How to *not* share version history when sharing a file?

Sian 0 Reputation points
2023-03-16T17:04:44.57+00:00

Hello

Is it possible to share only the most recent version of a file, not its version history?

I am aware that I can remove the ability to view previous versions from people/groups with direct access to a file/library/etc - I can edit the Permission Level to remove that option, then ensure that Permission Level is applied to the relevant group (eg Owners, Members, Visitors). However, what about when I share a file using a link? If I create a Specific People sharing link, for example, and choose the option for them to Edit the file, are the Permission Levels relevant at all to how that person then accesses the document?

If yes, which Permission Level is applied, so that I can edit it and remove the version history option. If no, then is there another way to restrict access to previous versions?

As a scenario: I create a document and develop a draft, saved in my team's SharePoint site, with colleagues in my team adding their own changes and comments. Eventually, I resolve all the comments and changes and have a final version. Now I want to share the document with colleagues outside of my team, so I create a sharing link for Specific People. However, when these colleagues open the document, they are also able to view the version history and see all the drafting conversations I had with my team - no one wants this! I want to be able to share only the most recent version.

Thanks!

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  1. Emily Du-MSFT 41,771 Reputation points Microsoft Vendor
    2023-03-17T09:15:20.7466667+00:00

    1.Per my test, if you grant users with a custom permission level (can edit file but cannot see versions) to a file, then share this file with users through a specific link with edit permission. Then users will have edit permission for this file.

    2.In my opinion, I suggest you grant users with a custom permission level (can edit file but cannot see versions) to a file, do not share the file through specific link.


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