Accessing the Versions of a Document


To access the versions of a document, simply enter the document library, hover your mouse over the document title, click the down-arrow, and select Version History from the drop-down menu. If versioning isn't enabled, the "Versions saved for [document name]" page (referenced as Versions.aspx in the URL) will state that versions are currently disabled for this document library.

Figure 12.6 shows a sample version history for a document titled Network Upgrade Proposal. Versioning tracks who made the changes, what time the new version of the document was saved, and the size of the document. As this example shows, the document was first posted on 7/5, then a few revisions were made but no comments saved. Then on 9/2 the administrator adjusted some pricing, and shortly thereafter I made some changes to the document and entered in some more complete comments. Comments can be saved to the document when the document is saved after being checked out from the document library.

Figure 12.6. Versions saved of a document.


Although a detailed analysis of the versioning process won't be provided here, you are encouraged to experiment with viewing, restoring, and deleting different versions of a document.

TIP

Without the proper setting, Internet Explorer can make document versioning appear to not be working correctly. To fix this, in IE click Tools, Internet Options. Click the Setting button in the Temporary Internet files section. Make sure that under Check for new versions of stored pages the Every visit to the page option is selected. Click OK. This forces IE to refresh its cache of the page and will correctly display the different versions of the document when View is selected.


Bear in mind that versioning can dramatically increase the size of the SharePoint database because each time the document is modified, SharePoint makes a new copy of the document. Therefore, if a document is 100KB in size, each revision, even if only one word is changed, will take up 100KB.



    Sams Teach Yourself Microsoft SharePoint 2003 in 10 Minutes
    Sams Teach Yourself Microsoft SharePoint 2003 in 10 Minutes
    ISBN: 672327236
    EAN: N/A
    Year: 2004
    Pages: 181

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