approval).
Do one of the following:
If you're editing in Word Online, save the document and close the PolicyTech document window.
If you're editing in desktop Word, save the document and close the Word application. Then, close the PolicyTech document window.