Tracy van der Schyff

 #Office365Challenge Checked out files might just be that one thing that infuriates users the most about SharePoint. and it really is because they don’t understand what it’s all about.

On SharePoint, you can configure a library to force users to check out files when editing them. This is ideal in environments where users might try to edit the same documents at the same time. You will get a message that says the file is checked out to someone else, and even have the option to be notified when checked back in.

Only once you’ve checked the document back in, will users see the changes you’ve made.

Check in / check out can be enabled on a library by going to library settings > Version settings:

To check the document out, click on the ellipses (1), click on the second ellipses (2), then click on advanced (3) > Check Out (4). Checked out files will have a down-pointing green arrow on the icon (5):

You can also check documents in or out by selecting them, then using the menu on the Files Tab (old look libraries). This helps when multiple documents are selected to do “bulk” check-in (not available on new look libraries):

On the new look libraries, the checkout is available on the ellipses > More > Check Out. As the ribbon does not exist, it is not possible to select multiple documents for check in:

Keep in mind that even if check in / check out is not enabled on the library, SharePoint will automatically check out multiple documents dragged into a library which has compulsory fields.

Catch you tomorrow when I’ll start the journey around permission in SharePoint.

Overview of my challenge: As an absolute lover of all things Microsoft, I’ve decided to undertake the challenge, of writing a blog every single day, for the next 365 days. Crazy, I know. And I’ll try my best, but if I cannot find something good to say about Office 365 and the Tools it includes for 365 days, I’m changing my profession. So let’s write this epic tale of “Around the Office in 365 Days”. My ode to Microsoft Office 365.

Keep in mind that these tips and tricks do not only apply to Office 365 – but where applicable, to the overall Microsoft Office Suite and SharePoint.