Track changes in Microsoft Excel

As with Microsoft Word, Excel also has a track changes function but it works in a slightly different way. Here’s some brief information about how to use it.

How to turn track changes on
Reviewing changes
Accepting and rejecting changes

How to turn track changes on

To turn track changes on, click on the Review tab and then click Track Changes, followed by Highlight Changes. This ensures that any changes you subsequently make to your work will be marked-up in the text. If you want to review changes made by me rather than adding changes of your own, then this step will also ensure that the changes I’ve made will be visible.

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In the Highlight Changes dialog box, ensure that this option is ticked: Track changes while editing. This also shares your workbook. There are also options for which changes you’d like to be highlighted – those since you last saved, all the changes, those not yet reviewed, or changes since a particular date. I’d recommend selecting All here to ensure that you don’t miss any of the changes. Please also ensure that this option is ticked: Highlight changes on screen. If you then click OK, your document should now be ready for showing any changes that have been made to it or which are about to be made.

Reviewing changes

As you can see from the above image, there are some mistakes in this Excel table. Having now corrected these mistakes, now it’s time to review the changes that have been made. As Highlight Changes should now be turned on, it’s simply a case of hovering your cursor over the cells that have a small blue triangle in the top left-hand corner. Then a comment box should appear, giving information on the change that has been made.

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Accepting and rejecting changes

If you want to accept or reject individual changes, then go back to the Review tab, click on Highlight Changes, and then Accept/Reject Changes. A dialog box then appears where you can choose the changes you’d like to accept or reject. You can choose to look at the changes you’ve not yet reviewed or since a particular date, the changes made by a particular user, or specific changes within a certain cell range. If you then click OK then the first change should appear for you to review. Here’s an example:

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In this example, you can see that the original misspelled text Industrail hertage has been corrected to Industrial heritage. The Accept or Reject Changes dialog box shows all the changes that have been made, together with information on who made the change and at what time. There are options to either accept the changes or to reject them.

Hope this helps – if you have any queries about track changes in Microsoft Excel, please contact me and I’ll get back to you as soon as possible.

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