Publish documents in the backward-compatible document library

Publishing a document creates a public version that is available to readers of a folder. The kind of folder—standard or enhanced—controls when documents are published. You can control when documents are published by storing different kinds of documents in different types of folders.

When you save a document to a standard folder, Microsoft Office SharePoint Portal Server 2003 publishes it immediately. Therefore, all documents stored in a standard folder are, by default, available for public view. For example, meeting agendas could be stored in standard folders.

In an enhanced folder, unpublished document versions, or drafts, are accessible only to other authors and coordinators for the folder. The Publish action allows you to control when a document changes from a private view to a public view. For example, presentation slides could be stored in an enhanced folder in draft form to restrict the audience until they have been reviewed for accuracy.

SharePoint Portal Server records a document’s history to help you track changes and eliminate the possibility of people overwriting another user’s modifications. When you publish a document in an enhanced folder, the version number increments to a whole number.

Note If the coordinator has configured an approval process on the folder in which the document resides, the document is pending approval when you publish it.

On the navigation bar of the portal site, click Document Library.
On the Document Library page, locate the document that you want to publish.
The document may be available from a list in the Document Library view, or it may be located in a subfolder. If it is located in a subfolder, open that folder to display its contents.
Click Show Actions for the document.
The Document Inspection page opens.
Verify that the correct document is selected and checked in, and then click Publish.
Click OK.

Note If the coordinator has configured an approval process on the folder in which the document resides, the document is now pending approval.

On the File menu, click Check In.
In the Version comments section of the form, select the Publish this document after check in check box.
Add check-in comments and make any necessary changes to the profile form.
Click OK.

Note If the coordinator has configured an approval process on the folder in which the document resides, the document is now pending approval.

Locate the document that you want to publish.
Ensure that the document is checked in.
Right-click the document, and then click Publish.

Note If the coordinator has configured an approval process on the folder in which the document resides, the document is now pending approval.

Publish documents in the backward-compatible document library

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