Editing files with the Microsoft 365 Integration

The Microsoft 365 integration allows supported Microsoft Word, Excel, and PowerPoint files to be opened directly from File Manager and edited in the Microsoft 365 web applications. Changes are automatically saved back to Kahua as new versions of the file.

Key elements to know about this feature include the following:

  • The integration supports collaborative editing, allowing multiple users to work in the same supported file at the same time.

  • Only the Microsoft 365 web applications are supported. When you select the edit action in Kahua, the file opens in the appropriate Microsoft web application, not the desktop application.

  • Supported file types are .docx, .pptx, and .xlsx.

  • Changes made in the Microsoft 365 application automatically save back to Kahua and appear as new versions of the file.

  • When a supported file is being edited through the Microsoft 365 integration, the file is locked in Kahua to prevent other edits from being made outside of that session and the Microsoft 365 lock icon appears in the log view.

  • Your domain administrator can enable or disable the integration on the Domain Settings > Domain Defaults page by selecting or clearing the Enable M365 Integration option.

How to . . .

The Microsoft 365 integration is enabled by default for domains in the KCN environment and disabled by default for domains in the KGN environment.

To enable or disable the integration, navigate to the Domain Settings > Domain Defaults page and select or clear the Enable M365 Integration option. For more information, refer to Enable M365 Integration.

To open and edit a supported file in Microsoft 365, complete the following steps:

  1. Review the header to ensure that you are in the correct project or partition.

  2. Navigate to the File Manager application.

  3. Select a supported Microsoft file in the log view.

  4. Select the appropriate Microsoft 365 action from the toolbar, such as Edit in Word for the Web, Edit in Excel for the Web, or Edit in PowerPoint for the Web.

  5. A new browser tab or window opens and the file loads in the appropriate Microsoft 365 web application.

  6. Edit the file as needed in the Microsoft 365 application.

  7. When you are done, return to Kahua. Your changes will save automatically back to Kahua as a new file version.

Note You must have permission to edit the file in Kahua in order to launch the Microsoft 365 web application and edit the file.

If multiple users open the same supported file through the Microsoft 365 integration, Microsoft 365 collaboration features are available within the web application.

Key elements of collaboration include the following:

  • Multiple users can edit the same supported file in real time.

  • Microsoft 365 indicators show when other users are in the file.

  • Changes are synchronized in the Microsoft 365 application as users work.

  • Auto-saves from each active user can create additional versions in Kahua.

  • The file history in Kahua shows the Kahua users who contributed to the saved version.

Important When a file is opened through the Microsoft 365 integration, the file is locked in Kahua to prevent edits from being made through other File Manager actions while the Microsoft 365 editing session is active.

The following items apply to the Microsoft 365 integration:

Item Description
Supported file types
Word Microsoft Word files in .docx format are supported.
PowerPoint Microsoft PowerPoint files in .pptx format are supported.
Excel Microsoft Excel files in .xlsx format are supported.
Maximum file sizes
Word The maximum supported file size is 100 MB.
PowerPoint The maximum supported file size is 100 MB.
Excel The maximum supported file size is 25 MB.
Save and version behavior
Auto-save Files opened in Microsoft 365 save automatically back to Kahua. The timing of the auto-save is controlled by Microsoft and can vary based on the application and whether collaboration is occurring.
New versions Each auto-save creates a new version of the file in Kahua.
History The file history in Kahua records the Kahua users who contributed to the version.