Average read time: 4 min.

Published on: 22/02/2021

5 situations and tips to rule over your Office 365 version management

We've all experienced it: editing an important document and then all of a sudden: poof! Something goes wrong. The computer breaks down or during a short second of carelessness, you close the window you were working in. Those who have taken the step to OneDrive for Business, Microsoft Teams or Microsoft SharePoint in recent years usually don't lose any sleep over this sort of nightmare. After all, the programs apply version control automatically. Every so often, a version of your document is saved as a backup.

Very convenient, but we still recommend that you remain conscious of version control. Just think of the following scenarios:

Versioning in Office 365 - Scenario 1: ‘The b-version’

You're preparing a PowerPoint presentation to win over a client or a manager. Only you haven't quite figured out what key arguments you'll really emphasize. You would therefore like to test two different versions of your presentation with a colleague.

That creative brain of yours working hard, creating your so-called b-version. This leads to a lot of cutting, pasting and shifting. Before you know it, there is not much left of your original version. Save yourself frustration and time. Save your document under a different name as soon as you start working on your second version. That way you won't lose anything.

Versioning in Office 365 – Scenario 2: ‘An indecisive mood’

You are working on a quote on Microsoft Word. The file is stored in OneDrive, Teams or SharePoint. You formulate each sentence as clearly and colorfully as possible. After a while, you start to doubt whether your quote text might not have been a little clearer 15 minutes ago....

Then count on the Office 365 version control. Your changes are tracked automatically. So you can recall an older version of the file at any time. You even have the option of displaying the two versions side by side, indicating the differences.

Versioning in Office 365 – Scenario 3: ‘Hands-off!’

On another day (we're guessing a Wednesday), you're not indecisive. To the contrary, you’re very confident about your work. You have just written the perfect version of a document. Now of course you want to avoid that you or a colleague tomorrow or the day after quickly changes something because of a strange brain twirl.  

Go to the File menu, click on Info and then Protect Document and select the option Always Open as Read Only.

Versioning in Office 365 – Scenario 4: ‘Filtering safely’

One day you are working in an Excel file (yup, you’re a jack of all trades). You want to make use of the Excel filter and sort functions. This will give you a clear overview of only the data that is relevant to you. However, your colleague needs to make some additions to the data list at the same time. Do you each now have to work in a different version of the file?

The answer is no. There is no concrete version control involved. Office 365 has an easier solution. Just briefly turn on the Sheet View option. You can find it under the View tab. That way you can filter without affecting your colleague.

Versioning in Office 365 – Scenario 5: ‘First come, first serve’

By collaborating with team members on the same document, you avoid creating dozens of versions. In the long run, this avoids losing sight of the forest for the trees. However, there are times when you need to focus solely on your contribution to a document without your colleagues making other live changes to the document.

SharePoint's version control contains handy check-in and check-out options for this purpose. You activate these via the Library settings, where you adjust the version control options. Whoever checks in on the document first gets to work. So you apply the 'first come, first serve' principle, as it were. Of course, be collegial and make clear agreements with each other.

How is Office 365 version control working out at your organization? Does your team often run into Office 365 questions but you don't have the opportunity to interrupt the workflow with training sessions? 

Then our OASE platform is the solution! 

Contact us today for more information!

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