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SharePoint Online - Enable & Configure Versioning for a List or Library

This article contains information on how to enable versioning for a SharePoint list or library.

Versioning can be used to do the following:


Track history of a version
When versioning is enabled, you can see when an item or file was changed and who changed it. You can also see when properties (information about the file) were changed. For example, if someone changes the due date of a list item, that information appears in the version history. You can also see the comments people make when they check files into libraries.

Restore a previous version
If you made a mistake in a current version, if the current version is corrupt, or if you simply like a previous version better, you can replace the current version with a previous one. The restored version becomes the new current version.

View a previous version
You can view a previous version without overwriting your current version. If you are viewing version history within a Microsoft Office document, such as a Word or Excel file, you can compare the two versions to determine what the differences are.


How to Enable Versioning

1. Open the list or library that you want to enable versioning.

2. Select Settings, and then select List Settings or Library Settings.

     Settings menu with List settings highlighted

3. On the Settings page, select Versioning settings.

     Library settings dialog with Versioning selected.

4. From the Version settings page, you have the following settings available:

   For a Document library:

  • Require content approval for submitted items.
  • Create a version each time you edit a file in this document library using either major versions only, or major and minor versions.
  • Limit the number of versions and drafts to retain.
  • Set who can see draft items.
  • Require documents to be checked before they can be edited.

     Library Settings options in SharePoint Online, showing versioning enabled

    For a List:

  • Require content approval for submitted items.
  • Create a version each time you edit an item in the list.
  • Limit the number of versions and drafts to retain.
  • Set who can see draft items in the list. 

     List Settings options in SharePoint Online, showing versioning enabled

5. Select OK.

To view, restore, or delete an earlier version in a list or library

1. Open the list or library with the item or document that you want to view history.

2. Next to the item for which you want to view history, select the ... (ellipses).

3. Select Version history.

     Document library right click menu with version history highlighted

     If you don't see Version history, select More, and then select Version history.

4. In the Version history dialog, hover your mouse over the date link on an earlier version, and to show the menu, select the down arrow.

     Image of SharePoint Version History dialog box

5. In the menu, you can do the following.

     Version item menu

  • View the current document. A dialog box appears where you can restore or delete a previous version, as well as see the current approval status. You can also edit the current version from this dialog box.
  • Restore the document. A dialog box appears prompting if you want to make it the currently approved document. It will add it as a new version.
  • Delete the document. A dialog box appears prompting if you're sure you want to send the item to the Recycle Bin.
  • Reject this version. Only appears on approved documents, rather than Delete.

6. When you're done, in the upper right corner, select X.




Keywords:sharepoint, list, library, versioning, file, restore, track, manage, document, folder, spo   Doc ID:118951
Owner:Linda W.Group:UW Parkside
Created:2022-06-09 11:55 CSTUpdated:2022-06-14 10:59 CST
Sites:UW Parkside
Feedback:  2   0