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Overview
SharePoint automatically keeps previous versions of files when version history is enabled. This allows you to review changes and restore an earlier version of a file without having to recreate the document.
This article explains how to view version history and restore a previous version of a file stored in SharePoint.
Key Information
- Version history allows you to view previous versions of a file.
- Restoring a previous version replaces the current version with the selected version.
- The current version is not permanently deleted when you restore an earlier version; it becomes part of the file's version history.
- Version history is available for files stored in SharePoint when versioning is enabled.
- Files in Teams and files in OneDrive may look similar, but they are stored in different locations.
- Teams is where you may interact with and share files with your team.
- SharePoint is where files shared within Teams are stored and managed.
- OneDrive provides access to your individual files and can also sync shared SharePoint files to your computer.
📝 Note: Before restoring a previous version, review the version history carefully to make sure you select the correct version.
Prerequisites
Before you begin, you'll need:
- An active Northwood Tech account.
- Access to the SharePoint site or document library containing the file.
- Permission to access and modify the file.
- An internet connection.
Instructions
Open the SharePoint Site
Files Shared in Microsoft Teams
If the file you're trying to restore is a file shared in Teams:
- Open Microsoft Teams.
- Click Teams, from the navigation menu.
- Select the Team where the file is located.
- Select the appropriate Channel.
- Click the Shared tab.
- Click ... (More commands).
- Click Open in SharePoint.
The file will open in the Team's SharePoint document library, where you can access Version history.
Files Stored in Your OneDrive
If the file is stored in your Northwood Tech OneDrive, you can access your OneDrive files through the Microsoft 365 portal:
- Go to https://www.northwoodtech.edu/.
- Click MyCampus.
- If prompted enter your MyCampus username and password.
- Click the Microsoft App Launcher in the upper left corner of the page.
- Click OneDrive.
You can then review the available versions and restore the version you need.
💡 Tip: The location of the file determines where you should access its version history. Files shared in Teams are stored in SharePoint, while files saved to your individual OneDrive are stored in your personal Microsoft 365 file storage.
View Version History
- Locate the file you want to restore.
- Click the ... (More options) next to the file.
- Click Version history.
- Review the available versions of the file.
Each version may include information such as the date and time it was modified and the person who made the change.
💡 Tip: You can review an earlier version before restoring it to make sure it is the version you want to recover.
Restore a Previous Version
- Open the file's Version history.
- Locate the version you want to restore.
- Click the ... (More options) next to that version.
- Click Restore.
- Confirm that you want to restore the selected version.
The selected version will become the current version of the file.
⭐ Best Practice: Use version history instead of creating a separate copy of a file when you need to recover previous changes. This helps keep the file and its version history together.
Troubleshooting
I don't see Version history
Try the following:
- Verify you're working with a file stored in SharePoint.
- Click the ... (More options) next to the file rather than opening the file.
- Verify you have permission to access the file.
- Refresh the SharePoint page and try again.
- If version history is still unavailable, the SharePoint site or library may not have versioning enabled.
I don't see the version I need
Try the following:
- Review all available versions in the version history.
- Verify you're viewing the correct file.
- Check the date and time of each version.
- Confirm the file hasn't been replaced or moved.
I can't restore the previous version
Try the following:
- Verify you have permission to modify the file.
- Confirm you're selecting Restore from the version's ... (More options) menu.
- Refresh SharePoint and try again.
- Sign out of Microsoft 365 and sign back in.
I accidentally restored the wrong version
Try the following:
- Open Version history again.
- Locate the version that was current before the restore.
- Select Restore to make that version current again.
Need Additional Assistance?
If you're unable to restore a previous version of a file after following the steps and troubleshooting guidance above, submit an IT Service Desk ticket.
Include the file name, the SharePoint site or Team/Channel where the file is located, and any error messages or screenshots, if available, so the Service Desk can assist you as quickly as possible.