SharePoint (Modern Sites) - Use version history Video

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
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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
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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
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to that version. It will still be
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the same document as in the same file.
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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
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that version by clicking on the
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three ellipses and then load.
00:01:41
The version history is not something
00:01:43
you have to activate as a user.
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It is already by default available
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to all of you out-of-the-box.
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And remember, this is available in Word,
00:01:55
Excel and Microsoft PowerPoint.

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