Keep revised files clear and easy to use
Update working material without losing track of the earlier version or its audience.
Keep revised files clear and easy to use
A revised filename is not enough: the contents, location, sharing and link all need to point people to the version they should use.
Before you start: Identify the current file and the change requested. Keep the earlier version until your team’s retention process says it can be removed.
Prepare the revised document
1. Edit the source in the application you use to author it. Make the requested change and check the surrounding content so unrelated information is not lost.
2. Give the revision a clear label in its name and, where useful, inside the document. For example, use Meeting checklist r02 instead of adding another “final” to the name.
Store and check the revision
3. Use the update route your file supports. If you are uploading a separate revised file, use Files → Upload Files, select that source and wait for the saved item. Treat it as a new item unless the application explicitly establishes replacement or version history.
4. Reopen the resulting item. Compare the revised content with the requested change and make sure the unchanged material is still correct.
5. Check Share, including direct access, inherited access and link settings. A new item does not automatically inherit the older file’s direct sharing or star.
Point people to the right version
6. Copy the link from the actual revised item and use it in the handoff. Explain what changed and request a new review when the change requires one.
A previously sent link may still open the older file. Ask the recipient to check the revision rather than relying only on a familiar filename.
Your result is an identifiable revised file with the intended audience and a clear handoff. Keep earlier feedback attached to the version it reviewed; do not treat approval of r01 as automatic approval of r02.
Avoid a common mistake: Renaming a file changes its label, not necessarily its contents. Check both before announcing an update.
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In this series: Organise and share files — guide 6 of 6.
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Turn what you learned into the way the team works.
Mark this lesson complete once the workflow exists in your workspace—not simply when you reach the bottom.