Sharepoint Library (from MS Teams) Versioning - what level is the Library?
Hello
I have an excel document in MS Teams that I want to share and allow folks to edit - but I only want them to edit it one at a time (basically check out/check in or lock it for editing when someone else is already editing).
It seems I can do this as all documents in Teams are saved in a SharePoint library. I have been told that I can go to the site, then the library and choose Library Settings from the gear menu. Then choose Versioning Settings. Then choose "Require documents to be checked out before they can be edited" all the way down at the bottom.
My question is this - when I select the appropriate Versioning setting on the library - what exactly is the "library" that I am affecting?
I don't think it is affecting just that document. Is the library in this case the "folder" that contains the specific file in question (along with a couple of others that will not be edited anyway) - and this folder is what was created when I create the channel in the MS Teams team and saved files there?
Or is the Library some other level? For example is this library associated with all channels in the Team?
Or is the Library a higher level that that that affects all Teams and Channels?
I cannot find anything that tells me (or even seems to indicate when editing the settings in sharepoint) at what level the "Library" is defined (and why is it called a library anyway - we are all used to folders - just call it that....unless there is some reason that it is different).
Anyway - any help would be appreciated - I do want to set that versioning control - but only if it is set at the level of the folder where things are stored for this channel in my MS Teams team.
Thanks!
I have an excel document in MS Teams that I want to share and allow folks to edit - but I only want them to edit it one at a time (basically check out/check in or lock it for editing when someone else is already editing).
It seems I can do this as all documents in Teams are saved in a SharePoint library. I have been told that I can go to the site, then the library and choose Library Settings from the gear menu. Then choose Versioning Settings. Then choose "Require documents to be checked out before they can be edited" all the way down at the bottom.
My question is this - when I select the appropriate Versioning setting on the library - what exactly is the "library" that I am affecting?
I don't think it is affecting just that document. Is the library in this case the "folder" that contains the specific file in question (along with a couple of others that will not be edited anyway) - and this folder is what was created when I create the channel in the MS Teams team and saved files there?
Or is the Library some other level? For example is this library associated with all channels in the Team?
Or is the Library a higher level that that that affects all Teams and Channels?
I cannot find anything that tells me (or even seems to indicate when editing the settings in sharepoint) at what level the "Library" is defined (and why is it called a library anyway - we are all used to folders - just call it that....unless there is some reason that it is different).
Anyway - any help would be appreciated - I do want to set that versioning control - but only if it is set at the level of the folder where things are stored for this channel in my MS Teams team.
Thanks!
David Johnson, CD
in sharepoint there really are no folders everything is in the database. If you want you can just think of libraries as folders.
Hi, The library created by default under Teams will have 'Checkout Not Required' set by default so that people can do co-editing on the documents there - facilitating Team collaboration.
If you don't want that I suggest you don't change the setting in the default library. After clicking on the Open In SharePoint link in your Team, create a new Document Library by clicking 'Add an App' in site settings and change the settings there.
To access this in your Team, add a new Tab and choose 'Document Library' as the tab type. Point this at your new library and hey presto you have no co-editing for the files on that link. Make sure to let your team know what you've done so as not to confuse them should they try to co-edit.
If you don't want that I suggest you don't change the setting in the default library. After clicking on the Open In SharePoint link in your Team, create a new Document Library by clicking 'Add an App' in site settings and change the settings there.
To access this in your Team, add a new Tab and choose 'Document Library' as the tab type. Point this at your new library and hey presto you have no co-editing for the files on that link. Make sure to let your team know what you've done so as not to confuse them should they try to co-edit.
ASKER
Thank you Jamie.
I am a sharepoint noob - so I apologize if these questions are basic - but I find the whole "sharepoint" webpage when I go there to utilize a lot of vernacular that is not easy to understand (the only thing that is reasonably recognizable is the "Documents" area.
that being said - I am not sure what you mean by clicking " Add an App" as I do not see that option.
However, if I click on the "settings" cog at the top right - then the setting I am launching "seem" to be associated to specifically this sharepoint area assigned to the "team" (see screen shots attached).
If this is the case - then I think I am good to go - I want to change the settings associated to just the sharepoint area associated to this team - and basically turn on "Require Check Out" so folks when folks need to edit the document (there are reasons why this is needed and it cannot be edited "online").
Can you confirm by looking at this that the change I make will apply to files within the "team" area?
Versioning-and-Sharepoint-Library-S.pptx
I am a sharepoint noob - so I apologize if these questions are basic - but I find the whole "sharepoint" webpage when I go there to utilize a lot of vernacular that is not easy to understand (the only thing that is reasonably recognizable is the "Documents" area.
that being said - I am not sure what you mean by clicking " Add an App" as I do not see that option.
However, if I click on the "settings" cog at the top right - then the setting I am launching "seem" to be associated to specifically this sharepoint area assigned to the "team" (see screen shots attached).
If this is the case - then I think I am good to go - I want to change the settings associated to just the sharepoint area associated to this team - and basically turn on "Require Check Out" so folks when folks need to edit the document (there are reasons why this is needed and it cannot be edited "online").
Can you confirm by looking at this that the change I make will apply to files within the "team" area?
Versioning-and-Sharepoint-Library-S.pptx
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