How to Restore a Previous Version of a File in OneDrive or SharePoint
Why Version History Matters
Every time you save a file stored in OneDrive or SharePoint, Microsoft automatically saves a copy of the previous version. This means you can go back to an earlier version of any document — even if you accidentally deleted content, saved over something important, or want to see what a document looked like before a colleague made changes.
This is one of the most valuable safety nets in Microsoft 365, and one of the least-known features among everyday users.
Common situations where version history saves the day:
- You updated a quote or proposal and then the client asked for the original version
- A colleague made changes to a shared document and you need to recover what was there before
- You accidentally deleted a large section of a Word document and closed it before noticing
- A file was corrupted and you need to roll back to when it was last working correctly
How Version History Works
OneDrive and SharePoint store multiple previous versions of each file automatically — you do not need to do anything to enable this. By default:
- OneDrive for Business keeps versions for up to 30 days
- SharePoint keeps up to 500 versions per file (configurable by your IT admin)
Method 1: Restore a Previous Version from Within a Microsoft Office App
If you have the file open in Word, Excel, or PowerPoint, you can access version history directly from the app.
In Word (Microsoft 365):
- Open the document in Word
- Click the file name at the top of the window (in the title bar)
- A dropdown appears — click Version History
- A panel opens on the right showing all saved versions with dates and who made changes
- Click any version to open a read-only preview of that version
- If it is the version you want, click Restore at the top of the screen
Method 2: Restore from OneDrive on the Web
- Go to onedrive.com and sign in with your Microsoft 365 account
- Navigate to the folder containing the file
- Right-click the file
- Select Version history
- A list of versions appears showing the date, time, and file size of each version
- Click the three dots next to any version to Restore or Download that version
Tip: Use Download if you want to compare an older version with the current one before deciding to restore.
Method 3: Restore from SharePoint
- Go to your SharePoint site and navigate to the document library
- Right-click the file you want to restore (or click the three dots next to it)
- Select Version history
- You will see a full list of versions with dates, version numbers, and who last modified each one
- Click any version number or date to preview it
- To restore, click the three dots next to the version and select Restore
- SharePoint will ask you to confirm — click OK
Method 4: Restore from Within a Shared Document (Co-authoring)
If you are working on a document that others edit too:
- Open the document
- Click the file name at the top to access Version History
- Each version shows who made the change and when
- You can see exactly what was changed and by whom
- Restore the version from before the change you want to undo
How to Download a Specific Version Without Overwriting the Current File
Sometimes you want to recover content from an older version without replacing the entire current file — for example, if you want to copy a paragraph that was deleted a week ago.
- In OneDrive or SharePoint version history, click Download on the version you want
- The file downloads to your computer as a separate copy
- Open both files side by side
- Copy the content you need from the old version into the current file
- Save the current file when done
Restoring a Deleted File
If the file itself was deleted (not just changed):
From OneDrive:
- Go to onedrive.com
- Click Recycle bin in the left-hand menu
- Find the deleted file
- Right-click and select Restore
From SharePoint:
- Go to the SharePoint site's Recycle Bin (Site contents > Recycle Bin)
- Select the file and click Restore
What Version History Cannot Do
Version history has limits:
- It does not extend beyond 30–90 days for most OneDrive accounts (depending on your plan)
- Some file types stored on SharePoint may have version limits set by your IT admin
- Files stored on your local hard drive (not synced to OneDrive) do not have version history
- Versions are linked to the file's location — if the file was moved or renamed, older versions may be harder to find
Tips for Preventing Data Loss
Always use OneDrive or SharePoint for important files — never rely on your local desktop or Documents folder alone.
Do not rename and move files frequently — it makes version history harder to trace.
Use Autosave: In Microsoft 365 apps, enable Autosave (the toggle at the top left of Word, Excel, and PowerPoint) to ensure versions are saved continuously as you work.
If you make a major change to a document, add a comment or note in the document or in SharePoint so you can identify that version later.
Frequently Asked Questions
How many versions does OneDrive keep? For OneDrive for Business, versions are kept for up to 30 days. SharePoint keeps up to 500 versions by default, configurable by your IT administrator.
Can I restore a version on my phone? You can view version history on the OneDrive mobile app by tapping the three dots next to a file and selecting Version history, but restoring from mobile has limited functionality — it is easier to do from a computer.
What if I cannot find the version I need? Contact your IT team — they may be able to access additional backup copies or assist with recovery through the Microsoft 365 Admin Centre.
Does version history work for all file types? Version history works for Office files and most common file types. Some specialised file formats may not retain version history.
Need Help?
If you need help recovering a file or setting up version history for your organisation, contact Netluma IT.
Phone: 1300 521 162 Email: helpdesk@netlumait.com.au
Was this article helpful?
Still Need Help?
If you are still having trouble, our support team is here to help.