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Excel 2010 New Features
Illustration by Neil Webb

Handling document versions


From:

Excel 2010 New Features

with Bob Flisser

Video: Handling document versions

Having editable properties isn't new to Excel, but Excel 2010 has a new way of editing them. I also want to show you the new Versions feature, which is pretty neat. So in this file I am going to go up here to the File tab and down here to Info. Over here we can see the Properties that are associated with this file. Also, notice there is a little thumbnail here. Before we even do anything here, if you just click this thumbnail, that's just a way of returning to the document. Let's go back here. So it shows us the file size.

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Excel 2010 New Features
1h 51m Appropriate for all May 12, 2010

Viewers: in countries Watching now:

In Excel 2010 New Features author Bob Flisser demonstrates the powerful new characteristics and capabilities in Excel 2010. This course covers Excel's Backstage view, improved sharing and collaboration capabilities, its graphics features, and enhanced data analysis and visualization tools. Exercise files accompany the course.

Topics include:
  • Using the Slicer feature for dynamic PivotTable filtering
  • Sharing workbooks via e-mail, the Excel Web App, and SharePoint
  • Using Paste Preview for more effecient copying and pasting
  • Inserting Sparklines to see patterns in data
  • Taking advantage of enhancements to the Conditional Formatting feature
  • Analyzing data from multiple sources using the PowerPivot for Excel add-in
  • Maintaining file compatibility with older versions
Subject:
Business
Software:
Excel
Author:
Bob Flisser

Handling document versions

Having editable properties isn't new to Excel, but Excel 2010 has a new way of editing them. I also want to show you the new Versions feature, which is pretty neat. So in this file I am going to go up here to the File tab and down here to Info. Over here we can see the Properties that are associated with this file. Also, notice there is a little thumbnail here. Before we even do anything here, if you just click this thumbnail, that's just a way of returning to the document. Let's go back here. So it shows us the file size.

Let's say I want to change the Title. So here where it says Add a title, let me click, and let's type in Inventory list and press the Tab key. For Tags, this is just like you can put tags on a web site and so many other places. We can put some tags here, too. Let's say maybe pure, refined, virgin, extra virgin and so forth. If you don't need to put in any other properties, you can just click somewhere on the background here to seal that in. Now over here, where it says Show All Properties, if you click that, it'll show you a couple of other things: Manager, Author and so on.

You can click Show Fewer Properties. But if you go up here to the Properties dropdown and choose Advanced Properties, this brings up the dialog box that you might be used to from the old versions General, Summary. Here's some of the stuff that we typed in as keywords, statistics of when it was created and modified and all that. Contents just shows us the worksheets. In Custom, you can put in whatever other tags and things. They normally call it metadata in here. I am just going to cancel out. But if you click Properties - this is really what's new - and choose Show Document panel, now you could see the Properties on top of the worksheet.

So that way if you want to assign Keywords or Comments, you might find it easier doing it here with the Properties on top of the Worksheet. So I'll put in Current list of inventory by month. And once you put in anything, here you can simply just tab over, if you want, click Close, and now it's in. If you go back to the File tab and back to Info, any of that stuff you put in is still going to be there, whether it's visible here or not.

Or if you go to Advanced Properties, there's your Comments that you just typed in. Now here's the thing about Versions is every so often Excel will save a version of this for you. And you can see over here this file has one version, saved at 4:40 PM is an autosave. Well, what is that autosave? Excel has had autosave for a long time. If you are not sure what that is, just go to Options, go up here to the Save category, and this will autosave every 10 minutes by default.

If you have a large worksheet that takes a long time to autosave, you might want to boost that up. 10 minutes is generally okay. So I am going to cancel out. Well, let's say I messed something up. Well, over here, the very first number here, Pure olive oil for January, well, 8521 that's not correct. I happen to know that the number here should really be 9683. And somehow I made a mistake and put this in. Maybe I am not sure where that mistake is, but I do know that I want to get that autosaved version.

So I am going to go to the File menu, and down over here I'll simply select that version, and there it is. It tells me here that this is an Autosaved Version. Now if I choose A newer version is available, that's going to be with the incorrect number, that is the incorrect number here. But I'll choose Restore, and I am going to override the last version and OK. So great. Now I've restored that autosaved version of this file. So now I have the correct number here. Now I will go back to the File tab here. You notice there is no facility here that says create a version now.

It just doesn't exist. Excel does it on its own, usually when it autosaves. Also, let's say if Excel crashes - hey, it happens or maybe something else happens, there is a power outage - there is a very good possibility that Excel will save your worksheet, even though you didn't save it manually. Then you'll be able to bring it back up as a version. So this is something you probably won't deal with day-by-day, but it's handy to know that it's here.

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