Track Changes in Excel

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 workbookExcel Shared WorkbookTo share the workbook, open the desired workbook>click on review tab>choose share workbook option>a dialogue box with "editing" and "advanced" tab will open>mark the required checkbox, save changes> upload the file to network location>send the link to the concerned person.read more, 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.

You can download this Track Changes Excel Template here – Track Changes Excel Template

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.

  1. Go to the Review tab.


    Track Changes in Excel step 1

  2. Now, in this tab, go to the Track Changes option, which is there under Changes Section.


    Track Changes in Excel step 2

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.

Track Changes in excel example 1

Now before making any changes, enable the option of track changes option. Follow Where to find the track changes option step.

Track Changes in excel example 2

From the above image, select the Highlight Changes option. Once this option is selected below, the dialogue box will open.

Track Changes in excel example 3

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.

Track Changes in excel example 4

Now we have multiple options When, Who, and Where. Before we go to the next step, let us understand these options.

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.

Track Changes in excel example 5

Who: This option has a couple of options. One is everyone and everyone but me.

Track Changes in excel example 6

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.

Track Changes in excel example 7

Now click on the Ok button. Excel will ask your permission to save the workbook. Click on Ok to save it.

Track Changes in excel example 8

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.

Track Changes in excel example 9

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.
separate sheet Step 1
  • Step 2: Click on the OK button. This would instantly create a new sheet named History.
separate sheet Step 2
  • 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.
validate changes step 1
  • Step 2: Click on the Accept / Reject Changes option. This will open up the below dialogue box.
validate changes step 2
  • 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.
validate changes step 3
  • 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.

Disable Option

Track Changes vs. Normal Comments

Now we will see the major differences between Track Changes and Normal Comments.

Track ChangesNormal 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 codingVBA CodingVBA code refers to a set of instructions written by the user in the Visual Basic Applications programming language on a Visual Basic Editor (VBE) to perform a specific task.read more.
Easy and super-fast.Tedious and time-consuming

Recommended Articles

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 –

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