SharePoint Versioning FIXED Finally!

Introduction

This tutorial provides a comprehensive guide on utilizing the new versioning features in SharePoint. The recent updates to SharePoint's version control allow users to manage item versions more effectively, optimizing both storage and organizational efficiency. This guide will walk you through the essential steps to set up and manage versioning in your SharePoint lists and libraries.

Step 1: Understanding Versioning Features

Before diving into the setup, familiarize yourself with the new versioning capabilities:

• Version Limits: Control how many versions of an item are kept.
• Storage Management: Optimize storage usage based on versioning rules.
• Manual Trimming: Remove old versions to clear up space.

These features are crucial for efficient SharePoint tenant storage management.

Step 2: Setting Versioning for a Document Library

To enable versioning in a SharePoint document library, follow these steps:

1. Navigate to your SharePoint site.
2. Open the document library where you want to enable versioning.
3. Click on the settings gear icon and select Library Settings.
4. In the General Settings section, click on Versioning settings.
5. Choose your versioning preferences:
   • Select Create major versions or Create major and minor (draft) versions.
   • Set the maximum number of versions to retain.
6. Click OK to save your settings.

Step 3: Configuring Version Limits for a Site

To set version limits for your entire SharePoint site:

1. Access your SharePoint Admin Center.
2. Select Sites and then Active Sites.
3. Choose the site you wish to manage and click on Settings.
4. Under Versioning, configure the version limits according to your organization's needs.
5. Save your changes.

Step 4: Manual Trimming of Old Versions

To maintain efficient storage, regularly trim old versions of your documents:

1. Navigate to the document library.
2. Click on the Files tab in the ribbon.
3. Select Version History for the specific file.
4. Choose Delete next to the old versions you want to remove.
5. Confirm the deletion to free up storage space.

Step 5: Monitoring Storage Usage

Keep track of your SharePoint storage to ensure it is being used efficiently:

• Regularly check storage metrics in the SharePoint Admin Center.
• Adjust versioning settings as necessary based on usage patterns.
• Utilize the insights from your storage monitoring to inform your versioning strategy.

Conclusion

By implementing these versioning features in SharePoint, you can enhance your document management process and optimize storage usage. Regularly review and adjust your version settings to align with your organization's needs, and consider trimming old versions periodically to maintain efficiency. Embrace these tools to ensure a more organized and effective SharePoint experience.