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Doc-To-Help 2014 User Guide
Collaborating with SharePoint
357
Checking documents In and Out of the SharePoint Library
By default, Word documents are automatically checked out of the SharePoint Library when you open them in Doc-To-
Help and begin editing. If you would like to change this default, clear the
Check out Word documents when editing
local copy
check box in the
Options
dialog box (click the
File
tab and choose the
Doc-To-Help Options
button,
SharePoint Documents
tab.)
1.
Open your Doc-To-Help project.
2.
In the
Documents
pane, select the document you would like to check out.
3.
Right-click and choose
SharePoint > Check Out
from the menu. The document icon will indicate that the
document is checked out
.
In SharePoint, the document will be also be flagged with an icon
You can open the SharePoint Library by right-clicking on the document and choosing
SharePoint > Open in
Browser.
4.
After making your edits, save your document and close it. Then right-click on it and choose
SharePoint >
Check In
.
If a document is checked out in SharePoint by another user, there will be a red checked out icon next to it
You cannot check out these documents. If you would like to know who has it checked out, right-click on it in the
Documents
pane and choose
Properties
. In the
Sharing
section, see the
Checked out by
field. You can also hover over
the document name and the information will display in a tooltip.
Building Targets
You can build Targets even if source documents are checked out of the SharePoint Library by you or another user.
However, if there are conflicting document versions that need to be merged, when you attempt to build the Target, the
Synchronize
Documents
dialog box will open and list the conflicting documents. You can then resolve the issue before
you build. If using Word source documents, Doc-To-Help will give you the option to merge the documents. See Merging
Documents on page 358 for more information.
Undoing a Check Out
If you check out a document and make changes to it, then decide you do not want to retain the changes, right click on it
in the
Documents
pane and choose
SharePoint > Discard Check Out
.
Synchronizing Documents
Doc-To-Help automatically synchronizes the documents changed in the SharePoint Library with those on your machine.
Synchronizing uploads all local changes to the SharePoint Library and downloads SharePoint Library changes to your
machine.
Synchronization should NOT be used as a substitute for checking documents in and out of the SharePoint Library. When
check in/check out is used, all users know the status of documents and who has possession of them.
The automatic synchronization will occur when you close or open a document or project, and when you build a project.
(You can change the synchronization defaults using the
Options
dialog box,
SharePoint
Documents
tab. To open this
dialog box, click the
File
tab and choose the
Doc-To-Help Options
button.)