Join Dennis Taylor for an in-depth discussion in this video Tracking changes, part of Excel Essential Training (Office 365).
- [Narrator] After you've set up a work book to be shared you can keep track of all the changes made by various users of that workbook. The workbook we're looking at right now has an unusual name "11-Workbook after Sharing Setup". Meaning, this workbook has already had sharing set up. It's got one more sheet in it called, "Vendor Sales." Now, what we would like to be able to do is track changes. That's one of the reasons that we set up sharing. Multiple users will be using this when we want to track what changes are being made to it.
Now, in prior versions of Excel you would have seen on the review tab a track changes feature. It's not here anymore. You might have seen the previous movie how we resurrected a feature out of the past. We did this by going to the "Quick Access Toolbar," right most button, "Customized Quick Access Toolbar." Go down to "More Commands", and this dialogue box choose commands from, "Commands not in the Ribbon" or "All Commands". Slide down to the letter "T". And we will see, "Track Changes", it's a legacy feature.
Just the way Share Workbook is. You might have seen that in the prior movie. Click "Okay", here we are. Let's click this button for "Track Changes", "Highlight Changes" now, this might strike you as a little bit strange. If you did not share Workbook, by choosing to track changes you automatically will share your workbook. Nevertheless this is a shared workbook we're going to be tracking changes. So at different times you will think out about how often you want to do this, sense I last saved all, this sort of thing. Just leave it at all.
If you've got multiple users you can track this down by name, I could check everybody else. Eventually you will see a list of other names in here if you allow this to be shared by others. You could narrow down where you want to observe the changes, maybe just in certain columns or on certain sheets, that sort of thing. Will leave the "Who Box" unchecked, just keep this at "All". "Highlight Changes" on the screen. Eventually we might even want to list these on a new sheet. Let's click "Okay". This actually will now save the workbook. Do you want to continue? "Okay" let's do. Okay. I'm going to make a change. For example, sale, D - 7 Purple should have been blue, I'm just double clicking here and change that to blue.
As I press enter, it looks a little different now. Move away from it a little bit. Slide over this a bit later I'm making this change on, August 8, 2018. You see the change and the description of what I changed it from, and to. It's going to be handy. Second of the 15's over here has to be changed to 20. I'll tab over and make another change, these four entries here should all be Wyoming, I got them all highlighted, I'll type WY, and then because they are multiple sales I'll press control enter. So we have some changes there.
Imagine we made a few more and so on. If we go back to the "Track Changes" button, "Highlight Changes" we could list the changes on a new sheet. But as we click okay, We might be reminded only changes which have been saved can be listed on the history sheet. Okay. Let's save this workbook. Here's the "Save" button. "Quick Access Toolbar", or control "s". I'll just come back here. Highlight these changes. List changes on new sheet. Click "Okay". And there we are, a list of all the changes.
By the way. You can track changes if you are the only user. You might have a workbook and you simply want to set up, "Track Changes" so you know what you've been doing. Maybe others aren't involved at all. But in a real life situation there probably would be. And so what you also should do is, sit down with your co-workers, maybe start off with only two or three people. Set up a test file. Kick these ideas back and forth a little bit. Change some sales. Look back and forth see what's happening. And there's some other features that we don't have time to get into in detail, but do note as we go back to "Track Changes" we could accept or reject changes as well.
And we can look at all of them, by everyone, as we click "Okay" here, we'll have a list of one by one. We could either accept this one, or accept all of them, reject them and go through the entire list of changes. So I think you see the potential value of this. And so, as we can see, this ability to track changes, made to "Workbook" by multiple users, even if it's only you. Gives you the all important paper trail that we so often need when we work with files in Excel.
- Working with the Excel interface
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Skill Level Beginner
Q: This course was updated on 1/7/2019. What changed?
A: A new video was added that covers working with Excel Ideas.