1 00:00:03,940 --> 00:00:05,280 [Autogenerated] Hi. And this lesson, I'm 2 00:00:05,280 --> 00:00:07,350 gonna show you how to check out documents 3 00:00:07,350 --> 00:00:10,040 in a SharePoint document library. We're 4 00:00:10,040 --> 00:00:12,740 here on the H R team site. Were signed in 5 00:00:12,740 --> 00:00:15,000 today as Pierce Boyd. You can see up here 6 00:00:15,000 --> 00:00:16,520 in the upper right corner. We're going to 7 00:00:16,520 --> 00:00:18,370 go to the job descriptions document 8 00:00:18,370 --> 00:00:22,220 library. Pierce's learned that there is a 9 00:00:22,220 --> 00:00:23,770 problem with the accountant job 10 00:00:23,770 --> 00:00:26,590 description. There's something wrong with 11 00:00:26,590 --> 00:00:29,310 it. He's not sure what it is, but he wants 12 00:00:29,310 --> 00:00:31,650 to fix it. He just doesn't necessarily 13 00:00:31,650 --> 00:00:34,810 have time right now. But what he wants to 14 00:00:34,810 --> 00:00:38,490 do is make sure that nobody else goes in 15 00:00:38,490 --> 00:00:41,030 there and makes changes before he sees 16 00:00:41,030 --> 00:00:43,650 them. So what he's going to do is check 17 00:00:43,650 --> 00:00:47,990 the document out so that nobody else can 18 00:00:47,990 --> 00:00:50,660 work on it. So we're gonna go ahead and 19 00:00:50,660 --> 00:00:53,300 click on the show actions button here next 20 00:00:53,300 --> 00:00:56,310 to the accountant job description. When we 21 00:00:56,310 --> 00:00:58,470 click on that, we get this little fly out 22 00:00:58,470 --> 00:01:00,340 menu here, and we're gonna go all the way 23 00:01:00,340 --> 00:01:03,600 down to the bottom because we don't see 24 00:01:03,600 --> 00:01:06,030 check out anywhere on this first list. But 25 00:01:06,030 --> 00:01:09,050 when we hover over more, we get another 26 00:01:09,050 --> 00:01:12,280 little fly out menu, and we see, Check out 27 00:01:12,280 --> 00:01:15,620 the very last item on that menu. We're 28 00:01:15,620 --> 00:01:18,590 gonna click there and you'll see here. It 29 00:01:18,590 --> 00:01:20,480 says, checking out the item from job 30 00:01:20,480 --> 00:01:25,410 descriptions. Now, you see this little 31 00:01:25,410 --> 00:01:29,180 tiny green square with an arrow in it 32 00:01:29,180 --> 00:01:31,320 right here in the lower right hand corner 33 00:01:31,320 --> 00:01:35,070 of the document icon, that little word 34 00:01:35,070 --> 00:01:38,470 icon here and notice the little tool tip 35 00:01:38,470 --> 00:01:41,210 that says checked out the Pierce Boyd that 36 00:01:41,210 --> 00:01:43,150 less We know that the document has been 37 00:01:43,150 --> 00:01:46,950 checked out and who it has been checked 38 00:01:46,950 --> 00:01:49,940 out by. Now. Pierce knows that he checked 39 00:01:49,940 --> 00:01:54,110 it out, so that's great. But everybody 40 00:01:54,110 --> 00:01:56,070 else who goes to this document library 41 00:01:56,070 --> 00:01:58,580 will also be able to see that. So what 42 00:01:58,580 --> 00:02:00,680 we're gonna do is we're gonna pause here, 43 00:02:00,680 --> 00:02:03,200 and I'm gonna sign in as somebody else, 44 00:02:03,200 --> 00:02:05,030 and we're gonna take a look. Hang in there 45 00:02:05,030 --> 00:02:07,700 with me and I'll be right back. All right, 46 00:02:07,700 --> 00:02:10,690 I'm back. And we have signed in as Gary 47 00:02:10,690 --> 00:02:15,110 Coulson and Gary is going to go to the job 48 00:02:15,110 --> 00:02:17,030 descriptions library, and we're gonna take 49 00:02:17,030 --> 00:02:19,540 a look at that accountant job description. 50 00:02:19,540 --> 00:02:25,200 Now, you can see here if we hover over it. 51 00:02:25,200 --> 00:02:27,450 Gary confined out very easily. That the 52 00:02:27,450 --> 00:02:29,250 document has been checked out to Pierce 53 00:02:29,250 --> 00:02:30,960 Boyd. You see the little Green Square? 54 00:02:30,960 --> 00:02:33,590 It's actually a a green square with an 55 00:02:33,590 --> 00:02:35,740 arrow pointing down into the right. Now, 56 00:02:35,740 --> 00:02:37,290 just because this document has been 57 00:02:37,290 --> 00:02:39,530 checked out doesn't mean that Gary can't 58 00:02:39,530 --> 00:02:42,420 see it. We can still open it up as a read 59 00:02:42,420 --> 00:02:45,030 on Lee version. So we're gonna click on 60 00:02:45,030 --> 00:02:48,220 the accountant job description. It's gonna 61 00:02:48,220 --> 00:02:52,210 open up inward online, and we can see what 62 00:02:52,210 --> 00:02:53,900 the problem is. We see that the word 63 00:02:53,900 --> 00:02:56,980 description has been changed to something. 64 00:02:56,980 --> 00:03:02,770 Ah, illegible. So if Gary goes in there 65 00:03:02,770 --> 00:03:05,180 and tries to make a change, you see, we 66 00:03:05,180 --> 00:03:08,160 get the read only edit document. Now, if 67 00:03:08,160 --> 00:03:13,300 he clicks on at a document, we get this 68 00:03:13,300 --> 00:03:17,140 warning. Microsoft Word. Sorry word. Can't 69 00:03:17,140 --> 00:03:19,450 edit this document because it's currently 70 00:03:19,450 --> 00:03:23,240 checked out to someone else. See, this is 71 00:03:23,240 --> 00:03:24,690 what I'm saying. When the document is 72 00:03:24,690 --> 00:03:26,810 checked out, you can still see it. You 73 00:03:26,810 --> 00:03:29,350 just can't make any changes. So the only 74 00:03:29,350 --> 00:03:31,630 option we have is to open in reading view, 75 00:03:31,630 --> 00:03:34,540 which is exactly what we had before. Even 76 00:03:34,540 --> 00:03:36,490 if I go up here to the top right and 77 00:03:36,490 --> 00:03:41,460 choose to edit the document again the same 78 00:03:41,460 --> 00:03:46,840 thing now, because we have Microsoft Word 79 00:03:46,840 --> 00:03:48,950 installed on this computer. We also have 80 00:03:48,950 --> 00:03:51,170 the option to edit and word, but it's 81 00:03:51,170 --> 00:03:54,080 gonna be the same thing. You can edit it, 82 00:03:54,080 --> 00:03:57,790 but it won't let you save it as this 83 00:03:57,790 --> 00:04:00,560 original document. You can save it as a 84 00:04:00,560 --> 00:04:04,340 copy, but that doesn't do any good in a 85 00:04:04,340 --> 00:04:06,510 situation like this where we're all 86 00:04:06,510 --> 00:04:09,280 working on the same document. So there's 87 00:04:09,280 --> 00:04:10,980 nothing Gary Conduce. So he's going to 88 00:04:10,980 --> 00:04:13,470 simply close that and go about his 89 00:04:13,470 --> 00:04:16,780 business. So now you know how to check out 90 00:04:16,780 --> 00:04:19,520 a document. And what happens once a 91 00:04:19,520 --> 00:04:31,000 document has been checked out. Thanks for listening, and I'll see you next time.