Working with Files SharePoint Services...Work directly on the copy located in the shared document library. Work on a local copy and update the copy regularly on the document library

SharePoint Services: Working with Files Topics came directly from Microsoft SharePoint Services Help.

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Working with Files SharePoint Services Table of Contents

THE DOCUMENTS LIBRARY ........................................................................................................................ 1

ADD ONE OR MORE FILES TO A LIBRARY ............................................................................................. 2

CREATE A FILE IN A LIBRARY ............................................................................................................................. 2

ADD A FILE TO A LIBRARY .................................................................................................................................. 3

ADD MULTIPLE FILES TO A LIBRARY THROUGH WINDOWS EXPLORER .............................................................. 4

ADD FILES TO A LIBRARY BY SENDING E-MAIL................................................................................................... 5

VIEW THE INFORMATION ABOUT A FILE OR FOLDER .......................................................................................... 6

Change the information about a file or folder ................................................................................................ 6

OPEN OR EDIT A FILE IN A LIBRARY ....................................................................................................... 7

OPEN A READ-ONLY COPY OF A FILE .................................................................................................................. 7

CHECK OUT AND EDIT A FILE .............................................................................................................................. 8

Configure a library to require check out ........................................................................................................ 8

Check out a file ............................................................................................................................................... 9

Edit a file ...................................................................................................................................................... 10

WORK OFFLINE WITH A FILE FROM A DOCUMENT LIBRARY ............................................................................. 12

HOW DOES THE SEND TO COMMAND WORK? ................................................................................................... 13

Create a Send To destination ........................................................................................................................ 13

Copy a file to a predefined destination ......................................................................................................... 14

Copy a file to a destination that you specify ................................................................................................ 15

Updating copies of a file............................................................................................................................... 16

Update copies from the source file ............................................................................................................... 17

Update copies from the Manage Copies page .............................................................................................. 17

Change the settings for a copy to make it prompt for updates ..................................................................... 18

Unlink a copy from its source file ................................................................................................................ 19

Delete a copy ................................................................................................................................................ 20

The Documents Library By using a Document Library, you and your colleagues can coordinate the development of one or more

related documents. The site provides tools to share and update files. You can add a document to a library in

the following ways:

Work directly on the copy located in the shared document library.

Work on a local copy and update the copy regularly on the document library.

You can add a new file to a library or replace an existing file with a revised version of a file. If the library is

configured to track versions of files, you can add the revised file as a new version, which becomes part of the

version history of the file.

If you want to upload a file that has the same file name as an existing file in the library, and you don't want to

replace or add a new version of the existing file, you must rename one of the duplicate files.



When you add a file to a library, you may be required to fill out file properties. File properties can include

basic information about a file, such as its description or keywords to help people search for it, or properties

can include information that is specific to your organization, such as a department name or a project number.

Add one or more files to a library You can create and manage documents, spreadsheets, presentations, and other types of files in a library. Some

file types are blocked, however, for security reasons.

There are several ways to add files to libraries, depending on whether you are creating a new file in the

library, adding an existing file to a library, or adding multiple files at once. If your administrator has set up

your library to receive e-mail, you can even add a file to the library by sending the file as an attachment to an

e-mail message.

Create a file in a library You can create a new file from within a library, if you plan to use a program that is compatible with Microsoft

Windows SharePoint Services, such as Microsoft Office Word 2007.

If the program that you want to use is not compatible, you can still store the file and manage it in the library.

Although you can't use the New command to create your file, you can create the file in your program and then

add it later to the library.

For a picture library, you must create the file in another program and then add it to the library. You can create

a folder in a picture library or any other type of library, unless your library restricts the creation of folders.

The type of file that you can create depends on the template or templates that your site owner or administrator

associates with the library. If you want to create an additional type of file in your library, contact your

administrator or site owner.

1) If the library is not already open, click its name on the Quick Launch.

a) If the name of your library does not appear, click View All Site Content, and then click the name of

your library.

2) On the New menu, click the arrow, and then click

New file type, such as New Document.

a) If additional templates are associated with your

library, other choices appear, such as New

Worksheet or New Contract.

Tip: To create a file that is based on the default template for the library, just click New.

3) Add the text and other items that you want to your file.

4) Save the file as you normally do by clicking the Save button or the Save command under the Microsoft

Office Button, and then naming your file.

a) When you save the file, it is added to the library and appears in the list of files.

5) If you do not see your files in the library, refresh the browser.



Notes:

Depending on how your library is set up, you may be prompted for additional information about the file

when you save it. For example, you may be asked to choose the content type of the file or enter more

details about the file.

If you are saving a file to a library that requires files to be checked out, the file is initially checked out to

you. You must check in the file before other people can edit it.

If content approval is required for your library, your file may need to be approved before it is visible to

everyone who has permission to view the files in the library.

Add a file to a library You can add a new file to a library or replace an existing file with a revised version of a file. If the library is

configured to track versions of files, you can add the revised file as a new version, which becomes part of the

version history of the file.

If you want to upload a file that has the same file name as an existing file in the library, and you don't want to

replace or add a new version of the existing file, you must rename one of the duplicate files.

When you add a file to a library, you may be required to fill out file properties. File properties can include

basic information about a file, such as its description or keywords to help people search for it, or properties

can include information that is specific to your organization, such as a department name or a project number.



your library.

2) Click the Upload arrow.

a) Click Upload Document to upload a single

file.

3) Click Browse to find the file that you want to

add, select the file, and then click Open.

4) If you are uploading a revised version of an

existing file, do one of the following:

a) If your library is not configured to track

versions of files, you can replace the existing

file with the revised file. In the Upload

Document section, select the Overwrite

existing files check box.

a) If your library is configured to track versions

of files, you can replace the existing file with

the new version as part of the document

history. In the Upload Document section,

select the Add as a new version to existing

files check box.



5) Click OK.

a) If a form appears that requests more information about the file, enter the information into the boxes,

such as the title. A red asterisk appears next to the name of each box that requires information.

Different boxes may appear, depending on how your library is set up and whether your group requires

custom properties.

b) Click OK.


Notes:

If you are uploading a file to a library that requires certain file properties to be filled out, and those

properties are missing, the file remains checked out to you. When you fill out the required properties, you

can check in the file.

If you are uploading a file to a library that requires files to be checked out, the file is initially checked out

to you. You must check in the file before other people can edit it.


everyone who has permission to view files in the library.

In a wiki page library, you can create new wiki pages, but you cannot upload existing files.

Tip: If you are uploading a new version of a

file, consider typing comments about what

changed in this version so that you can more

easily track the history of the file.

Add multiple files to a library through Windows Explorer If you have a program installed that is compatible with Windows SharePoint Services, an option to upload

multiple files may appear when you click the arrow on the Upload menu. For example, if you have the 2007

Microsoft Office system installed, the Upload Multiple Documents option appears. Choose Upload

Multiple Documents, select the files you want to upload to your SharePoint site, click OK.

If you do not see the Upload Multiple Documents option, do the following:





your library.

2) On the Actions menu , click Open with Windows Explorer.

3) In the Windows Explorer window that appears, browse to find the files

that you want to upload, and then select them.

4) Right-click one of the files, and then click Copy on the shortcut menu.

5) Click the Back button until you return to the library.

6) Right-click in a blank area in the folder window, and then click Paste on

the shortcut menu.

7) Close Windows Explorer.


Notes:

If you are uploading multiple pictures to a picture library, a Windows SharePoint Services-compatible

image editor, such as Microsoft Office Picture Manager, may open. Follow the instructions in the image

editor for selecting multiple files and uploading them. If you are uploading multiple pictures, the image

editor may prompt you, if a file you are uploading has the same name as an existing file in the library.

If you are uploading a file to a library that requires certain file properties to be filled out, and those

properties are missing, the file remains checked out to you. When you fill out the required properties, you

can check in the file.

If you are uploading a file to a library that requires files to be checked out, the file is initially checked out

to you. You need to check the file in before other people can edit it.


everyone who has permission to view files in the library.

In a wiki page library, you can create new wiki pages, but you cannot upload existing files.

Tip: You can also drag files from another Explorer window, such as Windows Explorer or My Documents, to

the SharePoint site that is displayed in Windows Explorer.

Add files to a library by sending e-mail Use the e-mail address of your SharePoint group to send the file as an attachment. Your organization may

have its own e-mail list, called a SharePoint group, which enables its members to send mail to each other. The

SharePoint group address can contain the addresses of libraries, so that when you send e-mail to members of

the group, attachments to the messages are automatically added to your Windows SharePoint Services site.

Before you can send e-mail to a library, you need to know if the library is set up to receive e-mail and then

obtain the address.

1) Do one or more of the following to obtain the e-mail address for the library:

a) Look in the address book of your e-mail program. If the e-mail address is not there, you need to obtain

it from the person who set up the library. Then you can add it to the contacts list of your e-mail

program, so that you can easily find it later.

b) View the description of the library, which appears just under the title of the library. Your site owner

may have added the e-mail address of the library to its description.



c) View the e-mail settings for the library, if the e-mail address does not appear in the description of the

library and you have permission to view the library settings:

If the library is not already open, click its name on the Quick Launch.

(1) If the name of your library does not appear, click View All Site Content, and then click the

name of your library.

On the Settings menu , click the settings for the type of library that you are opening.

(1) For example, in a document library, click Document Library Settings.

If the library is enabled to receive e-mail, its address appears under List Information, next to E-

mail Address.

d) Use the e-mail address of your SharePoint group to send the file as an attachment. Your organization

may have its own e-mail list, called a SharePoint group, which enables its members to send mail to

each other. The SharePoint group address can contain the addresses of libraries, so that when you send

e-mail to members of the group, attachments to the messages are automatically added to your Windows

SharePoint Services site.

2) In your e-mail program, attach the file, such as a document or worksheet, to an e-mail message.

3) In the To or Cc box, enter the address of the library. If your SharePoint group already includes the library,

enter the e-mail address of the SharePoint group instead.

4) Send the message. In most e-mail applications, you click Send to send the message.

a) If you do not see your files in the library, refresh the browser.

b) Depending on the settings of your e-mail server, it may take a few moments for your files to appear.

View the information about a file or folder 1) If the list or library is not already open, click its name on the Quick Launch.

a) If the name of your list or library does not appear, click View All Site Content, and then click the

name of your list or library.

2) Point to the file or folder name to display a down

arrow.

3) Click the down arrow, and on the menu, click

View Properties

4) When you finish viewing the properties, click Close to return to the library.

Change the information about a file or folder 1) If the list or library is not already open, click its name on the Quick Launch.

a) If the name of your list or library does not appear, click View All Site Content, and then click the

name of your list or library.

2) Point to the file or folder name to display a down

arrow.

3) Click the down arrow, and on the menu, click

Edit Properties.

4) Change the information that you want.

5) When you finish editing the properties, click OK to return to the library.



Open or edit a file in a library The method that you choose to open or edit a file in a library depends on what you want to do to the file.

When you click a file from some programs that are compatible with Microsoft Windows SharePoint Services,

such as Microsoft Office Word 2007, you have the option to view a read-only copy of the file or to open the

file for editing. The option helps you to open the file in a way that matches your intentions.

Note: Most common types of files, such as documents and spreadsheets, can be viewed or edited from a

library in Windows SharePoint Services. If your system cannot recognize a type of file — for example,

because no program on your system is associated with the file type — you can download or save the file

locally. Later, you can open it in a program that can recognize the file type.

Open a read-only copy of a file 1) If the library is not already open, click its name on the Quick Launch.


your library.

2) Click the name of the file that you want to open, and then do one of the following:

a) If you are opening a file that was created in

some programs that are compatible with

Windows SharePoint Services , such as Office

Word 2007, you may see a dialog box that asks

how you want to open the file. If a dialog box

appears, select the option to open the file as

read-only.

b) In other programs, such as an earlier version of a program or a program that is not compatible with

Windows SharePoint Services, the file automatically opens as read-only when you click it.

Notes:

If you intend to edit the file, do not open it by

clicking it; instead, point to the file name to

display a down arrow. Click the down arrow, and

then in the menu that appears, click Edit in

Application.

In a picture library, the properties of the image

appear when you click the file. You can preview

the image in the Preview section, or to view a

read-only copy in a browser window, click the

image preview or the image name.

If you make changes that you want to keep while you are viewing the read-only file, you may not be able

to save the file directly to the library and keep the same file name. You can keep your work, however. You

can rename the file and save it to the document library, or you can save the file to your hard disk and then

upload it later. If you upload the file later, you can upload it as a version of the existing file if versions are

being tracked, so that it is part of the file version history.



Tip: Some programs that are compatible with Windows SharePoint Services provide an option to edit a read-

only file. In some cases, this option appears on a toolbar at the top of the file. Using this option can be helpful

if you first open a file to read it, and then decide you need to edit the file instead.

Check out and edit a file When you check out a file from a library on a Microsoft Windows SharePoint Services site, you ensure that

others cannot make changes to the file while you edit it. While the file is checked out, you can edit and save

the file, close it, and reopen it. Other users cannot change the file or see your changes until you check in the

file.

If you are working in a program that is compatible with Microsoft Windows SharePoint Services, you can

work with the file on your hard disk and even work on it when you are not connected. For example, while you

are in the office, you can check out a file to your laptop and then work on it while you are on a trip. The copy

is stored in your server drafts folder, which is, by default, the SharePoint Drafts folder in your My Documents

folder. However, you can change the location in some client programs. Working on files on the hard disk is

frequently faster than working with files on the server and enables you to easily continue working while you

are away from the office.

Checking out a file prevents multiple people from making changes at the same time, which helps to avoid

conflicts and confusion over changes. Checking files in and out gives you more control when you track

versions, because a version is created only when you check a file in, not each time that you open and close the

file to work on it.

When a file is checked out, no one can edit it except the person who checked it out. Its icon in the library

changes to indicate that the file is checked out . When you rest the mouse pointer on the checked-out icon,

the name of the person whom the file is checked out to appears in a ScreenTip. Changes that someone makes

to a file while it is checked out are not visible to others until the file is checked back in. This is true regardless

of whether the person is working on the file on their hard disk or on the server.

Libraries can be configured to require you to check out files before you edit them. If your library requires

check out, you will be prompted to check out the file when you edit it. If check out is required in your library,

you must check in a new file when you create it or upload it to a library. The file is not available for others

until you check it in.

Configure a library to require check out To require check out for files, you must have permission to design a list or library.



your library.

2) On the Settings menu , click the settings for the type of library that you are opening.

a) For example, in a document library, click Document Library Settings.



3) Under General Settings, click

Versioning settings

4) In the Require Check Out section,

under Require documents to be

checked out before they can be

edited, click Yes

5) Click OK.

Check out a file 1) If the library is not already open, click its name on the Quick Launch.


your library.

2) Point to the file name to display a down arrow.

a) In a picture library, click the file, and then in

the properties that appear, click Check Out.

3) Click the down arrow, and in the menu that

appears, click Check Out.

a) When any file except a picture is checked out,

the icon for the file in the library changes to

indicate that the file is checked out . When

a picture is checked out, the button on the

property page changes to Check In.

4) If the program that you want to use to edit the file is

compatible with Windows SharePoint Services, you may

see a message that asks if you want to work with the file

as a local draft. If you want to work on a copy of the file

on your hard disk, leave the Use my local drafts folder

check box selected. If you want the draft copy to be

stored on the server while it is checked out to you, clear

the check box.



Notes:

If the Check Out command is not available, the file may already be checked out to you or to someone

else.

Later, if you decide to check in the file without saving your changes, you can discard your changes. You

lose any changes made while the file was checked out. The file reverts to the last checked-in version, and

no version history is kept for the unsaved changes.

You can check in the file, so that others can see your changes, and keep the file checked out while you

continue to work on the file. To do so, you can select the Keep the document checked out after checking

in this version check box when you check the file back in.

Edit a file If someone else has checked out the file, you cannot edit it. If you do not check out a file before you edit it,

someone else could edit the file while you are working on it. When two or more people work on a file at the

same time, it is possible to accidentally overwrite each other's changes.



your library.

2) Do one of the following:

a) If you are opening a file that was created in a

program that is compatible with Windows

SharePoint Services, such as Office Word

2007, click the file. If you see a dialog box

that asks how you want to open the file,

select the option to edit the file.



b) If you are editing the file in an earlier version

of a program, or in a program that is not

compatible with Windows SharePoint

Services, point to the file name to display a

down arrow. Click the down arrow, and on

the menu that appears, click Edit in

Program.

c) In a picture library, select the check boxes

for the picture or pictures that you want to

edit. On the Actions menu click

Edit.

3) Depending on the settings for your library and

the program that you are using to edit the file,

you may see a message when you open the file.

For example, the message may ask whether you

think the file is safe to open or it may notify you

that your file is being checked out, if your

library requires files to be checked out. If you

want to proceed, respond to the message by

clicking OK, or the equivalent.

4) Edit the file, save the file, and then close the program.

5) If the file is checked out, and the program that

you are using is compatible with Windows

SharePoint Services, you are prompted to check

in the file when you close it. If you do not want to

check in the file then, you can check in the file

later by using the drop-down menu of the file in

the library.

a) If you do not want to check

in the file then, you can

check in the file later by

using the drop-down menu

of the file in the library.



Notes:

If you are editing the file but do not have it checked out, your changes appear when you save the file back

to the library. If the file is checked out, your changes appear when you check in the file.

Depending on how your library is set up, you may be prompted for additional information about the file

when you save it. For example, you may be asked to choose the content type of the file or enter more

details about the file.

Work offline with a file from a document library If you are editing your file from a document library by using a program that is compatible with Windows

SharePoint Services, such as Office Word 2007, you can check out and work with the file on your hard disk.

Depending on your server, working with files on your hard disk may be faster than working with files on your

server.

You must be connected to the server to check out the file, but you can work on the file in a server drafts folder

on your computer, whether or not you are connected to the server. For example, you can check out a file from

your Windows SharePoint Services site and then work on it later on your portable computer. Regardless of

where you work with the file, the copy on the server is updated when you check the file back in.

This option is available for document libraries only.



your library.

2) Point to a file name in the library to display a down arrow.

3) Click the down arrow, and then click Check Out.

4) In the dialog box, select the Use my local drafts

folder check box.

Note: If you are checking out a file that was

created by a program that isn't compatible with

Windows SharePoint Services, the Use my local

drafts folder check box does not appear and you

cannot work with the file offline.

5) Edit the file, and then check the file back in when you finish.



Note: In some programs that are compatible with Windows SharePoint Services, you can change the location

of your local drafts folder where your files are placed while they are checked out to you.

How does the Send To command work? The Send To command appears on the shortcut menu for each file in the library. Site administrators or list

managers can specify a custom Send To destination for a library, so that this destination appears on the

shortcut menu for the people who use the library. Additionally, you can use the Send To command to copy a

file to a destination that you specify.

By using the Send To command, you can copy files from the library in which they were created to another

library. When a file is copied in this way, the copy maintains a relationship with its source file, and you can

choose to update this copy with any changes that are made to the source file. Additionally, if the copy and its

source file share common columns or fields, these columns or fields are also updated when the copy is

updated.

The Send To command makes it easy for people in an organization to share information with other teams or

to publish information to a central location. For example, a marketing team might save working drafts of its

market research publications to a document library on its departmental team site. When these market research

documents are completed, the team can use the Send To command to copy these documents to another

document library that is accessible to marketers in the field and other teams within a company. When a

marketing team member uses the Send To command to copy a document to this destination, he or she can

choose to be prompted to update any existing copies whenever the source document is checked in. If

appropriate, the marketing team member can then choose to update any existing copies whenever the source

file is updated.

The Send to command makes it easier to maintain files across libraries and sites in an organization because

when files are copied by using the Send To command, the server tracks the relationship between the source

file and all of its copies. Users can view and manage all copies of an item centrally from the Manage Copies

page, where they can see which copies prompt for updates, change update settings for copies, update the

copies, or create new copies.

Notes:

If you need to copy files to a site that either has forms authentication enabled or is a secure site (for

example, a site with a URL that begins with https://), you must add the copy destination to the list of

trusted sites in your browser.

Create a Send To destination 1) If the library is not already open, click its name on the Quick Launch.


your library.

2) On the Settings menu , click Document Library Settings.

3) Under General Settings, click Advanced Settings.

4) In the Custom Send To Destination area, enter the Destination name, which

will display in the Send To list.



5) Enter the library URL.

Note: Make sure you specify the library url (example: http://server/sites/sitename/libraryname) and not

a view of the library (example: http://server/sites/sitename/libraryname/allitems.aspx).

6) Click OK.

Copy a file to a predefined destination If a Send To destination is already specified for your library, you can copy files from this library to another

library by using the Send To command.

1) If the library that contains the file that you want to copy to another destination is not already open, click its

name on the Quick Launch.


your library.

2) Point to the name of the file that you want to copy,

click the arrow that appears, point to Send To,

and then click the name of the destination to

which you want to copy the document or item.

Note: If you do not see the name of a Send To

destination, it could mean that a Send To

destination is not specified for this library or that

you do not have the Contribute permission level

for the destination library.

3) If you want to rename the copy of the file, in the Destination section, under File name for the copy, type

a new name.

4) In the Update section, do either of the following:

a) If you want to be prompted to update any copies when new versions of the source file are checked in

from the browser, click Yes.

b) If you select this option, the copy that you create will be marked as a copy that prompts for updates,

and it will be updated whenever you choose to update existing copies of a source file.



Note: If you check in files from a program that is compatible with Microsoft Windows SharePoint

Services, such as Microsoft Office Word 2007, you will not be prompted to update copies in the client

program.

5) If you want to be alerted when the source file is updated, select the Create an alert for me on the source

document check box.

Note: You will not receive e-mail alerts when the source file is updated unless e-mail is enabled on the

server. If you are not sure if e-mail is enabled on the server, contact your server administrator.

6) Click OK.

Copy a file to a destination that you specify You can use the Send To command to copy a file to a library that you specify. You must have the Contribute

permission level for the library to which you want to copy the document.

1) Make note of the URL for the SharePoint library to which you want to copy the file.

a) If the library that contains the file you want to copy to another location is not already open, click its

name on the Quick Launch.

b) If the name of your library does not appear, click View All Site Content, and then click the name of

your library.

2) Point to the name of the file that you want to copy,

click the arrow that appears, point to Send To, and

then click Other Location.

3) In the Destination section, under Destination document library or folder, type the URL for the

SharePoint library to which you want to copy the document.

For example, to copy to a specific document library or to a folder within a document library type either:

http://servername/sitename/libraryname or http://servername/sitename/libraryname/foldername.



Important: Do not copy and paste the URL for the destination SharePoint library directly from the

browser into this text box because this version of the URL will contain extra characters that will prevent

you from being able to copy a file successfully to the destination library.

4) If you want to rename the copy of the document, under File name for the copy, type a new name.

5) In the Update section, do either of the following:

a) If you want to be prompted to update any copies when new versions of the source file are checked in

from the browser, click Yes.

If you select this option, the copy that you create will be marked as a copy that prompts for updates,

and it will be updated whenever you choose to update existing copies of a source file.

Note: If you check in files from a program that is compatible with Microsoft Windows SharePoint

Services, such as Microsoft Office Word 2007, you will not be prompted to update copies in the client

program.

6) If you want to be alerted when the source file is updated, select the Create an alert for me on the source

document check box.

Note: You will not receive e-mail alerts when the source file is updated unless e-mail is enabled on the

server. If you are not sure if e-mail is enabled on the server, contact your server administrator.

7) Click OK.

8) Click OK in the Copy Progress dialog box, then Done

Updating copies of a file There are two ways that you can update copies of an item:

1) From a source file, you can use the Send To command to update existing copies of an item.

2) From any copy of an item, you can go to the Manage Copies page and view all existing copies and then

select which ones you want to update.



Update copies from the source file 1) If the library that contains the file for which you want to update copies is not already open, click its name

on the Quick Launch.


your library.

2) Point to the name of the file, click the

arrow that appears, point to Send To,

and then click Existing Copies.

Note: The Existing Copies command

appears only if you chose to be

prompted for updates when you

initially used the Send To command

to copy this source file to another

location.

3) In the Destinations section, under

Copies, select the check boxes for the

copies that you want to update, and

then click OK.

Update copies from the Manage Copies page If a file was copied to one or more different libraries, you can update all of the different copies from one

location on the Manage Copies page, which is accessible from any copy of an item.

1) If a library that contains a copy that you want to update is not already open, click its name on the Quick

Launch.


your library.

2) Point to the name of the copy that

you want to update, click the arrow

that appears, and then click Go to

Source Item.



3) Click Manage Copies.

4) To update all copies that already

prompt for updates, click Update

Copies.

5) In the Destinations section, under Copies, select the copies that you want to update, and then click OK.

Note: If you want to update copies that are listed on the Manage Copies page under Copies that do not

prompt for updates, first you must change the update settings for these copies.

Change the settings for a copy to make it prompt for updates If you created a copy of a file by using the Send To command and you did not choose to be prompted for

updates, this copy cannot receive updates from the source file. You can change this setting and make the copy

available for updates.

1) If the library that contains a copy that you want to update is not already open, click its name on the Quick

Launch.


your library.

2) Point to the name of the copy that you want to update, click the arrow that appears, and then click Go to

Source Item.

3) Click Manage Copies.



4) Click the Edit icon next to the item, and then click

Yes under Prompt the author to send out

updates when the document is checked in? in

the Update section.

5) Click OK.

Unlink a copy from its source file To completely remove any links between a source file and its copy, unlink the source file and its copy in both

of the following ways:

Unlink a copy from its source so that the copy no longer retains its connection to a source file. If you do

this, the source file retains a connection to the copy, and the copy can still be updated if someone chooses

to update existing copies of the source file.

Remove the link to a copy from the source file so that the source file no longer updates the copy.

1) In the library that contains the

copy that you want to unlink

from a source file, point to the

name of the copy, click the arrow

that appears, and then click Go to

Source Item.

2) Click Manage Copies

3) Click Edit next to the copy that you want to unlink from the source

file.

4) Click Remove Link , and then click OK.

a) This action removes the copy from the list of copies that can be

updated from the source file.

5) Return to the library that contains the copy that you want to unlink from the source file.



6) Point to the name of the copy that

you want to unlink, click the

arrow that appears, and then click

View Properties.

7) At the top of the page, click Unlink, and then click OK.

a) This action removes the copy's link to its parent source file.

Delete a copy If you want to completely delete an item that is a copy of another item, first you must ensure that this item is

removed from the source file's list of items to update. Otherwise, the item may be recreated whenever

someone chooses to update any existing copies of the source file. It is also recommended that you unlink the

copy from its source file. After you have completely unlinked the source file and its copy, you can delete the

copy.

1) Unlink the source file and its copy.

a) In the library that contains the copy that you want to unlink from a source file, point to the name of the

copy, click the arrow that appears, and then click Go to Source Item.

b) Click Manage Copies.

c) Click Edit next to the copy that you want to unlink from the source file.

d) Click Remove Link, and then click OK.

This action removes the copy from the list of copies that can be updated from the source file.

e) Return to the library that contains the copy that you want to unlink from the source file.

f) Point to the name of the copy that you want to unlink, click the arrow that appears, and then click View

Properties.

g) At the top of the page, click Unlink, and then click OK.

This action removes the copy's link to its parent source file.

2) In the library that contains the copy that you want to delete, point to the name of the copy, click the arrow

that appears, click Delete, and then click OK.