Can You Track Changes In Sharepoint?

Are you looking for a way to track changes in SharePoint? If so, you’ve come to the right place! SharePoint is a powerful tool for businesses and organizations, and its ability to track changes can help ensure accuracy and accountability when it comes to important documents. In this article, we’ll discuss what SharePoint is, the different ways you can track changes, and why it’s important to do so.

Can You Track Changes in SharePoint?

SharePoint is a powerful business applications platform from Microsoft, providing a secure and collaborative environment for businesses of all sizes. One of the powerful features that SharePoint offers is the ability to track changes made to documents, lists and other content stored within the platform.

Tracking changes in SharePoint can be beneficial in a variety of ways, including ensuring that all changes are recorded and that all users are kept up to date with the latest version of the content. This article provides an overview of how to track changes in SharePoint, as well as the benefits that this feature offers.

Understand the Track Changes Feature

The Track Changes feature in SharePoint is a powerful tool that allows users to track, view and compare changes made to content stored within the platform. The feature is enabled by default in SharePoint, allowing users to easily access the tracking information for any item. When enabled, the Track Changes feature will automatically log all changes made to the content, including who made the change and when the change was made.

The Track Changes feature is also helpful when it comes to collaboration, as it allows users to compare changes made to a document or list and easily identify who made the changes. This eliminates the need for users to manually compare the versions of a document or list to identify the changes.

View Track Changes Reports

Once the Track Changes feature is enabled, users can easily view the tracking information for any item stored in SharePoint. To view the tracking information, simply open the item and select the “View Track Changes” option from the ribbon. This will open the Track Changes Report, which will display a comprehensive list of all the changes that have been made to the item.

The Track Changes Report will include the date and time the change was made, the user who made the change, the type of change that was made and a description of the change. The report also allows users to filter the results by date, user and type of change, making it easy to find the information you need.

Benefits of Tracking Changes in SharePoint

Tracking changes in SharePoint offers a variety of benefits for businesses of all sizes. By tracking changes, businesses can ensure that all changes made to content stored within the platform are recorded and visible to all users. This eliminates the need for users to manually compare versions of a document or list to identify the changes, saving time and effort.

The tracking information can also be used to identify who made a particular change and when the change was made. This makes it easier to identify and address any issues that may arise from changes made to content stored within SharePoint. The tracking information can also be used to ensure that all users are working with the latest version of the content.

How to Enable Track Changes in SharePoint

The Track Changes feature is enabled by default in SharePoint. However, if it has been disabled, it can be easily enabled by the site administrator. To enable the feature, navigate to the ‘Site Settings’ page, then select ‘Track Changes’ from the ‘Site Administration’ section.

Once enabled, the Track Changes feature will automatically log all changes made to any content stored within SharePoint. The track changes reports can then be accessed by users from the ‘View Track Changes’ option in the ribbon.

How to Share Track Changes Reports

Once the Track Changes Report is generated, users can easily share it with other users. To share the report, click the ‘Share’ button from the ribbon. This will open a pop-up window where users can enter the email addresses of the users they wish to share the report with.

The users will then receive an email with a link to the Track Changes Report. They can then view and compare the changes made to the content stored within SharePoint. This allows users to quickly and easily collaborate on content stored within the platform.

How to Disable Track Changes in SharePoint

If the Track Changes feature is no longer needed, it can be easily disabled by the site administrator. To disable the feature, navigate to the ‘Site Settings’ page, then select ‘Disable Track Changes’ from the ‘Site Administration’ section.

Once disabled, the Track Changes feature will no longer be available for the content stored within SharePoint. However, the tracking information that was already logged will still be available and can be accessed by users from the ‘View Track Changes’ option in the ribbon.

Tips for Using Track Changes in SharePoint

When using the Track Changes feature in SharePoint, there are several tips that can help ensure that users get the most out of the feature. Here are some of the most important tips to keep in mind:

1. Enable the Feature

Make sure that the Track Changes feature is enabled for all content stored within SharePoint, as this will ensure that all changes are logged and visible to all users.

2. Filter Results

The Track Changes Report offers the ability to filter the results by date, user and type of change, making it easy to find the information you need.

3. Share Reports

The Track Changes Report can be easily shared with other users, allowing them to view and compare the changes made to the content stored within SharePoint.

4. Use for Collaboration

The Track Changes feature is helpful when it comes to collaboration, as it allows users to easily identify who made the changes and when the changes were made.

5. Keep Track of Versions

The Track Changes feature can also be used to ensure that all users are working with the latest version of the content.

Conclusion

The Track Changes feature in SharePoint is a powerful tool that allows users to track, view and compare changes made to content stored within the platform. The feature is enabled by default and offers a variety of benefits, including ensuring that all changes are recorded, that all users are kept up to date with the latest version of the content and that the tracking information can be used for collaboration. When using the Track Changes feature, it is important to remember to enable the feature, filter results, share reports and use for collaboration.

Related Faq

Question 1: What is SharePoint?

Answer: SharePoint is a web-based collaboration platform developed by Microsoft. It is a platform that enables organizations, teams, and individuals to store, share, and manage information in a secure and reliable environment. SharePoint provides a suite of tools for document management, collaboration, and content management, and is used by organizations of all sizes, from small businesses to large enterprises.

SharePoint is also used for enterprise content management, intranet portals, and collaboration between users, teams, and organizations. It is a versatile tool for managing documents, files, and other content, and it is used by many organizations to store and manage their data.

Question 2: How does SharePoint track changes?

Answer: SharePoint allows users to track changes to documents stored in the platform. When a document is created, SharePoint will keep a record of the original version and all subsequent changes that are made. This feature makes it easy to keep track of the history of a document, including who changed what, when, and why.

In addition, SharePoint also has a versioning feature, which allows users to save different versions of a document as they are edited. This makes it easy to revert back to a previous version if needed. With the versioning feature, it is also possible to compare different versions of a document to see which changes were made and by whom.

Question 3: What are the benefits of tracking changes in SharePoint?

Answer: Tracking changes in SharePoint provides a number of benefits for organizations. By keeping a record of changes to documents, it is easier to keep track of who is making changes and when. This helps to ensure that documents are up-to-date and accurate, and that all changes are properly documented.

In addition, tracking changes also helps to ensure that the integrity of documents is maintained. By keeping a record of changes, it is possible to identify and address any issues that may arise due to incorrect changes or unauthorized access. This helps to ensure that documents are secure and protected from potential security threats.

Question 4: What type of information is tracked in SharePoint?

Answer: SharePoint tracks a variety of information when changes are made to documents stored in the platform. This includes the date and time of the change, the user who made the change, and the type of change (such as the addition, deletion, or modification of a document). SharePoint also keeps track of the content of the document, including the text, images, and other elements that are changed.

In addition, SharePoint also tracks information about the document itself, such as its name, size, and any additional metadata that is associated with it. This makes it possible to easily identify which documents were changed and by whom.

Question 5: Is it possible to undo changes in SharePoint?

Answer: Yes, it is possible to undo changes in SharePoint. The versioning feature allows users to revert back to a previous version of a document if needed. This makes it easy to undo any unwanted changes that have been made.

In addition, SharePoint also allows users to restore deleted documents, as long as they have been deleted within the last 30 days. This ensures that documents are not lost or permanently deleted, and makes it possible to undo any accidental or unwanted deletions.

In conclusion, tracking changes in SharePoint is an important tool for any organization that wants to keep track of progress and ensure that their documents are current and up-to-date. With its easy-to-use features and comprehensive tracking capabilities, SharePoint makes it easier than ever to review and track changes. Whether you are a business owner, an executive, or a freelancer, SharePoint can help you keep track of your documents and changes quickly and easily.