Edit a single content record in Office for the Web, Word, PowerPoint, or Excel

When you hover over a content record the quick edit icon for the Microsoft Office (Word, PowerPoint, Excel), Office for the Web, or Download to Edit is displayed. You can also find these in the Edit Content dropdown of the More OptionsMore Options menu menu. You can quickly edit the content record using while preserving its styles using the corresponding editor. When you edit a content record using Edit in Word, Edit in Microsoft , or Edit in Excel, it is checked out and cannot be edited by another user until you upload the revised file or cancel the check out. When you edit using Edit in Office for the Web, the record is checked out but other users can also edit the content with you. For more information on the differences between the options, see the table below.

Single content record editing options Uses add-Ins Can update properties
Edit in Office for the Web No No
Edit in Word No No
Edit in PowerPoint No No
Edit in Excel No No
Quick Edit Yes Yes

Note: You can configure the preferred quick edit option in the Library Editing Preferences section in My Preferences on the home page. You can select from the following options: Microsoft Office (Word, PowerPoint, and Excel), Office for the Web, or Download to edit.

Note: For additional ways to edit content records, see About editing content records.

Tip: Content managers can also use AI Assist in Qvidian for Office as a tool to edit content records.

Edit in Office for the Web

Note: You must have a Microsoft 365 account to edit files in Office for the Web. To obtain a Microsoft 365 license, visit https://products.office.com. For more information on editing a file in Microsoft 365, or Microsoft Office desktop applications, visit the Microsoft Support website at: https://support.microsoft.com.

  1. Do one of the following: 
    • Click the Office for the Web icon that is displayed when you hover over the required content record. The Microsoft 365 portal opens in a new browser window.
    • Click the More OptionsMore Options menu menu and select Edit Content > Edit in Office for the Web from the dropdown menu. The Microsoft 365 portal opens in a new browser window.
  2. Sign into Microsoft 365. The file opens in Office for the Web and the record is now checked out. Once you sign in, your credentials are remembered until you sign out or clear your browser’s cache.
  3. Edit the content as desired.

    Note: Multiple users can edit the same file in Office for the Web at the same time.

  4. Close the Office for the Web browser window. Changes to the file are saved automatically. The content record is no longer in the checked out state.

Edit in Word, Edit in PowerPoint, or Edit in Excel

To edit a record using Edit in Word, Edit in PowerPoint, or Edit in Excel, follow the steps below.

  1. Do one of the following: 
    • Click the Microsoft Office icon that is displayed when you hover over the required content record. The record opens in the corresponding Microsoft application.
    • Click the More OptionsMore Options menu menu and select select Edit Content > Edit in Word, Edit in PowerPoint, or Edit in Excel from the dropdown menu. The record opens in the corresponding Microsoft application.
  2. Edit the record as desired.

  3. Click the Save button in the upper left of the application toolbar, and close the application. If you do not save your changes before closing you will be prompted to save the changes or cancel. The content record is updated, and the time and date of the revision, and who performed the changes, is added to the record's properties.

    Caution: Do not save your file using Save As or the connection to the edit will be broken and you will not be able to upload the changes.