Learn how to track changes in Microsoft Excel 2013

show more Tracking changes provides you with in-depth training on Business. Taught by Dennis Taylor as part of the Excel 2013 Essential Training show less
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Tracking changes

We're looking at the worksheet called RecordedChanges and it's in the workbook called TrackingChanges. And we're about to setup a feature where we're going to keep track of all the changes we make in this workbook for an indefinite period. The feature begins on the REVIEW tab with the choice Track Changes, and in the description there it tells us that if you're working with others to make revisions or give feedback, it's particularly useful. But that's not saying that that's the only case where we might use this. What if you were the only user of this workbook and you simply want to keep track of the changes that you're going to make perhaps over the next few weeks, something like that.

When we turn on Track Changes the only choice we have his Highlight Changes. This brings up the highlight changes dialog box, click the box for Track changes while editing. The sentence that follows this might be a little confusing; This also shares your workbook. Does that means that others are using this right now and this immediately gives them access to it? No, it doesn't. It simply puts it in the same status as if you were sharing the workbook and that's the situation where multiple users can make changes, simultaneous changes while they have the workbook open at the same time.

And eventually when we click OK we will see the word Shared in the title bar at the top. So we want to highlight which changes, all changes, by everybody, even if it's only us, highlight the changes on the screen, just click OK. And immediately we see this prompt. Now if you're familiar with the concept of sharing, you know what it really means is that the workbook once we click OK will have the word shared in the title bar. Now once again that does not necessarily mean that others are using this file or can even get to it, all we're concerned about for the moment is tracking changes.

So I'll make a few changes there. I'm going to change this Job Rating to a 5, good. This number here I'm going to adjust, I'm going to make that 75,000, good and you see what's happened as I complete the change with Enter, move away from it. If we slide over these, it looks somewhat like a comment, we see whose made the change, of course in this case it's only me and when. If this was shared and if others were using it, others might have this open at the same time, they wouldn't be seeing the changes that I've just made, but they would be sending a similar kind of display on their screens.

So at some point we might want to revisit this, we might want to see all of these at ones. When we go back to Track Changes, we also have this option here and when you do have multiple users, that's a concern, we might want to Accept or Reject the changes. Let's go back to Highlight Changes, we've made a few changes, only two, but we might want to list the changes on a new sheet. And if we've been doing this for a while we might want to consider not necessarily listing all of them, but just the ones since we last saved or since a certain date something like that.

So if we click OK and it says All, only changes which have been saved can be listed on the history sheet; we didn't save the workbook so I've got to do that first. So I'll simply click File>Save, I could have got the keystroke shortcut there too. Now let's go back to Track Changes>Highlight Changes, List these changes on the new sheet. And once again consider, if this were multiple users, we probably want to check everyone here but we might at certain point say everybody else, everybody but me or just me.

So when we do have multiple simultaneous users we might want to consider that. If we click OK, we see the changes. Now it's only me, I've only made two changes but we see these here. If this is truly shared and multiple users have been making changes at the same time, we might want to review these and go back to Track Changes and consider Accept and Reject Changes, and all the ones we have not yet reviewed by everybody, OK and here is one change, I'll Accept that, okay.

Here is the second one; maybe I will Reject that one. And if we have many, many of these we could Accept All or Reject All. So these are features that you really need to check out on your on, particularly if you are working with multiple users and truly is share where you've got different people changing this at the same time. But in this situation I'm the only user, but I'm finding it very useful to know and remember which changes I've made and where they are. So it's an extremely powerful features, it's an editing tool that helps us keep track of the changes that we've made to a workbook.

Tracking changes
Video duration: 4m 32s 6h 32m Appropriate for all


Tracking changes provides you with in-depth training on Business. Taught by Dennis Taylor as part of the Excel 2013 Essential Training

Business Education + Elearning
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