How to Track Changes in Excel? (Step by Step)
Tracking changes in excel is a technique which is used to highlight a changes done by any user in a excel shared workbook, it highlights the cell which has been changed in to a different color, this option can be enabled when we share a workbook and is available in the changes section of the review tab, it gives us certain options such as when to highlight changes and whether to reflect the changes on the screen.
Before we head into the topic of track changes in excel, firstly, we need to know where exactly the option to use it. Follow the below steps to find that option.
- Step 1: Go to the Review tab.
- Step 2: Now, in this tab, go to the Track Changes option, which is there under Changes Section.
Work With Track Changes Option in Excel
Now we will see how exactly excel tracks the changes we made in excel. Consider the below data for this example.
Now before making any changes, enable the option of track changes option. Follow Where to find the track changes option step.
From the above image, select the Highlight Changes option. Once this option is selected below, the dialogue box will open.
Now check the box Track Changes while editing. This also shares your workbook. Once this button is checked, all the below options will be enabled.
Now we have multiple options When, Who, and Where. Before we go to the next step, let us understand these options.
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When: This option includes multiple other options as well. Whether you want to track since you last saved, All, Not yet reviewed, and since date option.
Who: This option has a couple of options. One is everyone and everyone but me.
Where: This is where you need to track changes in excel. If you want to track the whole sheet, then do not check the Where box, or else you can specify the range.
Now click on the Ok button. Excel will ask your permission to save the workbook. Click on Ok to save it.
Now make anyone change to any one of the cells within this range. I have to change the cell C6 value from 2208 to 1800. Track changes automatically inserted the comment for me.
Look how the track changes option has done the trick for me. It included my name, the date when I made the changes, the time, and the cell that I have changed. It also mentions the previous value along with the new values.
How to make the List of Track Changes in a separate sheet
We have learned how we can track our changes. I can record all those changes in the separate sheet itself. I think that is the coolest option you will ever get. Follow the below steps to explore this option.
- Step 1: Again, click on the Highlight Changes option and select the option of List changes on a new sheet.
- Step 2: Click on the OK button. This would instantly create a new sheet named History.
- Step 3: You can just see this sheet. This sheet is read-only. If you save the workbook, then this sheet will disappear.
Validate Changes and Accept or Reject
At any given point in time, the admin can accept or reject changes. When the users make changes, review those changes. You can either accept or reject the changes.
Follow the below steps to explore this option.
- Step 1: Click on the Track Changes drop-down and select the Accept / Reject Changes option.
- Step 2: Click on the Accept / Reject Changes option. This will open up the below dialogue box.
- Step 3: You can explore all the options under each section to accept or reject the changes. Click on the OK button, and it will open up the below box. This will show the changes one by one.
- Step 4: If the changes are ok to go ahead, click on Accept, or else click on the Reject option. If you want to accept once for all, click Accept All. If you want to reject once for all, click on Reject All.
How to Disable this?
At any given point in time, we can disable this option by just unchecking Track Changes while editing. This also shares your workbook. Once this box is unchecked, the track changes option stops tracking the changes.
Track Changes vs. Normal Comments
Now we will see the major differences between Track Changes and Normal Comments.
|Track Changes||Normal Comments|
|Track changes comments are auto inserted by the excel itself. No need for manually typing.||Unlike track change comments, these types of comments are not auto inserted.|
|We can extract all the comments on a separate sheet.||We cannot extract comments unless we use VBA coding.|
|Easy and super-fast.||Tedious and time-consuming|
This has been a guide to Track Changes in Excel. Here we discuss how to track changes in excel, list them, and validate changes along with practical examples. You may learn more about excel from the following articles –