Manage a document

Goal: keep a supporting file — a publication, study report, or source material — under control: upload it, edit it safely, track its versions, and share it when your library allows.

When to use this: whenever you’re working with files in a Document folder (as opposed to slides or presentations). Documents use check-out / check-in so two people never overwrite each other.

Steps

1. Upload the file. In a Document folder, use the Upload documents icon to add one or more files.

2. Preview it. Open a document to preview its contents in the browser before you decide what to do with it.

   

3. Choose how to work with it. To open the document, choose from 3 options:

   • Check Out and Edit — allows you to open and edit the file through Office, and locks it for editing, all while maintaining the connection to the library.
   • Check Out and Download — reserves the file to you and downloads a copy.
   • Download Only — grabs a copy without checking anything out.

   Checking out asks for a comment describing the change.

   

4. While you have the file checked out, saving in Office updates the document.

5. Finish up. To Check In and upload your new version, save the file in Office (Save only, do not Save As), and close the file. Cancel Check-Out on the library page to release the file with no changes.

Tips & pitfalls

Note

If someone else holds the check-out, you’ll see who has it. A library admin can Clear Check-Out if a file was left checked out.

Tip

Every version is kept. Open Version history to see each version, author, size, and check-in comment, and to Restore an older version if you need to roll back.

Note

If your library allows it, a document can be Shared by a public link (recipients need no account). You can also add a Comment per version to discuss changes in context.

Related

Documents (reference)Previewing, check-out / check-in versioning, restoring versions, and sharing files.

Edit a slide in PowerPointThe equivalent secure round-trip for slides.

Set up notificationsGet emailed when a document changes.

External / consultant accessHow outside recipients open content you've shared.