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Tracking changes

From: Excel 2010 Essential Training

Video: Tracking changes

If you watched the movie on sharing a workbook, you saw how you could allow other people to make changes to a workbook that you currently have open and that's great. But what if you want to be able to see those changes before you allow them, sort of like moderating the workbook and saying yes, I will except this change but I won't accept that change. Well, that's what the Track Changes feature is all about. So let's go to the Review tab over here and in the upper right corner in the Ribbon bar, choose Protect and Share. And we want to enable this box to share with track changes, and I am not going to put in a password, but something you should know.

Tracking changes

If you watched the movie on sharing a workbook, you saw how you could allow other people to make changes to a workbook that you currently have open and that's great. But what if you want to be able to see those changes before you allow them, sort of like moderating the workbook and saying yes, I will except this change but I won't accept that change. Well, that's what the Track Changes feature is all about. So let's go to the Review tab over here and in the upper right corner in the Ribbon bar, choose Protect and Share. And we want to enable this box to share with track changes, and I am not going to put in a password, but something you should know.

If you do put in a password, then the people you're sharing it with will not be able to turn the Track Changes feature off. Well, maybe that's what you want. I am simply going to click OK and then click OK to confirm. Now, you can see up here in the title bar it says that we are in Shared Mode. Well, I'll change a few numbers and I'll take this 2950, let's make it 3000 and let's take that 4502, let's make that 4500, and maybe I'll take this 1099, I'll make it 1200. Okay. So now we have three changes.

Now, what we want to do is we want to see what changes have been made. Now, keep in mind the changes we are going to see, they could have been made by anyone who had this workbook opened not just by you. Not only that, but these changes could have been made at any time, not just when you're sitting there with the file open. So what we want to do here is we are still on the Review tab. Click Track Changes and than choose Highlight Changes. Let's move this out of the way, and we can see changes since the last time we saved and everyone, not just you, and we want to highlight the changes on the screen.

Click OK and now it highlights those cells that were changed. And you can roll over them and kind of like comments, it will tell you exactly what was changed. Now, here's the part about whether we want to accept the changes or not. So maybe click somewhere on the top of the worksheet and click Track Changes and we want to accept or reject changes. I am just going to save the workbook, click OK, click OK, and now we can find here's the first change. We have got the marching ants. We can Accept or Reject.

I'll click Accept and it goes to the next one. Now, if you have a lot of them and you decide that well, you want to take all of the changes, you can accept all of them, or if you don't like any of the changes you can Rreject all of them. Or except to the last one. I am going to reject this one and now I am going to accept all the rest of them. Now, once we are done, we want to take control of the workbook back to ourselves, and not let other people edit the workbook. So let's go over here and Unprotect shared workbook. And now we want to unshare the workbook, so click Share Workbook, deselect that, click OK, click Yes to confirm, and now it's no longer shared.

So this type of sharing I showed you is made for sharing in real time on your local internal network. If you have a lot of people who need access to this workbook, that's something you might want to consider.

Show transcript

This video is part of

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Excel 2010 Essential Training

80 video lessons · 124397 viewers

Bob Flisser
Author

 
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  1. 1m 35s
    1. Welcome
      57s
    2. Using the exercise files
      38s
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye
      16s

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