Microsoft 365 Document Editing lets authorized users edit Word, Excel, and PowerPoint files from OnBoard Meetings and Resource folders. Multiple users can edit the same document, and their changes automatically save back to OnBoard.

Supported Documents

Which File Types Can I Edit?

Microsoft 365 Document Editing supports files that use Microsoft’s Open XML format. Open XML is the standard file format used by current versions of Microsoft Office.

Supported file types include:

• Word documents: .docx
• Excel spreadsheets: .xlsx
• PowerPoint presentations: .pptx

The following file types cannot be edited:

• Older Microsoft Office files, including .doc, .xls, and .ppt
• Password-protected documents

New Microsoft documents cannot be created in OnBoard. You must create the document outside OnBoard and then upload it to:

• A Resource folder
• A Meeting agenda section

Editing Permissions

Who Can Edit Microsoft 365 Documents?

Editing access is based on the user’s OnBoard permission.

In Resources, Resource Admins can edit documents.

In Meetings, the following users can edit documents:

• Meeting Admins
• Meeting Contributors
• Agenda Section Admins
• Agenda Section Contributors

Readers can view documents but cannot edit them. A Reader’s ability to download documents depends on the organization’s download settings.

Users do not need a Microsoft account or Microsoft 365 license to edit supported documents in OnBoard. They only need the correct OnBoard permission.

Resource Permissions

Resource permissions control who can edit documents in Resource folders. Permissions flow from the parent folder to the items inside it.

Start by reviewing the permissions for the parent folder. You can then assign more specific permissions to subfolders or individual documents.

How Do I Let Someone Edit Every Document in a Folder?

To give a user permission to edit all documents in a Resource folder:

1. Select the three-dotted menu beside the folder.
2. Select Edit Permissions.
3. Select the user’s current permission.
4. Change the permission to Admin.

You can also assign the Admin permission to a group:

1. Select the Groups tab.
2. Select the circle beside the group.
3. Select the group’s current permission.
   • Change the permission to Admin.

Folder Admins can edit any document in that folder. Readers can view documents and can download them if downloads are enabled.

How Do I Limit Editing Access to a Subfolder?

You can give a user editing access to a specific subfolder without making them an Admin of the parent folder.

To give a user access to edit one subfolder:

1. Make sure the user is a Reader of the parent folder.
2. Select the three-dotted menu beside the subfolder.
3. Select Edit Permissions.
4. Change the user or group from Reader to Admin.

The user can then edit documents in that subfolder. They will not receive editing access to other content in the parent folder.

How Do I Limit Editing Access to one Document?

You can also give a user permission to edit one document without giving them editing access to the full folder.

To give a user access to edit one document:

1. Make sure the user is a Reader of the parent folder.
2. Select the three-dotted menu beside the document.
3. Select Edit Permissions.
4. Change the user or group from Reader to Admin.

The user can then edit that document. They will not receive editing access to other documents in the folder.

Meeting Permissions

Meeting permissions control which agenda documents a user can edit.

Meeting Admins and Meeting Contributors can edit documents throughout the Meeting agenda. Agenda Section Admins and Contributors can edit documents in their assigned sections.

How Do I Let Someone Edit Every Document in a Meeting?

To give a user permission to edit documents throughout a Meeting:

1. Select Manage Invitees.
2. Select the user’s current permission.
3. Change the permission to Contributor or Admin.

You can also assign permissions to a group:

1. Select the Groups tab.
2. Select the circle beside the group.
3. Select the group’s current permission.
   • Change the permission to Contributor or Admin.

A user’s ability to edit documents also depends on the Meeting’s visibility setting:

• Meeting Admins can edit documents when the Meeting is unpublished or uses any other visibility setting.
• Meeting Contributors can edit documents when the visibility is set to Meeting Details, Details & Agenda, or All Visible.

How Do I Limit Editing Access to One Agenda Section?

Agenda Section Admins and Agenda Section Contributors can edit documents in assigned agenda sections.

The user must first be a Reader of the Meeting.

To assign editing permissions for an agenda section:

1. Select Edit Details on the agenda section.
2. Scroll down and select Permission Section Members.
3. Change the user’s permission to Contributor or Admin.

Both roles can edit documents in the assigned section. However:

• Agenda Section Admins can manage the section’s permissions.
• Agenda Section Contributors cannot manage the section’s permissions.

Meeting Admins and Meeting Contributors cannot be changed to Readers within an agenda section.

The Meeting visibility must be set to Details & Agenda or All Visible before Agenda Section Admins and Contributors can access and edit the section’s documents.

Start Editing

How Do I Start an Editing Session?

You can start editing from:

• The three-dotted menu next to documents listed:
  • In a Resource Folder
  • On a Meeting's Agenda
  • In an Agenda Section's Edit Details panel
• The Document Viewer

Choose the method that matches where you are working in OnBoard.

How Do I Edit From a Document List?

To edit a document from a list of documents in a Resource Folder, Meeting Agenda or Agenda Section's Edit Details panel:

1. Select the three-dotted menu beside the document.
2. Select Edit in Microsoft [Word/Excel/PowerPoint].

The document will open in Word, Excel, or PowerPoint for the web.

How Do I Edit While Viewing a Document?

To edit a document that is already open:

1. Open the document in OnBoard.
2. Select Edit in Microsoft [Word/Excel/PowerPoint].

What Happens When I Select Edit?

When you start an editing session, OnBoard notifies you that:

• The document will open in a new browser tab.
• Changes made in Microsoft Office for the web will automatically save back to OnBoard.

Select Okay to open the document in Word, Excel, or PowerPoint for the web.

Work Together

What Can I Do While Editing?

You can use the editing tools available in Microsoft Word, Excel, and PowerPoint for the web.

You can also:

• Open different documents in separate browser tabs.
• Edit a document at the same time as other users.
• See who else is editing the document.
• See where other users are making changes.

What Will Other Users See While a Document is Being Edited?

If someone views the document in OnBoard while it is being edited, a message appears at the top of the document.

The viewer may need to refresh the document or return later to see the updated version.

A yellow circle also appears on the document card while editing is in progress. This icon shows that changes will be available in OnBoard soon.

Comments and Changes

Can I Add Comments or Track Changes?

You can use Microsoft’s Review features to add comments in:

• Word
• Excel
• PowerPoint

In Word, you can also track changes.

Tracked changes and comments appear when the document is viewed in OnBoard.

To remove them from the document:

• Accept or reject the tracked changes.
• Delete the comments.

You cannot tag other users in Microsoft document comments.

Can I Redact Information in a Document?

No. Microsoft 365 Document Editing in OnBoard does not include document redaction.

To control who can access a document, use:

• OnBoard file and folder permissions
• OnBoard download settings

Save Changes

How Are Changes Saved?

Changes save automatically while you edit. You can check the save status at the top of the Microsoft application.

Can I Use Save As?

No. Microsoft 365 Document Editing does not include a Save As option.

To change a document’s name:

1. Return to OnBoard.
2. Select the three-dotted menu beside the document.
3. Select Rename.

End Editing

How Do I End an Editing Session?

Before closing the document, confirm that your changes have finished saving.

To end the session:

1. Check the save status at the top of the Microsoft application.
2. Close the browser tab.

It may take a few seconds for the updated document to appear in OnBoard.

If a newer version becomes available while you are viewing the document, OnBoard prompts you to refresh the page.

What Happens When a Meeting Document is Updated?

Changes to a document in a Meeting agenda section prompt a new Meeting Book build.

To make the updated Meeting Book available right away, select Build Book Now.

When someone first opens the updated document or Meeting Book, a banner shows that changes were made.

Version History

How Does Document Version History Work?

Admins and Contributors can access to view document version history, though the cannot download or restore previous versions.

The current Microsoft file remains available in the Resource folder or Meeting agenda.

When viewing a document, you can see:

• Who last changed the document
• The date of the edit

If several users edited the document at the same time, OnBoard displays the name of the user who first opened the editing session.

In Resources, the document card also shows the date and time when the document was last updated.

Previous document versions are stored as Portable Document Format, or PDF, files. A version is saved after editing has been idle for 10 minutes.

How Do I Open a Previous Version?

To access previous versions of a document:

1. Select the three-dotted menu beside the document.
2. Select Properties & Versions.

The Properties & Versions page includes:

• Document name
• Document creator
• Last person to update the document
• File size
• Creation date and time
• Last modified date and time
• Version history

Each entry in Version History shows:

• The date and time the version was created
• The name of the user or users who last edited the document

Select View PDF to open a previous version in OnBoard.

Annotation Retention

What Happens to Annotations After a Document is Edited?

Private annotations are retained when a Microsoft 365 document is edited.

After a Meeting Book or Resource document is updated, a banner warns that the changes may have affected annotations.

Annotations remain in their original positions. After the document is updated, users can move or edit their annotations as needed.

Organization Settings

How Do I Enable or Disable Microsoft 365 Document Editing?

Microsoft 365 Document Editing is enabled by default.

To enable or disable the feature for the organization:

1. Select Settings from the navigation panel.
2. Select the Feature tab.
3. Scroll to Enable Microsoft 365 Integration.
   • Turn the setting on or off.

Disabling this setting turns off Microsoft 365 Document Editing for the entire organization.

Plan Availability

Which OnBoard Plans Include Microsoft 365 Document Editing?

Microsoft 365 Document Editing is included with:

• OnBoard Premium
• OnBoard Ultimate

It may also be purchased as an add-on. Contact your Account Manager for information about adding the feature to your organization.

FAQs

What types of documents can I edit?

• You can edit .docx, .xlsx, and .pptx files. Older Microsoft Office file types, such as .doc, .xls, and .ppt, are not supported.

Where can I edit Microsoft documents?

• Supported documents can be edited in:
  • Resource Folders
  • Meeting's Agendas
  • Agenda Section Edit Details panels

Can I create a new Microsoft document in OnBoard?

• No. Create the document outside OnBoard and then upload it to a Resource folder or Meeting Agenda section.

Do I need a Microsoft account or license?

• No. You do not need a Microsoft account or Microsoft 365 license. You must have an OnBoard role that includes editing permission.

Which OnBoard roles can edit documents?

• The following roles can edit supported documents:
  • Resource Admin
  • Meeting Admin
  • Meeting Contributor
  • Agenda Section Admin
  • Agenda Section Contributor
• The user’s assigned location and the Meeting’s visibility setting may affect which documents they can edit.

Can Readers edit documents?

• No. Readers can view documents but cannot edit them. Their ability to download a document depends on the organization’s download settings.

Can multiple users edit the same document?

• Yes. Multiple authorized users can edit the same document at the same time. They can also see who else is editing and where changes are being made.

How are my changes saved?

• Changes save automatically while you edit. Check the save status at the top of the Microsoft application before closing the browser tab.

When is a new document version created?

• A previous version is saved as a PDF after editing has been idle for 10 minutes.

Can I revert to a previous version of a document?

• No. Previous versions are available for viewing only and cannot be downloaded or restored.

Can I use Save As?

• No. To change the document’s name, use the Rename option in OnBoard.

Can I track changes?

• Yes. You can use Track Changes in Microsoft Word.

Can I add comments?

• Yes. You can add comments in Word, Excel, and PowerPoint. However, you cannot tag other users in the comments.

Will comments and tracked changes appear in OnBoard?

• Yes. Comments and tracked changes appear in the document in OnBoard. Accept or reject tracked changes and delete comments to remove them from the document.

Can I redact information from a document?

• No. Redaction is not available through Microsoft 365 Document Editing. Use OnBoard permissions and download settings to control access.

Will my annotations remain after the document is edited?

• Yes. Private annotations are retained and remain in their original positions. Because the document content may have changed, review the annotations and move them if needed.

Can I edit a password-protected document?

• No. Password-protected documents cannot be edited through Microsoft 365 Document Editing in OnBoard.

Why can’t I see the Edit option?

• The Edit option may not appear if:
  • The document uses an unsupported file type.
  • The document is password-protected.
  • You do not have an editing role.
  • The Meeting’s visibility setting does not allow your role to access the agenda.
  • Microsoft 365 Integration is disabled for the organization.

Why don’t I see the latest changes?

• Changes may take a few seconds to appear in OnBoard after an editing session ends. Refresh the document if OnBoard notifies you that a new version is available.

Why isn’t the updated Meeting Book available yet?

• Editing an agenda document prompts a new Meeting Book build. Select Build Book Now if the updated book must be available immediately.