How to Check Out and Check In a File in a SharePoint Document Library

Checking out a SharePoint file reserves it so only you can edit it while you work; checking it back in releases it and saves a labeled version. Here’s the full cycle.

Why: When several people share a library, two of them editing the same file at once leads to lost changes. Checking out puts a lock on the file — others can still open it read-only, but only you can save edits until you check it back in. The check-in step records a comment in version history so the team can see what changed and why.

Step 1: Check out a file

This reserves the file for you.

1. Open the document library and click the circle to select the file (don’t open it yet).
2. In the command bar, click the More menu (the … three dots).
3. Choose Check out.

A small check-out icon now appears next to the file name, and other people see who has it checked out. Open the file and edit it normally — online or in the desktop app.

Step 2: Check the file back in

When you’re done, return it to the team.

1. Save and close your changes first — checking in before saving throws an error.
2. Select the file, click the More menu (…), and choose Check in.
3. In the dialog, type a short comment describing what you changed.
4. Click Check in.

The check-out icon disappears, the file is editable by others again, and your comment is stored against this version in version history.

Step 3: Discard a check-out if you change your mind

If you checked out a file but don’t want to keep your edits, release it without saving them.

1. Select the file, click the More menu (…), and choose Discard check out.
2. Confirm with Yes.

The file reverts to the last checked-in version, your unsaved changes are discarded, and the lock is released for others.

FAQ

Can someone else edit a file I have checked out? No. While it’s checked out to you, others can only open it read-only. The lock stays until you check it in or discard the check-out.

I checked out a file and went on leave — can a colleague release it? A site owner or admin can override and discard your check-out so the file becomes editable again. Their changes-vs-yours are still preserved in version history.

Do I have to check out files to edit them? Not usually — most libraries let you edit directly and rely on co-authoring. Check-out matters when a library requires it, or when you specifically want to lock a file so nobody edits it while you do.

Sources: Microsoft Support — Check out or check in files in a document library · Microsoft Support — Top questions about check out, check in, and versions