Managing Documents and Versioning

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Managing Documents and Versioning

Managing Documents and Versioning

Checking Out Documents

The following walk-through will show you how to use the Check Out feature to lock a document so that you can edit it safely without anyone else being able to modify the document while you have it checked out.

  1. Check Out a document from the My Docs library.
    1. Click the My Docs link in the Contoso Home Site Quick Launch menu.Quick Launch menu
    2. Click the ellipsis button next to the title of the item then click the second ellipsis button from the balloon pop-up that opens. Click the Check Out link in the menu to check out the document.Document Item menu

      You can also use the Files tab toolbar in a library to check out an item. It is also possible through the library settings to require documents to be checked out when they are opened by a user for editing.

    3. Click OK to the Microsoft Internet Explorer dialog window verifying that you want to check out this file.Check out file dialog

      Note the option to Use my local drafts folder. If you select that option, a copy of the file will be downloaded locally to your machine, which would make it available for you to edit offline. Office integration and other ways to work offline are covered later in this course.

    4. Note the icon that appears next to the document in the document library that indicates the file is checked out.Checked out file icon
  2. Check the file back in to My Docs library.
    1. Repeat the previous steps to open the item menu for the document that is currently checked out.
    2. Note that the item menu is slightly different. Instead of the menu option Check Out, you have two new options Check In and Discard Check Out. Document Item menu

      The Discard Check Out option will remove the checked-out setting from the document but you will also lose any changes that where made since the document was checked out.

    3. Click the Check In option from the item menu.
    4. In the Check In dialog form, note that you have the option to Retain your check out after checking in. Leave the option set to No and click the OK button to complete the check in.Check In dialog

      You can also use the Files tab toolbar in a library to check in an item.

Deleting and Restoring Documents

The following walk-through will show you how to delete a document from the My Docs library and restore it from the Recycle Bin.

  1. Delete a file from the sites My Docs library.
    1. Click the My Docs link in the Contoso Home Site Quick Launch menu.Quick Launch menu
    2. Click the Files tab to open the toolbar.Files tab toolbar
    3. Select the Demo Doc by clicking the Check box column and then click the Delete button in the Files toolbar.Files tab toolbar.
    4. Click the OK button on the Message from web page dialog window asking you to verify sending the item to the Recycle Bin.Message from webpage dialog
    5. Verify that the Demo Doc has been removed from the My Docs library.
  2. Recover the deleted Demo Doc document from the Recycle Bin.
    1. Click the Site Contents link at the bottom of the Quick Launch menu.Quick Launch menu
    2. Click the RECYCLE BIN link located near the top of the Site Contents page. Recycle Bin link.
    3. Click to add a check to the Check Box in the far left column next to the Demo Doc item to select it and click the Restore Selection at the top of the list to restore the document.Site recycle bin list

      There is an optional second stage recycle bin where the Site Collection Administrator can recover items that have be removed from the main recycle bin.

    4. Click the My Docs link in the Contoso Home Site Quick Launch menu and verify that Demo Doc is back in the library.

Versioning

Versioning can be optionally configured in SharePoint so that backup copies of any library list item are automatically created when new changes are applied. This provides the ability for users and administrators to revert to previous versions of items. With libraries you have the additional option of requiring that documents be checked out before they can be edited. This will make sure that when a user is editing a document no one else can edit the same document while it is checked out and potentially overwrite changes.

The following walk-through will show you how to turn versioning on and require documents to be checked out in the My Docs document library and test the results.

  1. Enable versioning in the Contoso Home Site My Docs document library.
    1. Click the My Docs link in the Contoso Home Site Quick Launch menu.Quick Launch menu
    2. Click the Library tab to open the toolbar and then click the Library Settings link button.Library Tools Library tab
    3. Click the Versioning Settings link within the General Settings region on the Settings page.Versioning Settings link
    4. In the Version Settings page, click the Create major and minor (draft) versions option.Version settings options
    5. Click the Yes option for the Require documents to be checked out before they can be edited setting. Require checkout setting.
    6. Click the OK button to save the changes
    7. Click the My Docs link in the Breadcrumbs or Quick Launch menu to navigate back to the browse view of the library.
  2. Edit the Demo Doc document to test versioning settings.
    1. Click the Demo Doc link in the My Docs library to open the file in Microsoft Word for editing.
    2. Click the Check Out on the banner at the top of the opened Word document to allow for editing. Open File dialog window

      The Check Out button provided by Word was a result of the libraries' require check-out setting.

    3. Add a new line to the document in Microsoft Word and type the following: "This line was added to test versioning."
    4. Click the Save icon at the top of the Word window.
    5. Click the close icon in the upper right corner of the Word window.
    6. Click the Yes button on the Microsoft Word dialog asking if you want to check in your document. Check in Word dialog.
    7. Leave the version set to the default of a minor version and click the OK button on the Check In dialog. Check in dialog.
  3. Restore a previous version of Demo Doc in the My Docs library.
    1. Click the ellipsis button next to the Demo Doc item title and then click the second ellipsis in the balloon pop-up. Note that there are two new menu items dealing with versioning, Publish a Major Version and Version History. Click the menu option Version History.Document Item menu

      Since both major and minor version was enabled, the menu option Publish a Major Version is available. Clicking the Save icon in Word defaults to saving as a minor version. Users with Visitor permissions would only be able to see published major versions.

    2. Hover your mouse over the date-time of the 1.0 version and click the drop-down arrow that appears to see the version menu. Select Restore from the 1.0 version menu.Version History dialog
    3. Click the OK button in the Message from web page dialog window asking you to verify replacing the current version.
    4. Note that now the Version History dialog shows a third version has been created. Close the Version History dialog.Version History dialog
    5. Click the Demo Doc link in the My Docs library to open the file in Microsoft Word.
    6. Leave the Open Document dialog window option set to Read Only and click the OK button to open it.
    7. Verify that the changes made earlier are not in this version of the document.
    8. Close Microsoft Word.
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