Introduction
Versioning allows updates, restoring and tracking of the items in a list or in a library when they are changed.
Note: in order to enable versioning, one needs the permission to design on the specific library/list.
Uses of Versioning: Why should you enable versioning?
· View a previous version – the ability to view a previous version of the item in order to refer to guidelines or to check from which version one is going to restore from. This view has nothing to do with the overwriting of the current version.
· Load a previous version and store it as the current version – it is considered as easy to restore the current version with an older version. The current version which was replaced will become part of the version history so as to have the possibility to return to it. Reasons for this ability are: making mistakes on the current version or to restore an item which was deleted.
· Record a version history – versioning, lets everyone know when an item was modified and by who. Version history keeps track of all the changes done in the properties and also saves the comments that users include with their version update.
Libraries are designed to take care of:
· Major versions, usually used when a user adds a large amount of data to a file example a chapter or a section
· Minor versions, which is mostly used when a user changes formats or spelling mistakes.
Major and Minor versions
According to what is best to one’s company, the library has two settings regarding versioning. One creates only major versions, and the other has the ability to create both major and minor versions, according to what is needed by the user.
When choosing the feature of having both major and minor versioning, by default the minor version is chosen. For a major version to happen, the user must click on the document in the library and choose check in. From the available list of versions he/she should choose major version (publish).
SharePoint by default has 511 minor versions (known as draft) per major version. However the owner or administrator may change the number of minor versions per major version.
Note: You can let users see your minor versions only if you give them permission. This is because minor versions are saved as drafts. In order for every user to view the item/file, one has to publish it, i.e. perform a major version.
The drawback of versioning is that it is only found in document libraries (minor and major versions) and lists (major versions only).
The following is an example which describes versioning:
· Document with version 1.0 is a public version, everyone can see. Once a document is created or uploaded, it is automatically published for everyone to see.
· Document is checked out for editing, version 1.1 is created. This can only be seen by editor(s) (version 1.0 is still visible for readers).
· Document is checked in, version 1.2 (minor version).
· Document is published; version 2.0 is created – due to a major version, visible for everyone.
Versioning and Checking Out
A version is created when a file is checked back in. when a file is checked in, it is very important to leave comments about the changes done. If this is not done properly, the version history will be worthless.
Restoring and/or Deleting Version History
If version history is enabled in a list or library, one can either restore or delete its history.
How to delete a previous version
1. Click on the item/file
2. Choose Version History
3. Go on the version you want to delete and click on it
4. Choose Delete
5. Click OK
How to delete all versions
1. Click on the item/file
2. Choose Version History
3. Click on Delete all versions
How to delete all minor versions
1. Click on the item/file
2. Choose Version History
3. Click on Delete minor versions
How to restore a previous version
1. Click on the item/file
2. Choose Version History
3. Go on the version you want to restore on and click on it
4. Choose Restore
5. Click OK
Reference to this website to confirm and enhance my blog was done:
http://office.microsoft.com/en-us/sharepointtechnology/HA100215761033.aspx