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If you work in an Excel file that needs to be updated or reviewed by other people, the option to track changes will be useful.
You can also use it when you’re updating a file and need to keep track of your own changes.
To enable Track Changes in Excel, we will first go to the Review tab. In the Changes group, select the Track Changes option and select Highlight Changes.
the Highlight Changes dialog box (shown in the image to the left), check the option “Track changes while editing. This also shares your workbook.” You can also specify the When, Who and Where options. For this example, we will go with the default settings. When finished, select OK.
Once you have enabled the tracking, whenever you or anybody who accesses the workbook makes any changes to it, it will get highlighted with a blue border and get a small blue triangle in the top left of the cell. This is similar to the red triangle you see when you insert a comment in a cell.
As shown in the image below, a box will also appear showing who made the change, the date and time and what information was changed.
Keep in mind that when Track Changes is enabled in Excel, the workbook is shared and some of the features are automatically disabled. For example, you will not be able to protect a worksheet when Track Changes is enabled, therefore causing some of the options in the ribbon to be grayed out.
When changes are made, they are not final until you review them. This way you can decide if changes should be kept or rejected. To do this, click on Track Changes again, but this time select Accept/Reject Changes.
In the Select Changes to Accept or Reject dialog box, specify the When, Who and Where options (as shown in the image to the right).
· In ‘When’ you can select all changes that have not been reviewed or specify a date.
· In ‘Who’ you can select whose changes you want to review.
· In ‘Where’ you can select a range of cells in which you want to review the changes.
Select OK and this will open the Accept or Reject Changes dialog box. In this dialog box, you can accept changes one by one, or accept/reject all changes at once.
To disable Track Changes, go back into the Track Changes options and select Highlight Changes.
Uncheck the ‘Track changes while editing. This also shares your workbook.’ Select OK.
Excel has a feature to protect your worksheet from changes being made. When you want to prevent unwanted changes in the sheet by others, you can protect the sheet by using the Protect Sheet option.
While in your worksheet, go to the Review tab and select Protect Sheet from the Changes group. Ensure the Protect worksheet and contents of locked cells is checked and type in a password. Check the boxes that apply in the Allow all users of this worksheet to box. Select OK when finished.
To remove the Protect Sheet option, select Protect Sheet again and uncheck the Protect worksheet box.
If you don’t want other users to do any structural changes in the workbook such as moving, deleting and adding sheets, you can do it by using the Protect Workbook option.
Select Protect Workbook from the Changes group. Check the boxes that you want to protect, create a password (optional), and select OK.
Using the Share Workbook option, allows you to grant access to multiple users to work on a file at the same time.
To do this, select the Share Workbook command from the Changes section.
In the Share Workbook dialog box, check the box stating: Allow changes by more than one user at the same time.
Select OK when finished.
To remove this option, go back into this dialog box and uncheck the box: Allow changes by more than one user at the same time.
You can use the Protect and share workbook option to share the workbook and protect change tracking with a password. Select the Protect and Share Workbook command from the Changes group. In the Protect Shared Workbook dialog box, check the box next to: Share with track changes. You have the option to enter a password and select OK.
The Allow users to edit ranges option enables you to set up password protection on ranges, and you can select the users who can edit those ranges.
Select the Allow users to edit ranges command and the dialog to the left will open. Select New to add in your ranges. Click on Permissions to specify who may edit the range without a password.
Select OK after making your selections.
Before using this feature, first set security on the sheet by using the Protect Sheet command.
This concludes the Excel 2010 tutorials.