Version history is a useful feature, but especially in large and frequently edited files it can consume considerable disk space. With these instructions, you can easily check and manage versions.

The contents of this instruction:

• Logic of version history
• Manually changing the settings
• Verifying version history
• Removal of additional versions
• Delete all old versions in OneDrive
• Delete all old versions in Teams

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Logic of version history

The logic of version history has been changed in the end of May 2026.

1. Each version formed is automatically preserved for 30 days.
2. If there are more than one version for one hour, only one version of these will survive for 60 days.
3. If there is more than one version for a single day, only the first version will survive for 180 days.
4. If there are more than one version for one week, only the first version of the week will remain permanently or until the 500 version limit is reached.

Thus, at least one previous version of each file will remain permanently for a week, the other versions will be automatically deleted according to the logic above.

The change applies to new files and new version histories that will be formed as a result of editing previous files. The old version history of the previous files remains the same, but you can clean it yourself.

Contact the ICT Services (ict@oulu.fi) if cleaning the version history feels overwhelming. We can clean up the version history with a minimum of one month old versions or older.

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Manually changing the settings

After the change implemented by ICT, the user can change the settings of the version history if they wish. The version history settings can be modified as follows:

1. Log in to M365 at https://o365.oulu.fi.
2. Open OneDrive.
3. Click on the cog in the top right corner and select OneDrive Settings.
4. Click More Settings on the left side.
5. Under Can’t find what you are looking for?, select Return to the old Site Settings page. 
6. Under Site Administration, select Site libraries and lists.
7. Select Customize “Documents”.
8. Select Versioning settings.

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Verifying version history

a) OneDrive or SharePoint in the browser

1. Open OneDrive or SharePoint in the browser.
2. If you’re working with OneDrive, select My Files/Omat tiedostot.
3. Go to the desired file..
4. Click the three dots next to the file name (…).
5. Select Version history/Versiohistoria.

You can see a list of all versions, their size, and the time of saving.

b) OneDrive in Windows File Explorer

OneDrive’s version history can now also be opened directly from Windows:

1. Open the OneDrive folder.
2. Click a file with a secondary mouse button.
3. Select OneDrive >Version history/Versiohistoria.
4. Version history opens in a new window.

NOTE! This is a newer and easier way than through the “Show online” command.

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Removal of additional versions

1. Open version history as described above.
2. Delete unnecessary versions by selecting Delete/Poista.
3. Pay attention to large files (e.g. PowerPoint, Excel, videos), as they increase version sizes the fastest.

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Delete all old versions in OneDrive using a browser

1. Click on the gearwheel in the top right corner and select OneDrive Settings/OneDriven asetukset.
2. On the left side, click More Settings/Lisää asetuksia.
3. Select Storage Metrics/Tallennustilamittarit.
4. Select Documents/Tiedostot folder and search under it for the desired file.
5. Click Version History/Versiohistoria  on the right side, and all versions of the file will appear. In this case, a selection is shown at the top: Delete All Versions/Poista kaikki versiot.

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Delete all old versions in Teams using a browser

1. Open the Teams group channel and select Shared/Jaetut from the menu at the top.
2. From the top menu of the channel’s file view, select three dots and then Open in SharePoint/Avaa SharePointissa.
3. Click on the gearwheel in the top right corner and select Site Contents/Sivuston sisältö.
4. In the top right corner, click Site Settings/Sivuston asetukset.
5. Select Storage Metrics/Tallennustilan arvot from the list.
6. Select Documents/Tiedostot folder and search under it for the desired file.
7. Click Version History/Versiohistoria on the right side, and all versions of the file will appear. In this case, a selection is shown at the top: Delete All Versions/Poista kaikki versiot.

 

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