Powershell script to delete all versions of files in a sharepoint site from all libraries

N51768 I saved around 600GB by running the below script to delete version history from all files but keep the latest 15 versions. It took a few hours but was worth it as we saved so much money on removing excess licenses.

$SiteURL = ""
$NumberOfVersionsToKeep = 15

# Credentials
$UserName = ""
$Password = "!"
$SecurePassword = ConvertTo-SecureString $Password -AsPlainText -Force
$Credentials = New-Object Microsoft.SharePoint.Client.SharePointOnlineCredentials($UserName, $SecurePassword)

# Connect to SharePoint Online
$Context = New-Object Microsoft.SharePoint.Client.ClientContext($SiteURL)
$Context.Credentials = $Credentials

# Specify the document library or folder where you want to remove version history
$LibraryName = "" # Replace with the actual name of your document library

# Specify the folder within the library you want to target (optional)
$TargetFolder = "" # Replace with the folder name or path

# Get all files in the library or folder along with their versions
$List = $Context.Web.Lists.GetByTitle($LibraryName)
$Context.Load($List)

# Define a CAML query to retrieve items based on folder or metadata criteria
$Query = New-Object Microsoft.SharePoint.Client.CamlQuery

# Filter by folder (if specified)
if ($TargetFolder) {
$Query.FolderServerRelativeUrl = "/sites/yoursite/$LibraryName/$TargetFolder"
}

# You can add additional filters as needed, e.g., by metadata columns
# For example, filtering by a specific metadata column named "Category"
# $Query.ViewXml = "<View><Query><Where><Eq><FieldRef Name='Category'/><Value Type='Text'>YourCategoryValue</Value></Eq></Where></Query></View>"

$Query.ListItemCollectionPosition = $null

$BatchSize = 100 # Adjust this based on your needs

# Process items in batches
do {
$Items = $List.GetItems($Query)
$Context.Load($Items)
$Context.ExecuteQuery()

foreach ($Item in $Items) {
$FileName = $Item["FileLeafRef"]
Write-Host "Processing file: $FileName"

# Get all versions of the file
$File = $Item.File
$Versions = $File.Versions
$Context.Load($Versions)

$Context.ExecuteQuery()

# Check if there are more versions than the specified limit
if ($Versions.Count -gt $NumberOfVersionsToKeep) {
# Sort versions by version number in descending order
$SortedVersions = $Versions | Sort-Object { [System.Version]::new($_.VersionLabel) } -Descending

# Keep the latest 10 versions and delete the rest
foreach ($Version in $SortedVersions | Select-Object -Skip $NumberOfVersionsToKeep) {
Write-Host "Deleting version: $($Version.VersionLabel)"
$Version.DeleteObject()
}

$Context.ExecuteQuery()
}
}

$Query.ListItemCollectionPosition = $Items.ListItemCollectionPosition
} while ($Query.ListItemCollectionPosition -ne $null)

# Disconnect (not needed when using CSOM)
$Context.Dispose()

N51768 

Hi,

I would not recommend using a script like this as part of a live/ongoing system. The better solution would be to use a Document Library template for the site, and set the maximum versions to a fairly low number (acceptable to your business). If you have a 3rd party backup, that number can be as low as 5-10 and still provide good protection. 

For the retention policy, you can have automated rules in place at folder (or file) level to move or delete files after 7 years. 

I tend to have a separate SharePoint site called ARCHIVE, or similar, with restricted access and any files older than the retention period get moved there. That in turn has an auto-delete rule to avoid compliance issues. 

This can be achieved fairly easily using tags or labels, standard retention policies or Power Automate flows. 
I hope that helps

Greg

NB - that script doesn't work in it's current form. I ended up just moving the files to a separate site and removing the versions at the same time. I saved 800GB overnight,