Microsoft Office Tutorials and References
In Depth Information
Checking Out a Document
Back on the Library content page, let’s see what happens if we try to edit one of the documents
that now require check out. There are two ways to check out a document:
Manually do so by selecting Check Out in a document’s drop-down menu or selecting the
item and clicking the Check Out button in the Documents ribbon.
When check out is required, simply open the document. It will prompt you to either check
the document out or open it read-only.
For an example of the second method, click the new document you created earlier (my
example is Newdoc) to edit it in Word.
As you can see in Figure 8.16, with Require Check Out enabled, when you prepare to
open a library document, the prompt won’t just ask you whether you want to read or edit
the document; it will ask whether you want to read or check out and edit the document.
The dialog box
for choosing Read
Only or Check Out
And Edit a library
SharePoint also can let you save a copy of the document locally in case you need to work ofline.
I would rather not have two copies of the document at any one time, so I do not save a draft copy
to a local folder. However, if that is allowed in your environment, it lets the users work on a
document they have checked out while disconnected from the network. After working on the document
locally, when they reconnect to the network and are able to access the SharePoint server, they can
save their changes to the library. When they do, they will be prompted to check the document back
in if they are done working on it.
To edit the document, you must check it out.
2. Select Check Out And Edit from the two options, and click OK. This will open the file in
Word to be edited. You may be prompted for your login credentials.
3. Make some changes, and then save and close the document.
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