How to use Version Control in SharePoint Versions
Welcome to this tutorial on using version control in SharePoint. In this video, we will cover everything you need to know about version control in SharePoint, including its benefits, major versions, SharePoint version history, and how to use version control in SharePoint.
SharePoint version control is a feature that allows you to track and manage changes made to a document. This feature is particularly useful for teams collaborating on a document because it allows each member of the team to see the changes made to the document and who made those changes. By keeping track of the changes made to a document, SharePoint version control ensures that everyone is working on the most up-to-date version of the document.
Benefits of SharePoint version control
The benefits of SharePoint version control are many. For one, it makes collaboration easier by ensuring that everyone is working on the latest version of a document. It also makes it easier to track changes made to a document over time, so you can see who made changes and when. This information can be useful for audit purposes or for understanding the history of a document.
Another benefit of SharePoint version control is that it allows you to restore previous versions of a document. This can be helpful if you accidentally delete or overwrite an important document, or if you need to revert to an earlier version of a document for any other reason.
Major versions in SharePoint
In SharePoint, major versions are significant updates to a document that usually require approval. For example, if you make significant changes to a document, you might create a major version of that document, which would require approval from someone else before it can be published. Major versions are typically numbered, starting with 1.0 and increasing by one for each subsequent major version.
Minor versions, on the other hand, are smaller changes that can be made without approval. For example, if you correct a spelling mistake in a document, you might create a minor version of that document. Minor versions are typically numbered, starting with 0.1 and increasing by one for each subsequent minor version.
SharePoint version history
SharePoint version history is a feature that allows you to see all the changes that have been made to a document over time, as well as restore previous versions if needed. To access the version history of a document in SharePoint, you simply need to click on the ellipsis (...) next to the document and select "Version history" from the drop-down menu.
The version history page will display all the versions of the document, including major and minor versions, as well as the date and time each version was created, who created it, and any comments that were added. You can also select a specific version of the document to restore, if needed.
Using SharePoint version control
To use SharePoint version control, you first need to enable version control for the document library in which you want to store your documents. To do this, navigate to the library settings and select "Versioning settings" from the list of options.
On the versioning settings page, you can specify whether you want to enable versioning for major versions only, major and minor versions, or no versioning at all. You can also specify how many versions of a document you want to keep, and whether you want to require approval for major versions.
What are SharePoint version numbers?
SharePoint uses a version numbering scheme to track changes to documents and other items stored in SharePoint. The version number for a document is made up of two parts: a major version number and a minor version number.
The major version number is incremented whenever a new version of the document is published or approved. For example, if a document is created and published for the first time, it will have a major version number of 1. If changes are made to the document and it is published again, the major version number will be incremented to 2.
The minor version number is used to track changes to a document that have not yet been published or approved. When a document is checked out for editing, a new minor version is created to track the changes being made. For example, if a document with a major version number of 1 is checked out for editing, the first minor version would be 1.1. As changes are made and the document is checked in, the minor version number is incremented (e.g. 1.2, 1.3, etc.) until the document is published or a major version is created.
00:00 SharePoint Version Numbers
00:15 What is SharePoint Version Control?
01:00 What are the benefits of SharePoint Version Control?
03:25 What is SharePoint Version History?
06:30 How do i use SharePoint Version control?
07:23 How to enable SharePoint Versioning settings
10:51 How many version are kept in SharePoint?
Пікірлер: 44
I was aware of the term "Version Control" but I was not aware of how extensive it is, nor how valuable it can be. I started the video and let it run in the background while I attended to small administrative items on my desk. I quickly realized I needed to carefully pay attention as the content had immediate value. Excellent video (again) ... thank you.
@Dougie_Wood
Жыл бұрын
You are welcome! Thank you for the great feedback! ❤️
Great tutorial! I found it very helpful. Thank you.
@Dougie_Wood
Жыл бұрын
Glad you found it useful Stacy 😃
@Dougie_Wood
11 ай бұрын
Hey, I am just launching my channel membership starting from £0.99, and other levels including priority responses to messages, exclusive training courses and a chance for a live chat in a Q&A drop in! 💖 I would really appreciate those that want to contribute to the content creation process with ideas sign up. I thought you would be interested. You can sign up here: kzread.info/dron/bl8QtLtzfnv6jPoc8gPqFQ.htmljoin
@Dougie_Wood
11 ай бұрын
You would benefit from my channel membership, including, exclusive training courses and a chance for a live chat in a Q&A drop in! 💖 More details: kzread.info/dron/bl8QtLtzfnv6jPoc8gPqFQ.htmljoin
Thanks, good overview!
@Dougie_Wood
Жыл бұрын
You are welcome Brendan! 🙏
Great tutorial, the issue I have is that when I set the feature up, a lot of my documents aren't version 1. For example, one is version 224? Is there a way to manually reset all documents to version 1 to start fresh?
@Dougie_Wood
3 ай бұрын
You would need to transition them into a new document library. We offer a pre-built controlled documents system that has version control, review reminders, approval workflows and the ability to track who has confirmed they have read documents all built on SharePoint. If you would like to get a free demo of the product contact us as Www.valto.co.uk/DW
If I had two separate pdfs of a document, Version 1 and Version 2. Is there a way to merge these items within sharepoint?
@Dougie_Wood
4 ай бұрын
You’d have to manually merge them and then re upload as a 3rd doc. There no merge feature in SharePoint
Thanks. I have a case where I want to have a table of contest for multiple word documents in a Sharepoint site. In that table i want to get the version number for the different word documents, as well. Do you have a tips for doing that?
@Dougie_Wood
4 ай бұрын
You used to be able to do them with quick parts but it became very unreliable and possibly unsupported by Microsoft. We have built solutions with Power Automate. If you would be interested in getting a price use this contact page Www.valto.co.uk/dw
Great Video! Wondering what happens to previous versions of documents if I lower the version to say 5 on the library, but the document has 20 versions. Can I assume that versions 6-20 get deleted (recycle bin or permanent)?
@Dougie_Wood
7 ай бұрын
Yes
Hi thanks for tutorial. I am curious. Is Sharepoint Version part of Microsoft 365? I subscribed to Microsoft 365 and it seems to have SharePoint but UI looks very different from the tutorial. It doesn't have library settings and looks very different. Thanks.
@Dougie_Wood
Ай бұрын
@@Ryannz119 yes it is native feature of SharePoint 👍
@Ryannz119
Ай бұрын
@Dougie_Wood Thanks for the prompt reply. So what service do I subscribe to to get the same SharePoint like your tutorial? Could you send me the link to the subscription please? Thanks again
@Dougie_Wood
Ай бұрын
@@Ryannz119 it’s just SharePoint online
@Ryannz119
Ай бұрын
@@Dougie_Wood Thank you again. I think I found out why. After signing up with Microsoft 365, it seems Microsoft needed to do some setting up before the account is fully up and running. That's why nothing was like in the demo yesterday. Now after one night, it said SharePoint on top left corner. Thanks.
Hello do you have any tutorial's on how do add SharePoint version numbers on to Excel documents?
@Dougie_Wood
10 ай бұрын
As in the title, in the document or a version number in the view on SharePoint?
@user-eu9lx6oc1e
10 ай бұрын
@@Dougie_Wood Sorry, I should have typed it better. We are using the SharePoint versioning numbering and it works great, but I am struggle to add the SharePoint version number to a excel cell, this so that we can confirm if someone prints it out its the correct revision. For some reason it doesn't work like word.
@Dougie_Wood
10 ай бұрын
@@user-eu9lx6oc1e you’d be best doing this with a power automate workflow
@pasqualescandurra3254
Ай бұрын
@@user-eu9lx6oc1e hello! I happened to read your comment ... I'm struggling with the word document instead. How have you managed to insert the version info into the body of the word document? I've tried different solutions incuding power automate but without reaching a clear stable solution
My problem is that chaging the amount of versions i want to keep, does not delete the ones i have already; for exemple: my storage is full, i have a massive file in store that has 200 versions of it, how do i make it for it to only have 100? ( i have this problem in many files in many sites )
@Dougie_Wood
9 ай бұрын
Reduce the amount of version allowed on the library
Can you make version comments mandatory ?
@Dougie_Wood
5 ай бұрын
I don’t think you can make it required 👎
how to delete all history version of one folder, you have to select file by file ? it was so painful, have to select each by each file.............. Do you know how to do that?
@Dougie_Wood
5 ай бұрын
You could likely powershell it 👍
@jonnyspbr
5 ай бұрын
@@Dougie_Wood i dont have any idea how to do that with powershell, i have low space here, may you show any video about it?
Hey Dougie - awesome video, but the issue we are having is lots of files in a short time window (less than 30 days) with a decent number of versions (50-100) that are all large in size (200mb-300mbs) that are causing us to go over our storage limit! Automatic doesn't seem to resolve it... my boss is never happy when we receive the daily/weekly email saying we are over our storage limit!!! Any suggestions?
@Dougie_Wood
8 ай бұрын
You can reduce the amount of versions that the library so storing. I would suggest reducing it right down to what you might actually need like 10 for example.
@Ironsteal3
8 ай бұрын
@@Dougie_Woodfor whatever reason our SharePoint limits the number of versions to a minimum of 100 when you use that option! So unfortunately that hasn’t fixed it
@Dougie_Wood
8 ай бұрын
@@Ironsteal3 have you changed it on the library level?
Specifically relating to the number of versions maintained - do you possibly have a workaround or fix for the issue with versions and retention policies? Our retention policies prevent file deletion for x number of years. This, however, results in documents with 200k versions in the history, as the clean-up process cannot delete the old versions when a new one is added (and autosave just compounds the issue)
@Dougie_Wood
5 ай бұрын
You can limit the amount of versions that a library will allow, I would just lower the amount of versions it would allow to something more sensible
@nigelhertz
4 ай бұрын
@@Dougie_Wood Aye, I know that - however as soon as you have retention policies in place, it prevents the auto cleanup / deletion of old versions when the limit is reached. As an example, I have a library where minor versions are disabled, and major versions is set to a maximum of 250. Our retention policies are set to not allow deletion if the document creation date is less than 1 year. That document library has documents in it with > 30k versions in the history list.
Your videos are fantastic Dougie but ask the boss for a good microphone and they'll be even better and you won't sound like you're in a biscuit tin 🙂
@Dougie_Wood
Жыл бұрын
Thank you for your kind words, I will have a word with myself about the mic 😉
@Dougie_Wood
11 ай бұрын
Hey, I am just launching my channel membership, including priority responses to messages, exclusive training courses and a chance for a live chat in a Q&A drop in! 💖 I would really appreciate those that want to contribute to the content creation process with ideas sign up. I thought you would be interested. You can sign up here: kzread.info/dron/bl8QtLtzfnv6jPoc8gPqFQ.htmljoin
@Dougie_Wood
11 ай бұрын
You would benefit from my channel membership, including, exclusive training courses and a chance for a live chat in a Q&A drop in! 💖 More details: kzread.info/dron/bl8QtLtzfnv6jPoc8gPqFQ.htmljoin