Introduction

Version history in SharePoint is a powerful feature that allows users to track changes to documents and list items over time. It helps maintain document integrity, provides audit trails, and allows recovery of previous versions in case of errors or unwanted edits. This guide provides a step-by-step walkthrough on how to view version history and restore previous versions of files or list items in SharePoint.

Requirements

• Access to a SharePoint site with permissions to view and edit documents or list items.
• Files or list items stored in a SharePoint Document Library or List with versioning enabled.
• A modern browser (e.g., Microsoft Edge, Google Chrome, or Firefox).

Step-by-Step Instructions

A. Viewing Version History of a Document

• Navigate to Your Document Library
  Go to the SharePoint site and open the document library where your file is stored.
• Locate the Document
  Find the document for which you want to view the version history.
• Open the Context Menu
  Click the three dots (⋯) next to the document name or select the document and click the “i” (Information) icon in the top-right corner.
• Select “Version History”
  From the menu, click “Version history”. A new pane or window will appear, listing all previous versions with details like modified date, modified by, and comments (if any).

B. Restoring a Previous Version of a Document

• Access Version History
  Follow steps 1–4 above to access the version history of your document.
• Choose the Version to Restore
  In the version history list, find the version you want to restore.
• Click the Drop-down Arrow (⋮)
  Click the drop-down arrow next to the version, then choose “Restore”.
• Confirm the Restore
  SharePoint will ask you to confirm the restoration. Click “OK”.
  The selected version will now become the current version while preserving the previous version in history.

C. Viewing and Restoring List Item Versions

• Navigate to the List
  Go to the SharePoint site and open the list that contains the item.
• Open the Item’s Menu
  Click the three dots (⋯) next to the item title or open the item's detail pane.
• Click “Version History”
  Select “Version History” from the menu to view past changes.
• Restore the Desired Version
  Click the drop-down next to the version you want to restore and select “Restore”, then confirm.

Tips and Best Practices

• Enable Versioning: Ensure versioning is enabled in the library or list settings for tracking changes.
• Add Comments: When checking in documents, add meaningful comments to help identify version changes.
• Monitor Storage: Older versions can consume storage; set limits or cleanup policies if needed.
• Train Your Team: Educate users on using version history to reduce accidental data loss.

Additional Resources

• Microsoft Official Guide: Enable and configure versioning for a list or library
• Recover previous versions of documents in OneDrive and SharePoint