I have an Excel file with some important functions. How can I mô tả this tệp tin with my clients without allowing them to make changes to it?
In this case, it will be necessary to protect the workbook from any changes intentional or otherwise by other users that have access khổng lồ it.
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We may still want to allow a user khổng lồ make changes and save sầu those with a new filename or lớn a different location.
A great way lớn ensure the integrity of such a workbook tệp tin would be to lớn enable the ‘read-only recommendation’.
Kasper Langmann, Co-founder of thosanlinhhon.vn
*This tutorial is for Excel 2019/Microsoft 365 (for Windows). Got a different version? No problem, you can still follow the exact same steps.
Let’s say we maintain a monthly report that we make changes to lớn as new data becomes available.
We now need lớn share the updated report to lớn users that need the new data & metrics.
However, we want to lớn make sure that any changes made by other users vị not get saved khổng lồ the original file. Instead, these users will be forced khổng lồ rename the file – or to lớn save it lớn a different location.
Kasper Langmann, Co-founder of thosanlinhhon.vn
We can vì chưng this by making sure other users can choose the option of ‘read-only’ mode khổng lồ decrease (but not eliminate) risk of the tệp tin being changed.
The first step in how khổng lồ make a file ‘read only’ is lớn enable the setting…
1: Go to lớn the ‘File’ tab and select ‘Save sầu As’.
4: Select ‘General Options’ from the list.
5: Make sure the ‘Read-only recommended’ box is checked in the ‘General Options’ dialog box & clichồng ‘OK’
6: Select ‘Save’.
It’s that simple.
Now every time the tệp tin is opened, the user will be prompted to lớn ‘xuất hiện as read-only?’.
Note: This method allows the choice of ‘Yes’, ‘No’, or ‘Cancel’
If the user clicks ‘Yes’ khổng lồ the question to lớn open as ‘read-only’, no changes to the original tệp tin (name) can be made.
This doesn’t quite mean that we cannot make changes to lớn the open file.
For anyone wondering how to lớn change a ‘read-only’ tệp tin, there actually is a bit of a workaround.
Note in the next figure that if we try to lớn save a ‘read-only’ file that it prompts us to change the file name or location.
So that’s how lớn change a ‘read-only’ file!
We simply rename the ‘Save As’ filename or save sầu it lớn a different tệp tin location.
It’s a pretty simple procedure khổng lồ save sầu a workbook as ‘read-only’ và it adds some extra control over the workbook.
But it’s really not protecting it from changes since each user that opens the workbook has the option not lớn open in ‘read-only’.
It’s more of a reminder to lớn anytoàn thân who might forget that “hey, don’t mess this copy up!”.
Now that we have covered the steps to make a workbook tệp tin ‘read-only’ let’s look at how we remove the ‘read-only’ option…
Let’s now turn khổng lồ the task of how to remove ‘read-only’ recommendations from the tệp tin.
For instance, say it’s lớn add new data và make some calculations. This updates the metrics for the stakeholders that use the report.
We need to lớn have a way khổng lồ remove sầu ‘read-only’ from our tệp tin in order lớn easily save sầu the changes to lớn the current filename.
One thing to lớn note is that our workbook must not be open in ‘read-only’ mode for us khổng lồ be able khổng lồ actually save our changes after we remove ‘read-only’.
When we open a ‘read-only recommended’ file that it prompts us for a ‘Yes’ or a ‘No’ to the question of whether we would like lớn open as ‘read-only’ or not.
We need to lớn clichồng ‘No’ in order to lớn be able lớn save our changes.
3: Clichồng on ‘Tools’ at the bottom of the ‘Save sầu As’ dialog box và select ‘General Options’.
4: Once the ‘General Options’ dialog box appears, unkiểm tra the box next khổng lồ ‘Read-only recommended’.
First, if we open a tệp tin in ‘read-only’ there is an indication at the top of the tệp tin in the filename that the workbook is, in fact, ‘read-only’.
Another thing to lớn note is what will happen if we try và save sầu changes to the same tệp tin that is in ‘read-only’ mode.
As you saw earlier, the only way to save changes to a ‘read-only’ file is by renaming it or saving it lớn a different location.
So, there it is. The basic steps lớn both enabling & disabling ‘read-only’ mode in Excel năm 2016.
It’s a simple technique that can provide more control over the integrity of files without going khổng lồ the extremes of things like password protection.
Furthermore, it still allows other users lớn make changes but ensures they can only vị so by renaming the file or saving it to a different location than the original tệp tin.
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