Open a document with Microsoft Office applications and Outlook

You can open a document by double-clicking its file name. In addition, if your Microsoft® Office application or Outlook is integrated with IBM FileNet Workplace XT or Workplace using Application Integration BCS or Application Integration, you can open a document from within those applications using different procedures, such as checking a document out of an object store or selecting a document from your list of favorites or checkout list.

Office application

If your integrated Office application is using Application Integration BCS, you can open a document when you double-click the file name. You can also use the Open group under the IBM ECM tab. The group includes the available actions used for opening a document.

You can open a document in an Office application integrated with Workplace XT or Workplace using Application Integration by doing any of the following actions:

Outlook

From Outlook, you can open a document by browsing for it. You can also open specific document versions. You might be prompted to add an e-mail message when you send it, where you add the message to an object store after you send your e-mail. The Outlook item might also be automatically deleted from your system after the e-mail is added, which is determined by an Application Integration site preference or Application Integration BCS site preference.

Considerations when working with Office applications and Outlook

File types

File types are defined in site preferences. The site preferences determine the type of files displayed in Workplace or Workplace XT after you open or insert a document from Outlook. They also guarantee specific file types are recognized and displayed correctly in Workplace or Workplace XT once you add a document from an integrated application.

Some file types, such as EXE and WAV files, might not open correctly in an Office application. To view these files correctly, select the Open as Copy option, save the file locally, and then open the file in its native application. In addition, folder properties, such as Folder Name and Security, can be edited when opening a document but it cannot be edited when adding a document.

To open documents

  1. Double-click the file name of the document you want to open. Alternatively, from an Office application or Outlook, locate the FileNet P8, IBM FileNet Workplace XT menus, or IBM ECM tab.
  2. Choose one of the following options, depending on your application:
Application Integration BCS
Application Integration
Office applications
Outlook
Office applications
Outlook

You can right-click a document and select Open or Check out and open from the pop-up menu.

Go to the Open group under the IBM ECM tab on the Office 2007 Ribbon and select an option to open a document. You can browse, search, select Recent Documents or locate your documents in the Favorites folder or from a list of checked out documents.

 

You can right-click a document and select Open.

From the IBM ECM menu, click Browse and select a document to open by browsing, selecting Recent Documents or locate your documents in the Favorites folder or from a list of checked out documents.

Click Open Document, and then perform one of the following actions:

  • Click Select Item and locate the object store and folder in which the document is stored. Refer to Select Object for more information on selecting the appropriate tasks to use when opening a document from an Office application.
  • Click My Checkouts to view a list of documents currently checked out to you. Select a document to open. See My Checkouts for more information on this option.

From the FileNet P8 or IBM FileNet Workplace XT menu, click Open.

Locate the object store and folder in which the document is stored.

Refer to Select Object for more information on selecting the appropriate tasks to use when opening a document.