Word - Improved version history Tutorial

In this video, you will learn about the improved version history feature in Microsoft 365. The video covers how to access and utilize the version history tool to track changes and restore previous versions of documents.
This will help you effectively manage and collaborate on documents in the Microsoft 365 environment, ensuring accuracy and efficiency in your work.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive overview of the version history feature in Word, specifically focusing on how to access and utilize the File History function for documents saved on OneDrive or SharePoint. It will guide users through the process of viewing, restoring, and comparing document versions effectively.

Chapitres :

Introduction to Version History
The version history feature in Word allows users to track changes made to their documents over time. This is particularly useful for collaborative projects where multiple authors may contribute to a single document. By utilizing this feature, users can easily access earlier versions of their work, ensuring that no important information is lost.
Accessing File History
To view the complete list of changes made to your document, navigate to the 'File' menu and select 'History'. This option is available only for documents saved on OneDrive or SharePoint. Once accessed, you will see a list of versions along with the date, time of saving, and the author's name for each version.
Viewing Document Versions
When you click on a saved version, the content of that document will be displayed. This allows you to review previous edits and changes made by yourself or other collaborators. Understanding the context of these changes can help in making informed decisions about which version to restore.
Restoring and Comparing Versions
Word provides two key functionalities for managing document versions: - **Restore**: By clicking this button, the selected version will become the default version of the document. You can then edit this version as needed. - **Compare**: This option allows you to compare the current version of the document with the selected version from the history. It highlights all changes made, making it easy to identify what has been added or removed.
Integration with OneDrive and SharePoint
The version history feature in Word is closely integrated with OneDrive and SharePoint. The history proposed by the app corresponds with the Version History option available in these platforms. This integration allows users to manage different versions of their documents seamlessly while staying within the Word application.
Conclusion
Utilizing the version history feature in Word enhances document management, especially in collaborative environments. By understanding how to access, restore, and compare document versions, users can maintain control over their work and ensure that they can revert to previous iterations if necessary. This functionality not only saves time but also improves the overall quality of collaborative projects.

FAQ :

What is File History in Microsoft Word?

File History is a feature that enables users to view all changes made to a document and access earlier versions, provided the document is saved on OneDrive or SharePoint.

How can I access the Version History of a document?

You can access the Version History by going to the File menu in Microsoft Word and selecting the History option, which will show you all saved versions of the document.

Can I restore a previous version of my document?

Yes, you can restore a previous version by selecting the version you want to revert to and clicking the Restore button, which will make that version the default.

What happens when I use the Compare function?

The Compare function allows you to see the differences between the current version of your document and a selected previous version, highlighting all changes made.

Is File History available for all documents?

No, File History can only be used for documents that are saved on OneDrive or SharePoint.

Quelques cas d'usages :

Collaborative Document Editing

In a team setting, members can use File History to track changes made by different authors, ensuring that everyone is aware of updates and can revert to previous versions if necessary.

Document Recovery

If a mistake is made in a document, users can quickly restore a previous version using the Restore function, saving time and effort in recreating lost content.

Version Comparison for Quality Control

Quality assurance teams can use the Compare function to review changes between document versions, ensuring that all modifications meet the required standards before final approval.

Training and Onboarding

New employees can learn how to use document management features by exploring the Version History of existing documents, understanding how changes are tracked and managed.

Glossaire :

File History

A feature that allows users to view a complete list of changes made to a document and access earlier versions.

OneDrive

A cloud storage service from Microsoft that allows users to store files and access them from any device.

SharePoint

A web-based collaboration platform from Microsoft that integrates with Microsoft Office and is used for document management and storage.

Version History

A feature that shows the different versions of a document, including the date, time, and author of each version.

Restore

A function that allows users to revert a document to a previous version, making it the default version.

Compare

A function that allows users to see the differences between the current version of a document and a selected previous version.

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to see a complete list of changes that have been made

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to your document and to access earlier versions.

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Obviously this function can only be used

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for documents saved on OneDrive or SharePoint.

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You visualize the date and the save time,

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as well as the author's version.

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By clicking on a saved part

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you display the document's content.

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Word offers two buttons.

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Restore: the app will show you this version

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as the default version.

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You can edit this version,

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and Compare will compare versions

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between the current version and the ones chosen on the list.

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You can then see all changes precisely.

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Note that this Version History proposed by the app

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corresponds with the Version History option

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offered by OneDrive or SharePoint by staying in the app

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to manage different versions.

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