Join Dennis Taylor for an in-depth discussion in this video Tracking changes, part of Excel 2016 Essential Training.
- We're looking at a worksheet called RecordedChanges. It's in the workbook called 11 - TrackingChanges. If you want to allow different people to make changes to this worksheet at the same time, you probably have already set this up as a shared workbook. Now this workbook is not shared. We don't see that in the title bar up top so we could start the process by going to Share Workbook. However, maybe you have never heard about shared workbooks yet, but you do see an option here on the Review tab called Track Changes, keep track of changes made to this document.
This is especially useful if the document is almost done and you're working with others to make revisions or give feedback. Now, this feature is ideal when you've got multiple users, but let's not also forget you could be using it for yourself only, maybe you want to track the changes that you make to this file and nobody else has access to it at all. When you activate Track Changes and choose Highlight Changes, this dialog box pops up and as you're about to check the box you read "Track changes while editing.
"This also shares your workbook." Now, if you're going to be the only user that might strike you as a little bit odd. In other words, again, you're thinking I'm going to be the only user nevertheless I want to track my changes. Well, even if you do share the workbook if nobody else can get to it, think of sharing as not meaning very much here. So it's a little bit odd as we approach this. If we want to track changes, we have to use a shared workbook, and this sets it up automatically.
Eventually you'll come back and consider some of these other choices. If it is multi-user, you can control which changes you want to track, everybody but me, or everyone. Choose some options here. Highlight changes on screen. Let's do that, click OK. This action will now save the workbook. Do you want to continue? Click OK, and you look at the top of the screen. The file name is followed by the word Shared. Now again, even though that says Shared it doesn't necessarily mean others could be seeing it.
On the other hand, maybe you do want to track changes and you do have a scenario where different people are able to have this open at the same time. So let's make a change over here. Diane Andrews' Job Rating really should have be a 4, enter, and as I click elsewhere so you can see it better note the indicator there, triangle in the upper left corner right there, pop up, we see what's happened, an indicator as to when a change was made. Here's another change over here. Diane Andrews also. Her Date of Hire was in 2002.
We'll change that, and also Heidi Barker here, that salary should have been $39,000. There we go. So we've made some changes. Let's go back to Track Changes. Highlight Changes, how about Accept/Reject Changes? If it is multi-user, we could go down this path. But we've got to save the workbook first. Do we want to continue? OK. Select changes to accept or reject. If different people have been working with this, we might want to consider these different choices here; All the ones not yet reviewed, Since a certain date, you can imagine different variations here.
As in the previous movie when I was suggesting how to use sharing, here too, the idea should be test this out a bit, two people in the same room on different computers, or you on two different computers. Go back and forth a little bit and make changes. If it is a situation that you're trying to set this up for people sharing this, you want to explore some options here, make some changes, see how this plays out. Now, one by one I can start making changes here. We could have had many of them here. We can accept all the changes or reject them all, or accept them or reject them one by one as we wish.
For the moment, I won't go there. Remember, Track Changes, come back, Highlight Changes. We're back here again. Now we have the option to list changes on a new sheet. Click here. Remember also with the concept of tracking changes it could be that you are the only user and always will be, but you might want to track your changes even though it says shared. So here we see a list of the changes and you can imagine how important this might be over time too to track the different changes that were made here.
I've made three changes. You saw me make them, and here they are referred to here. We're on a new sheet called History. So it's definitely a feature worth considering. You want to explore it perhaps from two different angles. It truly is shared so that other people can use this and make simultaneous changes, and you want to track those changes of course, or maybe it's just you using this workbook by itself. You want to keep track of your changes. As we open and close this, we can make these disappear. We've got control over that too.
Again, process could have started with Track Changes. It could have started with Sharing a Workbook. We've got some options here worth exploring. It's a valuable feature not only for tracking changes when multiple users are using this file, but when it's only you using the file.
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