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Excel 2010 - Shared files on network

Dear Experts,

In our daily work we use a Shared excel file, around 6 users writing comments into it.

The starting size always 1,5Mb, but sometimes it can increase even until to 10Mb, but anyway there are no more data in it. The users just rather change existing dates and comments to a different value.

Could you advise concretely what can cause size such increase?

I know that the shared excels on network not too much proposed, but we do not have other choice. So just would like to understand first of all what can so much increase the size of .xlsx file

thanks,
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csehz
Asked:
csehz
3 Solutions
 
Ingeborg Hawighorst (Microsoft MVP / EE MVE)Microsoft MVP ExcelCommented:
Hello,

if you already know that shared workbooks are not a good idea, then there is not much else that we can advise. Shared workbooks are notoriously unreliable, impossible to troubleshoot and should NOT be used.

Nobody will be able to pinpoint the cause for the file size increase, because nobody will be able to recreate exactly the same phenomenon and flavour of workbook corruption that you are facing. Shared workbooks are unreliable.

>>  but we do not have other choice

It may feel like there is no other choice, but in fact there are plenty of alternatives, like multi-user databases. Any alternative will of course mean some work and a learning curve, and maybe a change in the way that users perform their tasks, but it will also mean that you are much better protected against data loss or corruption.

There are alternatives, and they all mean that your data will be safe(r).

cheers, teylyn
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jppintoCommented:
Please take a look at this article:

http://excel-user.blogspot.com/2011/07/sharing-workbook.html

You can also try selecting the blank rows/columns on all sheets of the file and delete them. Then save the file to see if it reduces size.

jppinto
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csehzAuthor Commented:
Thanks the answers,

Teylyn, yes I know also that there are always alternatives. But rather in relative context :-) Because this company for sure will not pay for such database to any IT. Anyway concretely the database you mentioned would be Access? Or some different, because also sure that the company will not buy any software except Excel/Access.

Jppinto thanks the tip, we will try. Currently we are trying that in Review/Share Workbook/Advanced tab, there is a radio button saying "Don't keep change history". Basically that was not selected as default, so I would imagine maybe this can a kind of reason of the size increase

thanks,
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jerseysamCommented:
It could be that the workbook is closed suddenly without the users being diconnected properly.

Go to the Review tab.
In the Changes group, click Share Workbook.
On the Editing tab, click the name of users that you want to disconnect, and click Remove User after each name. Then save and close the workbook.

Make sure you are doing frequent saves in case it crashes and leaves users still active.

Other idea you could try and delet any blank cells that are in the workbook.

Otherwise you may try and remove all formatting that is unused in the workbook. But this may be a bit risky, always backup or make a copy first. There is an excleclean tool:

http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=21649

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