How To Update A Document In Sharepoint

Updating a document in SharePoint is essential for keeping your digital files up to date and ensuring effective collaboration. Whether you need to make changes using Microsoft 365 apps like Word or Excel, edit online or offline, or manage versioning, this guide will provide you with the necessary steps to navigate the process seamlessly.

When updating a document in SharePoint, you have the option to edit it online using Microsoft 365 apps. Simply open the document from the document library and make the necessary changes using Word or Excel. The great advantage of editing online is that your file is automatically saved, eliminating the need to manually save your progress. This ensures a smooth and hassle-free editing experience within the SharePoint environment.

If you prefer to edit a document offline using your preferred editing software, SharePoint allows you to do so. Simply download the document, make the necessary updates, and then upload the updated file back to the library. This ensures that your changes are reflected in the document library, making it easily accessible for collaboration with your team.

Before editing a document, you may want to check out the file. This allows for exclusive editing, ensuring that no one else can make changes to the document while you are working on it. Additionally, some document libraries may require you to check out a file before editing. By checking out a file, you can ensure a smooth and controlled editing process.

SharePoint also offers versioning capabilities, allowing you to manage different versions of a document. When you update or replace a file, SharePoint automatically creates a new version of the document. This feature is particularly useful if you need to revert to a previous version. By configuring the folder for versioning, you can easily access and revert to previous versions of the document, providing you with added flexibility and control over your file management.

For the best SharePoint functionality, it is recommended to use Internet Explorer 9. By utilizing this browser, you can optimize your SharePoint experience and take full advantage of the platform’s features and capabilities.

How to Edit and Save a Document Online in SharePoint

Editing and saving documents online in SharePoint is a straightforward process that allows you to update files directly within the document library using Microsoft 365 apps. Whether you need to make changes to a Word document or an Excel spreadsheet, SharePoint provides a seamless editing experience.

Here’s how to get started:

  1. Open the document you want to edit from the SharePoint document library.
  2. The file will automatically open in the corresponding Microsoft 365 app, such as Word or Excel.
  3. Make the necessary changes to the document using the editing tools provided by the app.
  4. Once you’re done editing, simply click the Save button within the app to save your changes.

With this process, any updates you make to the document will be automatically saved within the SharePoint environment. This ensures that the latest version of the document is always accessible to you and your team members.

Why Choose Microsoft 365 Apps for Editing

By utilizing Microsoft 365 apps like Word and Excel, you gain access to a wide range of powerful editing features. These apps provide a familiar interface and robust functionality, allowing you to work with documents seamlessly in SharePoint.

Whether you need to add new content, format text, or perform complex calculations, Microsoft 365 apps offer the flexibility and efficiency you need. Plus, with automatic saving integrated into the apps, you don’t have to worry about losing your changes.

Optimizing Your SharePoint Experience

To get the most out of SharePoint, it is recommended to use Internet Explorer 9. This browser provides enhanced compatibility and functionality with SharePoint, ensuring a smooth and efficient user experience.

Benefits of Using Internet Explorer 9 with SharePoint:
Improved performance and responsiveness.
Enhanced security features to protect your data.
Optimized integration with SharePoint’s collaboration tools.

By following these steps and utilizing the power of Microsoft 365 apps and Internet Explorer 9, you can easily edit and save documents online in SharePoint, keeping your files up to date and accessible for seamless collaboration.

How to Update a Document Offline and Upload it to SharePoint

While editing documents offline provides flexibility, you need to know how to upload the updated file to the SharePoint document library to keep everyone on the same page. To update a document offline, follow these simple steps:

  1. Download the document from the SharePoint document library to your local computer.
  2. Open the downloaded document using your preferred editing software such as Microsoft Word or Excel.
  3. Make the necessary changes and save the updated file on your computer.

Once you have made the updates offline, it’s time to upload the file back to SharePoint so that others can access the latest version. Here’s how:

  1. Go to the SharePoint document library where the original file is stored.
  2. Click on the “Upload” button to select the updated file from your computer.
  3. After selecting the file, click on the “Save” or “Upload” button to complete the process.

By following these steps, you can easily update a document offline and upload it to SharePoint, ensuring that all team members have access to the most current version.

Table: Offline Document Update and Upload Steps

Step Action
1 Download the document from SharePoint
2 Open the downloaded document using preferred editing software
3 Make changes and save the updated file on your computer
4 Go to the SharePoint document library
5 Click on “Upload” and select the updated file
6 Click “Save” or “Upload” to complete the process

Managing Versioning and Reverting to Previous Versions in SharePoint

Versioning is a crucial feature in SharePoint that allows you to track changes and revert to previous versions of a document when necessary. Learn how to effectively manage versioning in SharePoint and ensure seamless collaboration.

When you update a document in SharePoint, whether online or offline, the platform automatically creates a new version of the file. To update a document online, simply open it from the document library using Microsoft 365 apps like Word or Excel. Any changes you make are automatically saved within the SharePoint environment.

If you prefer to edit a document offline, you can download it, make the necessary changes using your preferred editing software, and then upload the updated file back to the document library in SharePoint. This ensures that your changes are reflected in the library and are easily accessible for collaboration.

If you want to ensure exclusive editing of a document or if your document library requires it, you can check out the file before making any changes. This prevents others from editing the same document simultaneously, reducing the risk of conflicting updates.

To take full advantage of versioning in SharePoint, it is recommended to configure the folder or document library for versioning. This allows you to view the complete history of changes made to a document and easily revert to a previous version if needed. By effectively managing versioning, you can ensure smooth collaboration and maintain the integrity of your documents.

For the best functionality and experience when working with SharePoint, it is recommended to use Internet Explorer 9. This browser provides the optimal compatibility and performance for SharePoint, allowing you to fully utilize its features and capabilities.

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Abdul Rahim has been working in Information Technology for over two decades. Learn how Abdul got his start as a Tech Blogger , and why he decided to start this Software blog. If you want to send Abdul a quick message, then visit his contact page here.