How to Use Version History for Files in Microsoft Office Apps?

First, Microsoft renamed the iconic Office apps to Microsoft 365 Apps. So, I will use the new name in this article and do not get confused. All documentation apps in Microsoft 365 package like Word, Excel and PowerPoint already have a tracking and review features. However, it was lagging version management ability to go back to previous versions in case if the current document version is not correct. This has been fixed with Version History feature which you can use when saving the document in OneDrive. In this article, I will explain how to use Version History in Windows, Mac and with online editor. Remember, you can also use File History option in Windows to backup and restore files.

Version History Availability

The feature is available only when you save the document in OneDrive cloud storage or SharePoint (I am not covering SharePoint here). You will get 1TB space with OneDrive Personal account which is part of Microsoft 365 premium subscription. Otherwise, you will get 5GB free storage which you can make use for this purpose. Here, I will use Word as example, however, you can use Version History in other apps like Excel and PowerPoint. With Version History feature, you can get the latest 25 file versions auto saved in OneDrive. Unlike SharePoint, i do not see any options to configure saving major or minor versions with numbers.

1. Using Version History in Windows

• Launch Word app and open the file that you want to keep versions.
• If you are not using OneDrive, click on “AutoSave” button on top left Quick Access bar and select OneDrive as saving location. Enter the file name and location in OneDrive for saving your file.
• Now, click the file name showing in title bar and select “Version History” option. Alternatively, go to “File > Info” menu and select “Version History” option.
• You will see all the available versions in the right sidebar and click “open version” link showing below the file you want to compare or restore.

• Selected version of the file will open in a new window showing options for “Compare” and “Restore”.

• Restoring the file will delete your current content and replace it with the selected version. This action can’t be undone and hence do this carefully.
• Otherwise, click “Compare” button to check the changes done and accept or reject them. You can either review changes one by one or accept or reject entire document changes at once. You can only save the final document as a separate file and can’t overwrite like “Restore” option.   

2. Using Version History in Mac

Microsoft 365 apps in Mac offers similar Version History feature like Windows version.

• Open your document and enable AutoSave option.
• When prompted, select OneDrive location for saving your file.

• Click the file name showing in the title bar. You will see a dropdown and select “Browse Version History” option from that. Alternatively, you can also select “Browser Version History” option from “File” menu.

• Check the available versions and click “Open Version” link below the file that you want to check.

• Word will open the selected file in a new window with a notification showing options for “Restore” and “Compare”. Clicking on “Restore” will replace your current content with the selected version’s content. Alternatively, you can compare the documents and accept/reject the changes to use.

3. Microsoft 365 Apps Online

If you are using online editor instead of desktop apps, then follow the below instructions.

• Go to Microsoft 365 website and login with your account which has a valid subscription.
• Pick the recent document which you want to track the versions.

• This will open the online editor in a new browser tab.
• Click the file name and select “Version History” option or go to “File > Info > Version History” section

• Select one of the previous versions from the list and click “Restore” button to take the file back to the selected version.

I do not recommend using online editor as it does not show all file versions. In addition, you do not have compare option to check both files side by side as in desktop apps.  

Final Words

Version History is useful to check previously saved versions of the file and compare with the current version for tracking changes. This is useful when you have large document with multiple authors editing it. However, the functionality is only limited to OneDrive and not for the files saved on your local computer. Also, I do not see the feature is available on mobile apps, probably you need to use the online editor on mobiles.