Microsoft Office Tutorials and References
In Depth Information
Creating a new Minor version of a Document
Now that you’ve verified that there is only one version of this document in the library, it’s time
to make more. Versions are created when you edit a file in a library (or its library item). The
most practical way to create another version of a library item is to open the item’s file and edit,
just as any user would.
1. Close out of the Version History box to go back to the content page.
2. From there, click the filename for uploaded, or the name of the file with which you want
to work, to open it in Word. This will trigger a Warning dialog box for you to confirm the
filename and offer you the option to read or check the file out and edit it. Select the Check
Out And Edit option, and click OK.
3. In Word, edit the document and add whatever text you’d like. The file uploaded in my
example also requires that the Project field contain data, so make certain it’s filled in too.
4. When you are done, save the changes and close Word.
5. When you are prompted, choose to check in the document (Figure 8.26).
PROMPTING MAY BE OPTIONAL
Remember that you will be prompted to choose minor or major when using Word 2007. With 2003,
it will save the document as a minor version by default.
Check In with
6. When you check in the edited document in a library that has major and minor versions
enabled, SharePoint asks you which version you’d like this document version to be. For my
example, I would like to make this a minor version. So, make sure that 1.1 Minor Version is
selected and add a comment. Do not keep the document checked out, and click OK.
7. On the Shared Documents library content page, the file is there and is not checked out.
If you take a look at the item’s drop-down menu, you’ll see that where it previously said
Unpublish This Version, it now says Publish A Major Version. If you click Version History