Version history

Also known as: file versions, version limits

Version history keeps earlier versions of each file in a SharePoint or OneDrive library. Every stored version counts against the storage limit of the site.

With the Files & Folders add-on, the Remove SharePoint File Versions automation action deletes old major or minor versions of a file. It always keeps the current version and the number of versions you choose.

Every saved change adds a version, so old versions can use a lot of storage. Trimming them frees space without touching the current file.

For example, set Number of major versions to keep to 5, and each file ends up with the current version plus the last 5. A version moved to the recycle bin can be restored, and a version deleted completely cannot.

The inventory shows each file as one row. Its file size is the latest version only, so measure the effect of a cleanup by the storage used of the site collection.