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Allowing others to edit ranges

From: Excel 2007 Essential Training

Video: Allowing others to edit ranges

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.

Allowing others to edit ranges

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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This video is part of

Image for Excel 2007 Essential Training
Excel 2007 Essential Training

85 video lessons · 78023 viewers

Lorna Daly
Author

 
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  1. 36s
    1. Welcome
      36s
  2. 10m 57s
    1. Why use a spreadsheet?
      1m 44s
    2. What's changed in Excel 2007?
      5m 37s
    3. The Ribbon
      2m 9s
    4. The Microsoft Office Button
      1m 27s
  3. 12m 10s
    1. What's on the Ribbon?
      1m 56s
    2. Making your way around the Ribbon
      2m 12s
    3. Customizing the Ribbon
      3m 8s
    4. Customizing the Microsoft Office Button
      4m 54s
  4. 16m 15s
    1. Opening old worksheets
      2m 24s
    2. Adding and deleting worksheets
      3m 18s
    3. Inserting and deleting cells
      6m 53s
    4. Freezing areas of a worksheet
      3m 40s
  5. 20m 51s
    1. Width and height
      7m 25s
    2. Numeric formats
      2m 21s
    3. Alignment of data
      3m 19s
    4. Playing with fonts
      2m 58s
    5. AutoFilter
      2m 21s
    6. Formatting as a table
      2m 27s
  6. 21m 31s
    1. Removing duplicates
      6m 1s
    2. What is Conditional Formatting?
      2m 21s
    3. Working with Conditional Formatting
      2m 14s
    4. Managing Conditional Formatting rule preferences
      2m 39s
    5. Converting text to columns
      4m 35s
    6. Data validation
      3m 41s
  7. 10m 56s
    1. Templates
      3m 45s
    2. Styles
      3m 35s
    3. AutoFormat
      3m 36s
  8. 12m 16s
    1. Excel lists have now become tables
      2m 34s
    2. Converting text to columns
      3m 11s
    3. Sorting and Grouping
      5m 9s
    4. Creating a summary report
      1m 22s
  9. 6m 44s
    1. Proofing your work
      3m 31s
    2. Providing comments on worksheets
      3m 13s
  10. 11m 43s
    1. Protecting and sharing a worksheet
      3m 57s
    2. Allowing others to edit ranges
      4m 3s
    3. Track Changes
      3m 43s
  11. 22m 43s
    1. Preparing to print
      2m 31s
    2. Print Preview
      3m 33s
    3. The Page Layout Tab
      3m 56s
    4. Page Breaks
      4m 36s
    5. The Page Layout View
      3m 54s
    6. Headers and Footers
      4m 13s
  12. 22m 34s
    1. Adding themes to your worksheet
      2m 53s
    2. Page setup options
      8m 0s
    3. Scale to Fit
      2m 26s
    4. Worksheet options
      5m 29s
    5. Inserting images
      3m 46s
  13. 3m 50s
    1. Using templates
      3m 50s
  14. 17m 48s
    1. Workbook Views
      2m 53s
    2. Hiding and Zooming
      3m 44s
    3. Window Panes
      5m 31s
    4. More screen options
      5m 40s
  15. 8m 16s
    1. Importing from Access
      2m 24s
    2. Using the Import Wizard for text files
      5m 52s
  16. 11m 23s
    1. The Find and Select button
      4m 34s
    2. Find and Replace
      2m 48s
    3. Removing duplicates
      4m 1s
  17. 17m 3s
    1. What are formulas?
      3m 20s
    2. Order of Operations
      2m 50s
    3. Relative and absolute referencing
      4m 54s
    4. The new Formula Tab
      5m 59s
  18. 17m 29s
    1. What are Functions?
      2m 57s
    2. AutoSum
      2m 47s
    3. Minimum
      3m 55s
    4. Trim
      5m 2s
    5. Left
      2m 48s
  19. 19m 51s
    1. Concatenation
      4m 10s
    2. SumIf
      4m 23s
    3. Lookup
      7m 25s
    4. What-If Analysis
      3m 53s
  20. 16m 44s
    1. Why create a chart?
      2m 12s
    2. Creating your chart
      3m 37s
    3. Modifying your chart
      6m 46s
    4. Laying out your chart
      4m 9s
  21. 17m 23s
    1. What are PivotTable reports and PivotChart reports?
      2m 32s
    2. Creating a PivotTable
      4m 47s
    3. Laying out your PivotTable
      2m 30s
    4. Designing your PivotTable
      4m 9s
    5. Creating a PivotChart
      3m 25s
  22. 8m 57s
    1. Why use macros?
      2m 14s
    2. Creating a macro
      4m 31s
    3. Macro security
      2m 12s
  23. 5m 36s
    1. Reviewing a workflow in Excel
      5m 36s
  24. 22s
    1. Conclusion
      22s

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