Microsoft Office Tutorials and References
In Depth Information
The changes a user makes in their paragraph aren’t readily visible to everyone else until that user
clicks the Save button. Then it will automatically update in the document for everyone currently
editing it as soon as they click Save as well, which causes the document to refresh and show
everyone’s saved changes).
This process is new with Office 2010. It does have its limitations, but it is a great step toward
simultaneous, real-time collaboration.
All lists, including libraries, can do versioning (which means that the principles you learn here
can be applied to other lists as well). SharePoint keeps a copy of a list item whenever a change is
made so the user can “roll back” to the previous version of the item if necessary.
Thus, every time a document that is attached to a library item is edited and the changes
saved to the library, it is considered a new version of the document and its library item. Versions
are saved (you can enforce how many) to the version history of that library item, and versions
can be restored or deleted there. When a version of a document is restored, it becomes the most
recent version and is the one that will be opened when you click the link for that document in
the library. The version that is being replaced as the most recent is pushed down one place in the
list—it is not deleted. SharePoint also supports major and minor (or draft) versions of an item.
Major version numbers are whole numbers, like 1.0 or 2.0. Minor versions are indicated with
decimal numbers like 1.1, 1.2, and so on.
When a document is edited, saved, and checked into a library, it is considered a minor
version until you choose to publish the version as a major version. That elevates the version number
from a minor version, such as version number 1.2, to a whole number, such as version 2.0. If you
enable content approval on a library that also has versions enabled, documents will remain as
minor versions until they are approved (more on that in a few pages).
Do the following to enable versioning:
1. Click Library Settings in the Library ribbon.
2. On the Document Library Settings page, click the Versioning Settings link in the General
3. The Versioning Settings page has a content approval section. In a library, you can choose
to have a document remain in a draft state until approved. This can be useful with
document management. However, we are not going to do content approval just yet, so leave
Other sections for this page are Document Version History, Draft Item Security, and one
you’ve already seen, Required Check Out.
Document Version History is where you set how versioning will be handled by this
library. It’s here that you actually enable versioning, configure it to use only major
versions or major and minor versions, and set limits on the number of those versions.