Preventing data being updated from one workbook to another

[Jenno]

Hi

I have one workbook with lots of student data on it (Students). I need
to create stats (mostly dates) in another workbook (Stats).

I use the student's name (-not logical I know it should be a student
number but I didn't set up this spreadsheet in the first place!) - with
the lookup function to lookup the required (calculated dates) on the
Students workbook. This works fine, but when the Student's course
details change the Stats workbook picks up the new dates. Is there a
way of linking the cells with the formulas referencing the Student
workbook, so that it is not automatically updated?

I would really appreciate some help with this.

Thanks

 

[Ian]

You could select and copy the cells on the Stats sheet and Paste
Special>Values to another location (another sheet or elsewhere on the Stats
sheet)

 

[Dave Peterson]

I think I would remove all doubt and save a copy of the Stats workbook as
values--remove those formulas by edit|copy, edit|paste special|values.

Then save that as a nice "frozen" version of the data.

But if you never open both workbooks at the same time (workbooks open at the
same time will have changes reflected immediately with the next calculation),
you could turn on a user-by-user flag.

Tools|Options|edit tab|check "Ask to update automatic links"

Then you'll be prompted each time you open the Stats workbook if the links back
to the Students workbook should be updated.

Personally, I'd save a copy as values. All it takes is one mistaken click and
you've lost your historical data.

 

[Jenno]

Thanks for your help folks. I'll sort out the best option, I have to be
cautious as you say, because other users merrily delete formulas if I'm
not careful!

 

[Ian]

You can always protect the sheet, settings cells to unlocked to allow other
users to edit certain cells only. That way you protect your formulae.