Enable and configure versioning for a list or library
Applies To
SharePoint Server 2016 SharePoint in Microsoft 365 Microsoft Lists SharePoint in Microsoft 365 Small Business SharePoint operated by 21VianetYou can track and manage information over time with versioning in lists and libraries, as well as view and recover previous versions from the item's history.
When enabled, new versions are added to an item's history after changes are saved. The number of versions stored and the visibility of draft or minor versions can be modified for each list and library.
Enable and configure versioning in a list or library
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Open the list or library that you want to enable versioning.
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Select Settings
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On the Settings page, select Versioning settings.
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From the Version settings page, you have the following settings available:
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For a Document library:
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Require content approval for submitted items.
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Create a version each time you edit a file in this document library using either major versions only, or major and minor versions.
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Limit the number of versions and drafts to retain.
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Set who can see draft items.
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Require documents to be checked before they can be edited.
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For a List:
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Require content approval for submitted items.
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Create a version each time you edit an item in the list.
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Limit the number of versions and drafts to retain.
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Set who can see draft items in the list.
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Select OK.
To view, restore, or delete an earlier version in a list or library
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Open the list or library with the item or document that you want to view history.
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Next to the item for which you want to view history, select the ... (ellipses).
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Select Version history.
If you don't see Version history, select More, and then select Version history.
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In the Version history dialog, hover your mouse over the date link on an earlier version, and to show the menu, select the down arrow.
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In the menu, you can do the following.
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View the current document. A dialog box appears where you can restore or delete a previous version, as well as see the current approval status. You can also edit the current version from this dialog box.
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Restore the document. A dialog box appears prompting if you want to make it the currently approved document. It will add it as a new version.
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Delete the document. A dialog box appears prompting if you're sure you want to send the item to the Recycle Bin.
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Reject this version. Only appears on approved documents, rather than Delete.
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When you're done, in the upper right corner, select X.
Enable and configure versioning in a SharePoint 2016 list or library
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Go to the library or list for which you want to enable versioning.
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On the ribbon, select Library or List.
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In the Settings group, select Library Settings or List Settings.
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On the Settings page, select Versioning Settings.
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In the Version Settings page, the following settings are available:
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For a Document library
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Require content approval for submitted items.
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Create a version each time you edit a file in this document library, either major versions only, or major and minor versions.
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Limit the number of versions and drafts to retain.
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Set who can see draft items.
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Require documents to be checked before they can be edited.
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For a List
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Require content approval for submitted items.
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Create a version each time you edit an item in the list.
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Limit the number of versions and drafts to retain.
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Set who can see draft items in the list.
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Select OK.
To disable versioning in a SharePoint 2016 list or library
Do the same steps for enabling, but on the Version Settings page, select No versioning. For Require content approval, you can also select No.
To view, restore, or delete an earlier version
To restore an earlier version of a document, follow these steps.
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Go to the list or library with the item or document for which you want to view history.
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On the ribbon, select Files, or select Items. If there isn't a ribbon, next to the item for which you want to view history, select the ... (ellipses).
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Select Version History.
If you don't see Version History, in the dialog, select the ... (ellipses), and then select Version History.
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In the Version History dialog, hover your mouse over the date link on an earlier version, and to show the menu, select the down arrow.
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In the menu, you can do the following.
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View the current document. A dialog appears where you can edit, restore, or delete, as well as see the current approval status.
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Restore the document. A dialog appears prompting if you want to make it the currently approved document. It will add it as a new version.
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Delete the document. A dialog appears prompting if you're sure you want to send the item to the Recycle Bin.
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Reject this version. Only appears on approved documents, rather than Delete.
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When you're done, click the X in the upper right corner.
Other settings that affect versioning
You can configure other settings that affect versioning. In lists and libraries, you can require content to be approved. In libraries, you can require files to be checked out.
For info about these settings and more, see How does versioning work in a list or library?
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