Version History Explained
When you edit a document using autosave, Microsoft 365 keeps a record of every major change you make. These records form the Version History, allowing you to review or restore earlier versions of a file.
Why Is Version History Important?
- Undo Mistakes: If you accidentally delete something important or make edits you no longer want, you can recover an older version.
- Track Changes Over Time: When collaborating with others, you can view who made changes and when they occurred.
- Restore Deleted Content: Easily bring back information that was removed in a different version.
How to Use Version History
-
Access Version History in Teams, OneDrive, or SharePoint
- Locate the file in Microsoft Teams, OneDrive, or SharePoint.
- Right-click the file (or select the three dots beside it) and choose Version History.
- A list of previous versions will appear, showing the time and date of each version, along with the name of the editor.
-
View and Restore a Version
- Click on a version to view it in detail.
- If it’s the version you want, click Restore to replace the current file with this version. Don’t worry - the current version is still saved in Version History in case you change your mind.
How to Create a New Version of a Document (for example, updating a spreadsheet with new data)
When working on a document with autosave enabled, all your changes are saved in the same version in real-time. To create a distinct new version of a file, we suggest going through the below steps as soon as you open the document:
- Go to File -> Save As -> Save a Copy, then choose a new file name or location.
- This creates a separate version, allowing you to work on it independently from the original.
Alternatively, you can create a copy of the document before opening it:
- Right click on the file, and select Copy to
- Choose where you want the copy file (it can be the same location) and select Copy here
- Microsoft 365 will then generate the copy which can take a few seconds. There will be a number at the end of the filename to denote a new version (e.g. MyFile1.docx)
