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Title

How to edit a Document in a Library

Answer

Library to store and work with documents

Whenever you want to work with documents, you will be asked to create one (or more) librarie(s) based on the CTA_Documents template.

1) Click on Site Actions

2) Choose More Options...

3) Select CTA_Documents (bottom-left)

This library template provides some hidden features to easily send your documents in the [[Records Centre]].


How can I edit a document ?

To avoid differences due to the utilisation of different

 

  • Operating Systems (Windows, Linux, Mac ...), 
  • Browsers (IE, Firefox, Chrome ...),
  • Editing Software (Office, Open Office, ...)
the online document edition has been intentionally switched off.
Thus, to modify a document you will have to Download a Copy of this document.

If you don't want any user modify the same document at the same time as you, you will have to Check Out this document, before your download it. As a consequence, people with right permissions will only be able to see this document and as it was before your Check Out.
Later, once your modifications are fine from your point of view, Add document in the same library you find it, and upload your modified document with the same name (and same extension !) and be careful you well checked Add as a new version of existing files before you click on OK.
In this way, your modified document will replace the existing one.
Finally, select your document in the library and from the ribbon, Check In it, so that people can see you modified version : a popup window ask you if you want increase the minor version or go to the following major version.

 


Name, Title, Reference policy

In your local framework (WP site) you are free to manage your documents as you want.  But concerning the common documents (in the Records Centre), there exists rules to fill in their properties :

- The name (by default file name) is not important,

- The file has to be a PDF file format,

- The reference is unique (but the same is it's a different version of the same document) (this is the most important document properties)

- The first author has to be filled

 

Policy
Name
REF
Title First Author
​Local ​SST_mirrors.docx

​Technical Design for SST mirrors
​Archives SST_mirrors.pdf SST-CAM/110216
Technical Design for SST mirrors Aurélien MENDES​
 

 


Precautions for Upload : files extensions

If you want benefit from the powerful SharePoint versioning feature, you should pay attention to 1) keep the same name and 2) keep the same file extension (be careful since example.doc and example.docx will be considered as two different files by SharePoint)

Link

 

Date

03/03/2013

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Number of Ratings

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Topic, related to

SharePoint
Approval Status Approved
 

Attachments

Content Type: Item
Version: 1.0
Created at 03/03/2013 08:50 by Dirk Hoffmann
Last modified at 09/02/2015 08:56 by Dirk Hoffmann