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OneDrive: Managing Versioning

If you’re working on a document, such as a report or official minutes, with a large number of collaborators or editors, or you want to be able to track what changes were made to a document when and by whom, you may want to consider using OneDrive’s versioning functionality. OneDrive keeps track of versions automatically, keeping you from having to clutter your hard drive or departmental servers with versions of files including names such as “ReportFinalBHaddsV3Final.docx”.

Versioning1From the OneDrive Home Page: Go to “Library” tab, then click “Library Settings”.

 

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Once in the Library Settings Pages, Select “Versioning settings”.

 

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Under Document Version History, Choose one of the “Create versions” settings (I prefer “Create Major and Minor Versions”). Major versions are intended to indicate documents to be shared with others.

 

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(Optional) Set “Require Checkout” to “Yes” to lock files being edited (mostly useful for shared documents. “Checked out” files can’t be edited by others until the document is “Checked in” again.)

 

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To view past versions list: Click on the “dots” next to a file, then click “Version History”.

 

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To view past versions: Click on the date next to version number.

Comments are not added by default; if you have turned on “Require Checkout” you will be prompted when checking the file back in to add a comment indicating the nature of your changes.

 

 

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If you are unhappy with a version’s changes, you can click on the date, then click “restore” in the drop-down menu to make the draft number of choice the most current version of the document.