Locking a Worksheet Automatically

by Allen Wyatt
(last updated May 24, 2014)

1

Andries has a shared workbook on a network and it works great. It allows multiple teachers at his school to make changes in the various worksheets, within limits he specifies through cell and worksheet protection. The shared workbook also allows him to track changes so he can see what happens to the data in the worksheets. Andries would like a way, though, to automatically "lock" a worksheet after a given date so it can no longer be changed. If he attempts to do it manually, he loses all of the tracked changes, which is unacceptable. He wonders if there is a way to lock a worksheet automatically, by date, and not lose the tracked changes.

There is no way to do this in Excel. The problem is just as you mentioned—when you unshared the workbook (which must be done to make the desired changes to it—you lose the tracked changes. This, for whatever reason, is designed into Excel. In fact, there are a number of features that are made unavailable whenever you share a workbook. The following page at the Microsoft site, even though it says it is for Excel 2003, is also applicable to later versions:

http://office.microsoft.com/en-us/excel-help/features-that-are-unavailable-in-shared-workbooks-HP005201080.aspx

There is one possible way around this if you want to protect the entire workbook: You could simply change the workbook itself so it is read-only. This would have to be done outside of Excel, simply because you cannot do it on a workbook that is currently open. It could, however, be done using a batch file, which means you could set up a Windows scheduled task to run it every day or week (whatever is best for your needs).

If you make the entire workbook file read-only, then people won't be able to change anything within it. That will help to "freeze" the workbook to whatever its condition is on a particular date.

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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 6 - 3?

2014-05-25 23:29:33

Ken

I have had a similar situation and have used this basic process.

1 – In the workbook I have 2 sheets:
a) the main data sheet that has all the information in it
b) one other data sheet that is locked from editing and apart from a simple text message has nothing else in it.

The main data sheet is hidden using the ‘very hidden’ function which prevents the users from unhiding it.

The other sheet with the message in it simply informs the user that to able to review the data in this spreadsheet they must first activate macros.

2 – I then have a macro in the workbook that is set to run automatically using the ‘auto_open’ macro name.
In this macro it does a couple things:
• It unhides the ‘very hidden’ main data sheet and hides the message text sheet also using the very hidden function.
• It checks the system data, and if that date is past a nominated cutoff date it then locks the sheet from changes.

If the user does not activate macros, they get only the message sheet and cannot see the data that they would want to see.

One problem with this is that you also need to disable the normal save and save as functions and replace them with another macro ‘save’ function where that macro will:
• unhide the very hidden message sheet
• hide the main data sheet using the very hidden function
• save the changes (if the user had made any … which was only available if that control date had not yet been reached)
• close the workbook

Maybe something like this can help with your situation.


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