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Versioning

Overview

When versioning is turned on for the Shared Documents folder, versions are created when a file is:

  • First created or uploaded
  • Opened, edited, and saved

  • Checked out, edited, and checked back in

If desired, your team can choose to track major and minor versions of files in the Shared Documents library. (Major versions are used to represent milestones in the file’s development, such as the first draft. Minor versions are used to track minor edits between major versions.)

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Turn On Versioning

Note: Only site owners may turn on versioning for the Shared Documents library.

To turn on versioning:

  1. Open the Shared Documents library.
     
  2. Click on the Settings button and select Document Library Settings, as shown circled below. The Customized Shared Documents page appears.

Document Library Settings Option

  1. Click on Versioning settings, shown circled below. The Document Library Versioning Settings: Shared Documents page appears.

Versioning settings

  1. Select the desired options.
     
  2. Click on the OK button. Versioning is turned on.

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View a Previous Version

To view a previous version of a file:

  1. Click on the down arrow across from the file name and select Version History, as shown circled below. The Versions saved for [name of document] page appears.

Version History Option

  1. Click on the desired modified date and time. A messages appears that says, "Some files can harm your computer."
     
  2. Click on the OK button. A read-only copy of the file appears.

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Publish a Major Version

Note: Publishing a major version applies only if the versioning settings for the Shared Documents folder are set to create major and minor (draft) versions. If you are unsure of the versioning settings, then contact a site owner.

To publish a major version of a file:

  1. Click on the down arrow across from the file name and select Publish a Major Version, as shown circled below. The Publish Major Version page appears.

Publish a Major Version Option

  1. If desired, add comments.
     
  2. Click on the OK button. A major version of the file is published.

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