Protect file from being overwritten via "save as"

[Guest]

Is there a way to prevent someone from saving over a specific file?

I've created a file on a network drive for some users. Some of the users
complain about the time it takes to open the excel file. What they've done
is save the file to their C:\ once the file is open. Make their changes and
then "save-as" back to the network drive (thus overwriting) the original file.

How can I prevent them from saving over my file with their "new" file?

 

[Edmund]

Set the file as read-only. Or you can get the System Administrator to make
that network folder read-only, since savy users will simply set the file to
read-write and then save over it (if any of your users are that savy).

 

[Guest]

Problem is that I want them to be able to open the file, make changes and
save it at that time. If they "save as" the file to another location, then
there are now two versions of the file. This could cause issues down the
road.

I'd like to be able to protect the file to prevent it from being saved over.
Have it ask for a password or something along those lines. I already have a
password in order to open the file.

 

[Edmund]

What sort of data is in the file? I ask becuase it sounds like this may be
better suited to a database (eg. MS Access). If multiple users need to
access/update the data then perhaps it is not a good idea to use a system
that is not designed for such. A database is designed to do just that. Can
you put it into a database?

Oh, I just though of something. Did you know that you can link the Excel
file as a table in an Access database. I think each sheet can be linked as
a table. Then you could use the Form Wizzard to create forms to access the
linked tables (that are really the excel pages). That way if you really
needed the data in Excel, say, for some macro or charting, then it can stay
in Excel; while the access is controlled by Access.

Edmund

 

[Guest]

The file is designed for another (1) user to update a bunch of data in the
file. Once they are done, they save it and then I use it for other
functions. We've thought about using Access, but its too late in the game to
use at this point in time.

I'm looking to see if there is a way to prevent them from oversaving a file.

 

[Edmund]

You can link the Excel file into Access as a linked table. That way the
updates are actually saved to the Excel file. You get to control access to
the data through Access AND keep the data in an Excell file.

Edmund

 

[Guest]

BUt is there a way to prevent a file from being over wrtten without using
Access?

 

[Edmund]

Only with the network access permissions. There is no other way to tell
Excel that the file that is about to be overwritten should not be
overwritten.

Edmund

 

[Guest]

There is a way to share a workbook, I found in the help, maybe this would
suit your needs:
Share a workbook
Create a workbook you want to make available for multiuser editing, and
enter any data you want to provide.
If you want to include any of the following features, add them now: merged
cells, conditional formats, data validation, charts, pictures, objects
including drawing objects, hyperlinks, scenarios, outlines, subtotals, data
tables, PivotTable reports, workbook and worksheet protection, and macros.
You can't make changes to these features after you share the workbook.

On the Tools menu, click Share Workbook, and then click the Editing tab.
Select the Allow changes by more than one user at the same time check box,
and then click OK.
When prompted, save the workbook.
On the File menu, click Save As, and then save the workbook on a network
location accessible to the intended users. Use a shared network folder, not a
Web server.

 

[Guest]

Have you tried simply removing "Save As" (and Send To) from the File menu
from the workbook?

 

[Ron de Bruin]

Hi ISA

See
http://www.rondebruin.nl/menuid.htm