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Figure 12-15. Select from content types when adding a new document. Before you leave this document library, you have one more thing to do. If you already went back to the Standard View to see the New menu, return to the Settings page for the library. Scroll down to the Columns section. I mentioned that you could create site columns that you could apply to libraries. Beneath the list of current columns used by the library, click the link Add from existing site columns.

When you edit a page with versioning turned on, your changes may not be visible to everyone depending on how your SharePoint administrator defined the Draft Item Security and Content Approval settings for your library. To be visible to everyone, your pages must be published. If your site does not use versioning and approval, SharePoint publishes pages by default when you check them back in. If your site uses versioning, SharePoint publishes only major versions of pages. However, if your site also requires approval, checking in a page to save your changes from your current session does not necessarily make it visible to anyone other than yourself and users with approver rights. Therefore, if you check in a page but still have more work to do on it, you should either assign it the next minor version number or reuse the current minor version number if the page

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Using Check Out locks a document before opening it for editing. This manually applied lock stays in place until you decide to check the document back in, which means you can keep a document checked out for an hour, a day, or even longer without worrying about someone else making changes to the document while you have it. Think of Check Out as getting exclusive control to a file, like checking a book out of a physical library. While you have it checked out, no one else can check it out. (Well, almost no one. I ll get to that in a moment.) However, unlike your public library, when you check out a document from a SharePoint library, other people can come in and open a read-only copy of the last saved version. Checking out a document has other advantages. Both the Standard View and the Datasheet View can show you the name of the person who has control of the document. Therefore, if you really need to get to that document, you can just walk down the hall, call them on the phone, or instant message them to ask when they will finish editing the document so you can open it to make your changes. However, the real benefit of checking out a document to edit it occurs when you plan on working on the document changes offline. Even Word 2010 s ability to support simultaneous editors does not work when you edit the document offline.

already had a minor version when you opened it to edit Keep in mind that if you reuse the current version number, you cannot back out your changes by merely restoring the prior versions If you expect to make further changes before publishing your page or if you expect other members of your team to make changes, you should check the page back in using a minor version number If your check-in completes the changes you want to make before publishing, save the changes with the next major version number No matter whether you intend to check the page in as a major or minor version, SharePoint tracks the versions of the page and automatically assigns the next available major or minor number for you Perhaps you do not need to keep intermediate versions between major changes to the page.

To check out a file manually when using Standard View, open the drop-down menu for the document and select Check Out as shown in Figure 1-38.

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