SharePoint (Classic Sites) - Restricting a document to read-only mode (Extract a document) Tutorial

In this video, you will learn how to restrict a document to read-only mode by extracting it.
This feature is useful when you need to edit a document on your SharePoint site while ensuring that no one else can make changes, even if it is shared for co-editing.
To extract the file, select it and choose "check out." Once extracted, a red tick will appear next to the document's name, indicating that you have exclusive editing rights.
Your employees will see a gray icon next to the file, indicating that it has been extracted and who extracted it.
When your employees open the document, it will open in reading mode, preventing any changes.
They will receive a message informing them that the document has been extracted.
If you want to allow your employees to edit the document again, you can switch it to "check in" mode and add a comment to clarify the changes you have made.
These comments will be available in the document's version history.
If you don't want to keep the changes made or if you haven't made any changes and want to make the document available to other colleagues, you can cancel the checkout extraction.
This will ensure that none of the changes you may have made to the document will be added to the version history.
Restricting a document to read-only mode by extracting it provides you with control over who can make changes, ensuring the integrity of your document.

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Objectifs :

This document aims to provide a comprehensive guide on how to manage document editing in SharePoint, specifically focusing on the checkout and check-in process to ensure exclusive editing rights and version control.

Chapitres :

Introduction to Document Management in SharePoint
Managing documents effectively in SharePoint is crucial for collaboration and version control. This guide will walk you through the process of checking out a document to ensure that only you can make changes, even when the document is shared for co-editing.
Checking Out a Document
To begin editing a document exclusively, you need to check it out. Follow these steps: 1. Select the file you wish to edit. 2. Choose the 'Check Out' option. Once you have checked out the document, a red tick will appear next to the document's name, indicating that it has been extracted. This action prevents others from making changes while you are editing.
Understanding Document Status for Colleagues
When a document is checked out, it will appear grayed out to your colleagues. They can see who has extracted the document by hovering over the file name. If they attempt to open the document, it will open in reading mode, and they will receive a message indicating that the document is currently checked out.
Switching to Check-In Mode
After making your changes, if you want to allow your colleagues to edit the document again, you need to switch it to check-in mode. Here’s how: 1. Select the 'Check In' option. 2. Add a comment to clarify the nature of the changes you made. These comments will be recorded in the document's version history, providing context for future reference.
Cancelling the Checkout
If you decide not to keep the changes made to the document or if you haven't made any changes, you can cancel the checkout. This will revert the document back to its previous state and make it available for others to edit. To cancel the checkout: 1. Select the 'Cancel Checkout' option. Please note that any changes made during the checkout process will not be saved or added to the version history.
Conclusion
Understanding the checkout and check-in process in SharePoint is essential for effective document management. By following these steps, you can ensure that your edits are exclusive and that version control is maintained, allowing for a smoother collaborative experience.

FAQ :

What does it mean to check out a document in SharePoint?

Checking out a document in SharePoint means that you are taking exclusive control of that document, preventing others from making changes until you check it back in.

How can I edit a document while ensuring no one else can make changes?

You can edit a document exclusively by checking it out. This will prevent others from editing it until you check it back in.

What happens if someone tries to edit a checked-out document?

If someone tries to open a checked-out document, it will open in reading mode, and they will receive a message indicating that the document has been extracted by another user.

Can I cancel the checkout of a document?

Yes, you can cancel the checkout of a document, which will discard any changes you made and make the document available for others to edit.

What is the purpose of adding comments when checking in a document?

Adding comments when checking in a document helps clarify the changes made, and these comments will be recorded in the document's version history.

Quelques cas d'usages :

Managing Document Revisions in a Team

In a collaborative environment, a project manager can check out a project proposal document to make necessary revisions without interference from team members. Once the edits are complete, they check the document back in, adding comments to explain the changes, which helps maintain a clear version history.

Ensuring Document Integrity During Updates

A compliance officer can check out sensitive policy documents to ensure that no unauthorized changes are made while they update the content. This process ensures that the document remains secure and only the officer can make changes until they are ready to check it back in.

Facilitating Document Review Processes

An editor can check out a draft article for review, allowing them to make edits without others altering the document simultaneously. Once the review is complete, they check it back in, allowing the team to see the updated version and comments on the changes made.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that allows users to store, organize, share, and access information from any device.

Check Out

A feature in SharePoint that allows a user to take exclusive control of a document, preventing others from making changes until it is checked back in.

Check In

The process of uploading a document back to SharePoint after editing, allowing others to access and edit the document.

Version History

A record of all changes made to a document, including previous versions, which can be reviewed or restored.

Reading Mode

A mode in which a document can be viewed but not edited, typically used for reviewing content.

Gray Appearance

Indicates that a document is currently checked out by another user, preventing editing by others.

Cancel Checkout

An option to discard any changes made to a document after checking it out, allowing it to be available for editing by others again.

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on your SharePoint site

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while making sure that no

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one else can make a change,

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even if it is shared for Co editing.

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For this. You will need to extract this file.

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You can then edit it online or

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offline as many times as you like.

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And you will be the only one who can do it.

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Start the extraction by selecting

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your file and choosing check out.

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Once finished.

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Red tick appears next to the

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documents name to let you know

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that you have extracted it.

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On the side of your employees,

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this tech will appear in Gray by

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hovering over the name of the file.

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They can see who extracted it.

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If they open the document.

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It opens in reading mode.

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It is still try to change it.

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A message informs them that a

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document has been extracted.

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Once your document has been

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changed and if you want to allow

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your employees to edit it again,

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you will need to switch it to check in mode.

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You can add a comment to clarify the

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nature of the changes you have made.

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These comments will be available in

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the history of the documents versions.

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If you do not want to keep the

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changes made on the document,

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or if you have not made any changes

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and want to make this option

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available to other colleagues again.

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You can cancel the checkout extraction.

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Note that you will lose absolutely

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all the changes you may have done

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to the document, nor will they

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be added to the version history.

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