Join Mark Abdelnour for an in-depth discussion in this video Copy content from a previous version for the latest version, part of SharePoint Tips and Tricks.
- [Voiceover] Version history contains information about when the item or document was changed, and who changed it. In addition to this information, you can also click on any of the previous versions listed in the Version History window to open and view the older document versions. This much is clear, but did you know that since the older versions are ready only, you're unable to edit them, but nothing is stopping you from copying content from an older version and then using it in a newer document you're working on.
Let's take a look here in the Marketing Collateral document library. The file that we'll work on is this one here called Sales Reports - Main. We can see that it's up to version 9.8 and that I myself was the last editor of this file. Let's take a look at this document. I'm gonna go ahead and click on it. I'll go into the document as read only, and click OK. The document opens in its associated application, Microsoft Word, and I can see right away that something very important is missing from this document.
There used to be a table full of sales data that was included in this document, and along the way I must have deleted it by accident. I know that that version, version nine existed where it did have the data table included. So what I'm gonna do is close out of Microsoft Word, and what I need to do now is go back to version nine where I can grab the table, copy paste it to the clipboard, and then paste it right back into a newer version, a 9.9 of this document.
So here's how I'll do that. First I'll select the file. So now we can see it's selected by the highlighted blue area here. I'm gonna go to the Office ribbon bar and click on the Files tab, and then I'll move to Version History. Now this is showing us all the activity that this document has seen, so since version one, and you can see I've been the main editor. And then Scott Batton came along in version nine. It's this version here that includes the data table. What I'd like to do is copy it from here and then paste it into a new version, 9.9.
So to do that, from the Version History window I'm gonna click on version nine. So again, the document opens in its associated application, Microsoft Word, and we can see now that in this version, there is a table. So this is the data table that I want to bring forward to the newer version of this document. So what I'm gonna do is I'm going to select this table. To do that I'm just gonna click and drag across, and then right mouse click and copy.
So what I've done now is I've copied this table from an older version. I've now finished with this document, so I'm just going to exit, and this brings us back to the Version History window. So now what I'm going to do is I'm going to click on the latest version, which is 9.8. Again, all from the Version History window. Now if you remember, when you open from the Version History window, it does open as read only, and you can see that right here. So what I need to do now is click on Edit Document.
And now that I'm in Edit mode, I'm just going to click at the end of this document, hit Enter, and from here Control V to paste in the table. So now what I've been able to do is borrow content from an older version and then paste it into the latest version. At this stage I just simply save the file and then go ahead and exit the application. So this little gem is a great way to salvage work done previously, really reinforcing the power of SharePoint's version history capabilities.