Microsoft Office Tutorials and References
In Depth Information
You can’t delete them, because every worksheet in a database
workbook must contain the same the same number of rows and
columns as the other worksheets in that workbook. If you have
additional years of performance history that aren’t in your database,
you could use that data to calculate values for those first 11
columns. But if earlier data isn’t available, fill those first 11 columns
with Excel’s =NA() function. That way, if you accidentally try to
report the missing data, the NA results will alert you to the problem.
How to Manage Workbook Generations
One of the problems with database workbooks is that they tend to
multiply like rabbits. In fact, some people have dozens of
generations of workbook databases saved on their hard drives.
These multiple databases can become a significant problem,
because it’s easy to lose track of which database is the correct one.
Someone is bound to report against an incorrect version.
There’s an easy way solve this problem. First, before you update
your database, copy it to a new folder. (You might name the new
folder using the date of the new data…something like “2005-07”, for
July, 2005.) Then update the copy, not the original.
This step brings two benefits. First, it allows other people to use the
current version while you are working on the new version. Second,
it protects the current version from mistakes you might make during
your update process.
After you’ve updated the database, make sure you test it for
accuracy. Do the debits equal the credits? Have you reconciled
everything that can be reconciled?
Finally, after you’re certain that the updated workbooks are correct,
copy them to the working directory, overwriting the previous
version. You now have a current version and a backup; and people
who use the database haven’t been bothered.