Check in a file

When you check in a file to a library on a Microsoft Windows SharePoint Services site, the changes that you made are available to people who use the library.

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Overview

Check in a file

Overwrite a minor version when checking in a file

Overview

After you check out a file and update it, you check in the file so that other people can view the changes. In a library that requires check-out, files are checked out to you when you first create or upload them. You must check in the files before other people can see or use them. If a library requires content approval, the updates must be approved before they are visible to everyone who uses the library.

When you check in a file, you can type comments about the changes that you made to the file. This helps people understand what changes you made to the file while you had it checked out. Check-in comments are especially helpful if several people work on a file. If versions are being tracked, the comments that you make become part of the file's version history, which is helpful if your file will have several revisions.

If both major versions and minor versions are being tracked, you are prompted to choose which type of version you are checking in. A major version is usually a significant change, such as adding a section, whereas a minor version is a smaller change, such as fixing a typo. If your library tracks both types of versions and requires content approval, checking in a minor version creates a draft copy of the file. When you are ready for people to approve the file, you must publish the draft as a major version.

Typically, you should check in only the files that you checked out. You will receive a warning if you check in a file that is checked out to someone else. If you check in the file, you overwrite any changes that the other person made to the file.

Sometimes you may want to update the copy on the server, so that other people can see the changes, and then continue working on the file. Or if versions are being tracked, you may want your changes to become part of the version history, so that you can restore them later if necessary. In these situations, you can check in a copy of the file but keep it checked out so that you can continue working on it.

Some programs that are compatible with Windows SharePoint Services 3.0, such as Microsoft Office Word 2007, enable you to check files in and out from the program without returning to the server to check in the file. For more information, see Help in your program.

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Check in a file

  1. If the library is not already open, click its name on the Quick Launch.

    If the name of your library does not appear, click View All Site Content, and then click the name of your library.

  2. Point to the file that you want to check in, click the arrow that appears, and then click Check In.

  3. In the Document Check In section of the page that appears, if you are prompted to choose which type of version you are checking in, then your library is tracking both major and minor versions of files. Click Minor version (draft) or Major version (publish), depending on the type of changes that you made to the file.

    The version options also assign a number to the version that you are checking in. For example, 2.3 is the third minor version of a file that was published twice as a major version, and 3.0 is the next major version of that file.

  4. To check in your changes but keep the file checked out, select the Keep the document checked out after checking in this version? check box in the Document Check In section.

  5. In the Comments section, type a description of the changes that you made to the file.

    Your organization may have specific recommendations or requirements for check-in comments.

  6. Click OK.

  7. If you are prompted to confirm the check-in, click Yes.

    For example, you may be prompted to confirm that you want to check in the file if you still have the file open for editing.

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Overwrite a minor version when checking in a file

To overwrite a minor version, you check in a file as you normally do, but you specify that you want to overwrite the current minor version. This option can help you to prevent the version history from becoming too long, for example, if your organization sets strict limits on the number of versions you can keep.

You can overwrite minor versions only when both major and minor versions of a file are being tracked, when you are currently working with a minor version, and when you are checking in a new minor version. You also must have permission to delete a previous version.

Important: You should choose this option only when you are sure that you want to permanently delete the previous version of the file, for example, if it contained typos or other errors. When you overwrite a minor version, it is deleted from the version history, and you cannot restore it.

  1. If the library is not already open, click its name on the Quick Launch.

    If the name of your library does not appear, click View All Site Content, and then click the name of your library.

  2. Point to the file that you want to check in, click the arrow that appears, and then click Check In.

  3. In the Document Check In section of the page that appears, click Overwrite the current minor version.

  4. To check in your changes but keep the file checked out, select the Keep the document checked out after checking in this version? check box in the Document Check In section.

  5. In the Comments section, type a description of the changes that you made to the file.

    Your organization may have specific recommendations or requirements for check-in comments.

  6. Click OK.

  7. If you are prompted to confirm the check-in, click Yes.

    For example, you may be prompted to confirm that you want to check in the file if you still have the file open for editing.

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