How to retrieve or restore a previous version of a document in Zoho Writer
Overview
Document revisions in Zoho Writer help you to easily track and manage every change made to your document over time. You can view the full version history, download or restore older versions, bookmark important milestones, and even combine revisions from multiple reviewers in one place. This makes collaboration smoother and document management easier.
Prerequisites
- Make sure you are the document owner.
- The document must be in Zoho Writer format (.zdoc).
- For combining revisions, only .doc and .docx files up to 10 MB are supported.
Steps: How To Use Document Revisions
1. View Version History
- Version history helps you see how your document has changed over time.
- Click the dynamic icon next to the document name. It shows when the last edit was made.
- Select See what’s changed.
- Choose a time range: today, this week, or this month to view edits.
- You can also set a custom date range to filter specific edits.
This lets you quickly understand how your document has evolved and who made changes.
2. Create Labeled Versions
Labeling versions helps you keep track of key milestones in your document.
To create a labeled version:
- Go to File > Document Version > Create Version.
- Add a short description and click Create.
- To open older versions, go to File > Document Version > Version History. All saved versions will appear on the right side of the screen.
Use labeled versions when you want to mark specific updates or final drafts.
3. View Changes Since Your Last Visit
You can instantly see what changed since you last opened the document.
To view recent changes:
- Open the document.
- Click View changes since your last visit near the Compose mode.
- Each collaborator’s changes will appear color-tagged, making it easy to identify who changed what.
This feature saves time and helps you stay up to date with your team’s edits.
4. Restore an Earlier Version
If needed, you (the document owner) can revert your document to a previous version.
To restore a version:
- Click the dynamic icon next to the document name.
- Select the version you want from the list.
- Click Restore this version to make it your current document.
You can always switch back if you change your mind, newer versions remain saved.
5. Print or Download Old Versions
Keep a copy of previous versions for your records or offline access.
To print or download an older version:
- Click the dynamic icon next to the document name.
- Choose a version from the list.
- Click the three-dot icon (⋮) beside it and select Print or Download.
6. Compare Versions
Comparing versions helps you see the differences between two document states.
To compare versions:
- Click the dynamic icon next to the document name.
- Choose Compare Versions from the right panel.
- Select any two versions and click Compare. This makes it easier to review changes and revert to a better version when needed.
7. Combine Revisions from Multiple Reviewers
If you receive multiple reviewed copies of your document from different people, you can merge all those revisions into one file instead of manually adding each change.
To combine revisions:
- Go to Review, and choose Combine Revisions.
- Click Choose Document to upload a revised .doc or .docx file.
- Select whether to combine into a new document or merge with the current one.
- Enter the reviewer’s name (optional) to identify their changes.
- Click Combine.
All edits and comments will appear in markup view, where you can Accept or Reject each change before finalizing your document.
Additional Note
Show the version number on every page so collaborators instantly know they’re working on the latest document. This minimizes confusion and keeps your review and approval process organized.
- Double-click the header or footer area to activate it.
- Go to the Fields tab and select Document Version to display the current version number automatically.
FAQs
1. Can I see who made each change?
Yes. Version history shows each collaborator’s name along with their changes.
Yes. Version history shows each collaborator’s name along with their changes.
2. If I restore an older version, will newer ones be lost?
No. Restoring only makes the older version active. All newer versions stay saved in the history.
No. Restoring only makes the older version active. All newer versions stay saved in the history.
3. Can I combine files other than .doc or .docx?
No. The Combine Revisions tool supports only .doc and .docx files up to 10 MB.
No. The Combine Revisions tool supports only .doc and .docx files up to 10 MB.
4. What’s the difference between version history and labeled versions?
Version history automatically tracks every change. Labeled versions are manually created checkpoints with descriptions.
Version history automatically tracks every change. Labeled versions are manually created checkpoints with descriptions.
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