How to recover old versions of files on programs like Excel and Photoshop

Many of us rely on Ctrl Z(Windows) or Cmd Z(macOS) to get rid of the shortcut keys when accidentally hitting the keyboard to delete three hours of writing or wrong clicks make the photo suddenly turn green.

However, if you need to trace more steps over a longer time, you have other options. This feature is technically called file versioning, which retains old versions of files so that you can return to those versions at any time. This is especially useful, for example, if you suddenly realize that you have been typing in the wrong numbers in your spreadsheet the past week.

Some applications have file versioning built-in, so if you want to return to the prototype version of the document, you should start there. You can also find this feature in several cloud backup services, and integrated options are also available in Windows and macOS.

File version control in application

If you need to return to an earlier version of the file, check the application you are editing it first. The program most likely has the most complete archive of the changes to this file and will be the best choice for restoring them. To find options on the specific application you are using, you have to search in its menu, but you can always do a quick web search to see if file versioning is available.

Most online applications automatically store different versions of documents in the cloud, so you may find file versioning there. For example, in Google Docs, go to File , Version History and select to view the version history to view the old version of the opened file. Click any item to return to the item. For example, if you know you're about to make some major changes, you can also name a specific version of the file so that it's easier to return to that version later.

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The same options are also available in Microsoft Office applications. In Windows versions of Word, Excel, and PowerPoint, click File , Information and Version History to view the saved version of the file: they will appear in the list on the right, and you can select any past version to return to that version. If you are using macOS, click the file name at the top of the window and select Browse Version History .

The Adobe Photoshop image editor has extensive and well-known undoing features, but it also has file versioning capabilities built in. To display relevant panels on the screen, select window and then select Version History . You will see a list of old versions of the image you are currently working on, which you can click to return to.

File version control in cloud backup service

Cloud backup services constantly synchronize changes to the cloud, and most services also keep records of old file versions. For example, take Dropbox as an example: On the web interface, click the three dots next to any file and select Activity and Version History

to view your backtracking options.

We've mentioned how to access the version from inside Google Docs, as well for Sheets and Slides. To trace the steps to other types of files on Google Drive, open the web interface, right-click the file, and select Manage Versions to view the list.

Microsoft OneDrive has the same built-in features. Open the service's web interface in your browser, click the three dots next to the file you want to use, and then select Version History from the pop-up menu. Office files will open in the new browser tab, with the version list next to them. For other types of files, you will see a list of old versions of these files on the right.

Then there is Apple's iCloud. The iCloud Drive interface on the web does not provide version history, so you cannot roll back files from here. Still, many native applications (including Pages and Numbers) use older versions of iCloud storage files in the background, so if you are using these programs, it's better to check their interface.

File versioning in Windows and macOS

If you need more ways to track file versions, we also provide these methods. Windows users have a tool called "File History". You can find it by searching for File History from the Start menu and clicking the results at the top - if this feature is not enabled for your primary hard drive, you will need to enable it first.

However, before your computer starts saving multiple versions of the file, you also need to specify a second hard drive (internal or external) to save these copies, which you can do by selecting the drive . Use Exclude folders to set the location where you don't want the file history to touch, and use Advanced Settings to configure how often you want your computer to store the file version and how long it takes.

[Related: How to Safely Store and Share Sensitive Files]

Although macOS mainly relies on file versioning capabilities built into its applications, users also have an integrated backup solution covering all files in their Mac computers. It is called Time Machine, which you can access by opening the Apple menu and selecting

System Settings , General and Time Machine.

As with file history on Windows, you need a separate hard drive to store a copy of the file, in which case it must be an external storage device. You can select this drive through Time Machine settings, and you can also exclude certain folders from the backup. You can also set the frequency at which your computer automatically backs up files, including any new version.

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