How to use version control in SharePoint
When
versions are tracked for items, revisions to the files and their properties are
stored. This enables you to better manage content and, if need be, restore an
item to a previous version. Versioning is available for all file types that can
be stored in libraries.
Creating
new versions of a document happens behind the scenes, whilst you edit and save
your changes to a document.
1) Creating new versions
i) When checking
documents out
Checking
out files makes the most of versioning. When you check out a file, a version is
created only when you check the file back in, so that you can specifically
designate when a version is created.
When
check out is required, you cannot add a file, change a file, or change the
file's properties without first checking out the file. When you check in the
file, you are prompted to provide comments about the changes that you made,
which help to create a more meaningful version history.
ii) When not
checking documents out
When
check out is not required, a version is created when you first save a file, and
then this version is updated when you close it.
If
you open and save the file again, another version is created. Depending on the
situation, you might not intend for multiple versions to be created. For
example, if you have to close a file to attend a meeting, before you finish
making changes to the file. See below for how to delete unnecessary versions.
2) Working with major and minor versions
Our
document libraries track both major and minor versions of documents.
A
major version is more likely to represent a milestone in the file's
development, such as when a file is submitted for review, or distributed to
others. A minor version is typically used as a routine increment, such as a
version that you save or check in while you are still writing the content, or a
version in which you correct some minor errors.
When
you want to view the version history of a file, the major versions may help you
to identify the stages of the file's development and make the history easier to
browse through.
3) Version numbering
Versions
are numbered as you create, upload and edit documents.
When
you track major and minor versions, the major versions are whole numbers (published),
and the minor versions are decimals (draft).
For
example, 0.1 is the first minor version of a file, 1.3 is the third minor
version of a file that was published once, and 2.0 is the second major version
of a published file.
4) Viewing version history
i) Navigate to the correct library and file
ii) Click on the document ellipsis (…)
iii) Click on the
second ellipsis in the dialog box and choose ‘Version History’
iv) You can view,
restore and delete versions from this dialog box:
