Editing and Checking Out Files
You may edit files that are stored in a SharePoint document library if you are the owner of the file or if the owner has given you permission to do so. When you want to edit a file, the file will open in the online version of the application by default. Edits that are made to a shared file or folder will affect everyone who has access to it.
Because multiple people on a shared file can potentially edit it at the same time, there is the possibility that someone's work can be accidentally overwritten. To avoid this, it is recommended that you check out a file before you edit it. This includes if you plan on downloading a copy of a file, editing it, and re-uploading a new version. If you check out a file, be sure to check it back in when you are done so that other people can access it after you.
- Navigate to the file in the document library.
- Click the name of the file to open it in the default application. If the file is a Microsoft file, such as a Word document or PowerPoint presentation, it will open in the online version of the application.
Alternatively, Opening in the Desktop App
If the file is a Microsoft file, such as a Word document or PowerPoint presentation, you can instead open it in the corresponding desktop application, such as Microsoft PowerPoint on your desktop. Please note that this is not recommended unless you have checked out the file (see below).
- Navigate to the file in the document library.
- Hover over the file, then click the ellipses that appear on the right for more options.
- In the dropdown menu that appears, select Open.
- Select Open in app.
- Your file will open in the desktop application.
Note: You can check out one or more files at a time.
- Navigate to the file in the document library.
- Hover over the file, then click the ellipses that appear on the right for more options.
- In the dropdown menu that appears, select More.
- Select Check Out.
- A confirmation note is displayed.
- To the right of to the file name, there is now a red arrow icon. If you click on the icon, you can see the progress of the checkout.
- Navigate to the file in the document library.
- Hover over the file, then click the vertical ellipses that appear on the right for more options.
- In the dropdown menu that appears, select More.
- Select Check In.
- In the panel that appears, type a comment describing your changes.
- Click Check In.
