Applies ToSharePoint Server Subscription Edition SharePoint Server 2019 SharePoint Server 2016 SharePoint in Microsoft 365

When versioning is enabled in your list or library, you can store, track, and restore items in a list and files in a library whenever they change. Libraries can track both major versions, such as those in which a new section was added to a document, and minor versions, such as those in which a spelling error was corrected. Lists can track only major versions. For more information on versioning, see How versioning works in lists and libraries.

Note: Versioning is on by default in SharePoint libraries, and off by default in SharePoint lists. For more information on setting up versioning, see Enable and configure versioning for a list or library.

 

  1. Open the list or library from the Quick Launch bar.

    If the name of your list or library does not appear, click Site contents or See all, and then click the name of your list or library.

  2. Right click on the space between the item or document name and date, and then click Version history from the menu. You might need to scroll the menu to see Version history.

    If you don't see Version history, click the ellipsis (...) in the dialog box and then click Version history.

    You'll see a list of versions of the file.

    Version History dialog box with 3 versions.
  3. In the Version history dialog box, hover next to the version you want view and click the down arrow on the right side to get a list of options.

    Version history options (view, restore, delete)

    Click View.

    Note: For all document versions except the latest, you'll see View, Restore, and Delete. For the latest version, you'll only see View and Restore.

  4. The Version history dialog box opens with various actions you can select.

    The actions available vary with version and with attributes that are set up by the administrator or owner.

    The choices change based on whether you selected the latest file, or an earlier version.

    The Version history window for the most recent version of the file includes actions to manage, notify, check out, or create a workflow.

    Version history dialog for a given file.

    The view of the version history for a previous version of a file shows the option to restore or delete that version.

    The Version history dialog showing the delete option.

Versioning is on by default in SharePoint libraries, and off by default in SharePoint lists. Versioning needs to be turned on to see the version-history option on menus or in ribbons. To turn on version history, see Enable and configure versioning for a list or library.

When you set up versioning, you set a maximum number of versions to save. When the maximum number of versions are saved, SharePoint deletes the oldest to accommodate newer versions. You can set SharePoint to save more versions, up to the system limit. For more information, see How versioning works in lists and libraries.

Yes, you can view previous versions in Office desktop apps. For more information, see Restore a previous version of a file stored in OneDrive.

Additional help and resources

Here are some links for more information on versioning and related topics:

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