Versioning in SharePoint Document Libraries allows users to track and manage changes to files over time. This feature ensures that organizations can maintain a history of document modifications, revert to previous versions, and collaborate more effectively.
This guide will cover:
✔ What versioning is and why it’s important
✔ Types of versioning in SharePoint
✔ How to enable and configure versioning
✔ Restoring and managing versions
✔ Best practices for version control
1. What is Versioning in SharePoint?
Versioning in SharePoint keeps track of file changes by creating new versions whenever a document is modified. It helps:
Track changes – See who made changes and when.
Restore previous versions – Roll back to an earlier version if needed.
Improve collaboration – Multiple users can work on the same document without data loss.
Maintain compliance – Keep records of document history for audits.
2. Types of Versioning in SharePoint
1. Major Versions
✔ Creates a whole number version (e.g., 1.0, 2.0, 3.0).
✔ Best for public-facing documents that require approval.
Example Use Case:
A company publishes a new policy document. Each published update is saved as 1.0, 2.0, etc.
2. Major & Minor (Draft) Versions
✔ Tracks both major (1.0, 2.0) and minor (1.1, 1.2, 1.3) versions.
✔ Minor versions are visible only to users with edit permissions.
Example Use Case:
A team is working on a report. Drafts are saved as 1.1, 1.2, 1.3, and when finalized, it’s published as 2.0.
3. No Versioning
✔ Disables version control – Only the latest document is available.
✔ Not recommended for collaborative environments.
Example Use Case:
A temporary file storage location where version tracking is unnecessary.
3. How to Enable and Configure Versioning in SharePoint
A. Enable Versioning for a Document Library
1️⃣ Go to your SharePoint Document Library.
2️⃣ Click Settings (⚙️) > Library Settings.
3️⃣ Under General Settings, select Versioning Settings.
4️⃣ Choose one of the following options:
✔ No versioning – Turns off version control.
✔ Create major versions – Saves only published versions.
✔ Create major and minor versions – Tracks drafts before publishing.
5️⃣ (Optional) Set the number of versions to retain (e.g., keep only the last 100 versions).
6️⃣ Click OK to save the settings.
4. Restoring and Managing Versions
A. View Version History
1️⃣ Open your SharePoint Document Library.
2️⃣ Right-click a document and select Version History.
3️⃣ A list of previous versions appears, showing:
✔ Version number (e.g., 3.0, 2.1)
✔ Modified date
✔ Modified by (who made the change)
✔ Comments (if provided)
B. Restore a Previous Version
1️⃣ Open Version History for the document.
2️⃣ Find the version you want to restore.
3️⃣ Click the dropdown (⬇) next to the version and select Restore.
4️⃣ Confirm the restoration – the restored version becomes the latest version.
C. Delete Old Versions
1️⃣ Open Version History for the document.
2️⃣ Click Delete All Versions (to remove all previous versions) or
3️⃣ Select Delete next to a specific version.
Tip: Keeping too many versions may consume storage space. Consider limiting the number of stored versions.
5. Best Practices for Version Control
✔ Enable versioning for critical documents – Helps track changes and prevent data loss.
✔ Limit the number of versions stored – Prevents excessive storage use.
✔ Use Major & Minor versions for team collaboration – Ensures only approved content is published.
✔ Encourage users to add comments when saving versions – Improves clarity on document changes.
✔ Regularly review and delete unnecessary versions – Keeps the library organized.