Excel - Templates (?)

The Daddy of all Excel Template sites at Microsoft:

http://office.microsoft.com/en-us/templates/default.aspx

SS64's input:

http://www.ss64.com/office/

And if user are re-using spreadsheets, they are using templates no matter what they wish to call it.

Frankly, templates simply make life easier. It sounds as if the real issue is that several users are attempting to write information to the same spreadsheet at the same time.

The solution to that issue is called a document or knowledge management system.

A template is a document that is in a consistent state each time it is opened. If I understand your use of the word 'reusing' correctly, then I'd say that the major disadvantage to 'reusing' a (writeable) spreadsheet is that consistency cannot be guaranteed. Users are able to add formulas, formatting or VB code which may not be obvious to the next user.

If you're constantly experiencing corruption and errors then templates may be your answer, although I suspect that the answer is more likely that spreadsheets are simply not suited to your needs.

When the user opens the spreadsheet, does he open a spreadsheet with data already filled in by a previous user and just change the numbers? Or does he open a write-protected file with headings, column formats, chart layouts, etc. but no data, and then save it with a new name after he fills it in?

The first type is the kind of reusing that you've been warned about. If that's what you're doing, you're going to have the problems you're experiencing, especially if your users have different versions of Excel

The second way usually works, but it's going to require recreating the troublesome spreadsheets from scratch.

There are many reasons to discourage "reuse" of spreadsheets, some of which I list below. The basic argument against this practice is that it violates "safe computing" practices -- to the extent possible, don't share unaudited spreadsheets, needles, etc....

[1] If there are error(s) in the original spreadsheet, then they will be propagated to the new version. I've seen this happen more times than I care to count. I once found an error in an unaudited spreadsheet being used for project return-on-investment calculations in a Fortune 100 corporation. Serious money had been invested over several years based on this spreadsheet.

[2] No one will bother to change the File+Properties on the new version. Typically the Author and Description fields will no longer be related to the new content. This makes it difficult if not impossible to find the document using a search.

[3] Any reference data that is left in-place in the new version will probably never be updated.

I could go on, but I think you get the point.