How to Find Version History in SharePoint? Step By Step

Overview: Do you want to know how to find version history in SharePoint? If yes, then you have reached the right article. Here you will find what are the benefits of checking the version history of files in SharePoint and how you can keep track of it.

Have you ever wanted to track the changes in SharePoint documents? Well, it is possible with the SharePoint version history option. This impeccable feature allows you to track the changes, revert to previous versions, and also understand the evolution of your files. Version history provides complete information regarding the changes.

It shows you the details of the user who has performed the changes, when the changes were made, and what modifications were implemented.

In this guide, we will explore the process of how to see the history of files in SharePoint. So, let’s dive in and discover how this feature benefits SharePoint users and how to use it.

Benefits of Version History in SharePoint

There are ample benefits to using the SharePoint version history feature. Below are some of the common ones that you can use.

• Version history allows you to restore your data even if it is deleted or modified by someone else.
• You can track the changes in the SharePoint files and also find out the user behind the changes.
• When multiple users are working on the same project, then by using the version history option. You can find out the real user who has made the changes and resolve the conflict.
• It is also used to audit SharePoint site to meet the compliance requirements of the organizations.

Version History is Created When?

Version history is created for many reasons. There are different situations in which the Version history of the file is updated and these are.

• A file is created or uploaded.
• The properties of a file are changed.
• While Microsoft 365 document is opened (Word, PPT, Excel, etc.)
• When a new user opens the document.

How to Find Version History in SharePoint?

Follow the below steps sequentially to find the version history of the files in SharePoint.

Step 1. Login to Your SharePoint Account
The initial step is to log in to your SharePoint Admin Center with the right credentials.

Step 2. Locate the File
After successfully logging in to your SharePoint account, Now, it’s time to find the file whose version history you want to check. Go to the Document library and then search for the file.

Step 3. Check Version History
After locating the file, press right-click on the File(alternatively, you can click on the ellipsis(…) and choose Version History) and choose the Version History option from the drop-down.

Step 4. Analyze the Version History
Now in the opened window, you can analyze the evolution of the file.

If you want to restore the previous version, then you can choose the vertical ellipsis next to the desired version, Open File, and hit the Restore option.

How to View Version History Through File Explorer?

If you have synced your document library via OneDrive sync. Then you can also use the below steps to check the file’s version history. And, you do not need to know how to find version history in SharePoint.

1. Open the File Explorer.
2. Go to the Folder where the file is stored.
3. Locate the file for whom you want to check the version history.
4. Now, press right-click on the File and select the Version History option.

How to See Version History of File Using Office 365 Online Applications?

You can also use the supportive Microsoft 365 apps to view the version history. For instance,
If you are working in Excel on a file and want to know its previous versions, then you can

1. Click on the File option.
2. Now, choose the Info option.
3. Click on the Version history.

What is the Different Information Available in the Version History?

The version history holds multiple details such as

• Date and time, when the changes were updated to the file.
• Name of the user who has modified the file.
• Size of the file.
• Comments, if the user adds the comments, then you can also track them.

How to bulk Delete Version History in SharePoint?

If you want to delete the version history, then you can also do so by executing the below PowerShell command.

$URLofSite = "entere here"
$ProvideFileRelativePath = "provide here"

Connect-PnPOnline -Url $URLofSite -Interactive

Remove-PnPFileVersion -Url $ProvideFileRelativePath -All -Force

If you want to delete the single version of the file, then open the version history of the file. After that hover over the version that you want to delete. Click the arrow beside it and choose the Delete option from the drop-down.

Understanding Version History Settings

You can manage the version history by applying the below settings.

• Major and minor versions: SharePoint’s major and minor version works differently. The major versions store the significant changes to the document while the minor version captures the smaller edits or updates to the files.
• Number of versions to retain: You can also set the limit to the number of versions stored for a document. It will help to manage the storage space in your SharePoint account.
  After knowing how to find version history in SharePoint, it’s time to discuss the troubleshooting issues of SharePoint.

Troubleshooting Version History Issues

While SharePoint version history is generally reliable, you may encounter occasional issues. Here are some common troubleshooting tips:

• Check versioning settings: Go through the version settings for the document library where the file is located.
• Verify permissions: Ensure you have the required permissions to view and manage version history.
• Check storage quota: Check storage space in SharePoint and limit the number of versions of the files to maintain the storage quota for your SharePoint site.
• Contact your SharePoint administrator: If you’re still experiencing issues with the SharePoint version history, reach out to your SharePoint administrator for assistance.

What if your organization has decided to merge with another organization or rebrand itself? In this situation, you need to perform the migration. Then what will you do next? Don’t fret, there is a Most Reliable SharePoint Migration Tool.

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Through this tool, you can copy document library from one site to another with the below steps:-

• Step 1. Download, Install, and Run the tool.
• Step 2. Finalize Office365 as the Source & Destination.
• Step 3. Choose the Sites option.
• Step 4. Add the details of both accounts.
• Step 5. Fetch Users and Start Migration.

Final Words

In this article, we have elaborated on how to find version history in SharePoint. We explained why SharePoint version history is a valuable feature for document management. Now you can easily view the history of SharePoint files, track changes, and restore them whenever required. Also, do not forget to apply the version history settings to make the most of it.