How To  Check-In & Check-Out Files in a SharePoint Library?

Topics: SharePoint, Intranet Portal, SharePoint Library

Check-out and check-in are terms related to document management systems including SharePoint. l When it comes to planning a SharePoint Site, check-in and check-out features are essential. These features play a great role in preventing conflicts and avoiding confusions  when multiple people are involved in editing the same content. 

The check-out feature comes handy when you are editing a site or file and you want to ensure that no one else can edit it. Once you have checked out a site/file, you can edit it both online or offline.  It is only when you check it back into the library that other people can see the changes you made and edit the file/site. 

 

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Advantages of SharePoint Check-In and Check-Out  

1. Avoid confusion and conflicts while editing the same document

2. Control the number of document version and metadata

3. Offline availability of documents

4. Easily see who is working on the document

Check Out Files

  1. Access the library where your file is saved.

  2. In case you are looking at a view of the library on another page, you may have to click the title of the library first. 

  3. Once you have selected the file/files, that you wish to check out, click Files →click Check Out.

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PS. The icon next to the file name is partially covered by a green, downward-pointing arrow icon imagewhen the file is checked out. This helps other users understand that the particular file is checked out. Further, to see the name of the document and the name of the person who has checked out the file, point to the icon of any checked-out file. 

Once you have checked out a file, you can either edit it in an online application or download the file to your local drive to work offline.

Check In Files

To make the files and any changes available to other people, you must check the files back into your library. In case, you have downloaded the file to work locally, you would need to upload it before checking it. in.  

  1. Access the library where your file is saved.

  2. In case you are looking at a view of the library on another page, you may have to click the title of the library first. 

  3. Once you have selected the file/files, that you wish to check in, click Files →click Check In.

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