Undoing Actions in Only the Active Workbook

by Allen Wyatt
(last updated September 15, 2018)

7

Brenda often works with multiple workbooks open, at the same time. She'll make some changes in one workbook, then start editing a different one. The undo stack seems to apply across workbooks, but when she's working on any given workbook, she would like to undo only things that she did within that particular workbook. Brenda wonders if there is a way for Excel to keep separate undo stacks for each workbook.

This is a yes-and-no answer. The "no" portion is that you cannot do this in any given instance of Excel. If you have multiple workbooks open, the undo stack works across all workbooks because of cross-workbook references you may have created. In such circumstances, you would want the undo stack to function across workbooks.

As for the "yes" portion, there are two ways you can work around this. First, let's say you have five workbooks open and you've been making edits in all of them. However, you want to undo work in only a single one of those workbooks. You can, at this point, close the other four workbooks. Now you can use the undo stack and it will affect only the one remaining open workbook; those you closed will not be affected. You can then, later, re-open the workbooks you previously closed.

The second approach has to do with how you open and work with your workbooks. Normally, opening a workbook opens it within any existing instance of Excel. If, however, you open workbooks in a separate Excel instance, then those in the one instance are "walled off" (so to speak) from those in other instances. This has to do with how Windows allocates memory to applications such as Excel.

The traditional way to open a new instance of Excel is to make sure you use the Start menu (in Windows) to launch Excel each time you want a new instance. (In other words, don't just double-click on a workbook and don't use the Open command within Excel itself.) You can also create a new instance by holding down the Alt key as you start Excel; this causes the program to ask if you want to start a new session of Excel.

The immediate benefit is that you will have separate undo stacks, one for each instance of Excel that you've started. One potential glitch in this approach is that if there are workbooks that are automatically opened when Excel starts (such as the Personal workbook that holds your common macros), then you may see a warning or error message as you start a new instance of Excel. In most cases this won't cause any problem—at least it doesn't with Personal.xls. There may be other behavior differences you notice, as well, as you copy information from one instance of Excel to another.

The bottom line is that this will take some testing on your part. In doing so, you may find that the benefit of having separate undo stacks is outweighed by the drawbacks inherent in using multiple instances of Excel.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2082) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, and Excel in Office 365.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

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What is seven more than 6?

2019-05-15 12:59:45

Tereza

I have MS Office 356 and I am not able to run separate instances. Also, I need to copy between workbooks, therefore, this won't be a solution. If anyone finds some other way to go around this problem I would really appreciate it as it is essential for me to be able to separate the undo stack. It's so frustrating.

Thanks!


2019-03-22 16:09:23

Mel D

I'm used to working with multiple notebooks in different instances for this very reason. To me the undo stack is NOT the lesser of the evils of working in separate instances. However, I’m now in a corporately managed environment and I guess because Excel is hosted on the network, I CAN’T open separate instances so THIS IS MADDENING. At least if you have multiple instances open and you try to move/copy data it’s CLEAR something went wrong. With undo stacked you might not realize that you’ve undone something on another sheet until it’s too late to fix it. Essentially I can now only work on one spreadsheet at time for fear that doing or undoing something will irreparably screw another sheet up.


2018-09-22 09:14:29

Alex B

Most people I have seen using multiple instances just seem to get themselves into trouble, when they find they can't move/copy sheets between workbooks; copy data between workbooks and find they only have the external copy options (not formulas, values etc); try to do a lookup or other formula to a sheet in another instance and can't. Often not realising they are working across instances.


2018-09-17 12:24:07

Neil

Thanks Allen, very helpful! This has been one of the most frustrating things about working with Excel for me. I imagine I am out of luck only wanting to undo actions in a certain tab in a workbook when other tabs have been edited in the interim.


2018-09-17 10:44:33

Doug Drury

I have an issue with multiple instances of excel opening all the time, but I don't want multiple instances opening. We haven't been able to figure out why I do end up with multiple instances when I open workbooks double clicking on the workbook name in windows explorer, opening a pinned workbook from the start bar, or opening a workbook being sent to me via email. Any thoughts on what could be causing this or things to check?


2018-09-15 22:32:49

Alex B

Most people I have seen using multiple instances just seem to get themselves into trouble, when they find they can't move/copy sheets between workbooks; copy data between workbooks and find they only have the external copy options (not formulas, values etc); try to do a lookup or other formula to a sheet in another instance and can't. Often not realising they are working across instances.


2018-09-15 08:19:07

Willy Vanhaelen

You can also launch a second or next instance of Excel by holding down Shift and clicking the Ecel button on the taskbar.


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