Can we define a default value for the number of major versions inside our SharePoint libraries, that get applied to new and existing libraries

john john 946 Reputation points
2023-05-28T14:58:47.19+00:00

When we create a new SharePoint site and/or new document libraries, they will have their number of default major versions to 500

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so is there a way to change this number to be 50 instead of 500 and apply this settings to new and existing libraries ?

Thanks

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  1. Yanli Jiang - MSFT 23,661 Reputation points Microsoft Vendor
    2023-05-29T06:14:17.6833333+00:00

    Hi john ,

    Welcome to Q&A forum!

    Yes, you can set the default major version for the entire site through PowerShell. SharePoint in Microsoft 365 Library Settings allows a range of 100-50000 major versions, you can choose within this range. Then run the following PowerShell in the SharePoint Online Management Shell as an admin:

    
    [Net.ServicePointManager]::SecurityProtocol = [Net.SecurityProtocolType]::Tls12
    #Import SharePoint Online PowerShell Module
    Import-Module Microsoft.Online.SharePoint.PowerShell -DisableNameChecking
      
    Function Set-SPOSiteVersionHistoryLimit()
    {
        param
        (
            [Parameter(Mandatory=$true)] [string] $SiteURL,
            [parameter(Mandatory=$false)][int]$VersioningLimit = 100
        )
        Try {
            #Get Credentials to connect
            $Cred= Get-Credential
       
            #Setup the context
            $Ctx = New-Object Microsoft.SharePoint.Client.ClientContext($SiteURL)
            $Ctx.Credentials = New-Object Microsoft.SharePoint.Client.SharePointOnlineCredentials($Cred.Username, $Cred.Password)       
             
            #Get All Lists from the Web
            $Lists = $Ctx.Web.Lists
            $Ctx.Load($Lists)
            $Ctx.ExecuteQuery()
              
            #Array to exclude system libraries
            $SystemLibraries = @("Form Templates", "Pages", "Preservation Hold Library","Site Assets", "Site Pages", "Images",
                                "Site Collection Documents", "Site Collection Images","Style Library")
              
            #Get All document libraries
            $DocumentLibraries = $Lists | Where {$_.BaseType -eq "DocumentLibrary" -and $_.Hidden -eq $False -and $_.Title -notin $SystemLibraries}
             
            #Set Versioning Limits
            ForEach($Library in $DocumentLibraries)
            {
                #Get the Library's versioning settings
                $Library.Retrieve("EnableVersioning")
                $Ctx.ExecuteQuery()
     
                #powershell to set limit on version history
                If($Library.EnableVersioning)
                {
                    #Set versioning limit
                    $Library.MajorVersionLimit = $VersioningLimit
                    $Library.Update()
                    $Ctx.ExecuteQuery()
                    Write-host -f Green "Version History Settings has been Updated on '$($Library.Title)'"
                }
                Else
                {
                    Write-host -f Yellow "Version History is turned-off at '$($Library.Title)'"
                }
            }
        }
        Catch {
            Write-host -f Red "Error:" $_.Exception.Message
        }
    }
      
    #Call the function to set version history limit
    Set-SPOSiteVersionHistoryLimit -SiteURL "https://domain.sharepoint.com/sites/sitename"
    
    
    
    

    In the test, the value I filled in is 100, and the result is as follows:

    05291

    05292

    Note: please select the appropriate number of versions according to your needs, so as not to take up a lot of memory in the version history and affect the performance of the site.


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