How To Configure Versioning in SharePoint 2010

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How To Configure Versioning in SharePoint 2010

Like This Blog 0 Spike Xavier
Added by June 12, 2012

Versioning is one of the most powerful tools in one’s document management strategy with SharePoint 2010. With the proper use of versioning, organizations can avoid overwriting each other’s changes and preserve the linear history of an item. In this blog we will go through the process of setting up major and minor versioning on a Shared Documents Library of a typical out-of-the-box team site.

Shared-Documents

Shared-Documents.png

Click on the link Shared Documents in the Quick Launch Bar from the home page of a team site.

Library-Tab

Library-Tab.png

I click on the Library tab in the ribbon in order to activate the icons that correspond with managing the container (the Shared Documents Library)

Library-Settings

Library-Settings.png

Click on the Library Settings Icon in order to get to the Shared Documents Library Settings Page

Versioning-Settings

Versioning-Settings.png

Next, choose the Versioning Settings link in the General Settings section of the Shared Documents Library Settings Page.

Major-Minor-Versioning

Major-Minor-Versioning.png

I select the radio button to create major and minor (draft) versions. In this blog we won't be setting a limit on the number of major versions or the number of major versions we will keep minor versions for. It is important to have well planned governance on these settings because of the way SharePoint stores each version. Every major and minor version is kept in its entirety in the Content Database, not just the changes so this can cause a push towards the storage quota if not monitored and planned.

Click-OK

Click-OK.png

With the settings ready, click OK.

Shared-Documenets-Link

Shared-Documnets-Link.png

To test it, click the Shared Documents Link in the Quick Launch.

Documenets-Tab

Documnets-Tab.png

This time I click on the Documents tab in the ribbon to activate the icons that will allow me to interact with the actual library items.

New-Document

New-Document.png

Click on the New Document Icon (I always aim for the black triangle) and choose New Document

Warning-Dialog

Warning-Dialog.png

Click OK to the warning Dialog.

Enter-Some-Content

Enter-Some-Content.png

Enter some content; when Word opened, I was prompted for credentials so I logged in. Now I use the =rand() function to add some content. (I type in =rand() and hit enter.

Add-Number

Add-Number.png
To keep track of my versions, I will add the version number at the beginning. (This is just so I can keep track and has no impact on versioning)

Save

Save.png

Then save the document.

Save-As-Dialog

Save-As-Dialog.png

Check the location in the Save As Dialog and verify that it's saving back to the Shared Documents Library and click the Save button.

Adjust-the-View

Adjust-the-View.png

I want to see the currently version of the document so I will click the Library tab in order to activate the ribbon to show the icons that relate to managing the container.

Modify-View

Modify-View.png

Click the Modify View Icon in order to modify the current view.

Check-Version-Checkbox

Check-Version-Checkbox.png

Select the box next to the Version Column Name then click OK. (click OK not shown)

Verify-View-Change

Verify-View-Change.png

SharePoint displays that the Version is 0.1 which is expected.

Click-On-Document-Link

Click-On-Document-Link.png

Click on the document link in order to open it up in Word for an edit.

Choose-Edit

Choose-Edit.png

When the Open Document Modal Window opens, choose Edit and click OK.

Add-Content-Select-File

Add-Content-Select-File.png

Add Version 1.0 to the document and then select the File Tab.

Notice-Manage-Versions-Tab

Notice-Manage-Versions-Tab.png

Note the Manage Versions Button in Microsoft Office 2010. This is called the backstage area where you can actually interact with many of the properties etc.. that are available when working with SharePoint 2010 and Microsoft Word 2010.

Click-Save-And-Exit

Click-Save-And-Exit.png

Choose Save and then Exit. If prompted, when exiting, choose Save.

Verify-Version-Change

Verify-Version-Change.png

I verified that the version change to 0.2 but I want it to be a major version so I’ll choose Publish a Major Version.

Publish-A-Major-Version

Publish-A-Major-Version.png

Mouse-over the document and select the drop down (ECB edit control block) menu and choose Publish a Major Version.

Enter-Comments

Enter-Comments.png

Enter some comments and then click OK.

Verify-Major-Version

Verify-Major-Version.png

We can now verify that the document version is now 1.0. Normally, when configuring versioning, it is done in conjunction with Check In – Check Out being required. However, in this blog post, we concentrated on setting up major and minor versioning only.

Enjoy!
Spike Xavier
SharePoint Instructor – Interface Technical Training
Phoenix, AZ

 

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