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Saving Versions

Those familiar with Word may know how to use the Version feature of that program to save different versions of the same document, all within the same file. You may wonder if such a feature was built into Excel, as well.

Excel does not have such a capability; there is no versioning feature. You can, however, use custom views (View menu) to create different ways of looking at your worksheet. Custom views are described fully in other issues of ExcelTips; they basically allow you to specify things such as which rows and columns are visible, row height, column width, formatting characteristics, etc. While not a true "version," custom views do provide a way that you can show different information to different people.

Another approach is to periodically create copies of your worksheets (use Edit | Move or Copy Sheet). Each copy you create can represent a different version of the worksheet. You could also just make copies of your entire workbook periodically, and then name each copy so that it represents a different version of your data.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2879) applies to Microsoft Excel 97, 2000, 2002, and 2003.

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Comments for this tip:

Cynthia Whalen    22 May 2014, 13:25
Excel 2013 seems to have versions on the info page of the Backstage view but I'm not sure how they work?
Jim Foote    07 Dec 2013, 14:07
I have used Excel AutoBackup (available as a free download at https://sites.google.com/site/filzef/home2) for several years without any problem. It installs as an add-in to Excel and let you control the interval of each automatic backup, the destination folder, the days the backups will be kept and the maximum number of backups.
I highly recommend it to everyone with Excel 2007 or older.
 
 

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