There are many more powerful PDF and image editors, yet plenty of us use Preview for those basic little tasks, where we don’t need the complications of a heavyweight. Preview isn’t without its faults, though. It can mutilate PDF annotations made by other apps, and sometimes unexpected things happen. To deal with those it has one feature that’s almost unique among PDF and image editors: it automatically saves versions using the macOS versioning system. This article explains how to make use of that.

Ask to save changes when closing documents

One important control over the behaviour of Preview and many other apps that you may not be aware of is this in the Windows section of Desktop & Dock settings. When combined with apps that use the macOS versioning system its effects are significant.

Ignoring versioning for the moment, when this setting is turned on, if you go to close an open document that has unsaved changes, before it’s closed you’ll be asked whether you want to save that changed document. This is a long-standing safety net that continues to protect us from losing lots of work by accident.

When this setting is turned off, apps may still ask you whether you want to save unsaved changes before closing a document unless the app uses the macOS versioning system. In that case, the app automatically saves a new version without offering any option. This might appear inappropriate, but as that’s non-destructive, it avoids interrupting your workflow: you can always revert to the previous version of that document, provided that you’re aware that it has been saved automatically.

If you’re not aware of what’s going on here, and how the versioning system works, this can cause odd effects you can demonstrate using Preview.

Preview’s saving grace

To see how Preview handles versions and the effect of that setting, find a copy of a suitable PDF or image file and duplicate it in the Finder. Name one copy something like testSavesOff, and the other testSavesOn. Set Ask to save changes when closing documents off to begin with, and open testSavesOff in Preview.

Now perform some destructive editing on that document without saving it, here a radical crop.

Leave it a couple of minutes before closing the document. Following that setting, Preview shouldn’t ask you whether to save the changed document, but will simply close it. Then quit Preview.

Now set Ask to save changes when closing documents on, and repeat the same sequence with testSavesOn instead. When you try to close that document, Preview should now ask you whether you want to save the changed document, to which you should click on Revert Changes to set the document back to its previous state instead.

Inspect the two documents using Quick Look and you’ll see that testSavesOn hasn’t changed, but testSavesOff has, although in neither case did you save those changes yourself.

All in the versions

Although you can see what has happened using Preview’s Revert To menu command, the clearest way to see what has happened to those two documents is to open them using my free Revisionist, which shows their saved versions.

testSavesOn has three saved versions. The current one is the same as the original, but the second version shows the destructive edit that you didn’t save.

testSavesOff has two saved versions, the original, and the current version is that after the destructive edit, which you also didn’t save.

Thanks to Preview’s use of the macOS versioning system, either way you’ve still got access to both versions of that document.

One point to note, though, is that the versioning system doesn’t automatically clean up old versions for you. When you’ve finished editing a document in Preview and don’t want to retain its old versions, delete them either using Revert To in Preview, or with Revisionist. Versions are only retained for the original document as long as it’s stored on the same volume. So you can also wipe old versions by duplicating a document and trashing the original, or copying it to another volume. Once they’re gone, you can’t restore them, as not even Time Machine can back up versions.