Excel File on a Shared Drive

[Stopea]

Hi All,


I have an Excel file, which will be accessed and updated by about 20 people on my team.

- Is there a way to ensure that no one will remove the file from the shared drive? Or save other versions of the file in the same folder in the drive drive?

- I understand that if one person has the file open, then no one can open the file and save changes. Are there any 'work arounds' for this accessiblity issue?

[Russell Dawson]

Hi

To answer your last question first. That's not true. On the Review tab - Changes - Share Workbook allows several users to access the file at the same time. But, if they are all accessing with a view to editing possibly in the same cells then you do have a problem. It all boils down to what users are permitted to do. If users have their own designated areas then it's OK.

You do have a problem if you think that users may want to remove the file from the shared drive. I would take a daily backup if it's really a serious threat.

How about creating a button that controls a macro to save it rather than allowing them to "Save As" and create a copy.

Let me know what the access requirements are if this does not help.

Regards

Russell

[roki4]

Make it a shared workbook so that multiple users can have it open and check the "Allow changes by more than one user at the same time".

Tested out the save feature at work and if two people save it at the same time, it will pick up both save requests. However, since computers work in miliseconds, what appears to be saved at the same time for us is two separate times for computers.

Menu: Tools > Share Workbook > Tick the Checkbox "Allow changes by more than one user at the same time". (may be slightly different in 2007, I'm on 2003)

In terms of keeping it on the shared drive and not allowing users to move the file - talk to your network administrator.

[Stopea]

Thanks for your response.

I was not aware that Excel does allow changes at the same time.

So, in my case, each user will have their own sheet on this workbook. I was able to grant permission to each user for only their own sheet.

If I understood, since no user will be accessing the same sheet, they will be able to open the file simoultaneously, work on it, and each person's adjustments will be saved.


Do you know if there is a way to track the last person who opened the workbook?

Thanks again.

[Russell Dawson]

Hi

Looks like you have it now. Sounds good.

I'm not too sure about tracking (my staff - I could trust most of the time)

This may help.

http://office.microsoft.com/en-us/ex...010197381.aspx

Regards

Russell

[roki4]

In 2003, the same place where you set the workbook to shared, it will tell you which user had the workbook open at what time. Title is something along the lines of: "Who has this workbook open now".

[Stopea]

ANy ideas regarding saving back up versions of the file? I.e. can Excel be set to create a back up file each day?

[Russell Dawson]

Hi

This should help

http://office.microsoft.com/en-us/ex...001213229.aspx

Cheers

Russell

[Russell Dawson]

I found this advice:

What you need to do is open any excel file and choose the "save as" option. When you are in the save as window, below the "File name" and "Save As Type" options, there is an option that reads "Tools"*with a small drop down arrow next to it. Click on this drop down arrow and then*from the dropdown list, choose "General Options".In the window that pops up next, check the box that reads " Always create Backup"

[roki4]

ANy ideas regarding saving back up versions of the file? I.e. can Excel be set to create a back up file each day?

Most likely with VBA. Perhaps you can start another thread with this question in the programming section.