Excel Workbook Version and File Naming Practice Audit
Check how a team saves, names and shares versions.
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[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.
Audit file practice. Examples of file names in our shared folder: [FILE_NAMES]. How people share workbooks (email, shared drive, co-authoring): [SHARING_METHODS]. Incidents when someone used the wrong version: [INCIDENTS]. Classify names (final, final2, new, date formats) and count versions per workbook. Show a table with Workbook, Number of copies, Latest, Who edited last, Conflicts found and Action, with arithmetic such as 12 copies of one budget, 4 of which contain different totals. Estimate the risk of conflicting copies. Propose a standard: Project_Topic_YYYY-MM-DD_v02_initials.xlsx, one master location, older versions in an Archive folder, a Change log sheet inside each workbook (Date, Person, What changed, Why), and a rule for when to create a new version. Compare email attachments with shared editing and recommend a method with its risks (send links, not attachments) [VERIFY co-authoring features]. Suggest a monthly 15-minute tidy and a short message introducing the standard. Return a table with Practice, Risk and Change, simple enough that people follow it. Do not assume what my version includes; ask or mark [VERIFY].
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