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SharePoint Drafts Folder Not Showing Checked Out Files for Office Excel or Word Documents

by on March 12, 2014

When checking out your first document on a new library, the library will give you a notice popup asking whether you want to use your local drafts folder. Checking the “use my local drafts folder” means that when you check out an item, a copy of the item you are editing along with the changes are saved to your drafts folder.

SharePoint should prompt you for each document you check out.

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The SharePoint Drafts folder will appear in your Documents

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and the checked out documents will appear in the drafts folderimage

Changing the SharePoint Drafts Folder

Sometimes if you check out an Office document, such as Word .doc/docx or Excel .xsl they do not appear where expected.

  1. Word/Excel > File tab > Options
  2. Save > Offline editing options for document management server files
  3. Save checked out files to:
    1. The server drafts location on this computer (local sharepoint drafts folder)
    2. The office document cache (can be set by policy and manually overwritten, for example, you may want to save to a shared drive)image

SharePoint Drafts Folder Not Working

What if I Did Not Check The Box? That’s ok, SharePoint is saving the versions in the application. The best reason to use a local folder is for offline work and for faster interaction, as sometimes editing a large file on the server can be a bit slow. I have never noticed enough to bother me, but others editing large excel files have claimed this is a factor.

To see or download versions:

  1. Hover over item in library/list > in menu select Version Historyclip_image002
  2. Click on the Modified date to open the version you want to view
  3. Save a copy locally if you need to

 

 

Errors Checking In Drafts From Local Folder

“This document was checked out to your local drafts folder but the local copy could not be checked in or check out could not be discarded. Upload local changes or discard your checkout to continue editing.”

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Make sure you are not using a system admin account or other account that does not match the local user account – that admin user will not have access to the local user folder system.

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