If you want to make changes to a file in a SharePoint document library but keep others from making changes at the same time, check out the file in the document library.
When you check out a file from a SharePoint document library, only you can edit it. You can edit the file either online in Microsoft 365 or offline and save your changes as often as you like before checking the file back in. Once you're done making changes to the file, check it in from the library to upload your changes. You can discard your changes and undo the check-out if you change your mind.
Note: If you don't see the user interface shown in these examples, you might be using an earlier server version of SharePoint. For more info, see Check out, check in, or discard changes to files in a SharePoint library.
Note: When you check out a file, nothing happens to it. The file is still stored in the library. It's just marked to show that you have exclusive editing rights until you check it back in. To edit it, you must download the document or edit it online. How you edit or update the file depends on the type of file. If it's a Word document, you can use Word in Microsoft 365 or your desktop copy of Word. For a file that isn't a Microsoft 365 format, download the file and use whatever editor you normally use for that format.
Check out a file from a document library
You can check out one or more files at a time.
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Open the library with the file you want to check out, select the file, select the More menu ... in the tool bar, and then select Check out.
Note: You can also right-click the file, select More, and then select Check out.
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A dialog box appears showing you which files you've checked out.
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A checked-out icon appears next to each file name that's been checked out.
Check in a file to a document library
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Open the document library, and select the file you want to check in. Select the More menu ... in the tool bar, and then select Check in.
Note: You can also right-click the file, select More, and then select Check in.
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In the Check in dialog box, you can enter a comment, such as what you changed or added.
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When you're done, select Check in.
If you have unsaved changes when you try to check in, you'll get a message that says an item (or items) wasn't updated.
Be sure you saved your changes to the document before checking in. As long as a SharePoint in Microsoft 365 document is checked out, nobody else can edit it.
Notes:
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To check multiple files in or out and check in someone else's files, you'll need to click Return to classic SharePoint and follow the steps in Check out, check in, or discard changes to files in a SharePoint library.
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To exit SharePoint classic experience, close all your browser windows, and then log back in to Microsoft 365.
Discard a check out from a document library
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Open the document library and select the file that you want to discard the check out.
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Select the More menu ... in the tool bar, and then select Discard check out.
Note: You can also right-click the file, select More, and then select Check in.
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You'll get a Discard check out dialog box to confirm losing any changes you made to the document. Select Yes to continue.
A message appears confirming your action.
Notes:
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To check multiple files in or out and check in someone else's files, you'll need to click Return to classic SharePoint and follow the steps in Check out, check in, or discard changes to files in a SharePoint library.
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To exit SharePoint classic experience, close all your browser windows, and then log back in to Microsoft 365.
A quick way to see who has a file checked out is to hover the mouse pointer over the file name to see who has the file checked out.
You can also show the Checked Out By column in the default view of the library. This way, everyone can easily see who has a document checked out. You can choose which columns to show and hide when you create a custom view of a document library.
You can replace an existing document with a new one by following these steps.
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In the document library, check out the file you want to replace.
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Name the new file with the exact same name as the one you want to replace, and either drag it onto the library, or use the Upload button. Another option is to download the file and overwrite it. For more info on uploading, see Upload, view, and remove project files or documents.
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In SharePoint in Microsoft 365 you will see a dialog box asking if you want to replace the file or keep both files.
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Choose Replace or Keep both.
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Check the file back in to replace the old file with the new file. If you change your mind, follow the discard a check out steps above.
If you have versioning enabled, when the file is checked in, SharePoint makes a new copy, keeping earlier versions. For more info on versioning, see How versioning works in lists and libraries.
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Updated January 31, 2023.
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