Question
What is changing with file version history in OneDrive, SharePoint, and Teams, and will the change affect my files?
Environment
- Microsoft 365
- OneDrive
- SharePoint
- Teams
Answer
The University of Windsor is enabling Microsoft's Automatic Version History to reduce Microsoft 365 storage growth while continuing to provide access to recent versions of files.
No action is required. Your current files will not be deleted or changed.
What is Version History?
Version History allows users to view and restore earlier versions of a file. Every file stored in OneDrive, SharePoint, or Teams has a version history. Each time a file is saved, edited, or updated, Microsoft can create a new version of that file. These versions allow users to view, compare, and restore earlier copies if content is accidentally changed, overwritten, or deleted.
Every saved version, however, requires storage, and, over time, older versions that are rarely accessed can contribute significantly to Microsoft 365 storage usage.
What is Changing?
Our current Baseline Version History setting allows up to 500 versions of one file to be saved indefinitely. The diagram below illustrates how these files contribute to storage over time.
Following a review of available options, the University is implementing Microsoft's Automatic Version History setting.
This change does not delete files. Instead, Microsoft will automatically reduce the number of older file versions that are retained over time while preserving recent versions
With Automatic Version History:
- Your files remain available in OneDrive, SharePoint, and Teams.
- The current version of each file is preserved.
- Version History continues to be available.
- Recent file versions continue to be available for restoration.
- Older versions are gradually reduced over time.
Everyday file editing, sharing, and collaboration do not change.
How Automatic Version History works
Version History lets you view and restore earlier versions of files. As files are edited and saved, Microsoft 365 can create additional versions.
Automatic Version History adjusts how long those versions are retained:
- All file versions are kept during the first month.
- As versions get older, fewer versions are retained.
- Recent versions remain available when they are most likely to be needed.
- Older versions are gradually reduced automatically.
The diagram below illustrates how Automatic Version History reduces the storage used by older file versions while maintaining access to recent version history.
When is this changing?
- November 23, 2026: Automatic Version History is enabled for OneDrive, SharePoint, and Teams. New file versions created from this date forward are subject to the new settings.
- Beginning December 2026: Older OneDrive file versions begin to be gradually reduced according to the new version history settings.
- Winter 2027: Reduction of older versions begins for SharePoint and Teams sites. Site owners receive advance notice before reduction begins for their sites.
No action is required from OneDrive users or SharePoint and Teams site owners.
Why is the University making this change?
File versions use Microsoft 365 storage. As versions accumulate, older versions can represent a significant portion of storage use.
Automatic Version History reduces older versions while retaining current files and recent version history, helping the University manage Microsoft 365 storage more sustainably.
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