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Companies live and die by their document management. They're how almost all information is stored nowadays so if a company doesn't have a good way for its employees to collaboratively work on a document then a lot of time can be wasted. Fortunately SharePoint document libraries allow documents to be a centralized location so everyone can access them and those documents can be checked out, edited, and then checked back in. This allows multiple people to work on a document and not override someone else which is always good news to hear. As a SharePoint consultant, nothing is more frustrating than loosing work that a lot of time has been put into.
This post is an updated version of Tips for SharePoint Document Management in Office 2010. The main concepts of this post are the same as the former post, but the exact procedure has been updated for Office 2013.
When you are in Office and your system is connected to the Internet, you can open a document out on the SharePoint site, work with it on your local computer, then save your changes to SharePoint.
Figure 1: The Open Screen
Figure 2: The Add a Place Pane
Figure 3: The Sign In To Get Started Dialog Box
Figure 4: The Sign In Dialog Box
Figure 5: The Connected SharePoint Sites
Figure 6: The Open Dialog Box
Figure 7: The Opened Document
Note: If you try to save without checking in, you'll get a warning bar to indicate that the document is not checked in.
When a document is being edited from a document library, a user can quickly open the document, make changes, and then save the document back into the workspace. If there are many users who may be working on the same document at the same time and you intend to work on the document offline, it may be better to formally check the document out. After you have completed your edits on a checked out document, you will need to check it back in to the document workspace so others can edit the document.
Figure 8: The Document Info Window
Figure 9: The Document Info Pane
Figure 10: The Check In Dialog Box
Mention this post and we'll send you a white paper on all of the ways to manage documents with SharePoint!