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SharePoint 2010 : Testing Office Web Apps Functionality (part 1)

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3/26/2011 11:46:40 AM
Now that the service applications are configured and the configurations for the site collection, the library, and the central administration site are reviewed, it is time to test the functionality of accessing and editing documents in the browser.

The following sections assume the following:

1.
On the PC: Word 2010, Excel 2010, and PowerPoint 2010 are installed on the PC, which is using Windows 7 and IE 8, 32-bit version.

2.
For the document library: The Advanced Settings page is set to Open in the Browser in the Opening Documents in the Browser section. Documents are not required to be checked out before they are edited, nor is Content Approval required for submitted items.

3.
For the document library (optional): Versioning can be on or off for the document library at the discretion of the administrator.

4.
For the site collection: The Office Web Apps feature is set to Active for the site collection that houses the site that houses the document library.

5.
For the farm: The Open Documents in Client Applications by Default feature is not activated in Site Collection Features in the Central Administration site.

Testing Word Access via Office Web Apps

Assuming the conditions listed at the beginning of the “Testing Office Web Apps Functionality” section are met, follow these steps to test Office Web Apps with a Microsoft Word 2010 Document. These steps are high level, and additional testing from different browsers, operating systems, and versions of Office should be performed:

1.
Using an account with Contribute-level permissions, navigate to the document library that meets the prerequisites listed in the previous section and that contains one or more file created in Word 2010.

2.
Hover over the Name field of a Word document and click it. The file should open in the same browser session, as shown in Figure 1. Note that the toolbar provides a File tab, Open in Word, Edit in Browser, Find icons, and a Zoom drop-down menu, page forward and page backward arrows, and help and pop-out buttons.

Figure 1. Word 2010 document viewed in the browser.

Note

Clicking on the pop-out button (on the right side of the toolbar between the help and X buttons) opens the Word document opens in a new window, and the browser session can revert back to the previous view of the document library. Pop-ups need to be enabled for the browser for the specific SharePoint site for pop-out functionality to work.

3.
Click the Edit in Browser button on the toolbar, and the Open Document window opens. Select Edit and click OK.

4.
A limited Word ribbon now appears, which provides File, Home, Insert, and View tabs. The File tab provides Save, Open in Word, and Close tools. The Home tab provides Clipboard, Font, Paragraph, Styles, Spelling, and Office sections with corresponding tools. The Insert tab provides Table, Pictures, and Links tools. The View tab provides Editing View, and Reading View tools.

Note

Multiple users cannot edit a Word document via Office Web Apps. To test this, with the Word 2010 document open for editing as one user (User1), access the same document using another PC and different user account (User2) so that it opens in the browser, and click on Edit in Browser. Note that a message appears to User2, stating “Word Web App Cannot Open This Document Because It Is Currently Being Edited by Another User.” If the Open in Word button is clicked, and the Edit option is chosen, the user will be informed that the document Is Locked for Editing by domainname\username.”

5.
Add some text and an image to the document, as shown in Figure 2. Note that a new tab appears when the image is added and selected that provides limited image editing tools.

Figure 2. Word 2010 document edited in the browser.

6.
Click the Find button in the toolbar, and search for text in the document to verify functionality of the find feature.

7.
Click the Save button to save the changes.

8.
Then click the Close button, and the browser returns to the document library.

Caution

If a document is checked out by a user and saved to the local drafts folder, it cannot be edited in the browser. An error message appears, stating “Word Web App Cannot Open This Document for Editing Because It Is Checked Out to Your Local Drafts Folder.”


Testing Excel Access via Office Web Apps

Assuming the conditions listed at the beginning of the “Testing Office Web Apps Functionality” section are met, Excel document access via Office Web Apps should be functional. This section reviews a sampling of features available when a user chooses to edit an Excel 2010 spreadsheet in SharePoint 2010, and also tests two users accessing and editing the same spreadsheet in Office Web Apps.

Follow these steps to test the Excel services application:

1.
Using an account with contribute-level permissions, navigate to the document library that meets the prerequisites listed at the beginning of this section and that contains one or more file created in Excel 2010. The Excel 2010 file should have some equations and at least one graph in it ideally.

2.
Hover over the Name field of an Excel document and click it. The file should open in the same browser session. Note that the tools offered for Excel are subtly different than those for Word (as covered in the previous section). The toolbar provides a File tab, Open in Excel, Edit in Browser, Data drop-down menu, and Find tool. If there are multiple worksheets in the Excel file, the tabs will be visible at the bottom on the browser. The File tab is actually a drop-down menu and provides the following tools: Open in Excel, Save a Copy, Download a Snapshot, Download a Copy, and Reload Workbook.

Note

The Download a Snapshot option opens the Excel document in Excel but does not include any formulae, just the values of the cells, but can be useful if a user simply wants to capture the state of the document at a particular point in time.

3.
Click Edit in Browser and the file will be editable and provide File, Home, and Insert tabs, as shown in Figure 3. Note that the tools available on the Home tab are somewhat limited but still allow a moderate level of editing capability. For example, the Insert tab enables only the insertion of a Table or a Hyperlink. Also, for example, the graph shown in Figure 3 is not editable.



Figure 3. Excel 2010 document edited in the browser.

Note

There is no Save button when Excel is edited in the browser. Instead, all changes are saved when they are made.

4.
Test multiple people editing the spreadsheet in the browser by logging on to the same SharePoint site with a different user clicking the same spreadsheet filename and clicking Edit in Browser.

5.
When two different users edit the same spreadsheet in the browser, click the drop-down arrow in the lower-right corner that is labeled X People Editing (where X is an integer) and review the results. It shows the names of the users who are editing the spreadsheet. Test modifying the spreadsheet with two users to see the results.

Note

If versioning is enabled for the document library containing the spreadsheet, a version is saved only when the last user exits the document by navigating away from the spreadsheet after editing. So, for example, User1 and User2 are editing the same spreadsheet at the same time in their browsers, and each makes a handful of changes. User1 navigates away first by clicking the document library name in the breadcrumb. Then User2 makes additional changes and then navigates away from the page using the breadcrumb. Only after User2 navigates away from the spreadsheet is a new version saved.


Caution

If two or more people edit a spreadsheet in the browser, none of the users can click Open in Excel; instead, a message displays, stating “You Are Currently Collaborating on This Workbook with Other People. You Cannot Edit This Workbook in Excel While Other People Are Also Editing It in the Browser.” Users can Download a Snapshot or Download a Copy, however. Also note that the undo and redo features are not enabled when multiple users edit a spreadsheet in the browser.

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