WEBVTT Kind: captions Language: en 00:00:11.420 --> 00:00:15.309 There may come a time when you're collaborating on a project, and you want a friend or coworker 00:00:15.309 --> 00:00:17.860 to make some changes to your workbook. 00:00:17.860 --> 00:00:22.090 In this example, I'm creating a schedule for a company retreat, and I want my teammates 00:00:22.090 --> 00:00:26.190 to fill in some of the blanks and possibly make some corrections. 00:00:26.190 --> 00:00:31.770 There are two features in Excel that'll make this a lot easier: track changes and comments. 00:00:31.770 --> 00:00:35.020 You can access both of them on the Review tab. 00:00:35.020 --> 00:00:41.740 First, click the Track Changes command… then choose Highlight Changes. 00:00:41.740 --> 00:00:46.530 Next, check the box where it says "Track changes while editing." 00:00:46.530 --> 00:00:49.320 This will turn the feature on. 00:00:49.320 --> 00:00:53.159 You can also limit what types of changes are highlighted, but I want to highlight them 00:00:53.159 --> 00:00:57.450 all, so I'm going to leave these settings the way they are. 00:00:57.450 --> 00:01:01.989 Make sure the box next to "Highlight changes on screen" is checked, then go ahead and click 00:01:01.989 --> 00:01:04.640 OK. 00:01:04.640 --> 00:01:10.170 If Excel asks to save your workbook, just click the button to save and continue. 00:01:10.170 --> 00:01:13.420 And now we can start making some changes! 00:01:13.420 --> 00:01:20.579 Let's say I'm a coworker, and I want to add some information to the schedule… 00:01:20.579 --> 00:01:27.159 When I do that, the cell gets this little triangle in the corner, and also a border. 00:01:27.159 --> 00:01:31.631 If you or anyone else mouses over the cell, you can see exactly what was changed, and 00:01:31.631 --> 00:01:33.899 also who made the change. 00:01:33.899 --> 00:01:39.640 This makes it easy to keep track of multiple edits. 00:01:39.640 --> 00:01:44.140 This workbook now has several different tracked changes—so many that I think they'd be easier 00:01:44.140 --> 00:01:47.820 to read if they were listed on a separate worksheet. 00:01:47.820 --> 00:01:55.159 To do this, you'll need to save your workbook first… then click the Track Changes command… 00:01:55.159 --> 00:01:58.719 and choose Highlight Changes. 00:01:58.719 --> 00:02:06.289 Next check the option that says "List the changes on a new sheet"… then click OK. 00:02:06.289 --> 00:02:10.260 A new sheet will appear with a list of all the changes in the workbook. 00:02:10.260 --> 00:02:18.040 Now we can easily review the edits, and also see which cells they're in. 00:02:18.040 --> 00:02:21.930 Right now, the changes that we've made are sort of temporary, meaning they aren't officially 00:02:21.930 --> 00:02:23.849 part of the workbook yet. 00:02:23.849 --> 00:02:27.750 To make them permanent, we need to accept or reject them, depending on what we want 00:02:27.750 --> 00:02:30.080 to keep. 00:02:30.080 --> 00:02:36.000 First go to Track Changes… then choose Accept or Reject from the menu. 00:02:36.000 --> 00:02:38.989 And a little dialog box will appear. 00:02:38.989 --> 00:02:42.489 I want to look at all of the changes that haven't been reviewed yet, so I'm going to 00:02:42.489 --> 00:02:44.739 leave this first option checked. 00:02:44.739 --> 00:02:50.540 You could also narrow it down to who made the change, or to a specific range of cells. 00:02:50.540 --> 00:02:53.930 Click OK when you're ready. 00:02:53.930 --> 00:02:59.130 You'll be able to review each change, and then Accept or Reject them one by one. 00:02:59.130 --> 00:03:03.549 I know I want to keep all the changes in the workbook, though, so I'm going to choose Accept 00:03:03.549 --> 00:03:06.060 All. 00:03:06.060 --> 00:03:10.819 Now the changes are permanent; however, the markup won't go away until we turn track changes 00:03:10.819 --> 00:03:11.819 off. 00:03:11.819 --> 00:03:15.069 We'll get back to that in a minute. 00:03:15.069 --> 00:03:19.170 Another useful feature for collaborating on workbooks is the comments feature. 00:03:19.170 --> 00:03:23.400 For example, say I want to leave a note or a question about this item, without actually 00:03:23.400 --> 00:03:25.770 changing what's in the cell. 00:03:25.770 --> 00:03:33.349 We can do that by selecting the cell… then clicking the New Comment command. 00:03:33.349 --> 00:03:42.099 Now just type your comment here, and click anywhere outside the box when you're done. 00:03:42.099 --> 00:03:46.849 Comments will show up as a little triangle in the top-right corner of the cell. 00:03:46.849 --> 00:03:51.689 Mouse over the cell… and you can easily read the comment. 00:03:51.689 --> 00:03:55.740 If you want to view all of the comments at once, there's a way to do that too—just 00:03:55.740 --> 00:03:59.280 click the command that says Show All Comments. 00:03:59.280 --> 00:04:03.709 You can use the same command to hide them again. 00:04:03.709 --> 00:04:07.900 You can even edit the comments in your workbook; for instance, to update something you said, 00:04:07.900 --> 00:04:10.959 or maybe to reply to someone else. 00:04:10.959 --> 00:04:19.450 Just select the cell you want… then go ahead and click Edit Comment. 00:04:19.450 --> 00:04:26.550 I think I'm finished with the schedule now, so I'm going to delete all the comments by 00:04:26.550 --> 00:04:39.350 selecting each one… then clicking the Delete command. 00:04:39.350 --> 00:04:43.250 I'm also going to turn off tracked changes, which will finally remove the markup that 00:04:43.250 --> 00:04:45.780 you can still see here. 00:04:45.780 --> 00:04:52.030 All you have to do is go to the Track Changes command… then Highlight Changes. 00:04:52.030 --> 00:04:56.750 Now uncheck the box that says "Track changes while editing." 00:04:56.750 --> 00:05:00.910 Once you do this, all the tracked changes in the workbook will be accepted automatically, 00:05:00.910 --> 00:05:04.560 so make sure you're ready for that before you continue. 00:05:04.560 --> 00:05:12.790 Click OK… then click Yes to confirm… and now you're all set. 00:05:12.790 --> 00:05:17.110 All of these features can be a big help when it comes to collaborating on workbooks. 00:05:17.110 --> 00:05:21.690 They make it easy to keep track of revisions, and communicate ideas back and forth—so 00:05:21.690 --> 00:05:24.140 you can work on the same file with anyone you want.