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Win option button (the default) or the The Changes Being Saved Win option button, as appropriate In most cases, it s best to have Excel ask you to decide which changes win
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Filter Settings check box to specify whether to include print settings and filter settings in your view of the shared workbook Both check boxes are selected by default 4 Click the OK button to close the Share Workbook dialog box Excel displays this message box, warning you that it will save the workbook now:
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5 Click the OK button Excel applies the sharing to the workbook and saves the workbook
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Which Editing Actions You Can and Can t Take in a Shared Workbook
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If you think for even a minute about two or more people editing a workbook at the same time, plenty of complexities will come to mind For example, what happens when your colleague decides to delete the worksheet you ve spent the last hour perfecting Could you protect your worksheet with a password to stop them trashing it inadvertently (or otherwise) The answer to both questions is Not Applicable To make shared editing work at all, Excel severely restricts the actions that users can take in a shared workbook You can t:
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Insert or delete blocks of cells (as opposed to rows and columns, which you can
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insert or delete), or merge cells
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Insert charts, diagrams, hyperlinks, or other objects Assign passwords to worksheets or workbooks Record macros in the shared workbook Add conditional formatting, data validation, or scenarios to the shared workbook Outline the workbook
Reading that little list, you might find yourself wondering which actions you can perform in a shared workbook Here are the details:
Enter new cell values or modify existing ones Apply formatting to or remove formatting from cells
CHAPTER 14: Share Workbooks and Collaborate with Colleagues
Insert rows, columns, or worksheets Enter new formulas and edit existing ones Cut, copy, and paste data Move data by using drag and drop
These restrictions mean that you should design and lay out a worksheet as fully as possible before sharing it with colleagues so that they can enter or adjust data in it
Each user of a shared workbook can set the settings on the Advanced tab of the Share Workbook dialog box for themselves
Resolve Conflicts in Shared Workbooks
If you set Excel to ask you which changes win in a workbook, Excel displays the Resolve Conflicts dialog box when it detects conflicts between the version you re saving and a version that another user has already saved The Resolve Conflicts dialog box presents your changes that conflict with another user s changes:
For each change, you can click the Accept Mine button to accept your change or click the Accept Other button to accept the other user s change Alternatively, you can click the Accept All Mine button to accept all your remaining changes without reviewing them one by one, or click the Accept All Others button to accept the other user s changes without reviewing them further Excel then displays this message box:
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You can also click the Cancel button to cancel the Save operation (for example, so that you can consult your colleague before accepting or overwriting their changes) Excel displays a message box warning you that the workbook wasn t saved Click the OK button After updating the workbook, Excel displays an outline around each cell that has been changed in the update, together with a shaded triangle in the upper-left corner of the cell Hover the mouse pointer over such a cell to display a comment that details the change made:
Turn Off Sharing and Remove a User from a Shared Workbook
You may sometimes need to either turn off sharing or remove a user from a shared workbook For example, you might need to turn off sharing so that you can change the design or layout of the workbook in ways that shared editing doesn t support Unless it s absolutely necessary, don t turn off sharing when another user has the workbook open, and don t remove a user forcibly from a shared workbook This is because unsharing the workbook or removing the user prevents the user from saving any unsaved changes to the workbook, which means that they lose those changes Worse, they receive no warning until they try to save the workbook, so they may waste further time and effort on editing the workbook To turn off sharing or remove a user, follow these steps: 1 Choose Tools | Share Workbook to display the Share Workbook dialog box 2 On the Editing tab, select the user in the Who Has This Workbook Open Now check box and click the Remove User button Excel displays this warning dialog box to make sure you understand the consequences of removing the user:
3 Click the OK button Excel removes the user from the Who Has This Workbook Open Now list box 4 Clear the Allow Changes by More Than One User at the Same Time check box 5 Click the OK button to close the Share Workbook dialog box
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