Synchronization and version control
Docubird lets you open files with online sync, so you work directly in the shared cloud version. Your changes are automatically saved in SharePoint or Teams and are immediately visible to colleagues. This way you avoid duplicate versions and can retrieve previous iterations via the Version History in Microsoft 365.
Open in App
When you open a Word, Excel or PowerPoint file, Docubird automatically suggests opening it in the corresponding app. The live version of the file is opened in the work program on your computer, with changes saved automatically.
The first time you do this, Microsoft asks for permission:
- Click Always Allow to skip this notification from now on.
- Connect to OneDrive once to enable synchronization.
Here, OneDrive does not make a copy in your personal storage, but only provides the technical connection between your computer and the cloud. You don't have to save the file manually; all changes are instantly kept up-to-date for the rest of the organization.
Open in browser
With Open in browser, you work in the online version of Microsoft Office or your browser's PDF viewer, without needing the program installed on your computer. This option is useful when you:
- did not install the program;
- want to quickly view or edit something;
- works on another device.
The online work programs offer virtually the same functionality as the desktop versions. Changes are immediately saved and synchronized with SharePoint or Teams.
Open other file types
You can also open other file types, such as notepads or files from other software, via the action menu in app or in browser. This keeps the file synchronized, saves changes automatically and creates a version history.
Downloading to computer
Downloading remains possible and can be useful when you want to share a document externally (e.g., via email) or use it as the basis for a new, stand-alone version. Note that downloading creates a local copy that is not synchronized with Docubird or Microsoft 365. To keep changes, you must manually upload the file or overwrite the existing version.
Version history in Microsoft 365
Microsoft has an automatic version history. With it, you can view, compare or restore previous versions. To do this, open a file's action menu and choose Version History. A list of all saved versions appears, including date, time and the name of the user who made changes.