Manage Content in empower®

Available from Version: - 

Operating System: Windows 

empower® Add-in: Docs

In empower®, you can manage your content in one location.

When you have created new content such as documents, you can save this content to the empower® Library.

Once you have saved content to the empower® Library, you can move the content by using the cut, copy and paste actions, rename the content or delete it from the library again.

You can execute these actions if you have the required permissions.

Note

For further information regarding the permission concept, see Permission Concept.

For further information regarding the creation of content in the empower® Library, see Create New Content in Library.

For further information regarding the creation of new documents, see Create a New Document.

Save Content to the Library

Once you have created new content in Word, you can save it to the empower® Library.

To do so, follow the following steps:

  1. Select the elements you want to save.

    If you want to save a single object, select the object.

    If you want to save the entire document, skip this step.

  2. Navigate to the group Start in the empower® Ribbon.

  3. Click on the lower part of the split button Library (Figure 1295, “Button Library”).

Figure 1295. Button Library

Button Library

  1. In the drop-down menu, click on the option Save (Figure 1296, “Option Save”).

    A menu opens.

Figure 1296. Option Save

Option Save

  1. In the menu, choose what element type you want to save.

  2. Then, click on the button Save as (Figure 1297, “Button Save as”).

    The library opens.

Figure 1297. Button Save as

Button Save as

  1. In the library, navigate to the folder in which you want to save the element.

  2. Change the element name.

  3. Click on the button Save (Figure 1298, “Button Save in Library”).

Figure 1298. Button Save in Library

Button Save in Library

If you want to overwrite the existing version of the element, navigate to its original location, select the element and click on the button Save.

Important

Document Templates with relative links cannot be saved in the empower® Library.

A dialog box opens (Figure 1299, “Document Template with Relative Links”).

Figure 1299. Document Template with Relative Links

Document Template with Relative Links

Important

Files that are bigger than 500MB cannot be saved to the empower® Library.

Note

Files that are protected either by the Office built-in document protection or by Microsoft Purview Information Protection cannot be processed by empower®.

Files with Microsoft Purview Information Protection labels similar to Public can be processed.

For further information regarding Microsoft Purview Information Protection, see Protect your sensitive data with Microsoft Purview.

Note

Document Templates in which the built-in feature Restrict Editing in Word has been used can be saved but they cannot be downloaded from the empower® Library afterwards.

Therefore, make sure this feature has not been used on Document Templates that you save to the empower® Library.

Save and Edit Content Blocks

Label_For_Administrators.svg

To save a content block to the empower® Library, select the content block you want to save and then follow steps 2 to 4 under Save Content to the Library.

Then, select the option Content Block (Figure 1300, “Save Content Block” (1)) from the list and click on the button Save as (Figure 1300, “Save Content Block” (2)).

Now, save the content block to the desired storage location.

Figure 1300. Save Content Block

Save Content Block

If you have used text styles for the content block, these text styles are preserved when saving the content block.

When the content block is inserted into a document with a different design, the content block therefore adapts to the design and adheres to the respective text styles in this document.

Note

The thumbnail in the empower® Library always shows the style the content block was saved in.

Overwrite Content Blocks

To be able to overwrite the content block, follow the following steps:

  1. Insert the content block from the empower® Library.

  1. If it is not already available in your ribbon tabs, add the tab Developer to your ribbon tabs.

    For further information, see Show the Developer Tab in Word.

  2. Navigate to the tab Developer and click on the button Design Mode (Figure 1301, “Enter Design Mode”).

    You can now see the start and end marker for the rich text content control (Figure 1302, “Start and End Marker for Content Control”).

Figure 1301. Enter Design Mode

Enter Design Mode

Figure 1302. Start and End Marker for Content Control

Start and End Marker for Content Control

  1. To delete the rich text content control, right-click on the start marker and choose the option Remove Content Control (Figure 1303, “Option Remove Content Control”).

  2. Click on the button Design Mode again to disable the Design Mode.

    If you do not leave the Design Mode, you will not be able to save the content block.

  3. Now, make your changes to the content block.

  4. Save the content block back to the empower® Library under the same storage location and under the same name.

    A dialog box opens.

Figure 1303. Option Remove Content Control

Option Remove Content Control

  1. In this dialog box, confirm that you want to overwrite the content block by clicking on the button Yes (Figure 1304, “Dialog Box on Overwrite”).

Figure 1304. Dialog Box on Overwrite

Dialog Box on Overwrite

If you do not delete the rich text content control, a dialog box opens when you try to overwrite the content block (Figure 1305, “Dialog Box for Selected Content Block”).

This is due to the fact that a content block cannot be saved if it is present in the currently open document.

Figure 1305. Dialog Box for Selected Content Block

Dialog Box for Selected Content Block

If you are still in Design Mode while saving a content block, a dialog box opens (Figure 1306, “Dialog Box for Design Mode”).

Leave Design Mode to save the content block.

Figure 1306. Dialog Box for Design Mode

Dialog Box for Design Mode

Note

The same method can be used if you have multiple content blocks in a document and want to compose a new content block out of existing content blocks and new text ranges.

Important

Once you remove the start and end marker of the content block, the content block will not be updated anymore.

Set Documents as Default

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If you have been granted admin permissions, you can set a company default template in Word that will be used for the whole company.

To do so, follow the following steps:

  1. Open the empower® Library.

  1. In the section Corporate Design Templates, navigate to the required subsection Document Templates.

  1. Right-click on the template you want to define as the company default.

    A context menu opens.

  1. In the context menu, click on the option Set as default (Figure 1307, “Option Set as default”).

    A dialog box opens.

Figure 1307. Option Set as default

Option Set as default

  1. Read the message carefully and make sure all users have permissions to access the template.

  2. In the dialog box, confirm the new company-wide default by clicking on the button Yes (Figure 1308, “Dialog Box for New Company Default”).

Figure 1308. Dialog Box for New Company Default

Dialog Box for New Company Default

The template will now be marked as the Company's Default (Figure 1309, “Document Template with Label”).

Figure 1309. Document Template with Label

Document Template with Label

To revoke your choice for the company-wide default, right-click on the template and choose the option Remove default (Figure 1310, “Option Remove default”).

A dialog box opens.

Figure 1310. Option Remove default

Option Remove default

To confirm the process, click on the button Yes (Figure 1311, “Dialog Box for Removal of Company Default”).

Figure 1311. Dialog Box for Removal of Company Default

Dialog Box for Removal of Company Default

Important

If you set or remove the company default, your changes take effect for all users after the next synchronization and after a restart of Word.

Note

Alternatively, you can access the options Set as default and Remove default in the navigation bar via the group Selection.

Cut, Copy and Paste Content

You can use the cut, copy and paste actions to create duplicates or to move content from one location in the library to another.

You can cut and paste elements and folders but folders cannot be copied.

You can also select multiple elements at once. However, the selection of elements and folders at the same time is not possible.

To cut out an element, select the element and navigate to the group Clipboard. Then, click on the button Cut (Figure 1312, “Button Cut”).

Figure 1312. Button Cut

Button Cut

The element is marked as cut out until it is pasted again.

To copy an element, select the element and navigate to the group Clipboard. Then, click on the button Copy (Figure 1313, “Button Copy”).

Figure 1313. Button Copy

Button Copy

As soon as you have either used the cut or the copy action, the paste action becomes available.

To paste an element to a location in the empower® Library, navigate to this location. Then navigate to the group Clipboard in the navigation bar and click on the button Paste (Figure 1314, “Button Paste”).

Figure 1314. Button Paste

Button Paste

The element or the folder is pasted to the location.

Note

Alternatively, you can access the options Cut, Copy and Paste via the context menu of elements or folders or use the following keyboard shortcuts for Copy and Paste:

Copy – Ctrl + C

Paste – Ctrl + V

Note

If you paste an element to a folder in which another element with the same name is present, a number in brackets is added to your copy's name.

If you paste a folder to a location in which another folder with the same name is present, both folders keep this same name.

Important

You cannot cut, copy or paste the subsections of the section Corporate Design Templates as a whole. However, you can copy and paste content from these locations to other locations.

Rename Content

To rename an element or a folder, select it in the library. Then, navigate to the group Organize in the navigation bar and click on the button Rename (Figure 1315, “Button Rename”).

Figure 1315. Button Rename

Button Rename

Type in the new element name (Figure 1316, “Rename Element”).

Figure 1316. Rename Element

Rename Element

To finish the renaming process and save the new name, either press Enter or select another element.

To cancel the renaming process, press ESC.

If you rename an element in a folder in which another element with the same name is present, a number in brackets is added to the element name.

If you rename a folder in a location in which another folder with the same name is present, both folders keep this same name.

Note

Alternatively, you can access the option Rename via the context menu of elements or folders.

Important

You cannot rename the content of integration folders such as Unsplash, Icons8 or SharePoint but you can rename the integration folder itself.

You cannot rename the subsections of the section Corporate Design Templates. However, you can rename content inside these subsections if you have the required permissions.

Delete Content

To delete content, select it in the library. Then, navigate to the group Organize and click on the button Delete (Figure 1317, “Button Delete”).

Figure 1317. Button Delete

Button Delete

A dialog box opens.

To confirm the process, click on the button Yes (Figure 1318, “Dialog Box for Deletion”).

Figure 1318. Dialog Box for Deletion

Dialog Box for Deletion

The element is deleted from the empower® Library.

Important

If you delete a folder, all its content is deleted.

Note

Alternatively, you can access the option Delete via the context menu of elements or folders.

Note

If the feature Recycle Bin has been enabled by your empower® Administrators, you can find deleted content in the recycle bin.

For further information regarding the recycle bin, see Use the Recycle Bin.

Important

You cannot delete integration folders such as Unsplash or Icons8 and their content.

You cannot delete the subsections of the section Corporate Design Templates.

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