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Specific Version Expiration for Large Files to Save Valuable SharePoint Storage Quota
In their 12 December 2025 announcement (MC1194603), Microsoft doesn’t explain why they are introducing specific version expiration for audio and video files, Reading between the lines, this is an initiative allied with the [introduction of intelligent versioning in 2024](https://…
Table of Contents
Specific Version Expiration for Large Files to Save Valuable SharePoint Storage Quota
In their 12 December 2025 announcement (MC1194603), Microsoft doesn’t explain why they are introducing specific version expiration for audio and video files, Reading between the lines, this is an initiative allied with the introduction of intelligent versioning in 2024 to save some expensive SharePoint Online storage quota by automatically removing versions of Office files that aren’t needed for restore.
This time, the focus is on removing audio and video files because these files tend to be large and any editing done generates versions (new files) of the same size or larger. Given that Clipchamp is now widely available to Microsoft 365 users and can store its output in SharePoint Online and OneDrive for Business, focusing on audio and video file versions seems like a good idea.
The update is rolling out now and should reach all tenants worldwide by mid-January 2026. Like the introduction of many other SharePoint Online controls in the past, the method to apply and manage the “version expiration policies” is cmdlets from the SharePoint Online management PowerShell module. (Microsoft.Online.SharePoint.PowerShell). Before starting, I updated the module to version 16.0.26712.12000 as instructed in MC1194603.
Automatic or Manual Versioning
Not every tenant has adopted the idea behind intelligent versioning. Essentially, intelligent versioning “trims” file versions that SharePoint Online doesn’t consider necessary for restores. Just in case, SharePoint Online keeps the marked versions around for a period, but when that period elapses, SharePoint Online removes the unnecessary file versions. The only problem is that the desire to remove unwanted versions runs contrary to a separate need for retention. If retention policies place holds on site information, SharePoint cannot remove the unwanted versions.
The value of automatic version expiration is easily understood by reviewing the version history of a file that is frequently edited. Take the example in Figure 1, now at version 512. Each version is 2 MB, so if 500 versions are retained, they occupy 1,000 MB. You can also see that intelligent versioning has marked some versions to be removed in the short term (11 days), others to be kept for longer, and others to never expire at present because these versions are needed for restore. Removing all the unwanted versions saves a lot of storage.
Figure 1: Versions for a file stored in SharePoint Online
The alternative to intelligent versioning is the traditional method based on keeping file versions under a preset threshold. In other words, instruct SharePoint to keep file versions under a certain limit, like 500, and remove file versions when necessary to stay under the limit.
Automatic Configuration
Configuration for version expiration policies is possible at the tenant, site, and document library (list) level. For example, to configure automatic version expiration, use the *Set-SPOTenant *cmdlet. This command enables automatic trimming for video, audio, and PST files:
[array]$FileTypes = "Video", "Audio","OutlookPST"
Set-SPOTenant -EnableAutoExpirationVersionTrim $true -FileTypesForVersionExpiration $FileTypes
The Set-SPOSite cmdlet controls the equivalent settings for a site. In this example, the switch to ensure that new document libraries comply with the policy is set:
$SiteURL = https://office365itpros.sharepoint.com/sites/BlogsAndProjects
Set-SPOSite -Identity $SiteURL -EnableAutoExpirationVersionTrim $true -FileTypesForVersionExpiration $FileTypes -ApplyToNewDocumentLibraries
Confirm
Are you sure you want to perform this action?
The setting for new document libraries takes effect immediately. Please run Get-SPOSite to check the newly set values
on properties EnableAutoExpirationVersionTrim, ExpireVersionsAfterDays, MajorVersionLimit.
[Y] Yes [A] Yes to All [N] No [L] No to All [S] Suspend [?] Help (default is "Y"): y
Get-SPOSite -Identity $SiteURL | Format-Table EnableAutoExpirationVersionTrim, ExpireVersionsAfterDays, MajorVersionLimit
EnableAutoExpirationVersionTrim ExpireVersionsAfterDays MajorVersionLimit
------------------------------- ----------------------- -----------------
True
Finally, the Set-SPOLIstVersionPolicy cmdlet controls the setting for a document library:
Set-SPOListVersionPolicy -Site $SiteURL -List "Microsoft Press" -EnableAutoExpirationVersionTrim $true -FileTypes $FileTypes
Running the Get-SPOListVersionPolicy cmdlet afterwards shows the list of file types being managed in the VersionPolicyFileTypeOverride property.
Get-SPOListVersionPolicy -Site $SiteURL -List "Microsoft Press"
Changes made to policies affect future files, sites, and document libraries. To enforce the new settings on an existing document library, use the New-SPOListFileVersionBatchDeleteJob cmdlet to create a background job to process files:
New-SPOListFileVersionBatchDeleteJob -Site $SiteURL -List "Documents" -TrimUseListPolicy
Documentation Coming Soon
Microsoft says that “Before rollout, we will update this post with new documentation.” Apart from updated cmdlet documentation, no other words of wisdom about the use of file version expiration policies haven’t yet turned up, but I am sure that the documentation is on the way.
In the interim, as with any new feature that might impact compliance processes and procedures, it’s wise to review what file version expiration policies do and if they’ll work for you. Not everyone stores large audio and video files in document libraries and many of those files are never edited, so the question of file versions might not arise for your tenant. But if you’re in the business of working with audio and video files stored in SharePoint Online, as with Clipchamp, this feature could save your tenant some valuable SharePoint storage quota.
So much change, all the time. It’s a challenge to stay abreast of all the updates Microsoft makes across the Microsoft 365 ecosystem. Subscribe to the Office 365 for IT Pros eBook to receive insights updated monthly into what happens within Microsoft 365, why it happens, and what new features and capabilities mean for your tenant.