SharePoint (Modern Sites) - Use version history Tutorial

Discover how to use version history in SharePoint to avoid losing important documents. Learn how to track changes, revert to previous versions, and collaborate more effectively with your team.

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Objectifs :

Understand how to utilize version history in Microsoft 365 applications to recover lost documents.

Chapitres :

  1. Introduction to Document Recovery
    In this section, we will explore a common scenario faced by users of Microsoft 365 applications, particularly when working collaboratively on documents. The focus will be on how to recover a document that has been accidentally altered or deleted.
  2. The Scenario
    The video begins with a situation where a team is working on a contract agreement. Amory, a new user of Microsoft 365, inadvertently deletes the entire document without realizing it. When Stephen returns to the SharePoint library to continue working on the document, he finds it completely blank. This situation raises the question: how can Stephen recover the lost content?
  3. Using Version History
    To recover the lost document, Stephen can utilize the version history feature available in Microsoft 365 applications such as Excel, PowerPoint, and Word. Here’s how to do it: - Navigate to the top left of your screen. - Click on the name of your document. - Select 'Version History' from the dropdown menu. This feature allows users to access several automatically saved versions of the document.
  4. Restoring Previous Versions
    Once in the version history, Stephen can see the modifications made to the document. For instance, he can identify that Amory modified the document 15 minutes prior and deleted all content. To restore the document to its previous state, Stephen can simply select that version. It is important to note that restoring a version does not create a copy; it saves the document in the same library, maintaining the same file.
  5. Saving a Copy or Downloading
    If Stephen wishes to keep a copy of the previous version, he can do so by: - Left-clicking on 'Save a Copy'. - Alternatively, he can download that version by clicking on the three ellipses and selecting 'Download'. This flexibility allows users to manage their documents effectively.
  6. Availability of Version History
    The version history feature is automatically available to all users without the need for activation. This functionality is built into Microsoft 365 applications, including Word, Excel, and PowerPoint, ensuring that users can easily recover their work.
  7. Conclusion
    In summary, the version history feature in Microsoft 365 is a powerful tool that allows users to recover lost or altered documents efficiently. By following the steps outlined, users can navigate through previous versions of their work, restore important content, and maintain productivity even after accidental deletions.

FAQ :

What should I do if I accidentally delete a document in Microsoft 365?

If you accidentally delete a document, you can use the version history feature to restore a previous version of the document. Simply click on the document name at the top left of your screen and select 'Version History' to access saved versions.

Is version history available for all Microsoft 365 applications?

Yes, version history is available by default in Microsoft 365 applications such as Word, Excel, and PowerPoint, allowing users to recover previous versions of their documents.

How can I save a copy of a previous version of my document?

To save a copy of a previous version, access the version history, select the desired version, and then choose 'Save a Copy' to create a separate copy of that version.

Do I need to activate version history in Microsoft 365?

No, version history is automatically available to all users in Microsoft 365 applications without the need for activation.

What happens if I restore a previous version of a document?

Restoring a previous version of a document will revert the document to that specific version, and it will be saved in the same library without creating a duplicate.

Quelques cas d'usages :

Recovering Lost Work in a Team Project

In a collaborative project, if a team member accidentally deletes important content from a shared document, other team members can use the version history feature to restore the document to its last saved state, ensuring that no critical information is lost.

Tracking Changes in Document Revisions

When working on a proposal, users can utilize version history to track changes made by different team members over time. This allows for better collaboration and understanding of how the document has evolved.

Creating Backups of Important Documents

Users can regularly check the version history of their documents to create backups of important versions. This practice can help in maintaining a record of significant changes and decisions made during the document's lifecycle.

Managing Document Updates in a Corporate Environment

In a corporate setting, managers can use version history to review updates made to policy documents or reports, ensuring that all changes are tracked and approved before finalizing the document.

Training New Employees on Document Management

During onboarding, new employees can be trained on how to use version history in Microsoft 365 applications. This knowledge will empower them to manage documents effectively and recover lost work independently.

Glossaire :

Microsoft 365

A cloud-based suite of productivity applications and services that includes tools like Word, Excel, PowerPoint, and SharePoint, designed to enhance collaboration and productivity.

SharePoint

A web-based platform that integrates with Microsoft 365, used for document management, storage, and collaboration within organizations.

Version History

A feature in Microsoft 365 applications that automatically saves multiple versions of a document, allowing users to view and restore previous versions if needed.

Document Restoration

The process of reverting a document to a previous version using the version history feature, which helps recover lost or deleted content.

Desktop App

The installed version of Microsoft 365 applications (like Word, Excel, and PowerPoint) that runs on a user's computer, as opposed to the online versions.

résultat(s)
00:00:00
My colleagues and I have been
00:00:02
working on a contract agreement
00:00:05
and as you can see right here,
00:00:08
Amory is right now updating it.
00:00:10
Amory is new to Microsoft 365
00:00:12
and by sheer mistakes simply ends
00:00:15
up deleting the whole documents.
00:00:17
He doesn't even realize it and
00:00:20
simply closes that document.
00:00:22
Once Stephen though gets back to
00:00:24
the SharePoint library and decides
00:00:26
to work on said document, well,
00:00:29
everything is saved automatically.
00:00:31
And Stephen ends up with a blank document.
00:00:34
What can he do to save the situation?
00:00:37
You can simply go to the top left of
00:00:40
your screen and this works whether
00:00:43
you are on Excel, PowerPoint,
00:00:45
Word Online or the desktop app.
00:00:47
You simply have to click on the
00:00:50
name of your document
00:00:52
and use the version history. You have
00:00:56
access to several versions of your document.
00:00:59
These versions are being saved automatically.
00:01:03
Right here we can see that 15 minutes ago
00:01:06
Amory modified the document and we can
00:01:08
also see the specific changes he made.
00:01:11
And of course the changes
00:01:13
are he deleted everything we
00:01:14
can choose to restore our document
00:01:16
to that version. It will still be
00:01:19
the same document as in the same file.
00:01:21
It will not create a copy,
00:01:23
it will be saved in the same library.
00:01:27
If you want though to save a copy,
00:01:29
simply left click save a copy.
00:01:33
You could also decide to download
00:01:35
that version by clicking on the
00:01:38
three ellipses and then load.
00:01:41
The version history is not something
00:01:43
you have to activate as a user.
00:01:46
It is already by default available
00:01:49
to all of you out-of-the-box.
00:01:51
And remember, this is available in Word,
00:01:55
Excel and Microsoft PowerPoint.

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résultat(s)
00:00:00
Os meus colegas e eu fomos
00:00:02
trabalhar num acordo de contrato
00:00:05
e como podem ver aqui,
00:00:08
O Amory está a actualizá-lo neste momento.
00:00:10
Amory é novidade no Microsoft 365
00:00:12
e por simples erros simplesmente acaba
00:00:15
suprimir todos os documentos.
00:00:17
Ele nem percebe e
00:00:20
simplesmente encerra esse documento.
00:00:22
Uma vez que Stephen volta a
00:00:24
a biblioteca do SharePoint e decide
00:00:26
trabalhar no referido documento, bem,
00:00:29
tudo é guardado automaticamente.
00:00:31
E o Stephen acaba por ficar com um documento em branco.
00:00:34
O que pode ele fazer para salvar a situação?
00:00:37
Pode simplesmente ir para o canto superior esquerdo de
00:00:40
o seu ecrã e isto funciona se
00:00:43
está no Excel, PowerPoint,
00:00:45
Word Online ou a aplicação desktop.
00:00:47
Basta clicar no
00:00:50
nome do seu documento
00:00:52
e utilizar o histórico de versões. Você tem
00:00:56
acesso a várias versões do seu documento.
00:00:59
Estas versões estão a ser guardadas automaticamente.
00:01:03
Aqui podemos ver isso há 15 minutos
00:01:06
Amory modificou o documento e podemos
00:01:08
veja também as alterações específicas que fez.
00:01:11
E, claro, as mudanças
00:01:13
será que ele apagou tudo o que nós
00:01:14
pode optar por restaurar o nosso documento
00:01:16
para essa versão. Ainda será
00:01:19
o mesmo documento que no mesmo ficheiro.
00:01:21
Não criará uma cópia,
00:01:23
será guardado na mesma biblioteca.
00:01:27
Se, no entanto, pretender guardar uma cópia,
00:01:29
basta clicar com o botão esquerdo para salvar uma cópia.
00:01:33
Também pode decidir fazer o download
00:01:35
essa versão clicando no
00:01:38
três elipses e depois carregar.
00:01:41
O histórico de versões não é algo
00:01:43
tem de activar como utilizador.
00:01:46
Já está disponível por predefinição
00:01:49
a todos vocês fora da caixa.
00:01:51
E lembrem-se, isto está disponível no Word,
00:01:55
Excel e Microsoft PowerPoint.

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résultat(s)
00:00:00
Io e i miei colleghi siamo stati
00:00:02
lavorando su un accordo contrattuale
00:00:05
e come puoi vedere qui,
00:00:08
Amory lo sta aggiornando in questo momento.
00:00:10
Amory è nuovo su Microsoft 365
00:00:12
e per semplici errori finisce semplicemente
00:00:15
eliminando tutti i documenti.
00:00:17
Non se ne rende nemmeno conto e
00:00:20
chiude semplicemente quel documento.
00:00:22
Una volta però Stephen torna a
00:00:24
la libreria di SharePoint e decide
00:00:26
per lavorare su detto documento, beh,
00:00:29
tutto viene salvato automaticamente.
00:00:31
E Stephen finisce con un documento vuoto.
00:00:34
Cosa può fare per salvare la situazione?
00:00:37
Puoi semplicemente andare in alto a sinistra di
00:00:40
il tuo schermo e questo funziona se
00:00:43
sei su Excel, PowerPoint,
00:00:45
Word Online o l'app desktop.
00:00:47
Devi semplicemente fare clic su
00:00:50
nome del tuo documento
00:00:52
e usa la cronologia delle versioni. Tu hai
00:00:56
accesso a diverse versioni del documento.
00:00:59
Queste versioni vengono salvate automaticamente.
00:01:03
Qui possiamo vederlo 15 minuti fa
00:01:06
Amory ha modificato il documento e possiamo
00:01:08
vedi anche le modifiche specifiche che ha apportato.
00:01:11
E ovviamente le modifiche
00:01:13
ha cancellato tutto ciò che abbiamo
00:01:14
può scegliere di ripristinare il nostro documento
00:01:16
a quella versione. Lo sarà ancora
00:01:19
lo stesso documento dello stesso file.
00:01:21
Non ne creerà una copia,
00:01:23
verrà salvato nella stessa libreria.
00:01:27
Se vuoi però salvarne una copia,
00:01:29
è sufficiente fare clic con il pulsante sinistro del mouse per salvare una copia.
00:01:33
Potresti anche decidere di scaricare
00:01:35
quella versione facendo clic su
00:01:38
tre ellissi e poi carica.
00:01:41
La cronologia delle versioni non è qualcosa
00:01:43
devi attivarlo come utente.
00:01:46
È già disponibile per impostazione predefinita
00:01:49
a tutti voi immediatamente.
00:01:51
E ricordate, questo è disponibile in Word,
00:01:55
Excel e Microsoft PowerPoint.

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résultat(s)
00:00:00
Я и мои коллеги были
00:00:02
работаю над контрактным соглашением
00:00:05
и, как вы можете видеть здесь,
00:00:08
Эмори сейчас обновляет его.
00:00:10
Эмори новичок в Microsoft 365
00:00:12
и простыми ошибками просто заканчивается
00:00:15
удаляя все документы.
00:00:17
Он даже не осознает этого и
00:00:20
просто закрывает этот документ.
00:00:22
Но однажды Стивен возвращается к
00:00:24
библиотека SharePoint и решает
00:00:26
что ж, поработать над указанным документом
00:00:29
все сохраняется автоматически.
00:00:31
И в итоге Стивен получает пустой документ.
00:00:34
Что он может сделать, чтобы спасти ситуацию?
00:00:37
Вы можете просто перейти в верхний левый угол
00:00:40
ваш экран, и это работает, если
00:00:43
вы находитесь в Excel, PowerPoint,
00:00:45
Word Online или настольное приложение.
00:00:47
Вам просто нужно нажать на
00:00:50
название вашего документа
00:00:52
и используйте историю версий. У вас есть
00:00:56
доступ к нескольким версиям документа.
00:00:59
Эти версии сохраняются автоматически.
00:01:03
Прямо здесь мы видим это 15 минут назад
00:01:06
Эмори изменила документ, и мы можем
00:01:08
также ознакомьтесь с конкретными изменениями, которые он внес.
00:01:11
И, конечно же, изменения
00:01:13
Он удалил все, что мы
00:01:14
можем восстановить наш документ
00:01:16
к этой версии. Она все равно будет
00:01:19
тот же документ, что и в том же файле.
00:01:21
Копия не будет создана,
00:01:23
она будет сохранена в той же библиотеке.
00:01:27
Но если вы хотите сохранить копию,
00:01:29
просто нажмите левой кнопкой мыши и сохраните копию.
00:01:33
Вы также можете решить загрузить
00:01:35
эту версию, нажав на
00:01:38
три эллипса, а затем загрузите.
00:01:41
История версий — это не что-то
00:01:43
вы должны активироваться как пользователь.
00:01:46
Он уже доступен по умолчанию
00:01:49
для всех вас «из коробки».
00:01:51
И помните, это доступно в Word,
00:01:55
Excel и Microsoft PowerPoint.

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résultat(s)
00:00:00
Mis colegas y yo hemos estado
00:00:02
trabajando en un acuerdo contractual
00:00:05
y como puedes ver aquí,
00:00:08
Amory lo está actualizando ahora mismo.
00:00:10
Amory es nuevo en Microsoft 365
00:00:12
y por puro error simplemente termina
00:00:15
borrando todos los documentos.
00:00:17
Ni siquiera se da cuenta y
00:00:20
simplemente cierra ese documento.
00:00:22
Sin embargo, una vez que Stephen regrese a
00:00:24
la biblioteca de SharePoint y decide
00:00:26
para trabajar en dicho documento, bueno,
00:00:29
todo se guarda automáticamente.
00:00:31
Y Stephen termina con un documento en blanco.
00:00:34
¿Qué puede hacer para salvar la situación?
00:00:37
Simplemente puedes ir a la esquina superior izquierda de
00:00:40
tu pantalla y esto funciona si
00:00:43
estás en Excel, PowerPoint,
00:00:45
Word Online o la aplicación de escritorio.
00:00:47
Simplemente tienes que hacer clic en el
00:00:50
nombre de su documento
00:00:52
y usa el historial de versiones. Tienes
00:00:56
acceso a varias versiones de su documento.
00:00:59
Estas versiones se guardan automáticamente.
00:01:03
Aquí podemos ver eso hace 15 minutos
00:01:06
Amory modificó el documento y podemos
00:01:08
Vea también los cambios específicos que hizo.
00:01:11
Y, por supuesto, los cambios
00:01:13
¿Ha borrado todo lo que hemos
00:01:14
puede optar por restaurar nuestro documento
00:01:16
a esa versión. Lo seguirá siendo
00:01:19
el mismo documento que en el mismo archivo.
00:01:21
No creará una copia,
00:01:23
se guardará en la misma biblioteca.
00:01:27
Sin embargo, si quieres guardar una copia,
00:01:29
simplemente haga clic con el botón izquierdo para guardar una copia.
00:01:33
También puedes decidir descargar
00:01:35
esa versión haciendo clic en el
00:01:38
tres puntos suspensivos y, a continuación, cargar.
00:01:41
El historial de versiones no es algo
00:01:43
tienes que activarte como usuario.
00:01:46
Ya está disponible por defecto
00:01:49
para todos vosotros de forma inmediata.
00:01:51
Y recuerda que está disponible en Word,
00:01:55
Excel y Microsoft PowerPoint.

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