Working in a document
The key things you need to know to be up and running in minutes
This module covers
When you open your first file, you'll notice a list of sections in the left-hand panel. This is the Document Outline. Think of it as a clickable table of contents that saves you from lots of scrolling. Click on any section or subsection to navigate directly there.
The Document Outline will have some other marks and icons to tell you more about the status of each section. Here's a quick guide to what they mean:
An arrow pointing right indicates subsections underneath that main section. Click on the arrow to expand; click it again to collapse.
A pencil to the left of a section indicates you're editing that section, and it's not available for other users to edit until you're finished.
A lock next to a section that indicates another user is editing that section, and it's not available for anyone else to edit until that user finishes.
A comment bubble indicates review comments have been made. To see them, click Comments in the Review tab.
Collaborating in Wdesk is designed so that multiple people can work in the same document at the same time, without creating multiple versions. The following features work together to make collaboration easy, yet controlled.
The person who starts a document ("document owner") can set permissions at different levels—the whole document to a particular section. Permissions can be set to no access, viewing only access (viewer), editor, or owner. To see permissions, click Properties in the File menu, and choose which level of permission you'd like to see - document, section, paragraph, or link. Then click the Permissions tab.
Permissions can be set to no access, viewing only access (viewer), editor, or owner.
Pencils and locks
Pencils and locks indicate who is working on what. While multiple people can work together in a document at the same time, only one person can edit a section at a given time.
Pencils show what section(s) you're editing;
Locks show what sections other users are editing.
You can always see all sections (even if they're locked), you're just not able to edit a locked section until the current user making edits finishes and shares their changes, which makes the section available to others for editing again.
You can always see all sections (even if they're locked).
Share your changes When you're finished working in a section, click Share in the upper left corner to commit your changes and make them visible to others. When you share the section you're in, the pencil will disappear. When other users share the sections they're working in, you'll notice lock icon goes away and the section is available for editing again.
Sharing your work with others
You'll notice when you click Share, the History panel on the right-hand side expands while your new revision is being created.
This is kind of like how you might have saved, or created a new version of a document before, but a little different. For example:
There are never multiple versions. There's no risk of moving forward with an old version without all needed changes incorporated.
You can still refer back to earlier work. If you need to copy some wording from an earlier draft or revert some numbers back to an earlier version, it's all right there in the History panel.
You can mark important revisions as milestones. Milestones make it easier to spot the most significant changes in case you need to reference them later. For instance, you might create a milestone after your review, before it's routed to executive management. This makes it easy to refer back at a later date.
You can filter revisions in seconds. At the top of the History panel, you can filter Revision History by user, section, milestone, or time period. Instead of sorting through draft versions, filters show results in seconds.
If you exit Wdesk before Sharing, there's no harm done. Wdesk automatically saves every 60 seconds, but your section will show as locked to others until you log back in and share.
In the File menu, you may notice Save and Save As still exist. Save will force a save of your work right then (regardless of the automatic 60-second cycle), and Save As allows you to export your work out of Wdesk as a a .pdf or .docx.
And if you've made a mistake—maybe you grabbed a wrong number—you can easily discard your current draft. This will revert your document to the previously shared revision so you can start fresh.