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The easiest way is to drag and drop files and folders from your computer to SharePoint. If you want to upload a file or folder into a document library then you can use the upload button and choose the file(s) or folder(s) with a file picker menu. This means none of your changes will be saved. There is also an option to Discard check out, which will revert the file back to the state when you first checked it out. When you’re finished working on the file either online or offline, you can check it back in so that others can edit it.įor the checked out file click on the three dots menu ➜ select More from the options ➜ then Check in the file.

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When you’re finished, then you can upload the revised file to replace the online version with the offline version.

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Offline: Download the file to your computer and work offline.

Only you will be able to do this as the person who checked it out.

Online: Open the file as you normally would from SharePoint either in the desktop or browser.

You can then work on the file online or offline. The file will appear with a small red arrow icon which indicates the file is checked out. SharePoint allows you to check out a document to help avoid any version forks of your file due to offline work.įor a selected document, click on the three dots icon and choose More then Check out. For example, you might want to work on the plane while you’re travelling. This might be because you want to download the file and work on it offline while you don’t have network access. For this reason it might be more prudent to share individual files. Note when sharing a folder the recipients will gain access to all files in the folder as well as all files in any subfolders. This email will automatically send from your account and you won’t be able to edit it before it’s sent.

Send will send an email to the user with the details of the shared item including any message from 3.

You can edit this email before you send it.

Outlook will open a pre-populated email with the sharing link so you can send the invite from your own email address.

Copy link will allow you to copy and paste a link that you can manually share with the relevant users.

Use either the Copy link, Outlook or Send buttons to Share the file.

This is only relevant if you use the Send button.

Add a message to the users regarding the item you are sharing with them.

Enter the email address or groups you want to share the item with.

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Depending on which option you select, other sharing options will become available like allowing editing, opening in review mode, setting an access expiration date, setting a password or blocking downloads.

Select who should be able to access the item.

This will open up the Send link menu and there are quite a few options available. Select the item you want to share and click on the share icon in the row or from the ribbon. You can share files or entire folders with other users inside and outside of your organization.

This is one of the main features of SharePoint, it’s in the name after all. This way you know who is responsible for any changes to your file. Version history is also great because it allows you to see who created each version of the file in the Modified By column. There is a View option in the Version history, but this doesn’t open the file in a preview mode like you might expect, it will only display information about the file, most of which is visible in the Version history dialog. Click on the small arrow icon to the right of the modified date and this will open up a menu where you will be able to Restore the file or Delete it.Click on the Modified date and time of the version you want to download and it will get downloaded to your local download folder.

This will open up the Version history menu and from here you can either download a copy of a previous version or restore a previous version to the current version in SharePoint. Select Version history from the menu options.This will only appear when you hover over the item. Click on the three dots menu for the file.Document Version Historyįiles stored in SharePoint come with version history and you can easily revert a file back to a previous state.įor any file that you want to view the history or restore to a previous version, For example, the Library settings will only be available when you are inside a document library. This means what you see here will depend on where you are in SharePoint. Note that the options displayed here are contextual. When using SharePoint, it’s essential to know where the settings menus can be found.Ĭlick on the gear icon in the top right to access various SharePoint settings and options. Get Notified When Someone Makes a Change.Recycle Bin and Second Stage Recycle Bin.Collaborate in Real Time in Office Documents.View All Items Shared With External Users.