MyNIC Team Site - Document Sharing

Transcription

1 Table of Contents Create a Document...2 Upload a Document...3 Rename Document...4 Edit a Document...6 Check-out a Document...6 Edit a Document...7 Check-in a Document...9 Check-in Someone Else s Document Discard Checkout Delete a Document Page 1 of 12

2 Create a Document If you need to create a new document from scratch, you can do so from within SharePoint. The document can then be opened and edited by other team members. 1. Navigate to the page with the SharePoint document library where you want to create a new document. 2. Select new document and select the kind of file you want to create. OR click Files and New Document. 3. Name your new document and click OK. Page 2 of 12

3 4. The newly created document will open in the Office 365 Web App. You can edit the document in the Web App or Open in Microsoft Office. 5. Click Save. Upload a Document 1. Navigate to the page with the SharePoint document library. 2. Click on folders to open them and navigate to the section in the library where you want to add the document. 3. Select Files and Upload Document OR above the library click new document and Upload Existing File to bring up the pop-up box. Page 3 of 12

4 4. Click the Browse button in the pop-up box to open a file browsing window. Note: The checkbox "Overwrite existing file" is selected by default. If you are adding a new version of a file, and wish the existing file to be overwritten, leave the box checked. If you do not want to overwrite an existing file of the same name and file type, uncheck the checkbox. 5. Find the document, click once on it and then click Open in the file browsing window. 6. Click OK. Rename Document 1. Navigate to the page with the SharePoint document library and navigate to the file you want to rename. 2. Select the document you want to rename and click Files and Edit Properties. Page 4 of 12

5 OR Click the ellipses ( ) to the right of the item name to bring up the document preview menu. Click the ellipses ( ) to the right of Follow and click Edit Properties. 3. Rename your document and click Save. Page 5 of 12

6 Edit a Document Check-out a Document When you check out a document, you still need to open the file and edit it online or in Microsoft Office. When you check out a document, it sets it so only you can do something with the file. Navigate to the page with the SharePoint document library, and navigate to the document you want to Check Out for editing. Select the document, click Files and Check Out. OR Click the ellipses ( ) to the right of the item name to bring up the document preview menu. Click the ellipses ( ) to the right of Follow and click Check Out. Page 6 of 12

7 Note: When the file is checked out, the icon next to the file name is partially covered by a green, downward-pointing arrow. This tells you, or anyone else, that the file is checked out. If you point to the icon of any checked-out file, you can see the name of the document and the name of the person who has it checked out. Edit a Document 1. After you Check Out your document, click the name of the document to open it. 2. Click on Edit Document. You can edit the document in the Web App or Open in Microsoft Office for editing. Page 7 of 12

8 OR Click the ellipses ( ) to the right of the item name to bring up the document preview menu and click Edit. You can edit the document in the Web App or Open in Microsoft Office. 3. Edit the document and click Save. Page 8 of 12

9 Check-in a Document Your files and any changes you make to them, will not be available to your colleagues until you check the files back into your library. 1. Go to the document library where your file is located or if you edited the document in the Web App and it is still open, click the X in the upper right-hand corner. 2. Select the file that you want to Check In, click Files and Check In. OR Click the ellipses ( ) to the right of the item name to bring up the document preview menu. Click the ellipses ( ) to the right of Follow and click Check In. Page 9 of 12

10 3. If you want to do an interim check-in so you can continue working on the file while allowing your changes to be viewable to colleagues, click Yes in the Retain Check Out area. Otherwise, leave No selected. In the Comments area, add a comment that describes the changes you made. Click OK. Notes: The green arrow disappears from the file icon when the file is checked back in. Check-in Someone Else s Document Usually, SharePoint users will check documents in and out in a responsible manner. However, if someone checks out a document and leaves the company or goes on vacation, it can block other users who need to work on those files. Should this occur, contact the Site Administrator to check in that document for someone else. Discard Checkout If you check out a file and don t make changes to it, or you make changes that you don t want to keep, you can simply discard the checkout, rather than saving the file. If you are tracking versions, a new version is created each time you check a file back into the library. By discarding the checkout, you can avoid making new versions when you haven t made any changes to the file. If you want to Discard Checkout rather than Check In, select Discard Check Out. Page 10 of 12

11 OR Click the ellipses ( ) to the right of the item name to bring up the document preview menu. Click the ellipses ( ) to the right of Follow and click Discard Check Out. Page 11 of 12

12 Delete a Document 1. Navigate to the page with the SharePoint document library. 2. Select the document you want to Delete, click Files and Delete Document. OR Click the ellipses ( ) to the right of the item name to bring up the document preview menu. Click the ellipses ( ) to the right of Follow and click Delete. Page 12 of 12