Document Versioning in SharePoint 2010
Written By: Arshad Ali -- 11/9/2010 --
(839) comments --
Categories: Configurations, Document Management, Features, MOSS 2007, SharePoint 2010, SharePoint Foundation 2010, WSS2, WSS3
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Comparing multiple versions
applications have integration with SharePoint and hence these applications
allow you to Check-out a document, compare two versions etc. As you can see
the image below, it shows the list of versions of the opened document along
with several other options.
allow you to compare the versions of the document that could be either
comparing two major versions or last two any versions.
In the screen below, you can see the comparison result of versions of the document. On the
right top corner you can see the original document. On the right bottom you can see
the changed document and on the left side you can see summary of the
Enabling the Create
major and minor (draft) versions option gives you slightly different
options. As minor versions get created before a document gets published (at
major version is created), you specify who all will be able to see these
When you have a
look into the version history of the document, when the library has been
enabled for Create major and minor (draft) versions you will notice
a slightly different view...
A document needs to
be published to create a major version and make it ready for a wider audience.
To do that click on the document and then click on the Publish a Major
Version menu as shown below. This will create a new major version of the
While publishing a document (creating a major version), you can specify the comments about the
changes to the version as shown below that helps in understanding the
version when having a look into version history and hence help in tracking.
If you have enabled
Content Approval for your document library, you will notice two new menu
options (Cancel Approval and Approve/Reject) as shown below. You can
also see that the Approval Status for the document is Pending
as it has not been approved yet:
While approving or
rejecting the version, you can specify your review comments in the comment
section. (Shown below.)
For a SharePoint list the only option available for versioning is to
"Create major versions".
You need Design
or Full Control permission in order to enable versioning.
versioning for a library or list, go to the Library or List
Settings and select No Versioning and click OK. This will remove all
previous versions and prevent future versioning.
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