Microsoft Office Add-in for PowerPoint, Word, and Excel

Overview

This Business Solution leverages the Office Add-ins platform to extend Office applications and interact with content stored within Contentserv. Integrated as so-called "Task pane" it appears on the right side of Microsoft PowerPoint, Microsoft Word or Microsoft Excel.

The Office Add-ins are driven by the BS DeepSearch portal, which is required to be installed and configured. Licensing the BS DeepSearch portal is not required in order to use it with the MS Office Add-ins.


The primary use case is

  • to search for media assets either directly in the Contentserv DAM or indirectly through
  • products in the PIM connected to those media assets
  • and then drag & drop them into the office document.

Additionally, it is possible to

  • switch the DAM rendering presets
  • view the metadata of assets and products
  • open the default Smart Document for each asset and product
  • open the Contentserv Editor if permitted by role
  • and download the original file, if allowed.

Search Assets and Products

At the top right corner there is a dropdown that allows to narrow down the search area:

The search areas correspond to the DeepSearch areas and shares available to the current user:

Once the search area is defined an optional search phrase can be entered on the left top search bar. Press Return to start the search:

The search results correspond to exactly the same result available in the Contentserv DeepSearch Portal. The search list below the search bar are available as thumbnails or in a list view, that can be switched at the bottom right corner:

Insert Images to the Office Document

On macOS the images displayed in the thumb or list view can be dragged directly into the Office document. Alternatively or on Windows clients, the images can be inserted into the current document by clicking on the plus icon, that appears on mouseover:

Switching Image Quality and Preset

On the bottom left corner, there is a dropdown available, that allows selecting the image quality and preset according to the DAM rendering presets defined and made available in the Contentserv DAM backend.

Image and Product Details View

By clicking on an object the object detail view is displayed with further information about the DAM asset or PIM product:

The data displayed corresponds to the attributes used in the DeepSearch previews. By default, these are those attributes marked as preview attributes.

At the bottom of the preview there can be links like:

  • View - Open the image in a higher resolution or the default Smart document for products
  • Edit - Open the image or product in the Contentserv studio editor

On mouseover above the top image two icons appear, that can be used 

  • to insert the image to the current Office document under Windows and
  • to download the current image or asset to the local disk
  • alternatively, of course, the image can be dragged to the current Office document on macOS or
  • just click on the image to open it in a separate large window.

Installation

The plugin has to be downloaded and installed for each Contentserv project and server, as it contains the connection URL to the server including a single-sign-on token matching the current user downloading the plugin.

This implies that you can select a specific user to be the default user in the Office Add-ins and configure that user's permissions in Contentserv and the Deep Search accordingly. You most likely don't want to make your administrator the default user for your Office Add-ins.

For non-admin users, the plugin is available in the DeepSearch interface through the preferences drop-down menu:

When you have access to the Contentserv system preferences you can also visit the global Contentserv options at BS => Office. Here you will also find two links with installation instructions specific for both operating systems, Windows an iPad & Mac:

Once you have retrieved the add-in there are two ways to set up and activate:

  • Central deployment within your Office 365 admin console for all users within your organization
  • Local deployment by sideloading it on your Mac or Windows PC

Central deployment by the Office 365 Admin Center

As an admin, you can deploy such an Office add-in for the users in your organization centrally. You can do this using the Centralized Deployment feature in the Microsoft 365 admin center. Click here to read the details:

https://docs.microsoft.com/de-de/office365/admin/manage/manage-deployment-of-add-ins?view=o365-worldwide

Once the add-in is activated it will become available within your Microsoft Office applications through the ribbon item Insert → Get Add-Ins or My Add-ins:


This will open up the following dialog, where you can find the Add-in at "ADMIN MANAGED":


Select the add-in and choose "Add". It will show up at the right top corner of your "Home" ribbon as an icon with CS plus Project Name:

Local deployment as sideloaded Add-in

If you can not centrally deploy the plugin through the admin center, you always can sideload it in your local Windows PC or Mac.

To keep it short

  • on macOS the XML file has to be stored to /Users/[User]/Library/Containers/com.microsoft.Powerpoint/Data/Documents/wef/ (If you are using macOS 11 the folder "com.microsoft.Powerpoint" folder may be listed as "Microsoft PowerPoint" instead.)
  • on Windows the XML file has to be stored to a Shared folder and then this folder to be added to the Trust Center of the Office application

Further details please find on

Once the plugin is deployed as described at the section "Installation" the plugin can be activated in Microsoft PowerPoint, Microsoft Word and Microsoft Excel in the following way:

On Mac:

  • Click on the "Insert" ribbon - do NOT use the Insert Menu, the plugin will not be available here
  • Then click on the ARROW right next to the "My Add-ins" button, do NOT click on the button itself, the plugin will not be available here
  • Choose the plugin from the Developer Add-ins
  • This will add a new button in the toolbar, from where the add-in then can be started


On Windows:

  • Click on the "Insert" ribbon
  • Click on the "My Add-ins" button
  • Choose SHARED FOLDER at the top of the Office Add-ins dialog box
  • Select the Add-in