Collaborate on Documents via ONLYOFFICE DocSpace for Zoom - 56juqingba: How-to instructions you can trust

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Table of Contents

Pros

Create documents, spreadsheets, presentations, and forms
Compatible with Microsoft Office formats
Collaborate live in Zoom meetings
Control edit access to files
Easy, fast setup

Cons

Navigation can be tricky

Our Rating

Want to easily collaborate on documents during your Zoom meeting? Just use the ONLYOFFICE DocSpace for Zoom app. Create, share, and edit documents, spreadsheets, and more during your meetings. This free Zoom app gives you ONLYOFFICE’s DocSpace functionality within Zoom to help you and your colleagues be more productive.

This is a sponsored article and was made possible by ONLYOFFICE. The actual contents and opinions are the sole views of the author, who maintains editorial independence even when a post is sponsored.

Content

What Is ONLYOFFICE DocSpace?

Before diving into the impressive collaboration features for Zoom, you probably want to know what’s so great about ONLYOFFICE DocSpace. I had the opportunity to test it out about a year ago. It’s an online productivity suite that’s organized into rooms, where teams collaborate on documents. Check out my full review to see all the features.

Incredibly Easy Setup

Sometimes, app integrations don’t go as smoothly as you hope. But the ONLYOFFICE DocSpace for Zoom app couldn’t be easier to add.

All you need is the Zoom desktop client and the ONLYOFFICE DocSpace app, which is free to download. Login to your Zoom account, add the app, and you’re all set.

Naturally, you’re able to customize quite a bit about the app once it’s added. However, you’re able to start using ONLYOFFICE DocSpace immediately, without doing anything else.

My only real complaint is that sometimes the navigation in the app isn’t too clear. For instance, if I create a new file and back out, when I click the ONLYOFFICE app again, it just opens the file back up. I have to close out of all ONLYOFFICE windows completely before I can get back to the main DocSpace screen.

Do More Than Just Share Your Screen

Sure, you could just share your screen and present documents, spreadsheets, and slides. Then, you could send them to other participants to edit and go back and forth. Or, you could just amp up the productivity by collaborating in real-time. Yes, ONLYOFFICE DocSpace for Zoom lets everyone in the meeting make edits together.

Of course, if you don’t want anyone to make edits, but just want them to be able to read at their own pace, save files for later, or just discuss what’s on the screen, you’re free to lock sections or entire files.

The creator of a file gets to set the permissions. For instance, maybe you just want to focus on editing the first half of a page on a document. Lock the rest of it so nothing gets accidentally changed. Once everyone’s in agreement with it, lock the top half and move on to the second half.

Automatically Create Post Meeting Rooms

One thing I love about ONLYOFFICE DocSpace for Zoom is all documents are accessible after the meeting. You don’t have to worry about downloading anything while the meeting is happening.

ONLYOFFICE DocSpace organizes files into Rooms to make it easier to find what you need. The same things occur within Zoom. If you’ve worked on files or created something new, simply find the corresponding Zoom room after the meeting. Usually, this is just named with your meeting name or “Zoom Collaboration” with the date and time.

Feel free to edit the name at any time for custom organization. You can even add tags and an image if you want. Or, invite other users to continue collaborating on files after the meeting.

Create New Files or Upload Existing Files

Since ONLYOFFICE lets you create files, you can just use Zoom as your productivity suite in addition to hosting and attending video meetings. This is great if you don’t want to have to install and use other software too.

Create documents, spreadsheets, presentations, and forms. You don’t have to even use the files in meetings if you don’t want to. You could just create a document to take notes during a meeting or list topics you want to bring up during meetings.

I love that once you’ve created files, you’re able to download them for offline use. Please note that if you’re not the creator, you may not be able to download or edit the files later. The creator sets permissions on what other users can do. If you created the file, you can do whatever you want with it.

ONLYOFFICE supports the newer Microsoft Office formats, such a docx, xlsx, etc. Once downloaded, open them in Microsoft Office or most other Office alternatives.

You’re not limited to just the files you create in ONLYOFFICE DocSpace. I like that this app lets you import files you’ve already created on your device. For instance, maybe you created a Word document several years ago and want to bring your team together to edit it. Just upload it, and start collaborating.

When you’re done, it’s stored in the corresponding room to look at later and download.

See All Changes and Lock Files

Did you love the changes a coworker made early in the collaboration process, but now the changes are gone? No worries. Open the room where everyone worked on the file, and view all the versions.

Quickly see what any file looked at after each change. Either keep certain changes or restore a version to make it the current version. Forget about editing regrets. Your changes will always be there in previous versions.

Don’t want anyone making any more changes? Lock files once the collaboration is finished. Once again, this is only for the file creator, but it’s a good way to secure a file later on. Need to work on it again? Just unlock it, and invite users to collaborate with you again.

Pricing

The app itself is free, but there are several plans for ONLYOFFICE DocSpace. Currently, free users are being given 100 rooms, 100 admins/power users, and 100GB of storage. However, this is only for a limited time. Typically, free users will only get 12 rooms, three admins/power users, and 2GB of storage.

No matter which plans you have, including free, you get unlimited standard users (can’t edit, alter permissions, create rooms, etc.) per room.

Most users will likely want to take advantage of the Business Plan, which is $15/admin/month. Add as many admins as you want, enjoy endless rooms, 100GB of storage per admin, automatic backup/recovery, and even custom branding.

However, the free plan helps you see just how much is possible with ONLYOFFICE DocSpace within Zoom.

Collaborate on Documents With Ease

Document collaboration doesn’t need to be difficult. Turn remote meetings into highly productive collaborative environments with ONLYOFFICE DocSpace for Zoom. It’s the all-in-one way to create, share, and edit files together from anywhere, and even access them long after the meeting is over.

Get basic features for free, or upgrade for even more storage and features. While the navigation can be a bit tedious at times, I love almost everything about this app, and it’s a wonderful addition for any Zoom user.

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Crystal Crowder –
Staff Writer

Crystal Crowder has spent over 15 years working in the tech industry, first as an IT technician and then as a writer. She works to help teach others how to get the most from their devices, systems, and apps. She stays on top of the latest trends and is always finding solutions to common tech problems.