Join Mark Abdelnour for an in-depth discussion in this video Retaining checkout with checked-in changes, part of SharePoint 2013 for Site Champions and Power Users.
When you check out a file from a SharePoint library, you are preventing others from making any changes to the file, while you edit it. While the file is checked out to you, you can edit, save the file, close it and re-open it and continue editing. Although other users can still view the file, while it's checked out to you. They will not see your changes, until you check in the file. So, the question is, how do you check in your changes, so others can see them, but keep the file checked out, so that it's still yours, to work on? Let's take a look at how we will do that exactly, here in the Administration document library.
There's a file here called Sales Presentation, and this is the file that I want to check out, and make changes too. So I'll go ahead and click on the file, and it opens in Power Point. Here we're set-up as a Read Only file, and you can see that right here in the title bar. If I want to check-out and make changes, I'll just click here on the check-out button. And the file is now checked-out and ready for me to make edits. So, I'm going to select this image here, and I'm going to duplicate it. I'll place it just below, and I'll size it a little.
So, assuming now that I've concluded all the changes that I want to make for now, and that I want to share these changes with others but with the big kicker being I want the file to remain checked out to me, here's what I would do. I'm going to first save my changes, so I click the save button here within PowerPoint. And now I'm going to exit the application. So I'll click on the X here in the top right corner. And this is where I get this first message stating, that other users cannot see your changes, until you check in.
Do you want to check in now? Now, although misleading, I am going to say yes. It's this next window here, this check in window where I can enter version comments, that we see this additional option. Keep the document checked out, after checking in this version. I'm going to check this box, and then click OK. What you'll notice now, in the document library, is that the file is still checked out. But my changes will now be visible to others, who click on this file to view it.
Another way that you're able to check in your changes but also retain your checkout, is with files that are already checked out within this view, within a document library. So you'll notice here for Sales Invitation Letter, it's checked out to myself. And if I hover over the green arrow, it says Checked Out To Mark Abdelnour. And you can also see here, that my name is listed. Instead of having to open the file and go through the steps that we just went through, I can select any file that's checked out to me, by clicking on the little check mark to the left of it.
And then moving up to the office ribbon bar. Here I'll click on, files, and I'll click on, check in, and the very first option is called Routine Check Out. If I say yes, and then click, OK, the file checks in again. It remains checked out to me, but my changes will now be visible to others, who visit that file in a Read Only State. This feature is especially useful, in situations where you're not yet finished editing a document, but know that people are accessing it while you work on it.
You want them to see the latest version, but do not wish to have it checked out by someone else, until you've completed all your edits.
- Creating a document library
- Overriding checkouts
- Deleting and restoring files
- Setting and managing alerts
- Working with multiple files
- Editing and deleting columns in a list or library
- Setting permissions
- Adding and modifying web parts
- Creating popular views