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Many of the following questions also have links to current help topics for a deeper dive into the content. Thanks to customer feedback , this article was updated August 12, Checking files in and out is a great way to track and control how content is updated. The following steps show how to check files in and out, and how to discard a check out in SharePoint Online. For information on checking files in and out of SharePoint and SharePoint , or Classic SharePoint experience, see Check out, check in, or discard changes to files in a library. Open the library with the file you want to check out, hover over the file, and then click the check mark. You can also right click the file, click More , and then click Check Out. A note is displayed while the file is being checked out. If you click on the icon, you can see the progress of the checkout. Open the library, hover over the file you want to check in, and then click the check mark. You can also right click the file, click More , and then click Check In. In the Check In dialog box, you can enter a comment, such as what you changed or added. Check to be sure you saved changes on the document before checking in. Since SharePoint Online leaves the document checked out if no changes are made, others may not be able edit the document. Open the library, hover over the file that you want to discard the check out, and then click the check mark. You can also right click the file, click More , and then click Discard Check Out. Click Discard Check Out to clear the check out. No, checking out a file only changes the condition of the file to allow only you to edit the file. If you want to keep changes, always save the file. If you edit a text file online, you need to explicitly click Save. However, if you edit in a Office app, such as in Word or Excel, you can close the document and it will automatically save. If you check a file out, save it, and then discard the check out, your changes will not be saved back to the library. By default, anyone with edit permission in a document library can change a file. However, you can set the library to require someone to check the file out first before changing it. You need to be the document library owner or site administrator or have comparable permissions to do this setting. In the Versioning Settings page, scroll down and click Yes for Require documents to be checked out before they can be edited. By default, a document library lets members with edit permission modify and edit files without checking them out. To prevent this, enable check out required in the library. A quick way to see who has a column checked out is to hover over the Checked Out icon to see a tip that tells you who has the file checked out. You can also add the Checked Out By column to the default view of the library. This way, everyone can easily see who has a document checked out. For SharePoint Online see Create a custom view of a document library. Create a personal view of a list or library. Versioning is a way to create a history of changes to a document that requires a controlled publishing cycle of major versions, or major and minor versions. For a library, click Settings , Library Settings. Library settings in the Settings group. For a list, click List on the ribbon, and then click List Settings. In the Item Version History or the Document Version History section, select if you want to create a major version or a major and minor version. Select the number of approved versions for which you want to retain drafts. This option is available when you select Yes in the Content Approval section. If you want users to check out documents before they can make any changes to the library, then in the Require checkout section, click Yes. The Require checkout section appears only for a library. Common reasons include contracts, formal proposals, and legal documents that sometimes require lengthy iterations. If your team plans to use co-authoring, you might enable major versioning in the library, just in case someone makes a mistake and uploads a document of the same name in a library where everyone is co-authoring. This way, if you lose changes, you can restore a previous version of the document. You can also enable versioning and check out at the same time. Note that if you decide not to make or keep any changes in the file, you can discard the check out, but this does not affect version history. To get an approval status column that will show a Draft status until a document is approved, you also need to enable the Content Approval feature, which you can do from the Library Settings page. How does versioning work in a list or library? Enable and configure versioning for a list or library. Using drag and drop. The most common way to upload files is by dragging them from a computer or network folder to the document library. First, open the library on your site. Then find the documents on your computer that you want to upload, select them, and drag them to the space in your library where it says, drag files here. Using the Open with Explorer command. This command opens Windows Explorer on your computer, but it displays the folder structure on the server computer that underlies the site. From time to time, you might need to copy or move many documents in a library to another library. For example, you might want to move all documents created over a year ago in one library to another library to archive the information. Or, you might want to copy documents from a library that you own from one site to another library in a subsite as you change workgroups. Using the new document command. In the dialog box that appears, click Browse to upload individual files. The advantage to this approach is that it works no matter what browser or browser version you currently have. Whichever way you upload, keep in mind the following about check out, check in, and versions when they are enabled:. If you are uploading a file to a library that requires files to be checked out, the file is initially checked out to you. You still need to check the file in before other people can view and edit it. If the library is configured to track versions of files, you typically add the uploaded file as a new version, which then becomes part of the version history of the file. If the library requires you to add values to one or more library columns, such as a department name or project number, you must still edit the values and check in the document before the upload operation is completed. Adding documents to a library. You can get a new document to be added as a new version is to check out the exiting one, and replace all content with the new version. Once the checked out version is modified, check it back in. SharePoint will make a new copy, keeping earlier versions providing you have it configured for that. For more info on versioning, see How does versioning work in a list or library? There are Application Programming Interfaces APIs that will allow it, but they require a custom program to be written. Talk to your administrator or site designer. As a visual work around, watch for the checked out icon , or add a Checked Out By column to the library. If you upload files to a library that requires files to be checked out, the file is initially checked out to you. Before others can view or edit the files, make sure you fill in any required properties and then check in the files. For more details on file check in and out in SharePoint Online, see Check out or check in files in a document library. For more details on file check in and out in SharePoint and SharePoint , see Check out, check in, or discard changes to files in a library. For uploading files to SharePoint and SharePoint , see Upload files or create files in a library. For uploading files to SharePoint Online, see Upload a folder or files to a document library. If someone sends you a link to a SharePoint file and you click it, always make sure to read the title bar to see if it says read-only before you start editing. If it does and the library has checkout enabled, you need to check out the file. You can always navigate to the library by inspecting the URL to locate the library. First, put the document in Edit mode , click the File tab, and then locate the Manage Versions button, which you can use to check out the file. The local drafts feature has been around for several versions. Selecting Use my local drafts folder lets you take the file offline and makes the file easier to find on your computer, if you need to open it later while you are not connected to a network. But times have changed. If you want to work with files offline, then your best bet these days is to use OneDrive for Business which makes it a snap to take any document library offline and to automatically synchronize changes. OneDrive for Business comes with Office and there is also a stand-alone version. Download the free OneDrive for Business sync client. A library organized into folders often has a default view that displays all the folders. To do this, select Show all items without folders under Folders on the Edit View page. This makes it much easier in one operation to select all the files you need to check in. SharePoint Online and Office do not currently allow multiple files when checking in with modern mode. Use Classic experience by clicking Classic SharePoint at the bottom of the Quick Launch bar on the left of the screen. You can see the Checked Out icon in the browser to indicate the file is checked out. Click OneDrive for Business , and then click Go to browser. It may seem odd, to see a file checked out by one person, but last modified by someone else. The Modified By column shows who was the last person to save and check in a file. Once the person checks a file in, the last modified column will be updated to whoever did the latest check-in. When you check in a document, you can add a brief comment about the changes you made. This is a great way for others to see a summary of your edits. If you ever need to edit a comment you can check out the document again, immediately check it back in, select Overwrite the current version , and then add the new comment in the Comment box. The short answer is no. When you check out Office documents, like a Word document, the yellow message bar and prompts help you track the state of the document and make quicker decisions. For more information, see the section below called Should I enable check out and check in of files? A site or library administrator can use the Override Check Out permission which enables check in of a document or discard check out of a document by another user. But be aware of the consequences of doing this. Your colleague on vacation may want to add the local copy of his changes back to the document in the library and the two versions need to be reconciled, either manually or by using comparison tools, such as the ones provided by Word and Excel. Compare two versions of a workbook by using Spreadsheet Compare. About comparing and merging documents. If so, try switching to Classic experience, available on the bottom of the Quick Launch panel on the left of the screen. But if you see that the Check In command is disabled, scroll through the entire library view and make sure that you have not inadvertently selected a file already checked in. Simply put, checking out and checking in files is a way to lock a file for exclusive editing and then to release the lock for others. Consider your collaboration style when creating libraries, organizing your files, and deciding how best to collaborate. There are several ways to collaborate with others on documents. Disable check out requirement This is the default library setting but you can still check out individual files as needed. Easy, real-time document collaboration with Office products on client computers and by using Office Online. Avoid keeping files checked out for too long. Talk to your administrator about a custom add-on that flags older checked out files. Add the Checked Out By column to the default view of the library. This way, others can easily see who has a document checked out. If this column is not in a view, you can still hover over the Checked Out icon to see a tip that tells you who has the file checked out. If you are in a rush to edit a checked out file, contact the other user and ask them when they can finish. Avoid editing files that are already checked out because you may need to manually synchronize changes or even accidentally overwrite changes. Bear in mind that your changes are not visible until you check the file back in. Set up a library to require check-out of files. Document collaboration and co-authoring. Create a column in a SharePoint list or library. Create, change, or delete a view of a list or library. If you still have problems or encounter unexpected behavior, it may be time to file a service request. Contact support for business products - Admin Help. Was this article helpful? If so, please let us know at the bottom of this page. Please include your SharePoint, OS, and browser versions. This site uses cookies for analytics, personalized content and ads. By continuing to browse this site, you agree to this use. Top questions about check out, check in, and versions Applies To: Open the library you want to require check out. In the Settings page, click Versioning Settings. Turn on versioning Go to the library or list for which you want to enable versioning. Select the number of versions you want to retain in the list. How can I add a new document as a version of an existing one? Can I get a reminder that I have a document checked out after a period of time? More information For more details on file check in and out in SharePoint Online, see Check out or check in files in a document library. I clicked a document link in email, but it opened read-only — how come? How often have you seen this? How do I check in lots of files in different subfolders in one fell swoop? However, in your local folder you can do the following: Right click the file name. Someone went on vacation and left a file checked out. More information Understanding permission levels Compare two versions of a workbook by using Spreadsheet Compare About comparing and merging documents. Collaboration style Typical uses Best practice Informal Everyday team documents, light or infrequent editing, and occasional editing conflicts Disable check out requirement This is the default library setting but you can still check out individual files as needed. More information Set up a library to require check-out of files Document collaboration and co-authoring Create a column in a SharePoint list or library Create, change, or delete a view of a list or library Video: Get new features first. Was this information helpful? How can we improve it? Thank you for your feedback! It sounds like it might be helpful to connect you to one of our Office support agents. Everyday team documents, light or infrequent editing, and occasional editing conflicts.

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