What Does Checkout Mean In Sharepoint?
Checking out documents in SharePoint is an important feature that helps teams keep track of their documents and ensure only the correct people have access to the right information. In this article, we’ll discuss what checking out documents in SharePoint means and how it can help you and your team.
What Does Checkout Mean in SharePoint?
SharePoint is a web-based collaborative platform that is used to store documents in a secure location and share information with colleagues. It allows users to easily collaborate on documents and other content from anywhere with an internet connection. One of the features of SharePoint is the ability to “check out” documents and files, which is a way of ensuring that multiple users don’t edit the same document at the same time.
What Does “Check Out” Do?
When a user checks out a document or file in SharePoint, they are essentially taking ownership of the document and preventing others from making changes to it. This can be beneficial when working on sensitive documents or when two or more users are working on the same document at the same time. When a document is checked out, SharePoint will display a lock icon next to the document name, indicating that the document has been checked out.
How to Check Out a Document in SharePoint
Checking out a document in SharePoint is easy. First, open the document library where the document is stored. Then, select the document you want to check out and click the “Check Out” button. This will open a dialog box where you can specify the duration of the checkout. You can choose to keep the document checked out indefinitely, or you can specify how long it should remain checked out. Once you have selected your options, click “OK” to complete the checkout process.
How to Check In a Document in SharePoint
If you have checked out a document in SharePoint, you will need to check it back in when you are finished making your changes. To do this, open the document library and select the document you want to check in. Then, click the “Check In” button. This will open a dialog box where you can enter comments about the changes you have made. Once you have entered your comments, click “OK” to complete the check-in process.
What Are the Benefits of Checking Out Documents in SharePoint
The main benefit of checking out documents in SharePoint is that it prevents multiple users from making changes to the same document at the same time. This is especially useful when working on sensitive documents or when multiple users need to make changes to a single document. Additionally, it ensures that users can make changes to documents without having to worry about someone else overwriting their work.
What Are the Drawbacks of Checking Out Documents in SharePoint?
The main drawback of checking out documents in SharePoint is that it can be time-consuming and inconvenient. Users must remember to check out documents and check them back in when they are finished making changes. Additionally, if a user forgets to check out a document, they may not be able to make changes to it until the current user has checked it back in.
How to Set Up Document Check Out in SharePoint
Setting up document check out in SharePoint is easy. First, open the document library where the documents are stored. Then, select the document or documents you want to check out and click the “Check Out” button. This will open a dialog box where you can specify the duration of the checkout. Once you have selected your options, click “OK” to complete the setup.
Who Can Check Out Documents in SharePoint?
In most cases, any user with access to the document library can check out documents in SharePoint. However, some organizations may restrict access to certain documents or folders, in which case only certain users will be able to check out documents. Additionally, some organizations may require users to provide a valid reason for checking out a document.
What Happens When a Document Is Checked Out in SharePoint?
When a document is checked out in SharePoint, the document is marked as “checked out” and a lock icon is displayed next to the document name. Additionally, the document will be locked for editing and no other users will be able to make changes to it. The document will remain checked out until it is checked back in.
How to Troubleshoot Document Check Out Issues in SharePoint?
If you are having trouble checking out documents in SharePoint, there are a few things you can do to troubleshoot the issue. First, make sure that you have the correct permissions to check out the document. Additionally, try checking out the document from a different browser or device. If the issue persists, contact your SharePoint administrator for assistance.
Frequently Asked Questions
What does Checkout mean in SharePoint?
Checkout in SharePoint is a feature that enables users to lock a file so that no one else can edit it. When a file is checked out, other users can only view the file, they cannot make any changes until it is checked back in. This is a useful feature to prevent multiple users from working on the same file at the same time and potentially overwriting changes of each other.
Checkout also allows users to check out an entire folder and all the files within it. This ensures that no accidental changes are made to the folder or its contents while it is being worked on. After the changes are complete, the folder and all its contents can be checked back in. It is important to check in the folder and contents so that other users can access the latest version of the files.
In conclusion, the ‘Check out’ feature in SharePoint is a great way to ensure that documents stored in a library are not accidentally deleted or changed. It provides a secure way for users to work on documents in a collaborative setting and also prevents multiple versions of the same document from being created. With this feature, teams can ensure that only the most up-to-date document is used for any given project.
