What is Version History?
By enabling versioning you will be able to see the evolution of an item over time. SharePoint will keep track of all edits to the item and displays a view that shows the changes made for each item.
Version control works for all list items and default files types in libraries.
Benefits of Versioning:
· Record version history to show
o When the item was changed
o Who changed it
o Properties modified
o Comments
· Restore a previous version as your current version
o Easily restore previous version to fix a mistake or retrieve parts of documents lost
· View Previous Versions
o Refer to previous information without overwriting the current version
Types of Versioning
Your library can be set up with simple versioning, tracking only major versions. Or you can set your libraries to track both major and minor versions. Lists track only major versions
Major - tracked with whole numbers and increases by increments of whole numbers (1,2,3)
· Document usually ready for a larger group to see and review
Minor- tracked with decimals (0.1, 0.2) and increases to a whole number when a major version is published.
· Draft someone is still working on
Limits on number of Versions
List and libraries can be limited on the number of versions people can store. By default each major version can have up to 511 minor versions. It is important to note that if you limit the number of versions you store, the oldest versions are permanently deleted when the limit is reached. They are not sent to the Recycle Bin.
Step-by-Step Video: Versioning, Enable Versioning
Using Versioning on a LIST
1. Navigate to your list (You must be a Site Owner)
2. Choose the “Settings” drop-down and select “List Settings”
3. Under the General Settings column, choose “Versioning Settings”
4. Choose “Yes” to create a version each time you edit an item in this list.
5. Check the box to place a limit on the number of versions a list will keep
Note:* The oldest versions are permanently deleted when the limit is reached. They are not sent to the Recycle Bin.
6. Click “OK”
7. Navigate back to the list
After the list item has been edited, you can view the history of the changes.
8. Find the document, and click on the arrow. Choose “Version History” from the list.
The list shows 3 versions for this link. The first one was created with the item was created. The “URL” is the only change indicated. Version 2 shows no change was made. Version 3 shows the “Notes” field was changed.
Make a change to that link and follow the tracking of the version.
9. Navigate back to your list and click on the arrow. Choose “Edit Item” from the list.
10. Modify the “Notes” and click “Ok”
Notice the lower left-hand corner – the list is letting you know what version you are modifying.
11. Check the “Version History”
Now we have 4 versions. The last one is the most recent and published one.
If there was a mistake in a later version you can restore an older version.
12. Highlight the version you wish to use, and choose “Restore” from the drop-down
13. Say “OK to the Prompt
Version 5.0 is the newest version – The change was restored to look like Version 2.0
Using Versioning on a LIBRARY
1. Navigate to your list (You must be a Site Owner)
2. Choose the “Settings” drop-down and select “Document Library Settings”
3. Under the General Settings column, choose “Versioning Settings”
4. Mark the selection to Create major and minor (draft) versions
5. Check the box to place a limit on the number of versions a list will keep
Note:* The oldest versions are permanently deleted when the limit is reached. They are not sent to the Recycle Bin.
6. Click “Ok”
7. Navigate back to the list
8. Find the document, and click on the arrow. Choose “Edit” from the list.
9. Click “Ok” to open the document
10. Make your changes to the document. Save and Close.
11. Navigate back to the document library.
12. Find the document and click the drop-down arrow. Choose “Check In”
13. Determine if this is a Major or Minor Version.
14. Click “Ok”
