Since we upgraded to the Excel plus Database file solution back in 2014, there have been a few common queries, most of which are easily solved.
The new system is based around TWO files.
RentalWorkbook VersionNumber.xslm – This is the Main Excel file. It does not contain any data, but it is linked to the database file (explained below)
RentalWorkbook.mdb – This is the relational database containing all your properties and data. You don’t open this file, however it MUST be saved in the same folder as your Rental Workbook Excel file. Do not rename this file as the Excel file needs to refer to it. Please ensure this file is backed up as part of your normal backup process.
Opening problems
Initially, the biggest issue is that the mdb file has not been put into the same folder as the Excel file, or has been renamed – please refer to the note above about the two files.
When you receive the files, they are “Zipped” – this is because the purchase program lets you download a single file, not two or more separate files. Please ensure that you UnZip and put the files in the same folder as one another. Do not run anything from within the Zip program itself – the database will not be able to be found by the Rental Workbook file as the Zip program will store this in a Temporary location only. This also applies to any file opened from an email and not just Rental Workbook – we recommend that you always save the document somewhere else rather than opening from an email – files opened in this way are always read-only and only stored in your computers’ temporary location.
Keep Microsoft Up to Date
As small number of users are having problems with Windows 8 and or Excel 2013. According to Microsoft, any such issues should be resolved by making sure that all the latest Service Packs and Updates are installed. We test on fully updated software at all times.
Use Microsoft Office 32-Bit Only
We create and test the Rental Workbook on a very stable system of Windows 10 and Office 2016, however tests on Windows 10 (home version) with Office 365 work as normal too.
If you have the 64-bit version of Office you will find that issues will be resolved if you replace it with the 32-bit version. This is the default install and does not have the same system problems as the 64-bit install. The 64 bit version of Office is a corporate business version only, and is only suggested for huge companies who may analyse masses of data. Unfortunately, this is not made clear by Microsoft upon install, and the assumption would be that 64-bit Windows needs 64-bit Office. This is not the case.
Windows is not Office – Windows is the operating system, and is built as a 64-bit system, whereas Microsoft Office program suite (with Outlook, Word, Excel, powerPoint etc) is by default installed as 32-bit. You may find the Office program files stored in a folder named with “x86” – this is the 32 bit version of Office, is normal and works just fine.
Finding your Office version is quite easy –
- At the top of Excel, click File.
- Then, click Account.
- Click About Excel.
- View the Information to see the version.
Enable Macros / Protected View:
In Office, to open any files that contain Macros, you will need to make sure that your Excel settings are not too strict, as the Rental Workbook will not open correctly.
Rather than Enabling All Content (Not recommended), we suggest that you add the folder where you store your Rental Workbook to a Trusted Location.
Microsoft regularly makes updates to its programs, and Office is no exception, however this link will take you to Trusted Locations – Microsoft
Moving Between Properties:
Jumping between properties is done by using the Retrieve Property button. Choose the property, and the tax year you need to edit and then click OK. If you do not choose a tax year, you will see an error message. That message simply means you haven’t chosen a tax year before clicking OK to the open dialog box.
As the Rental Workbook allows you to keep and refer to many tax years, you always need to know which tax year you are editing.
You can stop accidentally editing old tax year data by using the Close Tax Year feature, however this is not compulsory. If you have closed a tax year, you will not be able to use that year for ANY of your properties.
Saving your Data
As mentioned above, your information is stored in the database file, and accessed through the Excel file. This means that when you are finished with one property, simply pressing Save in the Excel file will not Save the data.
On the Rental Workbook toolbar, there is a button which uses programming to record your property information directly to the database file. This button is called Save Current Property
