Prevent Excel Data from Being Deleted in Shared Workbooks with WPS Office
Question details
The user needs to determine why data entered by multiple students disappears from a shared Excel workbook and how to restore the data and prevent it from being deleted again.
- Product
- WPS Office Spreadsheets
- Device & OS
- not provided
- Scenario
- A teacher or coordinator collects data from multiple students in a shared Excel workbook that is being edited simultaneously.
- Observed behavior
- Worksheet data disappears when users edit at the same time, open conflicting copies, or clear or replace shared cells.
Open the shared workbook in WPS Office Spreadsheets and confirm that you have owner or edit permission to access version history. If the workbook is saved in WPS Cloud or a shared drive, locate the original file and note when the missing data was last visible.
Restore Missing Data from Version History in WPS Office Spreadsheets
Use this solution when data has already disappeared and you need to identify the change and recover an earlier version.
WPS Office Spreadsheets keeps version history for files saved in WPS Cloud and can show time-stamped versions, which helps you compare the last good copy with the version where the data was removed.
In WPS Office Spreadsheets, open the shared workbook and click File > Version History to view saved versions and timestamps.
Select an earlier version to preview it. Look for the last version that still contains the missing student data and note the user and time shown for the next version.
Click Restore on the version that contains the missing data, then save the restored workbook with a clear file name before sharing it again.
Open the sharing or permissions dialog in WPS Office Spreadsheets and review which accounts have edit access to the workbook.
Protect Shared Workbook Cells and Sheet Structure
Use this solution after restoring data to prevent students or other editors from clearing, replacing, or restructuring the worksheet.
Switch to a Controlled Data Collection Method for Multiple Students
Use this solution as the most reliable way to avoid shared-workbook conflicts when many students enter data at the same time.
Restore and Protect Shared Workbooks in WPS Office Spreadsheets
WPS Office Spreadsheets lets you restore earlier versions, restrict edit permissions, and protect workbook structure so you can recover missing student data and prevent accidental deletion in shared Excel files.
- 1. Open version history: Open the shared workbook in WPS Office Spreadsheets and click File > Version History to list saved versions with timestamps.
- 2. Restore the correct version: Select the version that still contains the missing student data, preview it, and click Restore. Save the restored file under a new name.
- 3. Lock critical cells: Unlock only the input cells students need, click Review > Protect Sheet, set a password, and allow only Select unlocked cells.
- 4. Protect the workbook structure: Click Review > Protect Workbook and confirm the protection so users cannot delete, move, or rename sheets.
Frequently Asked Questions
Why does data disappear when multiple students edit the same shared Excel workbook?
Shared workbooks can create conflicting copies when users save at the same time. A user with edit permission can also clear or replace cells, which removes earlier data. In WPS Office Spreadsheets, compare versions in File > Version History to see which change removed the data.
How do I restore an earlier version of a shared workbook in WPS Office?
Open the workbook in WPS Office Spreadsheets, click File > Version History, select the time-stamped version that still contains the data, and click Restore. Save the restored copy under a new file name before sharing it again.
Can I allow students to edit only their own cells in a shared workbook?
Yes. Unlock the cells students can edit, then use Review > Protect Sheet to lock everything else. For row-level control, use Review > Allow Users to Edit Ranges and assign each student a separate range.
Is WPS Office compatible with Excel shared workbook files?
WPS Office Spreadsheets opens and saves .xlsx workbooks and supports Excel file formats, so you can open the same workbook and apply version history, protection, and range restrictions.
What is safer than letting many users edit one Excel workbook?
A dedicated form or controlled table is safer. Use Microsoft Forms or WPS Forms to collect responses separately, then export them to an Excel workbook for review.
