Not sure about this check out feature?
In this guide, let’s talk about the check out feature in SharePoint Online, its benefits, and more.
Let’s get started.
What is the check out feature?
The check out feature in SharePoint allows users to lock a file for exclusive editing.
Here’s why this feature is useful:
- Prevents multiple users from editing the same file at once
- Allows users to make edits without affecting the version others see
- Helps maintain a clear record of changes made over time
When a file is checked out, SharePoint marks it with a special icon to indicate its status, which others can see.
Basically, when a document is checked out, no one else can make changes to it until it is checked back in.
How to Check Out a Document in SharePoint
Checking out a document in SharePoint is simple.
Just go to the SharePoint document library, right-click on the file, and then click the “Check out” option in the menu:
When the document is checked out, you will see a small icon next to the file.
This tells others that the file is locked for editing, as no one can modify it until you check it back in:
If you can’t see the option right away especially if you have a smaller screen, then go to the “More” option.
On the other hand, if it’s not available, that means the file you’re on can’t be checked out, like an image.
Files you can check out include:
- Word files (Word, Excel, PowerPoint, etc.)
- Documents that can be opened with Office apps
Some system-generated files or files in lists, rather than libraries, cannot be checked out.
Related: Do you have to check out a document in SharePoint Online?
How to Check In a Document
After editing a document in SharePoint, checking it in is essential so others can see your updates.
As for how, well, the check out button earlier will transform into “Check In”, as you can see here:
After that, a small window will appear where you can write comments.
If others would also be editing this document, I recommend you fill this out so they would know what edits were done.
Once checked in, SharePoint will remove the check-out icon and make your updates visible to others.
As I mentioned, adding comments can help track changes, especially in collaborative projects, so do it for them. 
Related: How to Force Check in a Document in SharePoint (Guide)
What happens if you discard a check out?
If you have noticed in the screenshot earlier, there’s an option that allows you to discard a check out.
Here’s what happens when you do this:
- Any edits made during the check out are lost.
- The file becomes available for others to edit.
- The version history doesn’t record any edits you made.
This feature is useful when you decide your changes aren’t needed or you accidentally checked out the wrong file.
With this, the document stays clean and unchanged for your team.
Do you have any questions about the check out feature? Let me know in the comments below.
For any business-related queries or concerns, contact me through the contact form. I always reply.
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