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Configure Require Check Out Settings in SharePoint 2016

Require Check out Setting in SharePoint
Check out is a quick way to lock a document from editing by other users. The require check out feature in SharePoint 2016 eliminates the risk of accidentally overriding another user's update on the same document at same time. As SharePoint is a collaboration platform, several users may work on same document. However, when more than one user attempts to open and edit a document at the same time, a conflict occurs. SharePoint makes it possible for users to lock a document by checking it out so that only one person can edit the document at a time.

Changes made to a document when it is checked out cannot be seen by other users until it is checked back in. Require users to check out documents prior to editing them can be configured in the document library settings. An optional comment can also be added when the document is checked in, which can be viewed in the document's history.

You can have this feature enabled if lots of people are working on the same documents and the need to avoid conflicts. You can also minimize the impact of conflicts by enabling versioning feature in the document library without require checkout option turned ON.

To Enable or Disable Require Document Check out on a Library
The require checkout option should be enabled or disabled at library level. Here is how you can set:
  • Navigate to your SharePoint document library >> Go to Library Setting: In the Ribbon, Click on Library tab and then Click on "Library Settings" Icon
  • On the Library Settings page, in the General Settings section, click on Versioning Settings.
  • In the "Require Documents To Be Checked Out Before They Can Be Edited" section, click the Yes option to enable require checkout for all documents in that library.
    require checkout sharepoint
  • Click OK to save your changes. This applies require check out setting at the library level. There is no way to mass-enable required check out in an entire site through web UI.
Require Check-out and Mandatory Metadata Columns:
Please note, this feature has some downside as well w.r.t user experience. If any document metadata is marked as required, all documents loaded through explorer-view, drag & drop will be checked out by default. You'll have to provide the required metadata in order to check-in make them available.
SharePoint: PowerShell to Set Require Checkout
What if you want to disable require checkout or force require check out for all document libraries in your SharePoint site? You can use PowerShell to set require checkout option for document libraries in a SharePoint site collection.
Add-PSSnapin Microsoft.SharePoint.Powershell -ErrorAction SilentlyContinue

#Variables for processing
$SiteURL = "http://intranet.crescent.com"
$RequireCheckout = $True

#Get All sites in the given Site collection
$WebsCollection = Get-SPSite $SiteURL | Get-SPWeb -Limit All

#Iterate through each web
ForEach ($web in $WebsCollection)
{
    Write-Host -f Yellow "Processing Web:" $web.Url
    
    #Get All document libraries in the web
    $DocumentLibs = $web.Lists | Where {$_ -is [Microsoft.SharePoint.SPDocumentLibrary] -and $_.hidden -eq $false}

    #Loop through each document library in the web
    ForEach ($Library in $DocumentLibs)
    {
        $Library.ForceCheckout = $RequireCheckout
        $Library.Update()
        Write-host -f Green "`t Updated Require Checkout Option in Library:"$Library.Title
    }
}

This PowerShell sets require check out before editing for documents in document libraries. You can set the flag "RequireCheckout" to false to make SharePoint do not require check out.

PowerShell to Find All Document Libraries where Require Checkout is Enabled:
Lets find all document libraries in all site collections of a SharePoint web application using PowerShell.
Add-PSSnapin Microsoft.SharePoint.Powershell -ErrorAction SilentlyContinue

#Variables for processing
$webApplicationURL = "http://intranet.crescent.com"

#Get All sites in the given web application
$WebsCollection =  Get-SPWebApplication $webApplicationURL | Get-SPSite -Limit ALL | Get-SPWeb -Limit All

#Iterate through each web
ForEach ($web in $WebsCollection)
{
    Write-Host -f Yellow "Searching Web:" $web.Url
    
    #Get All document libraries in the web
    $DocumentLibs = $web.Lists | Where {$_.BaseTemplate -eq "DocumentLibrary" -and $_.hidden -eq $false -and $_.ForceCheckout -eq $true}

    #Loop through each document library in the web
    ForEach ($Library in $DocumentLibs)
    {
        Write-host -f Green "`t Require Checkout Option is Enabled At Library:"$Library.Title
    }
}
Configure Require Check Out Settings in SharePoint 2016 Configure Require Check Out Settings in SharePoint 2016 Reviewed by Salaudeen Rajack on March 26, 2018 Rating: 5

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