课程: Excel Essential Training (Microsoft 365)

Sharing workbooks and tracking changes

课程: Excel Essential Training (Microsoft 365)

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Sharing workbooks and tracking changes

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- [Instructor] We're looking at a worksheet that's a few hundred rows and I'm about to make some changes in it but others might want to be making some changes here too. And what we'd like to set up is the idea that we can have and want to have different users be able to make changes to this in a simultaneous timeframe. The feature that we want to be using is called Co-authoring although we will not see on the screen that term. In the past and still existing is a feature called Shared Workbook. Co-authoring is designed to replace that feature. We do begin this process though with the word share and increasingly these days it's important to be able to share files. As I slide over share, you see it in the upper right corner of the screen, share this document. And this dialogue box comes up. Where I'm sitting right now, the user of this computer is called Instructor 2 and you'll see the name right there and we'll see that larger in a bit. So this person here is about to share this workbook by way of sending this file in an email. So the other person is Dennis Taylor who's located elsewhere, and this is his address. Before sending this, I'm going to click the drop arrow here because possibly I might want to allow him to not make changes, but he can at least view what's going on. More likely and increasingly, we want the other person to be able to make changes and in a real time environment we can actually watch those changes. Send here means send an email to Dennis Taylor, who's located elsewhere. Could be down the hall, across the street, in a different city, different state. And at the receiving end, at some point Dennis Taylor will receive an email indicating in the following words, Instructor 2, remember that's the name of the person on this computer, shared a file with you. So Dennis Taylor's going to be opening that file. And when he does, he'll be seeing exactly what we're seeing on the screen in terms of that worksheet. And on the screen here, Guest Contributor is here, you see a GC right there. So Dennis Taylor is about to make some changes in column H, early ones up there where you see Casper that should have been Wyoming so he is highlighting these four cells right now at the moment and putting in Wyoming. And that change has been made and we see it here on the screen. And it's going to adjust those zip codes as well too. They should have been eight, beginning with eight instead of three. So those changes are being made right now on another computer in a different location. Meanwhile, over here Instructor 2 who's using this computer needs to change this entry. This should have been white. And Dennis Taylor, who's located elsewhere has seen that change take place. Now periodically, what either user might consider is to go to the review tab and show the changes and we see a dialogue box pop up on the right there. Here's the change here for white here because the changes occurred over a number of cells we have to click this button and see those changes there. So I think you get the idea here, how valuable this is. We're seeing other changes taking place in real time and we can have more than just one user too. And before doing this, it would be best probably to test this out with two users, three users, and learn some of the ins and outs of how this feature is used. Feature is referred to as Co-authoring. It allows us to share files in a real time environment and make changes to those files so that all the users can see what's going on. There are also capabilities here for providing comments that's beyond the scope of this course and some other capabilities as well. It's called Co-authoring, increasing their views for people who use Excel in collaborative business environments.

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