Hi there!
Last week, we covered how to find them quickly—OneDrive, Teams, or SharePoint—and the week before, where to save your files . Now it’s time to tackle a problem many of us face even after saving and finding files: version confusion. Multiple copies, edits from different collaborators, or “which one is the latest?” can create hours of unnecessary frustration.
Here’s how to take control of versions in Microsoft 365:
1️⃣ Use Version History
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In OneDrive, Teams, or SharePoint, right-click a file and select Version History to see all changes.
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Restore an earlier version if needed—no more guessing which file is correct.
2️⃣ Co-Authoring
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Instead of sending copies back and forth, when working in Word, Excel, or PowerPoint online, collaborate directly in the cloud.
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Multiple people can edit at the same time—changes are automatically saved and synced.
3️⃣ Naming and Comments
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Avoid “Final_Final_v3” by using descriptive names and comments in documents instead of creating new copies.
4️⃣ Use Shared Libraries
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Keep team documents in Teams channels or SharePoint libraries instead of personal folders.
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Everyone sees the same file, reducing duplicate versions.
Using Versions?
Want to learn the ins and outs of using and finding versions? Check out my upcoming course - Join the waitlist here or just hit reply and let me know.
💡 Why This Matters
Version confusion wastes time, causes mistakes, and adds stress. By using version history, co-authoring, and shared libraries, you can:
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Always know which version is the latest
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Collaborate confidently without duplicate files
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Save time and mental energy—focus on your work, not file chaos
🔜 Coming Soon: My brand-new course on cutting through Microsoft 365 file chaos — so you always know where to save and how to find it.
You’ll learn:
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How OneDrive, Teams, and SharePoint actually work together
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When to use which app (with real examples!)
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Strategies to cut through file chaos and confusion
👉 Want early access or updates? Join the waitlist here or just hit reply and let me know — I’d love to hear from you.
📚 Want to Learn More?
You can always find all my Tips and Tricks —including past ones on Teams, Outlook, OneNote, and more—are on my website.
👉https://www.learningwithkari.com/blog
All my best,
Kari
Microsoft 365 Trainer & Productivity Coach
learningwithkari.com
Helping you save time, get organized, and feel confident using Microsoft 365 tools.
✨ P.S. Have a question or idea for a future tip? Just hit reply — I’d love to hear from you!
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