How versioning works in lists and libraries

What Is Versioning?

Versioning in SharePoint allows you to track, store, restore, and manage changes to items in lists and documents in libraries. It supports both major and minor versions, depending on configuration.

Types of Versioning

Major Versions

• Represent significant milestones (e.g., 1.0, 2.0, 3.0).
• Available in both lists and libraries.
• Created when a document is saved or checked in.

Minor Versions (Drafts)

• Represent interim changes (e.g., 1.1, 1.2).
• Available only in libraries.
• Useful during document development or review cycles.
• Require major versioning to be enabled.

Version Numbering Behavior

• Automatic numbering: Each save or check-in creates a new version.
• Discarding a check-out: Does not change the version number.
• Deleting a version: Removes it from history; other version numbers remain unchanged.

Version Visibility and Draft Security

You can control who sees draft (minor) versions:

• Only users with edit permissions.
• Only the author and approvers (if content approval is enabled).
• All users with read access (if configured).

Drafts are not searchable unless published as major versions.

Content Approval Integration

• When enabled, items remain in Pending status until approved.
• Minor versions must be published as major before approval.
• Users without approval permissions see only the last approved major version.

Check-Out and Versioning

• If check-out is required, versions are created only upon check-in.
• If check-out is not required, versions may be created on first save and overwritten on subsequent saves.
• Co-authoring is not supported when check-out is required.

Storage Limits and Retention

Default Limits

• Microsoft 365 retains 500 versions by default.
• Admins can configure up to 50,000 major versions per library.

Minor Version Limits

• Up to 511 minor versions per major version.
• Can be limited to the most recent major versions (e.g., keep drafts for last 5 major versions).

Trimming Behavior

• Versions exceeding limits are permanently deleted (not sent to Recycle Bin).
• Retention policies or eDiscovery holds override version limits.

Permissions Related to Versioning

How to Enable and Configure Versioning

1. Go to Library Settings or List Settings.
2. Click Versioning Settings.
3. Choose:
   • Whether to track major only or major and minor versions.
   • Whether to require check-out before editing.
   • Whether to require content approval.
   • Who can see draft items.

For lists, only major versioning is available.