With Jive for Office, you can share your Office documents with others in your online
community. As you make changes to a shared document on your computer, Jive for Office
synchronizes the document with the version that's visible in the community, and provides
real-time notifications to users working in the same document. The notifications tell
users that content has changed, plus give them the option to incorporate the changes
into their version using a merge tool. This keeps the content on the community up to
date, but also synchronizes comments, tags, and collaboration settings between the
community and your document.
This feature is supported for Microsoft Office versions 2003, 2007 and 2010 running on
Note: If you have the appropriate permissions, you can edit everything but the content of a
shared document in the community. In the community you can edit descriptions, tags, and
categories, and you can use an Office program to edit the document content.
What You Can Do
With Jive for Office, you can upload Microsoft Office documents to your community,
then keep changes to the document in sync while you work in Office.
In particular, with Jive for Office you can:
Upload Office documents to your community without leaving Microsoft Office. When
you upload a document, the community displays a preview of the document
(although it must still be edited using Microsoft Office).
Use Jive in the Office toolbar ribbon to:
Change collaboration options to indicate who can edit the document in
Create a document for your community.
View the currently published version of your local document in your
Share your document with others.
Check for updates to the document.
Use the Dashboard to:
See who else is editing the document.
See how many people viewed the document, who created it, and who’s
contributed to it.
View, add, delete, and reply to comments.
View and add tags to help categorize the document in the community.
Edit the document's description.
View older versions of the document.
Rate the document, and see how others rate it.
Browse files similar to the open file.
Take a look at more files created by the author.
Rate the document, and see how others have rated it.
Get set up
You'll need the Jive for Office add-in to share documents between Office applications
and your community, which requires Microsoft Windows. If you don't have the add-in,
you can get it when you're viewing an uploaded Office document in the community.
To get the Jive for Office add-in:
In your community, navigate to—or upload—an Office document.
To the right of your document, click the Download Jive Connects for
Microsoft Office link as shown in the following image.
Get connected to your community
After you first install Jive for Office, it might not be completely set up to connect
to the community you want to synchronize documents with. To connect, you need to
provide your user name and password.
To get connected to your community:
In the Jive menu, click Accounts.
Click Add to add your Jive
Enter the Community URL, which is the exact URL that you use to navigate and log
in to your community.
Click Jive > Publish New as shown in the following image.
Note: Once the
document lives in the community, clicking Publish Update uploads your
changes to the community.
In the dialog box, navigate to the place in the community where you want to save
Enter the name in the Document Name field at the bottom
of the dialog box. You can also add tags to help other users find your document
in the community; provide an optional description; and decide who can edit your
document. You can even change the local file location for your document by
editing the Store At path.
Note: You don’t need to save your
document or changes to your document locally before publishing to
Attention: When you add an Excel spreadsheet to a community, Jive for Office
adds a hidden spreadsheet that contains a copy of the original spreadsheet with
additional metadata. This copy is used to track changes and allow collaborative
working on the spreadsheet.
Once the document is added to the community, you can click Jive > Dashboard to
display a panel of information about the document, such as comments, ratings, and
the current version number. The following image shows the Dashboard.
To add a document from inside the community:
From your community, click New > Document.
Select Upload a File.
Select the location for your document.
Click Choose File.
Select the file from your desktop.
Click Publish. Depending on the size of your document, it might take a
few seconds to upload it.
Create a new document from an existing one
To avoid a few steps, you can just upload an existing document and rename it as a
new document to start fresh with in the community. This creates a new uploaded
document in the community, leaving the previous uploaded document in the
community as it was when you last synchronized. The new document will have the
content of the previous one, but won't have its other properties, such as
comments, collaboration settings, tags, and so on.
Note: Making a new document in this way leaves you with an Office document that has
the same content, but without all of the community-related information. To get
the previous Office document with that information, go to that document's page
in your community and click the Download link beneath its preview.
To create a new document from an existing uploaded document:
In Office, open the document you want to start from.
Select Jive > Publish As.
In the dialog box, navigate to the place in the community where you want to
save the document.
Enter the new name in the Document Name field at the
bottom of the dialog box.
Keep documents synchronized
After you've connected your community to Office, Jive Connects for Microsoft Office
keeps your documents synchronized with the community. Jive for Office does the
Updates the document preview in the community when you save changes to the
Updates the Office document comments list with comments made in the
Lets you see updates from others in your community and review them before using
Keeps changes to community-related document properties in sync between the
Office application and the community. When a change is made in one place, it
shows up in the other. You can see the following properties in the Dashboard:
The document's title
The document's description
To grab document updates from the community:
When your document has been updated by someone in the community, you get a
real-time pop-up notification. You can also click Check for
Updates if you're feeling impatient.
If there are no changes, a message tells you so. Otherwise, you can select how
you want to deal with the changes:
Replace my version to accept the newer version, overwriting your
own local changes. (You can also Overwrite Local
Version from the Jive toolbar at any time if you want to
discard your local work and start over with the published version.)
Merge and Review to review which changes you want to use.
Ignore to continue working without accepting or rejecting changes
at this time.
When you're done working, save your changes so others in the community can see
your recent changes.
If at any time you want to overwrite the current local document with the version
on the community, click Check for Updates > Overwrite local version in
the Jive toolbar.
Work with document versions
As you work on a document in Office, Jive Connects for Microsoft Office keeps track
of changes, including community-related information such as comments. It can sync
your changes with what's going on in the community with the click of a button. You
can even view the changes that have been made since previous versions of the
document while in Office. You can also save a previous version as the current one.
Note: The version management feature does its work in part by using the change
tracking feature built into Office. That means that if you download a document
that someone has made changes to, you might see revision marks placed there by
the change tracking feature. The document is fine, but the revision marks can
make it hard to read. You can hide the marks in the following ways:
In Word 2007 or 2010, select the Review tab. In the Tracking group,
select Final in the Display for Review drop-down menu to hide the
In Word 2003, locate the Reviewing toolbar. In the Display for Review
drop-down menu, select Final.
Work with document revisions
Jive Connects for Microsoft Office creates a new version of a document whenever
you save changes to the document.
To view previous versions of a document:
Open a community document. You'll see the dashboard on the right. (If
you don’t, select Jive in the toolbar and click the
Under Versions, if the version you want to see isn't visible,
scroll down to display it. Previous versions will be listed with the
date/time when they were saved. If you mouse over a version, you'll see
the name of the person who published that version.
From the list of versions, click the one you want to view.
Note: You can't save a previous version as the current one. To recover a
previous version, open that version and publish it under a new name.
Work with document activity
Jive Connects for Microsoft Office displays a list of activity related to the
document. This activity includes versions saved and comments added. By clicking
certain items in the activity list, you can add information to it. For example,
You can view and add comments from the Comments tab.
To view document activity:
In Office, click Jive and then click the Dashboard
In the Overview panel, you can see details about the document, such as
when it was last edited and what version you're looking at.
Click the arrows next to tags, categories or description to add or edit
this information and have it show up in the community.
Click the Comments tab and then Reply to add a comment to
the open document. These comments show up in the community as comments.
For more on this see Add
You can also browse other documents that the author has created or
documents similar to the open document.
Add a comment
When you comment on a document in Office or the community (as opposed to adding
inline comments in the body of a document), your comments are synchronized and
appear in both places. When you add inline comments in either location, these
comments are visible where they are created, but are not synchronized or visible
from the other location.
There are two kinds of comments for shared Office documents:
Document comments are like those people make elsewhere in the
community. People can usually comment on shared documents just as they
comment on other kinds of documents. These are added in the community or in
Office. You can see these in Office when you go to Jive > Dashboard
and then click the Comments tab.
Inline comments appear in the document itself. An inline comment
is a way to add a comment to a particular part of the document. When you
add an inline comment in the community, it shows up in the community on
the Inline Comments tab at the bottom of the document, as well as
in the document preview, but is not visible in Office. Inline comments
you create in Office can be seen in the Review tab when you select
Final Showing Markup in the Tracking group,
but cannot be seen in the Jive community.
To add a document comment:
In Office, go to Jive > Dashboard and then click the Comments
Type your comment.
You can also click Reply to reply to an existing comment, or
Delete to delete an existing comment.
By default, when you use for Office to add a document to your
community, the document's collaboration options are set as follows:
Only you can edit the document when you save to your personal container.
Anyone can edit it when you save it to an open place.
You can change these defaults to fit the document needs.
To change collaboration options:
On the Jive toolbar, click the Collaboration button.
In the dialog box, select the option to set who can edit:
Specific people—Only the people whose names you choose can
make changes. If you select this, begin typing the person's name in
the box beneath Specific people. When their full name
appears, click it to add it to the list.
Just you—Only you can make changes to the document's