WEBVTT Kind: captions Language: en 00:00:08.269 --> 00:00:12.039 There may come a time when you're collaborating on a project and you want 00:00:12.039 --> 00:00:15.500 a friend or coworker to make some changes to your worksheet. 00:00:15.500 --> 00:00:20.260 In this example, I'm creating a schedule for a company retreat and I want some of my 00:00:20.260 --> 00:00:25.300 teammates to fill in some of the blanks and possibly even make some corrections. 00:00:25.300 --> 00:00:29.240 There are two features in Excel but I'll make this a lot easier: 00:00:29.240 --> 00:00:35.420 track changes and comments. You can access both of the Review tab. 00:00:35.420 --> 00:00:39.510 First, click the Track Changes command, 00:00:40.200 --> 00:00:42.840 choose Highlight Changes 00:00:42.840 --> 00:00:48.010 Next, check the box where it says "Track changes while editing." This will turn 00:00:48.010 --> 00:00:49.940 this feature on. 00:00:49.940 --> 00:00:54.469 You can also limit what types of changes are highlighted but I want to highlight 00:00:54.469 --> 00:00:58.129 them all, so I'm going to leave these things the way they are. 00:00:58.129 --> 00:01:03.140 Make sure the box next to "Highlight changes on screen" is checked, then thing go 00:01:03.140 --> 00:01:05.470 ahead and click OK. 00:01:05.470 --> 00:01:11.280 If Excel wants to save your workbook, just click the button to save an continue. 00:01:11.280 --> 00:01:14.590 And now we're ready to start making some changes! 00:01:14.590 --> 00:01:19.740 Let's say I'm a coworker, and I want to add some information to the schedule. 00:01:19.740 --> 00:01:26.160 When I do that, this cell gets a little triangle in the corner and also a new border. 00:01:26.170 --> 00:01:30.740 If you or anyone else mouse over the cell, you can see exactly what was 00:01:30.740 --> 00:01:34.050 changed and also who made the change. 00:01:34.050 --> 00:01:38.170 This makes it easy to keep track of multiple edits. 00:01:38.170 --> 00:01:40.320 Let's skip ahead a little bit. 00:01:40.320 --> 00:01:46.479 This worksheet now has a lot of different track changes. So many, in fact, that I think 00:01:46.479 --> 00:01:50.800 it'd be easier to read if they were listed on a separate worksheet. 00:01:50.800 --> 00:01:55.140 To do this, you'll need to save your workbook first 00:01:55.140 --> 00:02:00.300 Then click the Track Changes command and choose Highlight Changes. 00:02:00.300 --> 00:02:07.000 Next, check the option that says "List the changes on a new sheet" then click OK. 00:02:07.000 --> 00:02:11.470 And a new worksheet will appear with a list of all the changes in the workbook. 00:02:11.470 --> 00:02:17.630 We can now easily review the edits and also see which sells there are in. 00:02:17.630 --> 00:02:22.300 So, right now the changes we've made are sort of temporary, meaning that 00:02:22.300 --> 00:02:27.530 they aren't officially part of the workbook yet. To make them permanent, we need to accept 00:02:27.530 --> 00:02:32.310 or reject them, depending on which changes we want to keep. 00:02:32.310 --> 00:02:39.390 First, go to Track changes, then choose Accept or reject from the menu, 00:02:39.390 --> 00:02:43.510 and a little dialogue box will appear. I want to look at all of the changes that 00:02:43.510 --> 00:02:48.940 hadn't been reviewed yet, so I'm going to leave this first option checked. 00:02:48.940 --> 00:02:54.650 You can also narrow it down to who made the changes, or to a specific range of cells. 00:02:54.650 --> 00:02:56.980 When you're ready, click OK. 00:02:56.980 --> 00:03:02.770 You'll be able to review each change and then accept or reject them one by one. 00:03:02.770 --> 00:03:07.520 In this case, I know I want to keep all the changes in the workbook, so I'm 00:03:07.520 --> 00:03:11.500 going to go ahead and choose Accept All. 00:03:11.500 --> 00:03:17.240 OK! Now these changes are permanent; however this markup won't go away until 00:03:17.240 --> 00:03:21.660 we turn track changes off. Let's get back to that in a minute... 00:03:21.660 --> 00:03:27.110 Another useful feature for collaborating on workbooks is the comments feature. 00:03:27.110 --> 00:03:32.130 For example, say I want to leave a note or question about this item without actually 00:03:32.130 --> 00:03:34.380 changing what's in the cell. 00:03:34.380 --> 00:03:37.140 We can do that by selecting the cell, 00:03:37.140 --> 00:03:40.110 then clicking the New Comment command. 00:03:40.110 --> 00:03:43.840 Now just type your comment here 00:03:43.840 --> 00:03:47.680 and click anywhere outside the box when you're done. 00:03:47.680 --> 00:03:52.340 Comments will show up as a little triangle in the top right corner of a cell. 00:03:52.340 --> 00:03:57.319 Just mouse over the cell, and you can easily read the comment. 00:03:57.319 --> 00:04:01.040 If you want to view all of the comments at once, there's a way to do that: 00:04:01.040 --> 00:04:05.480 Just click the command says Show All Comments. 00:04:05.480 --> 00:04:08.970 You can use that same command to hide them again. 00:04:08.970 --> 00:04:13.380 You can even edit the comments in your workbook o update something you said or 00:04:13.380 --> 00:04:18.640 maybe reply to someone else. Just select the cell you want, then go ahead and click 00:04:18.640 --> 00:04:25.120 Edit Comment. 00:04:25.120 --> 00:04:27.460 You know, I think I'm finished with 00:04:27.460 --> 00:04:32.940 so I'm going to delete all the comments by selecting each one and then clicking 00:04:32.940 --> 00:04:35.910 the Delete command. 00:04:35.910 --> 00:04:40.300 I'm also going turn off track changes which will finally removed the markup 00:04:40.300 --> 00:04:42.740 that you can still see here. 00:04:42.740 --> 00:04:48.680 All you have to do is go to the Track Changes command, the Highlight Changes 00:04:48.680 --> 00:04:54.080 and now uncheck the box that says "Track changes while editing." 00:04:54.080 --> 00:04:58.449 Now once you do this, all the track changes in your workbook will be accepted automaticallym 00:04:58.449 --> 00:05:02.470 so make sure you're ready for that before you continue. 00:05:02.470 --> 00:05:04.840 Click OK, 00:05:04.840 --> 00:05:08.070 then click Yes to confirm, 00:05:08.070 --> 00:05:11.090 and now you're all set! 00:05:11.090 --> 00:05:15.530 All of these features can be a big help when it comes to collaborating on workbooks. 00:05:15.530 --> 00:05:19.430 They make it easy to keep track of revisions and communicate ideas back and forth, 00:05:19.430 --> 00:05:24.250 so you can work work on the same file with anyone you want.