Update an Existing Gallery
If gallery information changes (moved location, new phone number, updated website):
Step 1: Open the Excel File
Navigate to the shared file and open it.
Step 2: Find the Gallery
1. Locate the row with the gallery you need to update
Galleries are listed in order as entered
Use Ctrl+F (or Cmd+F) to search by name
2. Click on the cell you need to change
Step 3: Edit the Information
1. Click into the cell containing the information to update
2. Make your changes:
Update address if they moved
Change phone number if it changed
Update website URL if it changed
Modify any column that needs updating
3. Press Enter or click another cell when done
Step 4: Save
1. File autosaves (Excel Online) or click Save (desktop Excel)
2. Verify your changes look correct
What Happens Next
After updating gallery details:
Changes save in SharePoint
Wait until 11:59 PM that day
Backend processes the updates
Website updates with modified information
Gallery displays updated details
Check the next day: Visit the Where to Buy page after midnight to see the updated information.
Important Notes
Daily Batch Processing
All changes sync once per day at 11:59 PM:
Changes made at 9 AM → processed at 11:59 PM
Changes made at 3 PM → processed at 11:59 PM
Changes made at 10 PM → processed at 11:59 PM
This means:
No real-time updates
Changes won't appear immediately
All daily changes batch together
Plan accordingly: If you need a gallery live by a specific date, make changes at least one day in advance.
No Validation
The system doesn't validate entries before syncing.
This means:
Typos will appear on the website
Incorrect phone numbers will display
Your responsibility: Double-check all information before saving. Review entries carefully since there's no auto-rejection or error checking.
Formatting is Automatic
You don't need to worry about formatting:
Phone numbers: Enter any way, system formats it
Website URLs: System handles display formatting
Addresses: System applies standard formatting
Just enter the information - the backend applies correct formatting following online and digital standards.
Multiple Changes on Same Day
You can make multiple changes throughout the day:
Add 5 galleries in the morning
Update 2 galleries in the afternoon
Delete 1 gallery in the evening
All process together at 11:59 PM and appear on the website the next day.
Collaborative Editing
Multiple people can work in the file simultaneously:
Excel Online supports real-time collaboration
You'll see others' changes as they type
Be careful not to overwrite someone else's work
Best practice: Communicate with your team if making bulk changes.
Best Practices
When Updating Galleries
General Best Practices
Troubleshooting
Issue: I don't have access to the Excel file
Solution:
Contact your team lead
Ask them to submit an access request for you
Wait for approval - don't request access directly
Issue: Changes not appearing on website next day
Solutions:
Verify you saved the Excel file after making changes
Check that you edited the correct file (use the link provided)
Confirm changes were made before 11:59 PM cutoff
Check the Where to Buy page - search for the gallery name
Contact the dev team if the above have been checked and the issue persists
Issue: Multiple galleries need updating and it's tedious
Solutions:
Make all changes in one session
Copy/paste information from a prepared list
Use Excel shortcuts (Ctrl+C, Ctrl+V)
All changes process together at 11:59 PM anyway
Issue: Someone else is editing and I can't make changes
Solutions:
Wait for them to finish
Coordinate with your team about timing
Excel Online supports simultaneous editing (multiple people can work)
Common Scenarios
Scenario 2: Gallery moved to new location
Open Excel file
Find the gallery's row
Update Address Line 1, City/Town, Postal Code (keep name/phone/website)
Save
Updated address appears next day
Scenario 3: Gallery changed phone number
Open Excel file
Find the gallery's row
Update only the Phone column
Save
New phone number displays next day
Scenario 4: Gallery rebranded with new name and website
Open Excel file
Find the gallery's row
Update Name column and Website column
Keep address/phone the same (if unchanged)
Save
New name and website appear next day