#  Maximizing Microsoft 365 storage: managing version history 

 





June 03, 2025

 

 

To help the Harvard community make more efficient use of Microsoft 365 storage, HUIT is rolling out updates to how version history is managed in OneDrive and SharePoint.

Microsoft 365's **version history feature** lets you restore up to 500 previous versions of OneDrive and SharePoint files (including Word, Excel, and PowerPoint files). These versions are retained indefinitely, which can significantly increase storage usage over time. To address this, HUIT is introducing three phased changes starting this summer:

1. **Automatic version history retention (starting June 11):**   
    HUIT will enable the [“automatic” version history](https://harvard.service-now.com/ithelp?id=kb_article&sys_id=bbb95ea4fb85e6906493fd5ff4efdc3c) setting in OneDrive and SharePoint. This setting uses an algorithm to delete versions over time based on activity and how long ago the file was first created. This new setting will apply to new files and file versions created after June 11.
2. **Trimming of old versions of existing OneDrive files (this summer and fall):**   
    HUIT will coordinate with School partners to initiate an automated trimming process to trim old versions of existing files in any OneDrive that exceeds 20 GB of storage. Impacted OneDrive users will be notified when the process will begin.
3. **Trimming of old versions of existing SharePoint and Teams files (this fall):**  
    HUIT will extend the automated trimming process to trim old versions of existing files in any SharePoint site (including SharePoint sites connected to a Teams site) that exceeds 10 GB of storage. Impacted site owners will be notified when the process will begin.   
      
    *OneDrive users and SharePoint site owners may* [*request to opt out of the trimming process*](mailto:collab_help@harvard.edu)*. Opting out means you may need to manually manage storage later and/or request approval to purchase additional storage.*

## **What to expect with these changes** 

- All versions of your files are retained for 30 days.
- Versions older than 30 days will be trimmed based on their age and when they were last edited.
- This will not affect the most recent version of your file, which is still retained indefinitely.
- Once a version is trimmed, it cannot be recovered.

If you have questions or need help, you can contact the [HUIT Service Desk](https://www.huit.harvard.edu/get-help) or your school’s [local IT support](https://harvard.service-now.com/harvard-it-services). You may also review or update your version history settings by following these instructions for [OneDrive](https://harvard.service-now.com/ithelp?id=kb_article&sys_id=bbb95ea4fb85e6906493fd5ff4efdc3c) or [SharePoint](https://harvard.service-now.com/ithelp?id=kb_article&sys_id=8dca3be2fb9ce6906493fd5ff4efdc54).