Microsoft Office Tutorials and References
In Depth Information
in the item’s drop-down menu, you can see that there are now two versions of the
document, 1.0 and 1.1 (Figure 8.27). The most recent and minor version is at the top of the list
(and will be the version associated with the Name field if you click it).
FIGURE 8.27
The version
history for recently
edited item
Creating a new Major version of a Document
If you edit the document again, you will see that the most recent version, despite its minor
status, will be the one that opens. This means you can edit it until you think it is ready to be
considered a major version of the document. You can promote a minor version of a file to a major
version by publishing it. You might do this if you change your mind about the appropriateness
of the version type you chose when you checked a document in. Usually, though, a minor
version of a document simply needs to be edited, and then the final changes are checked in as a
new, major version. Take the following steps to create a new major version of a document:
1. Make sure you’re in the document library (Shared Documents in this example), and
click the filename for the library item you are working on (mine is uploaded). When
prompted, check out and edit the item.
2. Once the item is open, you’ll see that the changes made in the recent version are there.
Add additional text, save the file, and then close out of Word.
3. You will be prompted to select the version type for the changes you just made to the
document. Notice in Figure 8.28 that there are now three version options for this document:
1.2 Minor Version (Draft), 2.0 Major Version (Publish), and Overwrite The Current Minor
Version. Select 2.0 Major Version (Publish), and add a comment. If you choose to publish
the version, the Keep The Document Checked Out option is grayed out.
FIGURE 8.28
The Check In
prompt
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