On the Documents tab there is an option to Check Out a document. The means that the document is locked for editing, other users will be able to open the document as normal but will not be able to make any changes to it.
Select the document that you want to check out and click the Check Out icon.
The person who checked the document out will see a red tick on the document icon on the Documents tab. When other users look at the documents tab, they will see an icon with a person on it which indicates that another user has checked a document out.
If you try and open a document that has already been checked out by another user a message will be displayed informing you that the document is already checked out.
If you try and check out a document that has already been checked out a message will be displayed informing you that another user has already checked the document out.
If you have checked out a document by mistake, click the Undo Checkout icon, the following message will be displayed.
Click Yes to undo the check out (you will lose any changes that you made) or No to carry on editing the document.
Check In a document
When you have finished making changes to a document you will need to check the document back in by clicking the Check In icon. The Document Save wizard will be displayed – after completing all steps in the document save wizard a message will be displayed advising that the document has been checked in successfully.
NB: If you have checked out a document instead of clicking the Check In icon it will be checked in automatically.