Stop Losing Shared Documents: How to Restore Previous Versions of Files in Microsoft SharePoint

Cloud Migration & Modern Workplace KB-1198

Summary

This guide helps you troubleshoot and resolve: Stop Losing Shared Documents: How to Restore Previous Versions of Files in Microsoft SharePoint. Follow the steps below to fix the issue.

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Common Causes

SharePoint keeps a detailed version history of every document stored in your library. If a file has been accidentally overwritten, deleted, or edited incorrectly, you can restore a previous version yourself without raising a support ticket. This is particularly useful for Brisbane businesses moving away from traditional network drives, where recovering an older file version often required IT intervention.

Quick Fix Steps

Open your web browser and navigate to your SharePoint site.
Go to the document library containing the file you need to recover.
Right-click the file name and select Version history.
Locate the version you wish to restore from the list.
Click Restore to replace the current version or Open to view it first.

Detailed Instructions

Restoring a Previous Version

Sign in to Microsoft 365 and open SharePoint from the app launcher.
Navigate to the site and library where the document is stored.
Right-click on the document name and choose Version history from the context menu.
A panel will open on the right side of the screen showing a list of previous versions, including the date, time, and the person who made the change.
Click the three dots (...) next to the version you want to recover.
To replace the current file entirely, select Restore. A confirmation dialog will appear; click Restore again to confirm.
If you only want to check the content before replacing the live file, select Open version. This opens the file in read-only mode.

Recovering a Deleted File

In the SharePoint document library, click Recycle bin in the top command bar.
Locate the deleted document in the list.
Right-click the file and select Restore.
The file will be returned to its original folder location.

Tip: Version history is enabled by default in SharePoint Online. If you are collaborating on a proposal with multiple staff members, you can see exactly who made which change and when, eliminating the need to email multiple copies of the same document back and forth.

Warning: Restoring a previous version replaces the current version of the file. If you have made recent changes that you wish to keep, open the older version first and Save a copy with a new file name instead of restoring over the original.

Troubleshooting

Version history is missing

If you do not see the Version history option, ensure you have the necessary permissions to view the file. Version history is also only available for files stored in SharePoint Online or OneDrive; it does not apply to files stored on a local network drive (Z:\) or a NAS box.

Cannot find a specific version

SharePoint retains versions based on your organisation's retention settings. If a version is missing, it may have been purged according to those policies. For files deleted more than 30 days ago, check the Second-stage recycle bin at the bottom of the Recycle bin page.

File is locked for editing

If a colleague has the file open in the desktop app, you may not be able to restore a version until they close it. Co-authoring in SharePoint allows multiple people to edit simultaneously, but version restoration requires exclusive access to the file.

If you cannot recover your document using these steps, you can Open a Ticket for further assistance.

Still Having Issues?

Need more help? If the issue persists after trying these steps, please open a support ticket and our team will assist you.

💻 Open a Ticket