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Configure Version Control for Documents in OneDrive and SharePoint
Question details
Users need to manage version history and configure version control for collaborative documents stored in OneDrive and SharePoint.
- Product
- OneDrive and SharePoint
- Device & OS
- not provided
- Scenario
- Collaborating and co-authoring shared documents with multiple users across an organization.
- Observed behavior
- Users want to view, restore, and compare previous versions of files, but need to properly configure versioning at the document library level in SharePoint.
Ensure you have the necessary site owner or administrator permissions in SharePoint to modify document library settings and configure versioning policies.
Configure Versioning Settings in SharePoint Document Library
Enable and manage version history at the library level to track changes for all contained files.
In SharePoint, versioning is applied to the entire list or document library rather than individual files. Enabling this allows collaborators to securely view, restore, or compare previous versions of any document within that library.
Navigate to your SharePoint site, open the relevant Document Library, click the Settings (gear) icon in the top right, and select 'Library settings'.
Click on 'More library settings' if prompted, then select 'Versioning settings' under the General Settings section.
Under the 'Document Version History' section, choose 'Create major versions' or 'Create major and minor (draft) versions' depending on your organization's collaboration workflow.
Specify the maximum number of versions to retain in order to manage your site's storage space, then click 'OK' at the bottom of the page to save the changes.
View and Restore File Versions in OneDrive and SharePoint
Access the version history of an individual file to restore a previous state or review tracked changes.
Experience Seamless Collaboration and Version Control with WPS Office
If managing complex SharePoint library settings is slowing down your team, try WPS Office. It offers a lightweight, user-friendly interface with built-in WPS Cloud support, making document co-authoring and version history tracking effortless while maintaining full compatibility with Microsoft Office formats.
- 1. Open your document in WPS Office: Launch WPS Office and open the cloud document you are collaborating on.
- 2. Access the History panel: Click on the 'Menu' button, hover over 'Backup and Recovery', and select 'Version History'.
- 3. Restore previous versions: Preview the automatically saved versions on the right-side panel and click 'Restore' on the one you wish to revert to.
Frequently Asked Questions
Why can't I see the version history option for my file in SharePoint?
This usually happens if versioning has not been enabled in the document library settings by the administrator, or if your specific user account lacks the necessary permissions to view historical versions of files.
Does saving multiple versions consume my SharePoint storage quota?
Yes, each major and minor version stored in SharePoint counts towards your site's total storage quota. You can manage this footprint by setting a strict limit on the number of versions retained within the library settings.
Can multiple users edit a file simultaneously if versioning is enabled?
Yes, versioning works perfectly alongside co-authoring. While multiple users collaborate in real-time, OneDrive and SharePoint will periodically save collaborative versions, allowing you to track major milestones and restore earlier states if an error occurs.
