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Excel Workbook carrying print settings from individual users in worksheets.

Posted on 2008-06-26
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Last Modified: 2008-08-29
These Excel workbooks are stored on Network locations where many people from the same department access and edit them.  This group of people are printing to Large Cannon ir1705 printers where the output is set to store in users mailboxes until they print from the copier itself.

When users access these workbooks the individual worksheets themselves seem to be storing the last user who printed the worksheets mailbox as the print location for the print job.  Would excel store this information or would this be an error with the print driver?
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Question by:emaynard
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redrumkev earned 125 total points
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Emaynard,

How are you doing?

Because these worksheets are in a folder and anyone can alter them, whatever the last settings were, which were made and then saved, this is what Excel will remember (because that is waht went into the saved file).

I think of this situation like having a file on my own desktop, but another worker comes by, makes some changes (including printing changes) and saves the file. When I open and click print, it will print to whatever was last saved (by the other user) including changed "page layouts" (print area, margins, orientation, etc).

The best solution for this, that I have come up with from my own experience, is to have people add things to the file (new data, etc). But when they are going to print, or alter visible columns (such as hiding information, etc), to make a "temp copy" of the file. Do what they need to do and then delete the temp when they are done. This way the "original" either stays the same or gets updated with the data that the entire group needs, but the formatting is not altered for everyone else.

I have even had users make multiple copies, such as:

Original Data.xls
Data Changes_06-25-2008_ver1.xls
Data Changes_06-25-2008_ver2.xls
Data Changes_06-25-2008_ver3.xls
Data Changes_06-26-2008_ver4.xls
Data Changes_06-27-2008_ver5.xls

and so on.

Kevin
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