SharePoint Document Issues

How to Update SharePoint Folders Without Losing Version History

Chanuka Geekiyanage Oct 1, 2026 869 views

Question details

The user needs to update or replace an existing folder in SharePoint Online while keeping the version history of the contents intact.

How to Update SharePoint Folders Without Losing Version History

Product: SharePoint Online
Device & OS: not provided
Scenario: Updating multiple files or a complete folder structure in a SharePoint document library.
Observed behavior: SharePoint does not allow the direct replacement of an entire folder without losing folder-level history, requiring users to find alternative ways to update files.

Before you start

Ensure you have Edit or Contribute permissions for the SharePoint document library before attempting to sync or update files.

Solution 1Recommended

Update Individual Files within the Existing Folder

The safest way to preserve version history is to update files individually rather than deleting and replacing the folder itself.

SharePoint tracks version history at the individual file level. If you delete a folder and upload a new one with the same name, all previous file versions are permanently lost.

Navigate to the folder

Open your SharePoint document library in your web browser and navigate to the specific folder you want to update.

Upload the updated files

Click the 'Upload' button and select 'Files', or drag and drop your updated files directly into the folder. Ensure the new files have the exact same names as the existing files.

Confirm replacement

When SharePoint prompts you that files with the same name already exist, choose to 'Replace' the existing files. SharePoint will automatically create a new version for each file, preserving its history.

Update Individual Files within the Existing Folder

Folder vs. File History: Remember that SharePoint version history applies to individual files, not the folder container itself. Updating files inside the folder is the only way to keep historical data intact.

Solution 2

Sync Document Library Locally to Update Files

Use the OneDrive sync client to manage bulk file updates more conveniently from your local computer.

Free Microsoft Office alternative

Edit and Manage Your Documents with WPS Office

While managing SharePoint folder version histories requires specific workflows, editing your actual files is simple with WPS Office. WPS Office offers a free, lightweight, and highly compatible alternative to Microsoft Office for creating, editing, and saving your everyday documents.

1. Download WPS Office: Visit the official WPS website to download and install the free, lightweight WPS Office suite.
2. Open SharePoint Documents: Open your locally synced or downloaded SharePoint documents directly in WPS Office.
3. Edit and Save Seamlessly: Edit your files using the familiar interface and save them in their original Microsoft Office formats to maintain perfect compatibility with SharePoint.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx)Lightweight installation with extremely fast document loading timesFamiliar, user-friendly tabbed interface for seamless migration from Microsoft OfficeBuilt-in PDF editing and conversion tools

microsoft office alternative - wps office

Frequently Asked Questions

Can I restore a deleted folder in SharePoint?

Yes, you can restore a deleted folder and its contents from the SharePoint Recycle Bin within 93 days of deletion, provided you have the necessary permissions.

Does SharePoint track version history for folders?

No, SharePoint tracks version history at the individual file and list item level. It does not provide replacement or version history for the folder container itself.

How do I view the version history of a file in SharePoint?

Hover over the file in the document library, click the three-dot (Show actions) menu, and select 'Version history' from the dropdown to view, restore, or delete previous versions of the file.

Document & File Issues