Document Liberary Version

Question

How can control the version history for a document library in SharePoint. The actual problem is that it is increasing the size of document library. How can delete all other version of files to escape the size issue.

Answer 1

Dear Arif,

Thanks for writing back and updating with us.

As per the further updates, the error message you are encountering will generally occur when there is a retention policy applied on the SharePoint Online site, where the content in the site can’t be deleted for certain time period.

However, the end users will not be able to remove or change the retention policy, where the IT admins only can remove or change the retention policy applied on the SharePoint Online site.

So, I request you to contact the IT admin of your organization (How do I find my Microsoft 365 admin? - Microsoft Support) and request them to remove the retention policy applied on your site so that you can free up the space on your site.

Steps for the IT admin to follow are:

Access https://portal.office.com with admin account details> Click on the Need Help at the bottom right> Enter “Versions of this item cannot be deleted because it is on hold or retention policy in SharePoint Online site” and click Enter> Enter the Site URL having the problem> Run Tests

Now, ask the admin to remove the retention policy on your site so that you can delete the versions in your site.

Appreciate your patience with us and have a good day!!

Best Regards,

Sophia

Answer 2

I try to delete but it is showing me the following error.

"Versions of this item cannot be deleted because it is on hold or retention policy."

Where I can change retention policy?

Answer 3

Dear Arif,

Good day!!

Apologies for the inconvenience caused and please don’t worry, let’s work together on your concern and move towards a resolution path.

I understand your concern and to my knowledge, I would like to let you know that Version History can’t be disabled completely in the SharePoint Online site, where we can only allow the major versions and limit the number of major versions to 100:

For references:

Versioning in SharePoint | Microsoft Learn

How versioning works in lists and libraries - Microsoft Support

View the version history of an item or file in a list or library - Microsoft Support

However, to delete all versions of the file in the Document Library of SharePoint Online site, you can follow the below steps:

Open the Document Library> Right-click on the file> Version History> Delete all versions, where it will delete all versions except primary version.

I agree with you having the ability to disable the versioning history in the SharePoint Online site will benefit the users and I request you to add your valuable idea or feedback in the SharePoint · Community (microsoft.com) which is the best place to share our ideas and improve the Microsoft products.

If there is any misunderstanding from our end, we apologize and request you to share the more detailed information with some screenshots of your requirement for better understanding and guide you further.

Appreciate your patience and understanding. Have a great day!!

Best Regards,

Sophia