ChromeOS + Office files

ChromeOS is the desktop operating system for Chromebooks. In this project, I designed an OS integration that enables the opening and editing of Microsoft Office (Word, Excel, and Powerpoint) files.

Background

The ability to support different file editing workflows is essential to a desktop OS. One common workflow is for users to download Office (Word, Excel, and Powerpoint) files to their local drive, and then open them in a Microsoft file editor. But while Chromebook users had many options for opening these kinds of files on ChromeOS, such as via the Microsoft 365 app or Google Docs, Sheets, or Slides, these options were difficult to discover and choose from. Users also couldn’t open Office files directly from their local drive into Microsoft 365.

Task

As IC UX lead, I explored multiple strategies for simplifying and streamlining the options users had to choose from, improved the discovery of Office file editing solutions, and solved for the local file opening workflow. I led a cross-functional team through bringing a final design to market.

Actions

Defined strategy

I framed the problem around the number of options users had to contend with compared to the simple workflow they expected: to download a file, click on it, and have it open in a full-featured Office file editing app. 

I worked with my PM and engineering counterparts to simplify the options we’d present to users and to improve the discovery of the Microsoft 365 app as a key handler for Office file types. One fixed constraint we had to work with was that the Microsoft 365 app required files to be stored in OneDrive before it could open them. 

Then I laid out the pieces we’d need to build:

• Integration of OneDrive storage into the ChromeOS file system (via the ChromeOS Files app);
• A setup flow to show users their options and, for those that chose Microsoft 365, to help users get the app and to connect it to OneDrive;
• The day-to-day file opening flow that would facilitate moving a file to OneDrive; and
• User preferences for file handling that could be changed later, with associated backend logic  

Conceptual research

I put together conceptual prototypes to test user mental models and comprehension around Microsoft 365 app discovery, files moving to OneDrive before opening, and Office file editing.

Hands-on design of setup & file moving flows

I designed the setup flow directly, partnering with a visual designer to ensure adherence to our OS design system. I chose to have the setup flow be triggered the first time a user clicked to open any Office file type in their ChromeOS Files app. This made the setup experience contextual to the user’s current workflow. This setup flow would give the user the option to select any app that could handle their file. If they opted to use Microsoft 365, setup would install the app, help users add Microsoft OneDrive to their Chromebook’s Files app, and then ask to move their selected file to OneDrive in order to finish opening it.  

For subsequent file opens, I designed a gradually reductive approach. The user would be notified again that their file would be moved to OneDrive. They would then have the option to never show the message again, and it would then automatically move and open the file from that point onward.

I also had to define how setup impacted file handling preferences and defaults, and how users could change their preferences later. I guided a supporting UX designer to implement those preferences in Files app settings, to design the OneDrive integration into the Files app, and to design the notifications system used to communicate status & errors during the file move process.

Prototyping & usability studies

Working with a user researcher, and designing clickthrough prototypes myself in Figma, we ran 3 studies to iterate on this flow & find the right balance between disclosure and friction. We wanted to help users understand that their file would move from local storage to OneDrive storage, but not add too much friction that slowed down file editing. The studies helped us hone in on the right balance between these two needs, reflected in the final product. 

Go-to-market 

I was hands-on in the development of all external-facing communications and promotional content, wrote new and updated existing help articles, and co-planned our rollout strategy.

Results

As a result of my actions, the team launched a user-centered, streamlined solution to a critical user need that increased successful opens of Word, Powerpoint, and Excel files. The press and community reception was positive (article | article). Also, as a side effect of this work, we paved the infrastructure needed for any third-party storage provider to be connected to the ChromeOS Files app.

All work for this project is © Google