Version Control in Microsoft Excel

Aug 23, 2024

image that reads how to control versioning

Ever wonder how to keep track of different versions of your Excel files?

Managing Excel versioning can be challenging, especially when multiple people are involved. Without a clear system, it’s easy to lose track of changes or accidentally overwrite important data. But don’t worry—there are simple ways to control this process and stay organized.

In this article, we’ll explore practical tips to help you master Excel versioning with ease.

Step 1: Track Changes

First, turn on the "Track Changes" feature. This handy tool records all the edits made to your workbook. To enable this feature, do the following:

Go to the "Review" tab.
Click "Track Changes."
Select "Highlight Changes" and check the option to track changes while editing.

Note that you won't find these options this way if you use a newer version of Excel. Follow this link to learn how to unhide them.

Step 2: Set User Names

To know who made which changes, do the following:

Assign user names. This will help you identify each user's contributions.
Go to "File" and click "Options."
Select "General" and fill in the "Username" field.

Step 3: Save Different Versions

Avoid confusion by saving multiple workbook versions with clear, descriptive file names. This way, you can easily track the progress of your project. For example:

ProjectPlan_Draft
ProjectPlan_Reviewed
ProjectPlan_Final

Step 4: Review & Approve Changes

Periodically review the changes made to your latest version to ensure that only approved edits are included. Follow the procedures below to get it done:

Go to the "Review" tab.
Click "Track Changes" and select "Accept/Reject Changes."
Go through the changes and decide which to keep or discard.

Step 5: Merge Versions

If different team members have worked on separate versions, you can merge them:

Access the "Review" tab and click "Compare and Merge Workbooks."
Select the versions you want to merge.

Excel will combine the changes into a single workbook.

Read: How to Merge Sheets in Excel

Step 6: Record Changes

Finally, keep a log of all changes. Document each change's date, time, user, and brief description. This can be done manually or with a simple Excel sheet dedicated to tracking changes.

Read: Excel Workbook VS Worksheet.

How To Restore Previous Versions of an Excel Sheet

Mistakes that require you to restore a previous version could happen. In a situation where you need to revert to an earlier version, do the following:

Go to "File" and select "Info."
Click the "Version History" option.
Choose the older version you want to restore.

Conclusion

Learning to manage Excel versioning is essential for keeping your files organized and ensuring efficient teamwork. Implementing these steps will save you time, reduce confusion, and help you maintain a clear record of your project's progress. So, take control of your Excel files today and enjoy a smoother, more organized workflow.

Visit Simple Sheets for more easy-to-follow guides and examples. Remember to visit the related articles section of this blog post.

Subscribe to Simple Sheets on YouTube for the most straightforward Excel video tutorials!

Frequently Asked Questions

What is version control in Excel?

Version control in Excel refers to managing multiple workbook versions to keep track of changes and identify contributors. It helps maintain an organized record of progress.

Can I recover an unsaved Excel file?

You can recover an unsaved Excel file by recovering from AutoRecover, recovering from the Document Recovery pane, and using temporary files. Also, you can check the recycle bin or use Excel's Backup feature.

How can I prevent losing unsaved Excel files?

To prevent losing unsaved files, do the following:

Enable autoSave: Go to "File," select "Options," click "Save," and ensure AutoSave is turned on.
Save regularly: Make it a habit to save your work frequently by pressing "Ctrl + S."