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Part 3. Using Excel > Task 25 How to Track Changes

Task 25 How to Track Changes

If you plan on sharing a workbook with a group of people, allowing each person to make changes (whether at the same time or one at a time), you might want a neat way of not only tracking the changes they make, but also of quickly reviewing and accepting or rejecting each change. It sounds like a big job, but Excel makes it easy to do. Each person's changes are highlighted in a different color, making it easy to track who changed what.

  1. Turn Track Changes On

    Open the Tools menu and select Track Changes, Highlight Changes. The Highlight Changes dialog box opens.



  2. Select Options

    Enable the Track changes while editing option. Disable the Highlight changes on screen option if you don't want to see the colored changes while you work. Click OK to apply the change to the workbook. When prompted, click OK to save the workbook.



  3. Make Changes

    Make whatever changes you want to the worksheet; changed cells are marked with a triangle of a special color. Each person who makes changes to the worksheet has her changes marked in a different color. (Every Excel program has one user, who is listed on the General tab of the Options dialog box. If two people make changes using the same computer—without changing the username between users—their changes will be displayed in the same color.)



  4. Review Changes

    After all the changes have been made, you can review them one by one by choosing Tools, Track Changes, Accept or Reject Changes. If prompted, click OK to save the workbook before beginning the review process.



  5. Select the Changes to Review

    Choose the timeframe for the changes you want to review from the When list. Select the person whose changes you want to review from the Who list. Select the area of the workbook you want to review from the Where list. Click OK to begin reviewing the changes that match the criteria you have specified.



  6. Reject or Accept Each Change

    Excel highlights each change, one at a time. Click Accept to accept the highlighted change or Reject to undo the change. At any time, you can click Accept All or Reject All to accept or reject the rest of the changes without reviewing them individually.




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