Enable and configure versioning for a list or library

What Is Versioning?

Versioning allows you to track, store, and restore changes made to items in lists and documents in libraries. It supports both major versions (e.g., 1.0, 2.0) and minor versions (e.g., 1.1, 1.2) depending on configuration.

How to Enable Versioning

For Modern SharePoint Sites:

1. Open the list or library.
2. Click the Settings gear icon > List Settings or Library Settings.
3. Select Versioning Settings.
4. Configure the following options:
   • Require content approval for submitted items.
   • Create versions: Choose between major only or major and minor.
   • Limit number of versions to retain.
   • Set who can see draft items.
   • Require check-out before editing (optional).
5. Click OK to save.

In SharePoint Online, versioning is enabled by default for libraries and stores up to 500 versions.

Viewing and Managing Version History

To view, restore, or delete a version:

1. Open the list or library.
2. Click the ellipsis (…) next to the item > Version History.
3. In the dialog:
   • View: Open the version.
   • Restore: Make it the current version.
   • Delete: Send it to the Recycle Bin.
   • Reject: Available only for approved documents.

Version Numbering Behavior

• Minor versions are numbered as decimals (e.g., 1.1, 1.2).
• Major versions are whole numbers (e.g., 2.0).
• Discarding a check-out does not change the version number.
• Deleting a version removes it from history but does not renumber others.

Draft Visibility and Content Approval

• Drafts (minor versions or pending items) can be restricted to:
  • Authors and approvers
  • Users with edit permissions
  • All users with read access (if configured)

Drafts are not searchable until published as major versions.

Storage Limits and Optimization

• Microsoft 365 allows up to 50,000 major versions.
• Minor versions are limited to 511 per major version.
• Admins can configure version history limits:
  • Automatic: Adjusts based on activity and age.
  • Manual count: Keeps a fixed number of versions.
  • Manual with expiration: Deletes versions after a set time.

Automatic versioning is recommended for storage optimization and data resilience.

Permissions Related to Versioning