Some
document libraries and lists require you to publish files and list
items before other people can see them. This is similar to checking in
a file or list item, as described in “Check In and Check Out a File or List Item,”
earlier in this chapter. The big difference is that the list or library
manager can choose to set it up so that checking in a file or list item
does not make it visible to everyone. It will be visible just to other
people who have editing permissions on the library, and readers will be
able to see only the last published version. However, the list or
library manager may choose to allow everyone to see unpublished
versions, in which case the publishing of an item or file is just a way
to track version numbers. For example, a regular check-in increments
the version number of a file or list item by 0.1, and publishing
increments it by 1.
If the document library or
list you are working on has the publishing requirement, the Documents
ribbon or Items ribbon has a Publish button available in the Workflows
section. If the selected file or item is checked in but not published
or if it is checked out to you, you can click the Publish button (see Figure 1).
Clicking this button checks in the file again, changes the version
number of the item or file, and enables readers to view this version.
If
the list or library you are working on is set up to require approval,
the file is not published until someone who has the appropriate
permissions approves it (see Figure 2).
This means that despite your publishing the file, readers may still see
only the previously published version until someone approves your
version. Of course, this also depends on the configuration.
