Work with meetings

WorkZone for Office/WorkZone 365.

You can view your WorkZone meetings created in Outlook using WorkZone for Office or WorkZone 365 (either the desktop application or the web version).

WorkZone Mobile opens with a list of today's meetings at the top, followed by tomorrow's meetings and future meetings. You can also tap Filter by date, and then select a specific date to view meetings 7 days forward from the selected date.

  • Tap a meeting to view its details.
  • Pull to refresh the meeting list and view meetings that were created or modified after you logged in (or after your last refresh).

Select your operating system below to view instructions for your device.



WorkZone PDF.

Meetings may have documents attached to the agenda items.

  • Tap the document title to view its content.

The document opens in PDF format, except for Excel documents and some text file formats, such as TXT and XML, which open in Quick Look. Documents that cannot be converted to PDF, for example, video and audio files, open in their original format.

The document opens in PDF format. Documents that cannot be converted to PDF cannot be previewed.

Microsoft Office 365 must be installed on your device.

You can only edit documents when you are online.

  1. Tap the document you want to edit.
  2. In the document viewer, tap Edit to edit the document in the corresponding Office app. You can choose to edit the document or create a copy of the document, and then edit the copy. The copy is only visible to you.
  3. Make your changes and tap , then tap to return to the meeting.
    • If you did not turn on AutoSave in your Office app: make your changes and save the document. Then tap , and then tap to return to the meeting.

If you created a copy, it is saved on the agenda item on the meeting case in WorkZone with you as the case handler. You can see it on the meeting under the original document.

The icon indicates the number of employees who can access your document copy. By default, only you will have access to your document copy. If needed, you can open your document copy in WorkZone Client and give other employees access to it. See Manage access rights in the WorkZone Client User Guide.

    Notes:  

    • You can only create one copy of each document. The next time you want to annotate the document, your existing document copy will open. Only if you have changed the state of the copy to Locked or Archived in WorkZone Client, a new copy will be created.
    • You cannot create a copy of a copy.

If the document is not an Office document, you can annotate a PDF copy of the document (see Annotate PDF documents) or you can export the document to a relevant app for editing (see Share documents using other apps).

See also You cannot edit Office documents - Office 365 apps do not open the documents.

You can annotate PDF documents. The maximum size of PDF documents that can be annotated depends on your organization's capacity and the network connection.

  • You will not be able to save changes made to a large PDF document. If you try to save changes and the "Uploading 0 of 1" message is displayed in the status bar for a long time, close and delete the app, and then install it again.
  • If another user edits and saves the same PDF document before you could save your changes, you will receive a document conflict notification with options to discard your changes or to overwrite changes made by another user. If draft versioning functionality is enabled for your organization, you can always view and restore any previous document versions in WorkZone Client. See WorkZone Client User Guide for more information about draft versioning.

  1. Tap the document you want to annotate.
  2. In the document viewer, tap Edit to annotate the document in PDF format. A PDF copy of the document is created and opens in the PDF editor.
    • If the original document is a PDF document, you can choose to annotate the original document or create a private copy for annotation. The copy is only visible to you.
  3. In the PDF editor, tap Edit to open the toolbar with different annotation options. Tap a button in the toolbar, and then tap a place in the document where you want to add annotation. For example, tap Sticky note to add a sticky note to a specific section in the document. See Use PDF editor (iOS version)Use PDF editor (Android version).
  4. Add your annotations, and then tap BACK. You can now save or cancel your changes.
  5. Tap BACK to return to the meeting.

The document copy is saved on the agenda item on the meeting case in WorkZone with you as the case handler. You can see it on the meeting under the original document.

  • The icon indicates the number of employees who can access your document copy. By default, only you will have access to your document copy. If needed, you can open your document copy in WorkZone Client and give other employees access to it. See Manage access rights in the WorkZone Client User Guide.

The copy is saved on the agenda item on the meeting case in WorkZone with you as the case handler.

    Notes:  

    • You can only create one copy of a document. Next time you want to annotate the document, the existing copy will be used. Only if you have changed the state of the copy to Locked or Archived in WorkZone Client, a new copy will be created.
    • You cannot create a copy of a copy.

If the document is not an Office document, you can annotate a PDF copy of the document, see Annotate PDF documents, or you can export the document to a relevant app for editing. See Share documents using other apps.

See also You cannot edit Office documents - Office 365 apps do not open the documents.

Notes:

  • You can only create one copy of each document. The next time you want to annotate the document, your existing document copy will open. Only if you have changed the state of the copy to Locked or Archived in WorkZone Client, a new copy will be created.
  • The icon indicates the number of employees who can access your document copy. By default, only you will have access to your document copy. If needed, you can open your document copy in WorkZone Client and give other employees access to it. See Manage access rights in the WorkZone Client User Guide.

You can annotate non-Microsoft Office documents like PDF, MSG, PNG, JPG, and so on, in PDF format. The size of PDF documents that can be annotated depends on your organization's capacity and the network connection.

  • You will not be able to save changes made to a large PDF document. If you try to save changes and the "Uploading 0 of 1" message is displayed in the status bar for a long time, close and delete the app, and then install it again.
  • If another user edits and saves the same PDF document before you could save your changes, you will receive a document conflict notification with options to discard your changes or to overwrite changes made by another user. If draft versioning functionality is enabled for your organization, you can always view and restore any previous document versions in WorkZone Client. See WorkZone Client User Guide for more information about draft versioning.

  1. Tap the document you want to annotate.
  2. In the document viewer, tap Edit to annotate the document in PDF format. A PDF copy of the document is created and opens in the PDF editor.
    • If the original document is a PDF document, you can choose to annotate the original document or create a private copy for annotation.
    • The copy is only visible to you.
  3. In the PDF editor, tap Edit to display a toolbar with different annotation options. Tap a button in the toolbar, and then tap a position in the document where you want to annotate it. For example, tap Sticky note to add a sticky note to a specific section in the document. See Use PDF editor (iOS version)Use PDF editor (Android version).
  4. Add your annotations, and then tap Save.
  5. Tap Back to return to the meeting.

You can only create one copy of each document. The next time you want to annotate the document, the existing copy will be used. Only if you have changed the state of the copy to Locked or Archived in WorkZone Client, a new copy will be created.

The copy is saved on the agenda item on the meeting case in WorkZone with you as the case handler. In the meeting you can see that your private copy has been added under the original document.

The icon indicates the number of employees who can access your document copy. By default, only you will have access to your document copy. If needed, you can open your document copy in WorkZone Client and give other employees access to it. See Manage access rights in the WorkZone Client User Guide.

  1. Tap the document that you want to export.
  2. In the document viewer, tap Share( on , or on ), and then select a relevant app.

The selected app opens a copy of the document. You cannot save the document back to WorkZone.