allow sort and filter on protected ss

[L.S.]

Office 2k(excel)

Our local historical society has created a SS with 5 columns, doc#,
category, date of doc, box#, folder#.
We want people to be able to search the docs, sort and/or filter according
to what they are looking for and print out results of search.
Here's the catch- we don't want them to be able to permanently change any of
the data in the columns AND we want the ss to retain it's original format
when they close out of Excel.
I read that you can disable the save alert using VBA when they close out but
not sure if there is a way for folks to get around this even by mistake.
Also read that the later versions of Office allows more ways to protect the
ss. Would this be the way to go?

Yes, we'll keep a 'clean' backup copy on a different system plus a copy on a
cd/dvd but we'd rather not have to reload it everytime someone uses the
system open to our members.

Thanks for any suggestions.

 

[Dave Peterson]

Couldn't you just mark the file readonly?

The user will be able to save as a different name, but the original will be
safe.

If you want to experiment, you could:
Open windows explorer
traverse to the folder that contains your file
Rightclick on the file and choose properties.
And mark it readonly.

But anyone who knows how to toggle this setting can.

You could also open your workbook
File|SaveAs|tools|general options|and give it a password to modify (not open).

When they open the workbook, they'll be prompted for that password to modify.
If they know it, they can enter the password and save any changes they make.

If they don't know it, then they can still save their workbook using a different
name.

======
If you use the windows explorer readonly settings (alone or with the second
suggestion), excel won't even bother the user with a password prompt.

Excel knows the file should be opened in readonly mode.

 

[L.S.]

Thanks. Will play with these settings later today.

L.

 

[L.]

Thanks.

Couldn't you just mark the file readonly?

The user will be able to save as a different name, but the original will
be
safe.

If you want to experiment, you could:
Open windows explorer
traverse to the folder that contains your file
Rightclick on the file and choose properties.
And mark it readonly.

But anyone who knows how to toggle this setting can.

You could also open your workbook
File|SaveAs|tools|general options|and give it a password to modify (not
open).

When they open the workbook, they'll be prompted for that password to
modify.
If they know it, they can enter the password and save any changes they
make.

If they don't know it, then they can still save their workbook using a
different
name.

======
If you use the windows explorer readonly settings (alone or with the
second
suggestion), excel won't even bother the user with a password prompt.

Excel knows the file should be opened in readonly mode.

 

[L.]

Played with your suggested setting and I think that will work fine.
May also use a VBA to disable save and save as function.

Thanks again,

 

[Gord Dibben]

And what will you do when users disable macros on opening?

Do you have a contingency plan?


Gord Dibben MS Excel MVP

Played with your suggested setting and I think that will work fine.
May also use a VBA to disable save and save as function.

Thanks again,

 

[L.]

I guess just keep a backup.

And what will you do when users disable macros on opening?

Do you have a contingency plan?


Gord Dibben MS Excel MVP

 

[Dave Peterson]

Another option that is much, much safer is to get your IT staff involved.

Tell them you want a common folder that everyone has readonly access -- and only
you (and another trusted coworker (for your vacation/out of office days) have
write access).

Then you don't have to worry about the users opening windows explorer and
deleting the file.

 

[L.]

IT staff?
We're a small historical society with ~ 100 members and 8 that does 90% of
the work.
We're just a bunch of volunteers. I'm self taught using Excel which should
tell you something....
We're lucky to have a computer(donated) much less someone that really knows
what they are doing.

L.

 

[Dave Peterson]

Congrats on your promotion(?) to MTS (Member Technical Staff).

Next you'll be in charge of everyone doing the work that only you do!

IT staff?
We're a small historical society with ~ 100 members and 8 that does 90% of
the work.
We're just a bunch of volunteers. I'm self taught using Excel which should
tell you something....
We're lucky to have a computer(donated) much less someone that really knows
what they are doing.

L.

 

[Gord Dibben]

8 out of 100 doing 90% of the work is most unusual.

My experience with groups has been 1 or 2 out of 100 doing 99% of the work.


Gord

 

[L.]

Almost there anyway.

Congrats on your promotion(?) to MTS (Member Technical Staff).

Next you'll be in charge of everyone doing the work that only you do!

 

[L.]

6 of the 8 didn't show up at the last meeting.
How do you spell d r a f t e d

 

[Gord Dibben]

I know the feeling<g>


Gord

6 of the 8 didn't show up at the last meeting.
How do you spell d r a f t e d

 

[L.S.]

Is this something I can do?
If so, how????

L.

Another option that is much, much safer is to get your IT staff involved.

Tell them you want a common folder that everyone has readonly access --
and only
you (and another trusted coworker (for your vacation/out of office days)
have
write access).

Then you don't have to worry about the users opening windows explorer and
deleting the file.

 

[Dave Peterson]

I don't know how to implement this.

I'd always send a request to our IT staff (a real department!) when I needed it.

You may want to ask in a forum dedicated to your network operating system. Give
as much info as you can when you explain what you need.

Is this something I can do?
If so, how????

L.

 

[L.]

thanks, will do.

I don't know how to implement this.

I'd always send a request to our IT staff (a real department!) when I
needed it.

You may want to ask in a forum dedicated to your network operating system.
Give
as much info as you can when you explain what you need.