How to Monitor Excel File Access: A Comprehensive Guide

Monitoring who opens and how many times Excel files are accessed is an essential task in ensuring data security and tracking usage patterns. Depending on your system setup and version of Excel, there are several methods available to achieve this. Let's explore each approach in detail.

Basic Method: Using Windows File Properties

If you are using a Windows system and need a simple way to check when an Excel file was last accessed, you can use the built-in file properties. This method does not provide detailed information on who accessed the file, but it can give you a rough idea of the last access time.

Right-click the Excel file and select Properties. Go to the Details tab. Look for the Date accessed field. This field will indicate the last time the file was opened.

It's important to note that this method does not show who accessed the file or track multiple accesses.

Excel Built-in Feature: Version History

If the Excel file is stored on OneDrive or SharePoint, you can access its version history to track who has made changes and when.

Open the Excel file. Go to the File menu. Click on Info. Select Version History. This feature will show you previous versions and who made the changes.

Advanced Method: Using Windows Event Viewer

For more detailed tracking, you can use the Windows Event Viewer. This method requires enabling auditing on the file, which can track successful and failed access attempts.

Enable auditing if it is not already enabled: Right-click the folder containing the Excel file. Select Properties. Go to the Security tab and click Advanced. Go to the Auditing tab and add a new audit entry for the users or groups you want to track. Set it to track successful and/or failed access. Open the Event Viewer: Press Windows R, type eventvwr, and press Enter. Navigate to Windows Logs Security. Look for events related to file access (Event ID 4663).

Third-Party Software Solutions

There are various third-party tools that can help you track file access in Excel. These tools provide more comprehensive monitoring and reporting features. Some popular options include:

FileAudit Netwrix Auditor ManageEngine FileAudit Plus

These tools can track who opens the file and how many times it is accessed, along with other detailed information.

Conclusion

Choose the method that best fits your needs and technical capabilities. For quick checks, the file properties might suffice. However, for more robust tracking, enabling auditing or using third-party tools is recommended.

If you need further assistance with any of these methods or have specific questions, feel free to ask!