Manage documents and view versions

- [Presenter] Now that we know all of the ways that we can work with a particular file, whether we're uploading it, dragging, and dropping it in, how to edit it, use the desktop app, use the browser and so on, let's take a look at our other options about files. So, if I have a file selected or even if I don't have a file selected and I click my more commands button here to open up the context menu, this is where I can open a file in the browser app that's also in the toolbar. I can preview a file here, which is basically going to open it right here, in the same window. So this lets me view a file quickly and then go back. It is not opening it in the Editor. It's actually opening it here in my SharePoint window. I can share a file from here. We're going to talk about that yet in this chapter. I can copy a link to the file that I can send to someone if I wish. I can manage access to this file, which allows me, for example, to take a look at the people and the groups that have access, and I could say, "I don't want to share this anymore. "I'm pretty done sharing this file." So if you've shared a file, you can then also manage to change your choices about that. I can delete a file here. I can automate it, and automating it, the primary way we do that would be to request someone sign off on that. We'll talk about that in a bit. I can add this item to Favorites, and if I do, I do have a Favorites list that I can get to. So if I look at my files, I have recent files, I can favorite or un-favorite a file. I can download a file, and that's a copy of the file, the file that's here will remain here, rename a file, pin it to the top, and if I do, it'll turn it into a tile here. It still also appears in my Library list in the columns, but this makes it easy, this is a way to highlight about four documents you can put across the top here. Five or more, you'd take up even more space. It's a double row, but then if you want to unpin it, you edit the pin and unpin it from, and you would make those choices there from the tile, I can move the file elsewhere or copy it somewhere else. I'm going to skip over momentarily Version history and Alert me and go to More, because I can see its properties, see if there are any Workflow, Compliance details. I can check a document out so no one else can edit it. This is not a really good thing to do in an environment where people co-author because that means no one else can work on this document at all. But there are reasons you might want to deal with document checkout, and again, that's something in the more advanced course that we'll discuss. And then I can see details about the file. It'll show me the first page, it'll show me who has access to it, what its properties are, who's recently worked with it, where it's stored and so on. So lots of choices here. If I want to look at a document that's been edited and see what editing has been done to it while it has been stored in SharePoint, then I can choose Version history, and SharePoint actually keeps track of every time this document was changed. Now, there have been 16 major changes to this document right here, and I can actually go back and look at earlier versions, or I could make an earlier version the current version by restoring it. I didn't have to do anything special for this version to be set up. It already exists when the Document Library was created, but there are some ways that I can take advantage of versioning if I'm working with some kind of a process, for example, a policy handbook, where we might want to make sure that the version of the document that most people like site visitors are seeing is the current version of the document. It's the one that's been fully approved, and yet I have some members of my site who need to be able to make edits. And you can actually use versioning to allow one group of people in a site to edit while other people in the site don't actually see the edited changes until they've been approved. So, there are some pretty cool things that you can do with versioning, but at a basic level, you can go into a document and choose the Version history to see if it's been changed and if you wish to roll back to a prior version of the document. So, if you want to manage versions of documents, whether they're Word, Excel, PowerPoint, or Google Suite docs, that can all be done right here in SharePoint, and you have the ability to view and then restore versions if that's something that you wish to do.