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Collaborating WITH (and Not IN) Microsoft Outlook

By: Marc-Andre Houle, Principal Manager, Product Management, Oracle Cloud Services

Microsoft (MS) Outlook continues to be one of the most
commonly used email and calendaring tools used by enterprise users. People use
MS Outlook every day to send emails, schedule meetings, and share tasks. But even
though Outlook is marketed as a collaboration tool, it’s not always the most
efficient way to collaborate around content. There are reasons why attaching
files sometimes makes sense, but collaborating with attachments often leads to
confusion and duplication.There are multiple email threads, version control issues and of course, email quota issues. When considering the best means of collaboration, ask yourself this: are multiple people able to collaborate and work on the same content effectively? On their mobile devices even?

To help enterprise users work more
efficiently, the Oracle Documents Cloud Service introduced an add-in for
MS Outlook, which exposes the rich collaboration and content features of the
Oracle Documents Cloud Service from right within the Outlook client. Our add-in for
Outlook makes it easy for people to add links to files, folders, and
conversations within Outlook. So whether you’re composing an email, creating an
event, or  a task, you will see an Oracle Documents Cloud Service ribbon item in the
compose window menu that exposes our functionality. If you click the “Add Link”
button, you’re offered three choices: "Document", "Folder", or "Conversation".

If you want to send a link to a document,
you can configure what type of link to send. For example, you can send a
Members Link to people who are already a member of that folder. That link
requires people to login and already be a member of the folder. Or you can send
a "Public Link" to people who don’t already have access to the folder. Clicking
on "Link Options" lets you set options and security on the link that gets sent
out. A link will automatically get created for you, but you can choose to use a
pre-existing link, if one already exists.

As part of the settings, you can set what
permissions are set for each link. Can the people receiving the link download
the file or only be allowed to view it? Or do you want to let them contribute
and make changes to the file? That can all be set here.

For security reasons, you can also limit
who can access the link. The first option is for sharing links with people
outside your organization, while the second option limits it to named users
within your organization. You can also set an expiry date for the link and set
a password.

The link then gets added to the body of the
email. The first part of the link is the title of the document and links to the
“View” of the document in Oracle Documents Cloud Service. We also add an easy link
to the “Download the document” feature. This is a normal text link within
MS Outlook that you can change, if you need to.

There are times, however, when it’s not
just a single document you want to share, but rather an entire folder. The
"Folder" picker is similar to the "File" picker, and offers all the same link
options and security settings.

Finally, you can also add a link to a
conversation. Unlike files and folders though, we don’t allow conversations to
be sent out externally or to people who are not members of the conversation.
The options are therefore simpler, but no less powerful. You can send a link to
a conversation and draw people back to the collaboration that’s happening in
Oracle Documents in the context of your project or content.

Oracle Documents Cloud Service' add-in for MS Outlook is installed
automatically with Oracle Documents' Desktop Client, and supports the most common versions
of MS Office, including Office 2007, 2010, 2013, and 2016.

If you want to find
out more about the Oracle Documents Cloud Service and its Desktop Sync
features, come check us out at https://cloud.oracle.com/documents.

Don’t have Oracle Documents Cloud Service
yet? Then, I highly recommend getting started with a free trial version
available at cloud.oracle.com/documents to see how you can now drive content
and social collaboration anytime, anywhere and on any device.

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