Track changes in a Shared Workbook

Important: This article explains an older method of tracking changes using a "Shared Workbook." The Shared Workbook feature has many limitations and has been replaced by co-authoring. Co-authoring doesn't provide the ability to track changes. However, if you and others have the file open at the same time, you can see each other's selections and changes as they happen. Also, if the file is stored on the cloud, it's possible to view past versions so you can see each person's changes. Learn more about co-authoring.

  1. Be certain that you want to use this method before continuing. Shared Workbooks have limitations, and therefore we highly recommend co-authoring, which is the replacement for Shared Workbooks.

  2. Click Review > Share Workbook.

    Note that in newer versions of Excel, the Share Workbook button has been hidden. Here's how to unhide it.

  3. In the Share Workbook dialog box, on the Editing tab, select the Allow changes by more than one user at the same time check box.

  4. Click the Advanced tab.

  5. Under Track changes, click Keep change history for and, in the days box, type the number of days of change history that you want to keep. By default, Excel keeps the change history for 30 days and permanently erases any change history that is older than this number of days. To keep change history for a longer than 30 days, enter a number that is larger than 30.

  6. Click OK and, if you are prompted to save the workbook, click OK to save the workbook.

  1. Click Review > Track Changes, and then click Accept or Reject Changes.

    Note that in newer versions of Excel, the Track Changes button has been hidden. Here's how to unhide it.

  2. If prompted to save the workbook, click OK.

  3. In the Select Changes to Accept or Reject dialog box, do the following:

    • To accept or reject changes that are made after a particular date, select the When check box, click Since date in the When list, and then type the earliest date for which you want to review the changes.

    • To accept or reject changes that are made by another user, select the Who check box and then, in the Who list, click the user whose changes you want to review.

    • To accept or reject changes that are made by all users, clear the Who check box.

    • To accept or reject changes that are made to a specific area, select the Where check box, and then type the cell reference of the worksheet range.

    • To accept or reject changes to the entire workbook, clear the Where check box.

  4. Click OK, and then review the information about each change in the Accept or Reject Changes dialog box.

  5. To accept or reject each change, click Accept or Reject.

  6. If prompted to select a value for a cell, click the value that you want, and then click Accept.

Notes    

  • You must accept or reject a change before you can advance to the next change.

  • You can accept or reject all remaining changes at once by clicking Accept All or Reject All.

  1. Click Review > Track Changes, and then click Highlight Changes.

    Note that in newer versions of Excel, the Track Changes button has been hidden. Here's how to unhide it.

  2. To select the changes that you want to see, do the following:

    • To view all changes that have been tracked, select the When check box, click All in the When list, and then clear the Who and Where check boxes.

    • To view changes that were made after a particular date, select the When check box, click Since date in the When list, and then type the earliest date for which you want to view changes.

    • To view changes that were made by a specific user, select the Who check box and then, in the Who list, click the user whose changes you want to view.

    • To view changes to a specific range of cells, select the Where check box, and then type the cell reference of the worksheet range.

  3. To specify how you want to view the changes, do the following:

    • To highlight changes on the worksheet, select the Highlight changes on screen check box.

    • To create a list of changes on a separate worksheet, select the List changes on a new sheet check box to display the history worksheet.

      Note    This check box is available only after you turn on change tracking and save the file with at least one trackable change.

Turning off change tracking deletes the change history. To keep a copy of this information, do the following to print the history worksheet or copy it to another workbook:

  1. Click Review > Track Changes > Highlight Changes.

    Note that in newer versions of Excel, the Track Changes button has been hidden. Here's how to unhide it.

  2. Under Highlight which changes, select the When check box, and then in the When list, click All.

  3. Clear the Who and Where check boxes.

  4. Select the List changes on a new sheet check box.

  5. Click OK.

  6. You can now print, or copy the history to another workbook.

When you highlight changes as you work, Excel marks any revisions (such as changes, insertions, and deletions) with a highlighting color.

  1. Click Review > Track Changes, and then click Highlight Changes.

    Note that in newer versions of Excel, the Track Changes button has been hidden. Here's how to unhide it.

  2. In the Highlight Changes dialog box, select the Track changes while editing check box. Selecting this check box shares the workbook and highlights changes that you or other users make.

  3. Under Highlight which changes, select the When check box and then, in the When list, click the option that you want.

  4. To specify the users for whom you want to highlight changes, select the Who check box and then, in the Who list, click the option that you want.

  5. To specify the worksheet area where you want changes to be highlighted, select the Where check box and then, in the Where box, type the cell reference of the worksheet range.

  6. Make sure that the Highlight changes on screen check box is selected.

  7. Click OK. If prompted, save the workbook.

  8. On the worksheet, make the changes that you want. Please note that some changes, such as formatting, are not tracked and therefore are not marked with a highlighting color.

When you no longer want changes to be highlighted, you can turn off change highlighting.

  1. Click Review > Track Changes, and then click Highlight Changes.

    Note that in newer versions of Excel, the Track Changes button has been hidden. Here's how to unhide it.

  2. In the Highlight Changes dialog box, clear the Track changes while editing check box.

  1. Click Review > Track Changes > Highlight Changes.

    Note that in newer versions of Excel, the Track Changes button has been hidden. Here's how to unhide it.

  2. Under Highlight which changes, select the When check box and then, in the When list, click All.

  3. Clear the Who and Where check boxes.

  4. Select the List changes on a new sheet check box.

  5. Click OK.

  6. In the history worksheet, click the filter arrows next to the column labels to find the information that you want.

Note    Saving the workbook hides the history worksheet. To view the history worksheet after saving, you must display it again by selecting the List changes on a new sheet check box in the Highlight Changes dialog box.

Expand your skills
Explore training
Get new features first
Join Office Insiders

Was this information helpful?

Thank you for your feedback!

Thank you for your feedback! It sounds like it might be helpful to connect you to one of our Office support agents.

×