Using Version History to Restore Office Documents

Word , Excel, and PowerPoint (OneDrive, Teams, SharePoint)

Overview

Microsoft 365 automatically saves previous versions of files stored in OneDrive, Teams, and SharePoint. This feature, called Version History, allows you to view, compare, and restore earlier versions of a document if something is accidentally changed or deleted. Below have three sets of instructions for the various ways to view versions history.

Using Version History can often fix problems without needing IT assistance.

When Version History Can Help

Version History is useful if:

  • Content was accidentally deleted or overwritten
  • Someone else made changes you didn’t want
  • You want to go back to an earlier version of a document
  • A file was edited incorrectly during collaboration

✅ Version History works only for files saved in OneDrive, Teams, or SharePoint.
❌ It does not work for files saved only on your Desktop, Downloads, or USB drives. 

Option 1: Restore a Previous Version from Office Web App

1

 Open the document in Word, Excel, or PowerPoint  

2

 Click File Uploaded Image (Thumbnail)

3

 Select Version History Uploaded Image (Thumbnail)

4

 A list of previous versions will appear on the right side Uploaded Image (Thumbnail)

5

 Click a version to open it  

6

 Select Restore if it is the version you want Uploaded Image (Thumbnail)

 

Restoring a version does not delete the current version — it becomes part of the version history. 

Option 2: Restore a Previous Version from Office Desktop App

1

 Open the document in Word, Excel, or PowerPoint Uploaded Image (Thumbnail)AutoSave is required.

2

 Click File Uploaded Image (Thumbnail)

3

 Click Info Uploaded Image (Thumbnail)

4

 Select Version History Uploaded Image (Thumbnail)

5

 A list of previous versions will appear on the right side.  Turn on "Show Edits" to see the modifications.
Uploaded Image (Thumbnail)

6

 Click a version to view the edits  

7

 Select Restore if it is the version you want Uploaded Image (Thumbnail)

Option 3: Restore a Previous Version from OneDrive or SharePoint (Web)

1

 Go to OneDrive, Teams, or SharePoint in your web browser  

2

Go to "My Files" (OneDrive) or "Documents" (SharePoint) and locate the file. 

  • In this example we are using OneDrive.
 Uploaded Image (Thumbnail)

3

 Right‑click the file (or click the three dots ⋯) Uploaded Image (Thumbnail)

4

 Select Version history  

5

Review the list of versions

 Uploaded Image (Thumbnail)

6

 Click Restore next to the version you want Uploaded Image (Thumbnail)

What Happens After You Restore a Version

  • The restored version becomes the current version
  • The previous current version is still saved in version history
  • You can restore again if needed

This makes Version History safe to use — you can always change your mind. 

Common Questions

How far back can I restore?

The number of versions available depends on district settings, but Microsoft 365 keeps multiple previous versions for work and school accounts. 

Can I see who made changes?

Yes. Version History shows who edited the file and when, which is helpful for shared documents. 

Does this work for PDFs and other files?

Yes. Version History works for most file types, including PDFs, images, and spreadsheets stored in OneDrive or SharePoint. 

When to Contact IT

Contact the IT Department if:

  • The file is not stored in OneDrive, Teams, or SharePoint
  • The version you need is no longer available
  • The file was deleted and is not in the recycle bin
  • You are unsure which version to restore

Quick Reminder

✅ Save work files in My Documents, OneDrive, Teams, or SharePoint
✅ Use Version History for quick self‑service restores
❌ Files stored only on local devices may not be recoverable

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