Microsoft Office provides powerful features to track and manage versioning and document history, allowing users to keep track of changes, revert to previous versions, and collaborate seamlessly. Here’s a step-by-step guide on how Microsoft Office handles versioning and document history.
Step 1: Enable Versioning
- Open the Document: Open the document you want to enable versioning for.
- Go to File Options: Click on the “File” tab in the ribbon and select “Options” at the bottom.
- Access Versioning Options: In the Options window, select “Save” from the left-hand panel.
- Enable Versioning: Check the box next to “Always create backup copy” and set the desired number of backup copies to retain.
Step 2: View Document History
- Access Document Properties: Right-click on the document file and select “Properties.”
- Navigate to the “Previous Versions” Tab: In the Properties dialog box, go to the “Previous Versions” tab.
- Review Document Versions: Here, you can see a list of previous versions of the document along with their modified dates and times.
Step 3: Restore Previous Versions
- Select a Previous Version: Choose the version you want to restore and click on the “Restore” or “Open” button.
- Confirm Restoration: A warning prompt may appear to confirm the restoration. Click “OK” to proceed.
Step 4: Track Changes with Track Changes feature
- Enable Track Changes: Go to the “Review” tab in the ribbon and click on the “Track Changes” button to enable it.
- View Tracked Changes: Modified portions of the document will be highlighted, and you can check the “Changes” panel to see the detailed list of changes made.
Step 5: Accept or Reject Changes
- Review Tracked Changes: Go through each tracked change and decide whether to accept or reject it.
- Accept or Reject Changes: Right-click on a change and choose to accept or reject it. Alternatively, use the options provided in the “Changes” panel.
Step 6: Save and Share the Document
- Save the Document: After making changes, save the document by clicking the “Save” button in the toolbar or using the shortcut Ctrl + S.
- Share the Document: You can share the document with others, ensuring everyone has access to the latest version with all the tracked changes incorporated.
By following these step-by-step instructions, you can effectively utilize Microsoft Office’s versioning and document history features to keep track of changes, restore previous versions, and collaborate seamlessly with others.
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