One of the main features of SharePoint is to allow users to share files with one another and work on documents together with other colleagues. However, what happens if the ‘Allow editing’ option is greyed out when you’re trying to share a file? Many users have reported this issue and have spent many hours trying to understand why this option is not available to them. After spending some time understanding the issue, the solution to this is very simple. When a user has checked out a document, the document can be shared, however it cannot be edited until the document is checked back in.
Check out restricts multiple users from making edits or changes to a document at the same time as other users. This means that other users are prevented from making any changes to a document until the first user has finished and has checked the document back in. Because of this reason, when you try to share a document while it is still checked out, the option to ‘Allow editing’ is not available. The solution to this is to simply check the file back in and share it. This blog post will demonstrate how you can check the file back in to share it and allow editing.
Checking the SharePoint file back in to fix “Allow editing”:
- Check that the ‘Allow editing’ option is still greyed out
- Go back to the file you’re trying to share
- Right click on the document you want to check in and click on ‘More’ from the drop down list
- Then, select ‘Check in’
- A window will appear on screen asking you to add any comments about the changes you have made to the document.
- A small window will appear on the right hand side of the screen notifying you that the document has been checked out.
- Now you can share the document and the ‘Allow editing’ option will be available.
Please ensure that you ask the user who checked the file out if it is okay to check the file back in before you do it. If the user has checked the file out to make changes to it without being disturbed, then you may have to wait until the user has finished before you share it.
How the ‘Allow editing’ option is vital for teamwork
Teamwork is one of the most important skills that can have a huge impact on a business. ‘About 75% of employers rate teamwork and collaboration as “very important” for their business.’ Therefore, encouraging your team to work towards a common goal promotes creativity and provides a sense of community amongst the employees as they work together. Many professionals will agree that when people have common goals and interests, it creates a synergy that can outperform any organization, whether that common goal may be working on an entire project together, or working on a single document together.
When sharing a document on SharePoint does not allow a user to make edits to a document, the teamwork element of working together is taken away. That is why it is vital to ensure colleagues can make changes to a document if you are working on it together. Follow the simple steps below to ensure the ‘Allow editing’ option is no longer greyed out for the file you would like to share.
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Recommended SoftwareStep by step process to check the file back in and allow editing: SharePoint
- Check that the ‘Allow editing’ option is still greyed out
As you can see from the screenshot above, the option to allow editing is greyed out, meaning it is not available. This is because the file has been checked out.
- Go back to the file you’re trying to share
When you go back to the file you’re trying to share, the small red arrow means that the document is currently checked out. You have to check the file back in before you can share it and allow editing.
- Right click on the document you want to check in and click on ‘More’ from the drop down list
- Then, select ‘Check in’
- A window will appear on screen asking you to add any comments about the changes you have made to the document.
This comment section is designed to help you communicate the changes you have made to other users. This is an optional step, if you do not wish to add any comments you can skip to the next step.
- A small window will appear on the right hand side of the screen notifying you that the document has been checked in.
The file has now been checked back in
- Now you can share the document and the ‘Allow editing’ option will be available.
The file can now be shared and the option to ‘Allow editing’ is available.
Thank you for reading, if you have any further question then feel free to leave a comment and we’ll get back to you, or read some of our other blog posts about SharePoint:
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