Managing documents in a busy workspace can be challenging. That’s where check in and check out in SharePoint come in play. It helps you in keeping your document organised, prevents bugs, and ensures everyone works in a smooth way. In this article, I will walk you through how to check out and check in document in SharePoint are important and how you can use them in a better way.
Table of Contents
Understanding How to Check Out and Check In Document in SharePoint
Sometimes, when you use SharePoint to manage files, there is are chance that multiple team members are working on the same document. This can cause confusion and lost changes.
The features step in. It helps you lock a file temporarily while you are working on a document. When a document is checked out, only you are able to edit it, and it won’t let anyone else edit the same document at the same time. Once you are done, check it back in, making your edited version visible.
Why Check In and Check Out in SharePoint Matters
#Avoiding Editing Conflicts
When more than one person is working on the same document. It’s easy for one person to overwrite another person’s changes. Here, the check-out feature comes into play by helping you to edit the document at a time and stopping others.
#Track Document Versions
Every time when you check in a document, SharePoint saves a version history. Making it easy to see what changes were made, who made them, and the time. You can also go back to the older version of the document when needed.
#Improve Collaboration
The check in and check out in SharePoint encourages better teamwork. It is easier for every team member to know who is working on the document, which helps in avoiding confusion between team members.
Related guide: Microsoft SharePoint wants to use your confidential information
How to Check Out and Check In Document in SharePoint
If you are new to SharePoint, don’t worry, the process is simple. You don’t need to be tech-savvy to use check in and check out in SharePoint. Let’s dive into the steps:
#1. How to Check Out a Document
- Go to your SharePoint library where the document is stored.
- Put the cursor on the file you want to edit and click the three dots to open the menu.
- Click Check Out from the options.
- You will see a small arrow or icon next to the document name, showing it’s checked out to you.
Once you have checked out the document. Then no one is able to make the changes until you check it back in.
#2. Edit Your Document
After checking out the file, open it in an external source like Microsoft Word, Excel, or a browser. Make all the changes you want to make. You can save your work without checking it in; your changes remain private until you are ready to share them with anyone.
#3. How to Check In a Document
- Once you are done editing, go back to the document library.
- Click on the three dots next to your file again.
- Select Check-in.
- Add a short comment mentioning what you have done so far.
- Click OK to finish the process.
Now, your team members are able to see the changes you have made.
Also read: how to upload files to SharePoint
Benefits of Knowing How to Check Out and Check In Document in SharePoint
Here are some key benefits :
- No overwriting or confusion regarding the editing part, as only one person is able to edit at a time.
- When someone edits a document and checks it in, SharePoint logs it as a new version. Helping one can easily view, compare, or look at previous versions.
- After you complete the editing part, you need to add a small comment, and after the check-in editor’s name gets included. It helps in tracking contributions and responsibilities.
When to Use Check In and Check Out in SharePoint
There is no need to check out every single file you edit. If you or any of your team members work on documentation that allows real-time contribution, then the checkout step might not be necessary.
It is useful when:
- Making some major updates to important or confidential documents.
- Most of the users have edit permissions for the same document.
- You want full control after the updates are made visible to others.
Best Practices
- If you want no one to work on the same document you are working on, then always check in your files and don’t leave them checked out for too long.
- Always add clear comments during check-in of the work you have done so far, so others know what changes you have made.
- If you are unsure about whether a file should be checked out or not, ask your admin.
Additional resources: How to create a workflow in SharePoint
Final Thoughts
The check in and check out in SharePoint might seem simple, but they play a vital role in smooth teamwork and ensuring documents are safe. It gives control over the edits, by checking the logs, you get to know which edit was made by whom at what time, to track the contributions.
By learning how to check out and check in documents, you can avoid multiple challenges among the team members. Whether you are managing a small team or a large project.
FAQs
- What is the Check In and Check Out Feature in SharePoint?
It is a simple but effective feature that helps by allowing only one user to edit a file at a time. - Is there any need to use Check In and Check Out in SharePoint?
Yes, it is effective if many members are working on the same project, as it reduces the confusion and keeps a record of the contributions. - Is there a way to discard a check out in SharePoint?
Yes, there is a way; you just need to select the Discard Check Out to cancel your changes. - Is Check In and Check Out mandatory for every document we work on?
No, it is not mandatory; it is optional, but if more than one person is working on the same document, then it reduces the challenges among them.