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Once your documents are in SharePoint, they are easy to work with. The classic way is that once inside your SharePoint site and inside your Document Library, you are just going to select the document and do whatever you want with it. But the question is well what different methods do we have for selecting it? In SharePoint 2010, when you mouse over the document, you'll see the bar highlighting to the right-hand side, and this gives you a dropdown menu with multiple options, such as viewing it in the browser, editing in the browser, if your system administrator has installed that feature, in this case, Edit in Microsoft Word for something else, obviously.
It could be Edit in Microsoft Excel or in PowerPoint. There are alternate ways of doing this. If you go to the left-hand side of the bar and select one of the check boxes here, you'll see that the Ribbon changes into a view where you get many of the same options: Edit the Document, View or Edit its Properties, Delete it, Download a Copy, that kind of thing. Now one of the things to be careful of is selecting multiple documents with the check box. That can be very useful because it allows you to delete multiple documents at the same time, but it won't then allow you to edit multiple documents at the same time.
So, this control become grayed out if there's more than one. But once I pick one of the documents and unselect the others, I'll get the Edit Document option back. I can open that document, make my changes, save it back into SharePoint. It doesn't matter whether you select from the dropdown menu or whether you select from the Ribbon. They both have the same impact. Also available from this dropdown is the ability to Delete the document. This is something you can do one at the time from the dropdown menu, or if you want to delete multiple documents, you can select Several and click Delete.
Now, bear in mind that these get sent to the site Recycle Bin. They don't just immediately disappear. So, that does mean if you made a mistake there, you can click on the link Recycle Bin, which appears for most team sites, document, workspace, in fact, most sites, and find out what's inside there. In fact, a lot of cases I've got a few things here. I can decide to select the most recently deleted options and say Restore Selection. Yes, I am sure and back they go. The Recycle Bin, by default, will keep stuff in it for about 30 days.
I say "about" because that can change depending on how your file administrator has handled that part of SharePoint. It's certainly not something that you want to use as a get out clause, but you should be aware that they will hang around in the Recycle Bin for a while. Now, when you first begin with SharePoint, you may get caught up in trying to figure out what way is the right way. There seems to be five different ways of doing the same option, and that's absolutely true. If it works and if it makes sense, it's the right way. Don't get too worried about whether you should be using the Ribbon or the dropdown menu.
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