Many users, especially from corporate environments, solve the problem of file sharing within a business or other similar groups. So, whether you're a clerk, a private company, or a public institution, you'll experience the problem of working with multiple users in one file everywhere. And we are dealing with this issue in this article.
Although a number of proprietary solutions are ready for users, their use is highly controversial. For example, the use of Microsoft's cloud solutions faces several critical issues. The first is to share data in unauthorized hands; for the next one, it will not be possible (from 2020) to use OneDrive for Microsoft Office (Office 365 subscription will be needed).
We will confine ourselves to one, respectively in fact, two solutions that are completely different - both are built on LibreOffice, one is local / desktop, one cloud.
The beginnings of LibreOffice go back to the mid-1990s, when it was launched as a commercial StarOffice from Sun Microsystems, which was then released to the community (source codes were published) under the name OpenOffice.org. After Sun's acquisition by Oracle, OpenOffice.org developers have been convinced that Oracle's is burying the project, so they set up their own project, called LibreOffice, backed by The Document Foundation, based in Munich.
The use of the OpenOffice.org source code for the newly-founded LibreOffice project is a clear counter-argument to anyone who claims that the use of community-based free software is a risk; on the contrary, the risk is the use of closed software - by ending Microsoft, for example, will be the end of production of new versions of Windows and MS Office, as well as repairing Microsoft's security flaws.
The world's leading software companies such as Google, Red Hat, Canonical, Novell, as well as the smaller companies such as Collabora, have been included in the project. LibreOffice soon became the largest free project on Linux and one of the most dynamically developing ever. In parallel, OpenOffice was co-hosted by the Apache Software Foundation in cooperation with IBM, but the development has completely stopped.
Because LibreOffice is open, it has more developers than Microsoft. Not only that, the number of formal errors in LibreOffice dropped to 0.00. However, the high quality of the source code is not the main thing that the user goes to LibreOffice. This is, of course, the functionality provided by this package, expandable with numerous plugins.
LibreOffice is now taken seriously by European and world governments to become key software e.g. in the French, British, Australian, Icelandic, Hungarian administrations, used in education, at the NATO headquarters in Brussels, or was still in use in Parliament's Chamber of Deputies The Czech Republic, municipal offices, libraries, etc.
LibreOffice has a very robust export to PDF, supports both standardized PDF-A and PDF signatures, creating hybrid files (PDF files with an embedded source document - the PDF file can be easily opened directly in LibreOffice). Also important is the import of PDF files.
LibreOffice is used as a native Open Document Format, a certified and approved standard for the transfer of office documents under the BSO / BEC 26300, the expanded format 1.2 is registered under BSO / BEC 26300-1 / 2015 to BSO / BEC 26300-3 / 2015.
This format has become the default format in Britain (approved last year), in France, it is also used elsewhere, for example in Italy, the Netherlands, etc. The use of an open format with open software makes governments eliminate the vendor lock-in. The Swedish Parliament has been considering legalizing the ban on the use of closed software in the state administration.
The question of file sharing needs to be split into local file sharing (FTP, network, shared disk) and online. In the first case, you can connect remotely to the remote file from the File | menu Open a remote file, then select the connection type and set the appropriate login information. However, a simpler option is to open a remote file file manager as a file located on your disk. (Of course, a given file manager must be able to connect via the appropriate protocol.)
This way, you can share your files with Writer or Impress, but it has a hook - other users will not be warned that the file has been changed by other users at the time of the last save. However, this does not concern the sharing of Calc spreadsheets. Calc provides enhanced sharing functionality, and if you choose to share files and manage them through LibreOffice's local installation, we recommend using the Calc module. You can share the workbook with the Tools | Share the workbook.
A confirmation dialog will appear, listing the users sharing the file. If another user opens the file, his name will be added to this list.
Some features in shared workbooks are disabled, you know them to be grayed out and unavailable. Storing is well solved - it detects the status of the stored data with an already stored file (saved by someone else), and in principle there are two possibilities:
In the first case, only the highlighting of parts changed by another user is displayed, in the second you will see a dialog box where you can either accept or exclude changes to other users, or, alternatively, enforce yours.
A great tool is also to record and manage the changes made in the document. We have devoted this issue to the whole large article, which focuses on Writer, but for the most part applies to Calc. Beware, this feature is unavailable in shared workbooks.
From the end of 2015, you can use the cloud version of LibreOffice. Better said: cloud versions. There are several of them, literally even more. With regard to open code, anyone can implement this service. The big advantage is that it is literally offered to all - it is possible to install a LibreOffice cloud solution on your own server.
LibreOffice Online as well as various other derivatives represent the best solution for remote document management, especially with a focus on multi-user collaboration at the same time. Users see online changes made to documents, see who has done them, confirm or revoke them. LibreOffice Online and a similar service from Collabora, Collabora Office Online is available.
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