So last time I showed you how to share access to documents in your SharePoint document library. If you are only allowing others to view the documents, you may not have any additional concerns. However, if you grant them edit access, you might be interested in knowing if or when they make changes to one of the documents. More importantly for them, they may want to follow your document to know when you or someone else has made a change to it. One way that you (or they) can do this is to follow the document. While today’s discussion will focus on following documents, you can also follow sites, tags, and people.
If after you read this document, you do not see the buttons to follow documents (or sites or people) contact your SharePoint administrator. They may not have turned on this capability in Central Administration. Note that your SharePoint Administrator can also limit the number of people, documents, or sites that can be followed.
The following figure shows a document library with one of the documents selected by clicking on the ellipses to show the additional features dialog.
By clicking the FOLLOW command at the bottom of the dialog, I can receive notices on my Newsfeed page when this document is changed, even if only the properties of the document have been changed such as the document name or other metadata value. After clicking FOLLOW, SharePoint immediately confirms that I am following this document by temporarily displaying a message box in the upper right corner of the screen.
To check my newsfeed for updates to anything I am following, click the Newsfeed button on the My apps dialog (click the grid to the immediate left of the Office 365 banner).
In the center of the Newsfeed page, you should see a list of the most recent activity in the items that you are tracking. In this case, there is only one item showing. However, after marking several documents, people, sites, and tags to follow, this list can be rather large. Notice that in this case, the text tells me the name of the person who acted on the document, what they did, and the name of the document. If I hover over an entry, an ‘X‘ appears on the right side and clicking this icon will remove the item from my feeds list. They will also automatically be removed after several days. However, since this information is only stored in cache, if there is a reboot or an iisreset, the list can be truncated sooner.
On the right side of the Newsfeed page, you can see a summary of the number of people, sites, documents, and tags that you are following. If you click on any of these (that have a value greater than 0), SharePoint shows a list of the items you are following.
If I were to click on the number ‘2‘ above ‘documents’ above, I can see information about the two documents that I am following. I can click on a document name and SharePoint assumes that I want to open the document. If the document happens to be a Word document, Word Online opens the document in view mode. Of course, I can choose to edit the document either online or on my local machine by clicking one of the options in the Edit Document dropdown. I can also stop following a document by clicking the Stop following link beneath each document name and address. Similar options exist for displaying and following people, sites and tags.
If I were to click on the Stop following link, SharePoint gives me a chance to confirm that I really want to stop following that item or I can cancel from an accidental click on the link.
Before ending for today, I want to clear up something that may be confusing as you create your sites. You may have created a team site to work on in SharePoint Online and you may see a web part with the title Newsfeed in the lower left of the default page. (You can see this in my January 24th 2015 post http://bit.ly/1EkTWoa). Do not confuse this Newsfeed web part with the Newsfeed app I referenced above in your My Apps dialog. They are not the same. In fact, the team site Newsfeed is actually more of a traditional Internet newsfeed in which you can post information pertinent to the site and allow others to respond or comment on it. Do not look here for references to sites, people, documents, or tags that you are following.
That’s all for this week. Next week I’ll close this mini-series with a review of using alerts as an alternative to following a document and explore some reasons why I might choose to follow some documents while preferring to receive alerts on others.