Publish or unpublish a version of a file

When you are ready for a minor version of a file to be viewed by everyone who has permission to your site, you can publish it. If your document library is set up to require document approval, a major version of the file is published automatically when a person with Approver permissions approves the file.

 Note    This article assumes that major and minor versions are enabled for your library. If you have permission to do so, you can manage versioning settings for a library from the Library Settings button on the Library tab in the ribbon.

I want to


Publish a major version of a file

When you are ready for people to see the file you have been working on, you can publish it as a major version. When you publish it, it becomes a major version and its version number is a whole number, such as 5.0.

  1. Navigate to the list or library where your item or file is located.
  2. Point to the item or file for which you want to publish a major version, click the arrow that appears, and then click Publish a major version.

Document drop-down box in a SharePoint library. "Publish a major version" is highlighted.

The Publish Major Version dialog box opens.

  1. Enter a comment in the Comments field and then click OK.

Publish Major Version dialog box

 Note    Comments are optional, but it is a good practice to add them because they become part of the file history and make it easier for you to search for a correct previous version if you ever need to search the version history of the file. .

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Unpublish a version of a file

If you have the necessary permissions, you can unpublish a version from a document library. If major and minor versioning is enabled in your library, the unpublished version become a minor version and, depending on the settings in your library, might no longer be viewable by people who have permissions to view only major versions in the library.

  1. Navigate to the list or library where your item or file is located.
  2. Point to the item or file for which you want to manage versions, click the arrow that appears, and then select Version History.
  3. Select the version you want to unpublish and then click Unpublish this version.

Version History drop-down box with Unpublish selected

  1. When you are prompted to confirm that you want to unpublish the version, click OK.

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Applies to:
SharePoint Foundation 2010 , SharePoint Online for enterprises, SharePoint Online for professionals and small businesses , SharePoint Server 2010