Summary
This article provides instructions for reviewing and removing unneeded previous versions of files stored in OneDrive and SharePoint. For users working with large or frequently changing files, periodically reviewing stored files and their version history can help reduce unnecessary OneDrive or SharePoint storage use.
OneDrive and SharePoint use version history to help you recover from unwanted changes or restore an earlier copy of a file. As files are edited, additional versions may be stored, and each version consumes storage space. Large or frequently edited files can accumulate significant version storage over time.
Before deleting versions, make sure you no longer need them for compliance, records retention, or other business purposes.
How-To
Important Considerations
- Start with your largest files. Large files with many previous versions can consume significant storage. Use OneDrive/SharePoint: Check Your OneDrive and SharePoint Storage Capacity and Usage to identify your largest files. Then review their version history and remove versions you no longer need.
- Keep versions you may reasonably need to restore. Version history can help protect against accidental edits, unwanted changes, or other file problems.
- Use extra care with shared SharePoint files. Other people may rely on the file or its version history. Consider checking with the file owner or others who use the file before removing its previous versions.
- Deleting a file is different from deleting its previous versions. If the current file is still needed, use Version history to remove older versions rather than deleting the file.
- Version deletion may be affected by retention requirements. Retention policies or eDiscovery holds may prevent versions from being permanently deleted. Microsoft 365 retention requirements take precedence over version-history settings.
- Removing versions cannot address every storage issue. If you regularly work with very large files, consider whether older files still need to be stored in OneDrive or SharePoint and whether another USNH storage service is more appropriate for long-term storage.
Task: Review and remove unneeded versions of a file in OneDrive or SharePoint
Instructions
Step 1 - Open your OneDrive or the SharePoint document library containing the file.
Step 2 - Locate the file you want to review.
Step 3 - Right-click the file or select the More options (...) menu, and then select Version history.
Microsoft 365 will display the previous versions available for that file.
Step 4 - Locate a previous version you no longer need. Hover next to the version, then select the down arrow that appears on the right side to display the available options. Select Delete.
Step 5 - Select OK to confirm the deletion.
Note: the latest/current version does not offer Delete from that menu. Delete is only available for earlier versions
Step 6 - Confirm the deletion when prompted.
Repeat these steps for other files with previous versions that are no longer needed.
Outcome
Unneeded previous versions have been removed while the current version of the file remains available.
Further Readings
M365: Cleanup Tips for OneDrive, SharePoint and Teams
OneDrive/SharePoint: Check Your OneDrive and SharePoint Storage Capacity and Usage
OneDrive for Work or School: USNH OneDrive Usage Guidelines and Governance
Version history limits for document libraries and OneDrive
Frequently asked questions about version-history limits
Need additional help?
For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:
Learn more about the great tools our Microsoft 365 Learning sites offer!
Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.