Modifying and Editing Documents

Quick reference

• 00:04 So we've just seen how we can upload documents into the document library.
• 00:08 What I'd like to focus on in this lesson is how we can modify and
• 00:12 edit documents that are stored within these document libraries.
• 00:15 Now, I've done a little bit of this already, so
• 00:18 this process shouldn't be too unfamiliar to you.
• 00:21 What we're going to do is we're going to create another brand-new document.
• 00:26 So let's jump up to the New button.
• 00:28 Let's go for a Word document again, simply because it's the easiest.
• 00:33 It's going to open in Word Online,
• 00:35 remember that slimmed down version of Word.
• 00:38 I'm going to add in some sample text.
• 00:41 So I'm going to use my little Rand trick again to add 30 paragraphs of five
• 00:46 lines each.
• 00:46 Nice and straightforward, and I'm going to give this document a name.
• 00:52 So let's click where it says Document, and I'm going to call this Training Agenda.
• 00:59 Click away, wait till it says Saved, and then I can close this window down.
• 01:05 Wait a couple of seconds, it will refresh, and your file will appear.
• 01:09 So once we have our files in our library, what happens if we want to edit them and
• 01:14 make changes to them?
• 01:16 Well, what I can do is I can click on the link for the document.
• 01:20 Now that is by default going to open it in Word Online in editing mode.
• 01:26 So I can now come in here and I can make whatever changes I need to make.
• 01:29 So maybe we want to make the first paragraph bold, and
• 01:33 maybe I want to add some highlight to the third paragraph.
• 01:38 And you'll see that as I do that, I'm not having to save,
• 01:42 every now and again or flash Saving in this top bar,
• 01:45 you know it's saving the last changes that you've made as you go along.
• 01:49 And I would recommend waiting until it says saved up here before closing
• 01:54 the window down.
• 01:56 Now if you don't particularly like using this online version of what Word, and
• 02:00 I will say the major difference between the online version and the full desktop
• 02:04 version is that there is slightly less functionality in the online version.
• 02:08 For example, you won't find things like mail merges in the online version of Word.
• 02:14 I would say that for the most part, if you're just reviewing and
• 02:18 making edits to documents, then the online version is perfectly adequate.
• 02:22 But if you just rather work in the desktop version, you can open it there as well.
• 02:28 So where it says Editing at the top, if we click the drop-down, you can see you have
• 02:32 at the bottom there an option that will allow you to open in the desktop app.
• 02:37 So I'm going to say yes, I want to open in the full version of Word, and
• 02:41 it's going to bring me back to my more familiar word interface.
• 02:45 And the cool thing is if I make a change here, so
• 02:48 let's just change this font to red.
• 02:51 Again, you can see at the top, it is saving,
• 02:54 I'm going to wait until that says Saved.
• 02:57 If I close down the document, the page will refresh in Word Online, and
• 03:02 those changes have been pulled through.
• 03:04 So the point I'm trying to make here is it doesn't matter if you edit the document in
• 03:08 the online version or the desktop version, all of the changes will synchronize.
• 03:12 Now, let's close down this document and go back to our document library,
• 03:16 because there's a few other things in here that I'd like to show you.
• 03:20 So at the bottom here where we have our training agenda,
• 03:23 you'll notice when I hover my mouse over, I have these three dots just here.
• 03:27 And this is going to show me more actions for this particular document, and
• 03:32 I have a whole host of menu items in this contextual menu.
• 03:36 So I can open in the browser or in the app, I can preview,
• 03:40 I can share it with other people from here.
• 03:43 I can copy the link and I can manage access to the document.
• 03:47 I can even download it.
• 03:48 So if I wanted to work on a document offline, so maybe if I knew that I was
• 03:53 going to be on a plane or maybe in a train station where I don't have an internet
• 03:58 connection, I could download the file and work on it locally.
• 04:03 I can delete, I can add some automation,
• 04:05 we're going to talk about that more a bit later on.
• 04:08 I can rename the file from here, I can even pin it to the top of the list.
• 04:14 So if this is a particularly important document, I might choose to pin it.
• 04:17 Now I'm actually going to unpin this to put it back.
• 04:21 I can move, I can copy, I can take a look at the version history.
• 04:26 So you can see here that every time a change has been made to this document,
• 04:31 it's created a new version.
• 04:32 And that's going by my versioning settings,
• 04:35 I selected to choose major versions, which means one, two, three, four.
• 04:38 And each change I've made, so when I change it to bold, when I change
• 04:43 the highlight, when I change the font color, created a new version each time.
• 04:49 As I said, I'm not going to dive too far into this at the moment because we do have
• 04:53 a whole lesson on versioning.
• 04:55 And then the final options that we have in here, the one that I want to highlight
• 04:59 is if we go to More, you'll also see we have a check-out option just here.
• 05:03 Because checking in and checking out is a really important concept to get
• 05:07 your head around when working with documents.
• 05:10 Now, for example, when I opened the Training Agenda a minute ago, and
• 05:14 I started making some edits in Word, that document wasn't locked specifically to me.
• 05:20 If I have other colleagues looking at this document library,
• 05:23 they could also have clicked on the document, and
• 05:26 we could have collaborated and worked on the document together.
• 05:30 And that cool Collaboration aspect is a really amazing thing in Microsoft 365.
• 05:34 But sometimes maybe you want to reserve the document for yourself and
• 05:39 lock it so that no one else can get in and start making changes.
• 05:44 If that's the case, what you want to do is check out your document.
• 05:48 So if I click Check Out,
• 05:50 you can see that I now get this little red symbol next to it.
• 05:54 And if I hover over it, it says that I've checked out this item.
• 05:58 Now for anyone else looking at this document library when they hover over this
• 06:01 symbol, they'll be able to see that it's me who has this document checked out.
• 06:06 And that basically means this document is locked exclusively for my use.
• 06:12 Once I've made my changes, if I close down I can then check the document back in,
• 06:17 which will allow other people to go in and make their changes.
• 06:21 So I'm going to say Check in.
• 06:23 I can add a little bit of a comment there to describe what
• 06:26 has changed in this version, and then I can check it back in.
• 06:31 So that is a really good way of securing a document for your own exclusive use.

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