4.5: Versions and Version History
- Page ID
- 150532
This page is a draft and is under active development.
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- Access and use versioning features in Microsoft Word
This section delves into a feature of Microsoft Word called versioning. Versioning refers to the technology where programs store multiple iterations of files until they are approved and saved. Essentially, several edited versions of the file are maintained on an online server, as well as the original document. Versioning technology can give you some peace of mind that your original document is saved somewhere, and that any changes will need to be accepted (approved) before the final document is saved.
In Word, there are fewer options for accessing and using version history features, but they do exist if you keep your documents stored on Microsoft’s cloud service, OneDrive, or on a SharePoint server.
When you are creating the market trends report, you will be sending the draft to key personnel in various departments to contribute to the report. Using these collaboration features will help as the document moves through each stage toward a final, accurate report.
Versioning in Microsoft Word
Microsoft Office has many options for accessing version histories, but this can be done only if the file is stored in OneDrive or SharePoint Figure 3.73.
If you have a desktop version of Word, you have to sign in to your Microsoft account. You will be able to access the last 25 versions of your file on OneDrive (that is, if your file is stored on OneDrive), as you can see in Figure 3.74.
You can access your version histories in Word by going to the File tab and selecting History. If you have a Microsoft 365 Word subscription, you can access the version history by going to the File tab, then Info, followed by Version History. There, you can see the versions available and browse through them. You can also choose to restore a previous version, as Figure 3.75 shows. Moreover, if you have SharePoint Server or SharePoint365, the possibilities of versioning are much more powerful, allowing as many as 500 versions to be retained, as you can track a version’s history, view multiple earlier iterations, determine who can edit or write on the files, control the number of versions stored, and more.