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When you are working with Excel spreadsheets, you often want to be able to share the workbooks so that you can have other people add information into one common area. We're going to explore sharing the workbooks right now. If I go up to the Share Workbook command, under my Changes tab, I can allow multiple people to work on a workbook at the same time. So, no longer do I have to use the workbook, and then send it over to sue to work on after I've saved my changes, we can both work on the worksheet at the same time and all of our changes will be tracked and merged when the next person opens up the information. So let's see how this works. If I want to share this workbook I click on the Shared Workbook command and I and see a Share Workbook window.
The first tab allows me to make an important decision. It asks me, do I want to allow changes by more than one user at the same time? This is also going to allow workbook merging. This in very, very important. If you don't allow changes to be made by more than one user at a time, you're in essence, going to have exclusivity to your workbook and not everyone's information's going to get in. The last person that saved the information is going to win. So this is a very important option to click on when you're sharing your workbooks.
It also identifies who's got the workbook open at this time. So you see here that Linda has it open and she's got exclusivity to it. So she's the one in charge of the information at this moment. If we click over to the Advanced tab, we can now track the different changes that will be made to the workbook that's being shared, and this is very important so that we make sure that we keep track of what's gone on with the workbook. SO we want to track changes and we can determine how long we want to keep this change history for. It defaults to 30 days, which is kind of high.
I just want to make sure that I track my changes, let's say for about 5 days or so. So I'm just going to can scroll through the different options using my up and down arrows, until I get to number 5, and I'm happy with that. You also happen to have the option to not keep your change history, if you're not interested in finding out who changed what, when. When are you going to update the changes? Well, you have two options. When the file is saved and automatically every so many minutes. And you can determine how many minutes you're going to automatically save your worksheet with.
Because you have more than one person working on the worksheet at a time, you can choose the option to save your changes and see other people's changes, or just see everyone else's changes, When the worksheet has been saved. So, what it will do is it will go around to every person who's using the workbook, every 15 minutes, and save their changes. When you have conflicting changes between users, someone has to win. And here is the options you can choose from.
You can ask the person who's in charge of sharing the workbook to determine who wins, or the save-- the changes being saved win. So the last one in wins. In terms of printing out the information on a shared workbook, you can include the personal view in your print settings and in your filter settings. SO I'm just going to change a couple of default values, and I'm going to say OK. This action will now save the workbook, so we want to make sure that we save it, and we'll say OK.
And we've now saved our list4 as a shared workbook. In next movie, we're going see how we can unprotect shared workbooks, and track changes.
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