G
Guest
Our company uses Excel templates that we have created for all of our
quotations. Each item quoted is on its own worksheet; in addition to these
worksheets, there is a cover page, warranty page, and a delivery/terms page.
There are 3 of us who put the quotations together and each of has a different
version of Excel; there is 1 each 2003, 2000, and 97 versions. The
individual item templates are copied and pasted into a master quotation
template with each item being pasted as a single item on a worksheet within
the master quotation template; some of our quotations are 60 pages long.
When we generate a quotation, the person using 2003 does the actual cutting
and pasting of the individual equipment item templates into the master
quotation template and saves the master as an Excel workbook. The person
using 97 edits this quotation workbook to achieve our desired results; this
sometimes results in numerous revisions to the master workbook. I have v2000
and am responsible for a final review; I don't do too many changes to the
original though.
Recently, we had a quotation that should have only been 500Kb - 650Kb and
showed to be 21.5Mb in size; it was horrendously slow to maneuver in and took
about 20 minutes on one system to even open. After numerous attempts to
figure out why it was so large, our IT person just happened to see his cursor
change from the Maltese cross symbol to the 4 point arrow symbol and then
suddenly change back again; he settled on the 4 point arrow and a hidden,
empty text box became visible. Upon looking further, there were many
hundreds of these empty text boxes overlaying each other; on one page there
were close to a thousand of them in different locations on the worksheet, but
all of them having numerous overlays.
I have not been able to find any reference material that can tell me how
this happened. Once we removed all the hidden text boxes, the file shrunk to
385Kb.
Can someone tell me how we accumulated all these text boxes, and, more
importantly, tell me how to prevent a reoccurence.
Thank you.
quotations. Each item quoted is on its own worksheet; in addition to these
worksheets, there is a cover page, warranty page, and a delivery/terms page.
There are 3 of us who put the quotations together and each of has a different
version of Excel; there is 1 each 2003, 2000, and 97 versions. The
individual item templates are copied and pasted into a master quotation
template with each item being pasted as a single item on a worksheet within
the master quotation template; some of our quotations are 60 pages long.
When we generate a quotation, the person using 2003 does the actual cutting
and pasting of the individual equipment item templates into the master
quotation template and saves the master as an Excel workbook. The person
using 97 edits this quotation workbook to achieve our desired results; this
sometimes results in numerous revisions to the master workbook. I have v2000
and am responsible for a final review; I don't do too many changes to the
original though.
Recently, we had a quotation that should have only been 500Kb - 650Kb and
showed to be 21.5Mb in size; it was horrendously slow to maneuver in and took
about 20 minutes on one system to even open. After numerous attempts to
figure out why it was so large, our IT person just happened to see his cursor
change from the Maltese cross symbol to the 4 point arrow symbol and then
suddenly change back again; he settled on the 4 point arrow and a hidden,
empty text box became visible. Upon looking further, there were many
hundreds of these empty text boxes overlaying each other; on one page there
were close to a thousand of them in different locations on the worksheet, but
all of them having numerous overlays.
I have not been able to find any reference material that can tell me how
this happened. Once we removed all the hidden text boxes, the file shrunk to
385Kb.
Can someone tell me how we accumulated all these text boxes, and, more
importantly, tell me how to prevent a reoccurence.
Thank you.
