KB article: Post a playbook

Category: Knowledge Management
Audience: Knowledge Manager, Project Managers

Follow these steps to assemble and post an Excel playbook documenting a process.

Part A. Insert a Visio workflow drawing into an Excel playbook

1. In Visio: Save file as PNG (PDF won’t import properly).
2. In Excel: Select the tab where you want the drawing (name this tab the Visio tab). Select the top left cell.
3. To ensure the image is NOT BLURRY in Excel, open the PNG image in the Microsoft Photos viewer. Select the three dots (…). Select Copy.
4. In Excel, paste the image. (Don’t insert image by selecting Insert > Pictures > This Device – image will be shrunken and blurry).
5. Right-click image. Select Size and Properties.
6. Make sure Lock aspect ratio is selected.
7. Make sure Relative to original picture size is selected.
8. Set Height to 12″ to make sure it is readable.

Part B. Post the playbook

1. Make a copy of the Excel file.
2. Delete the date and version number from the filename.
3. OPTIONAL (USUALLY NOT NEEDED): See Part C if you need to protect an Excel sheet from changes.
4. Post the file on the Documentation site.
5. Archive the unprotected workbook on the Document Archive site, so it can be edited later.

Part C. OPTIONAL: Protect an Excel sheet from changes

1. You must protect each sheet separately. Open the sheet that you want to protect.
2. On the Review tab, click Protect Sheet to protect data and layout.
   (Don’t select Protect Workbook – this option doesn’t protect data from changes).
3. Leave the Password field empty.
4. Choose any other protection options you want. Select OK. Select Save.

More From Microsoft
Require a password to open or modify a workbook