Tips Microsoft Office Using shared workbooks - Excel | Using shared workbooks - Excel | | Print | |
If you have several users who need to work from the same workbook at the same time, familiarize yourself with Excel's Shared Workbook feature. This feature can be a lifesaver when workbooks must be updated by multiple users.
To use this feature, select Tools | Share Workbook, and Excel will allow multiple users to edit the workbook. You can set options that control when changes are updated and how to handle conflicting edits by different users. You can also choose to save updates when a user clicks Save, or you can specify a time interval for Excel to automatically save user updates. In the Share Workbook dialog box, you can decide how changes should be logged by the Track Changes feature, which integrates with workbook sharing. That way, you can see exactly what changes were made to cells, when sheets were added or deleted, how conflicting edits were resolved, etc. Users can also see the names of all the other users who have the workbook open for editing.
Use the Immediate window
One of the tools provided by the VBA Editor is the Immediate window. You can use it as a general-purpose scratch pad while testing your code. For instance, you can place Print commands at various places in your code to output variable values or the results of calculations to this window. For example:
For Count = 1 to 20
Debug.Print Count
Next Count
This code prints the numbers 1 through 20 to the Immediate window.
You can use the Immediate window to check or change variable values or object properties to test the results on your running code. You can also call other procedures from this window. For example:
Debug.Print A * 125
multiplies the current value of the variable A by 125 and prints the results in the window.
Activesheet.Name = "New Name"
changes the name of the active sheet.
The Immediate window offers an excellent way to test the outcome of new values or property changes on your code without inserting the new code into your procedure.
Summarize data with grouping
Grouping in Excel allows you to create outline structures with your data. Let's say that you have a column of numbers with a cell at the bottom that contains their sum. You could just leave it at that and have other worksheet users view the entire column every time they open the workbook. Or you could use Grouping to hide the numbers, showing only the sum but providing the option of expanding the outline to see the hidden data.
Grouping adds a small column to the left of your data with plus and minus symbols to let users expand or hide the detailed data. To build this outline, select the columns of data that will be hidden in your outline and choose Data | Group And Outline | Group. Excel will add the expand/collapse symbol to the left of your data. Your users can now choose whether to see the source data for the calculations or just the totals.
You can choose whether the outline should assume the Totals row is above or below the data. You can also use this feature to summarize rows in the same way, so an outline expands or collapses across rows instead of columns.
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