There are several ways of looking after your data file, and the procedure outlined here is one of several that could be used. Let us assume that the users of the file are John Smith (JS) and Lucy Jones (LJ). The database is a list of clients stored in an Excel file clients.xls.
If John Smith edits the file on the first of June 2007, he should save it as clients070601JS.xls, and store it using FTP on the Internet as well as on his own machine.
This file is then available to Lucy, and to John for that matter.
Suppose that Lucy wishes to edit the file on 3rd June.
1 use FTP to rename the Internet version clients070601JSX.xls,
the X denoting that the file is out of date.
2 Use FTP to get a copy of the file from the Internet on to your own machine
3 edit the file appropriately
4 use SaveAs to save it as clients070603LJ.xls
5 upload this new file to the Internet
6 note that at no time is any file deleted
7 also note that the naming system will ensure that the files can be sorted into
date order easily
8 depending on the nature of the business, it might be wise for LJ to send an e-mail
to JS to say that there is a new version of the file available
9 alternatively, if there might be a regular timetable of editing, with both parties
knowing when they can edit, and when files are available.