M-Files has long been known for its robust and secure document management capabilities, especially the ability to check out documents to ensure version control and editing integrity. But what if your team needs co-authoring to collaborate on a document together?
So far, M-Files users have had several options for co-authoring:
- Office Online Server (OOS) – on-premise server,
- CtrlShare – Secure and 365 Native Co-Authoring using OneDrive,
- Native 365 Co-Authoring in the Business Edition of M-Files running in M-Files Cloud.
Consequently M-Files users running the system outside M-Files Cloud have had the option of CtrlShare or Office Online Server. However, with Microsoft announcing the retirement of OOS, it’s time to plan ahead. We recommend that users transition to CtrlShare well before OOS reaches end of support.
In this blogpost we give a more in-depth description of the options for Co-Authoring in M-Files.
What is Office Online Server and Why It Matters
Office Online Server provided browser-based versions of Word, Excel, and PowerPoint for on-premises environments. M-Files integrated with OOS through WOPI (Web Application Open Platform Interface) to deliver co-authoring directly in the browser—without requiring a full cloud move.
However, Microsoft is retiring OOS, with end of support scheduled for December 31, 2026. After that, no security patches or updates will be available, making OOS unsuitable for enterprise use. This change impacts any M-Files customer relying on OOS for co-authoring.
The Dilemma for On-Premises M-Files Customers
If you’re running M-Files on-premises, you now face two options:
Upgrade to M-Files Business Cloud
for built-in co-authoring.
Find an alternative
that preserves co-authoring without forcing a full migration.
For many organizations, moving everything to the cloud isn’t practical—due to compliance, infrastructure investments, or strategic preference for on-premises control. That’s where CtrlShare comes in.
CtrlShare: Secure Co-Authoring for M-Files
CtrlShare eliminates the need for Office Online Server by leveraging Microsoft OneDrive for Business and the native co-authoring capabilities of Microsoft Office.
Key Benefits
- No OOS Required: CtrlShare works without Office Online Server, making it future-proof.
- Seamless Integration: Check out documents from M-Files to OneDrive with a single click.
- Real-Time Collaboration: Co-author documents using the full Microsoft Office desktop experience—not just the limited web version.
- Secure Access Control: Manage permissions directly from M-Files, including read/write rights and revoking access.
- External Collaboration: Invite external users securely without exposing public links.
- Reduced Risk: By using OneDrive as the co-authoring platform, CtrlShare minimizes the risk of version conflicts and lost changes.
Why Choose CtrlShare?
CtrlShare is the ideal solution that combines the robust document management capabilities of M-Files with the collaborative power of Microsoft Office—without forcing a full migration to Microsoft 365.
- Check out documents from M-Files directly to OneDrive for Business
- Share documents internally or externally for real-time collaboration
- Maintain full control and visibility over who has access
By removing the dependency on Office Online Server and avoiding migration to M-Files cloud, CtrlShare gives you the flexibility to co-author on your own terms.
Ready to transform your collaboration? Try CtrlShare today and see how easy it is.
