Problem With Shared Spreadsheet

[Andi B]

Hi folks,

Wondering if anyone can help with a slight anomaly that popped up in the
office the other day:

Every month we take a download from our stores system of all items that have
been overdue from contractors for one month or more and put it into a shared
spreadsheet, pasting the new information over the old information. We make
sure that no one is using the old spreadsheet when it is updated with new
information, however we still seem to have one niggling problem: The header
of the spreadsheet is altered to reflect the current month (March, for
example), however when some people open the spreadsheet and print off
sections, their header will read as a previous month, sometimes February, or
even December. Does anyone know why this happens, and how we might be able
to stop it in the future?

Regards, and thanks in advance for any assistance,

Andi

 

[Wild Jim]

The best way to stop this and incidentally, the safest for an audit trail is not to overwrite your file.

I assume that you have a number of users using different machines. If so, set each user up with an icon on their desktop pointing to the file name "curent stores".

Then, before you do the download, save the current as "old - february 2005" (etc) and download the new into a file called "current stores". ie overwrite the old file.

To set the various headers and print parameters etc, you could run a small macro each month on the new "current stores" file before sharing it.

Everyone's desktop icon still points to a valid file.