Updated: 08-22-2005
Microsoft Windows SharePoint Services gives users the ability to keep versions of documents, and to check documents in and out.
About document versioning
Document versioning allows you to keep multiple versions of a document. If a change needs to be reversed, you can restore the previous version and continue working. A Version History command is included on the drop-down list users see when they click the arrow next to a document name and on the toolbar in the Edit Properties page for the document. The Version History command is also available in client applications compatible with Windows SharePoint Services, such as Microsoft Office Word 2003, Microsoft Office Excel 2003, and Microsoft Office PowerPoint 2003. When the user clicks Version History, a list of the previous versions of the document appears. The user can open an old version, restore a version (replacing the current version), or delete an old version.
When versioning is enabled, versions are automatically created whenever a user updates a document in a document library. Versions are created in the following situations:
When a user checks out a file, makes changes, and checks the file back in.
When a user opens a file, makes changes, and then saves the file for the first time.
Note:
If the user saves the file again, without closing the file, a new version is not created. If the user closes the application he or she is using to edit the file, and then opens it and saves the file again, another version is created.
When a user restores an old version of a file (and does not check it out).
When a user uploads a file that already exists, in which case the current file becomes an old version.
Ref: http://technet.microsoft.com/en-us/library/cc287876.aspx
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Introduction to versioning
Applies to: Microsoft Office SharePoint Server 2007, Windows SharePoint Services 3.0
Versioning enables you to store, track, and restore items in a list and files in a library as they are changed.
In this article
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Overview
When versions are created
Working with major and minor versions
Version numbering
How versioning works with content approval
How versioning works with file check-out
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Overview
When versions are tracked for lists or libraries, revisions to the items or files and their properties are stored. This enables you to better manage content as it is revised and even to restore a previous version — for example, if you make a mistake in the current version. Versioning is especially helpful when several people work together on projects, or when information goes through several stages of development and review.
Versioning is available for list items in all default list types — including calendars, issue tracking lists, and custom lists — and for all file types that can be stored in libraries — including Web Part Pages.
How versioning works with file check-out
Checking out files make the most of versioning. When you check out a file, a version is created only when you check the file back in, so that you can specifically designate when a version is created. When check-out is not required, a version is created when you first save a file, and then this version is updated when you close it. If you open and save the file again, another version is created. Depending on the situation, you might not intend for multiple versions to be created, for example, if you have to close a file to attend a meeting before you finish making changes to the file.
When check-out is required, you cannot add a file, change a file, or change the file's properties without first checking out the file. When you check in the file, you are prompted to provide comments about the changes that you made, which helps to create a more meaningful version history.
Ref: http://office.microsoft.com/en-us/sharepointtechnology/HA100215761033.aspx
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