Sometimes you want to update a file currently in File Share with a version that came from somewhere else -- perhaps it was e-mailed to you, perhaps it was generated from a different file or program (like a PDF version of another file). The previous version of the file with the same name is already in File Share, so you can't just upload the same name again. Changing the name of the file and uploading the new file is a possibility, but then you are left with different versions of the same file, which can lead to confusion (and get pretty cluttered pretty quickly). What you really want to do is update the existing file with your new version, using File Share's revision history to keep the separate versions intact.
. Check out the current version in File Share. This puts the lock next to the file to let others know you are updating it, and prevent anyone else from changing it at the same time.
2. Open the new version of the file that you wish to upload to File Share. What we want to do is save our new version over the checked out version:
a - If you are creating a PDF version of this file, go ahead and do so. When you create the PDF, save it over the existing file from File Share. You will be prompted saying "do you want to overwrite the existing file", to which you reply yes.
b - If you just need to save this new version for upload to File Share, go ahead and do so, saving it over the previous version. This would typically be done by selecting "Save As" from the "File" menu, navigating to the File Share folder where the old version of the file that you checked out is located, selecting that old file, and choosing "Save".
Recall that your File Share folders are located in your My MRSware Files folder, which appears in your My Documents folder. The My Documents folder will actually be found in different places in various versions of Windows, but can always be reached easily from the different "My Documents" links in the save and open files windows.
3. Now that you have your new version of the file saved over your old, you can check it back into File Share for everyone to see... Right-click on the file in File Share and choose "Check In", which uploads the file and removes the lock so that other can view and change this new version.
Whenever you check in a new version of a file to File Share, you are prompted to enter a note about your revision. This is there to help you sort through what has changed. This is handy in case you want to open a previous revision of the file. It can also serve as a general note to others to let them know that you changed and updated the file. Enter something here that is helpful, such as "received 2008 update to product catalog" or "added new manufacturer and logo to line card document".
2. Open the new version of the file that you wish to upload to File Share. What we want to do is save our new version over the checked out version:
a - If you are creating a PDF version of this file, go ahead and do so. When you create the PDF, save it over the existing file from File Share. You will be prompted saying "do you want to overwrite the existing file", to which you reply yes.
b - If you just need to save this new version for upload to File Share, go ahead and do so, saving it over the previous version. This would typically be done by selecting "Save As" from the "File" menu, navigating to the File Share folder where the old version of the file that you checked out is located, selecting that old file, and choosing "Save".
Recall that your File Share folders are located in your My MRSware Files folder, which appears in your My Documents folder. The My Documents folder will actually be found in different places in various versions of Windows, but can always be reached easily from the different "My Documents" links in the save and open files windows.
3. Now that you have your new version of the file saved over your old, you can check it back into File Share for everyone to see... Right-click on the file in File Share and choose "Check In", which uploads the file and removes the lock so that other can view and change this new version.
Whenever you check in a new version of a file to File Share, you are prompted to enter a note about your revision. This is there to help you sort through what has changed. This is handy in case you want to open a previous revision of the file. It can also serve as a general note to others to let them know that you changed and updated the file. Enter something here that is helpful, such as "received 2008 update to product catalog" or "added new manufacturer and logo to line card document".
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