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Excel 2010 Level 2 Unit 2 Managing and Integrating Data and the Excel Environment

Excel 2010 Level 2 Unit 2 Managing and Integrating Data and the Excel Environment Chapter 6 Protecting and Sharing Workbooks. Protecting and Sharing Workbooks. Quick Links to Presentation Contents. Add Workbook Properties Manage Comments Share a Workbook CHECKPOINT 1

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Excel 2010 Level 2 Unit 2 Managing and Integrating Data and the Excel Environment

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  1. Excel 2010 Level 2 Unit 2Managing and Integrating Data and the Excel Environment Chapter 6Protecting and Sharing Workbooks

  2. Protecting and Sharing Workbooks Quick Links to Presentation Contents • Add Workbook Properties • Manage Comments • Share a Workbook • CHECKPOINT 1 • Protect and Unprotect Worksheets • Protect and Unprotect the Structure of a Workbook • Add and Remove a Password to a Workbook • Track Changes to a Workbook • CHECKPOINT 2

  3. Add Workbook Properties To view the Info tab Backstage view: • Click the File tab. Info tab Backstage view

  4. Add Workbook Properties…continued To add an author’s name: • Click the File tab. • Click the Add an author option. • Type the author’s name. • Click outside the author property box to close it. author property box

  5. Add Workbook Properties…continued To add or edit properties using the Document Information Panel: • Click the File tab. • Click the Properties button. • Click the Show Document Panel option. continues on next slide… Show Document Panel option

  6. Add Workbook Properties…continued • At the Document Information Panel, add or edit properties as required. • Close the Document Information Panel. Document Information Panel

  7. Manage Comments • A commentis a pop-up box containing text that displays when the pointer rests over a cell with an attached comment. • Use a comment to provide instructions, identify critical information, or add other explanatory information about the cell entry.

  8. Manage Comments…continued To insert a comment: • Make the desired cell active. • Click the Review tab. • Click the New Comment button in the Comments group. continues on next slide… New Comment button

  9. Manage Comments…continued • At the comment box, type the comment text. • Click in the worksheet area outside the comment box. comment box

  10. Manage Comments…continued To view a comment: • Rest the mouse pointer over a cell containing a comment. red diagonal triangle

  11. Manage Comments…continued To turn on the display of all comments: • Click the Review tab. • Click the Show All Comments button in the Comments group. All comments are displayed.

  12. Manage Comments…continued To navigate to the next cell containing a comment: • Click the Review tab. • Click the Next button in the Comments group. Next button

  13. Manage Comments…continued • If you want comments printed with the worksheet, click the Page Layout tab, click the Page Setup group dialog box launcher, and then click the Sheet tab at the Page Setup dialog box. • Click the Comments down-pointing arrow and then click either At end of sheet to print comments on the page after cell contents, or As displayed on sheet to print the comments as they appear within the worksheet area.

  14. Manage Comments…continued To edit a comment: • Right-click the cell containing the comment. • Click the Edit Comment option at the shortcut menu. • Insert or delete text as desired. • Click in the worksheet area outside the comment box. Insert or delete text as desired.

  15. Manage Comments…continued To copy and paste comments: • Select the source cell containing the comment. • Click the Copy button in the Clipboard group in the Home tab. • Click the destination cell(s). • Click the Paste button arrow in the Clipboard group in the Home tab. • Click the Paste Special option. • At the Paste Special dialog box, click the Comments option. • Click OK. Comments option

  16. Share a Workbook • A workbook may need to be circulated among several people so that they can review, add, delete, or edit data. • One way to collaborate with other users is by sharing a workbook. • A shared workbook is generally saved to a network folder that is accessible by all of the individuals who need the file.

  17. Share a Workbook…continued To share a workbook: • Open the desired workbook. • Click the Review tab. • Click the Share Workbook button in the Changes group. • Click the Allow changes by more that one user at the same time check box. • Click OK to close the Share Workbook dialog box. • Click OK to continue. Allow changes by more that one user at the same time check box

  18. Share a Workbook…continued • Click the Advanced tab in the Share Workbook dialog box to define the sharing options. Advanced tab

  19. Share a Workbook…continued To change the user name: • Click the File tab. • Click the Options button. • Select the current entry in the User name text box. • Type a new user name. • Click OK. User name text box

  20. Share a Workbook…continued To view other users of a shared workbook: • Open the shared workbook. • Click the Review tab. • Click the Share Workbook button in the Changes group. • Review the names in the Who has this workbook open now list box. • Click OK. Who has this workbook open now list box

  21. Share a Workbook…continued To resolve conflicts ina shared workbook: • Open the shared workbook. • Make the desired edits. • Click the Save button in the Quick Access toolbar. • At the Resolve Conflicts dialog box, click the Accept Mine or Accept Other button at each conflict. Resolve Conflicts dialog box

  22. Share a Workbook…continued To print a history sheet: • Open the shared workbook. • Click the Review tab. • Click the Track Changes button in the Changes group. • Click the Highlight Changes option. continues on next slide… Highlight Changes option

  23. Share a Workbook…continued • At the Highlight Changes dialog box, change the When option to All. • If necessary, clear the Who check box. • If necessary, clear the Where check box. • Click the List changes on a new sheet check box. • Click OK. • Print the history sheet. Highlight Changes dialog box

  24. Share a Workbook…continued To stop sharing a workbook: • Open the shared workbook. • Click the Review tab. • Click the Share Workbook button in the Changes group. • Clear the Allow changes by more than one user at the same time check box. • Click OK. • At the Microsoft Excel message box, click Yes. Allow changes by more than one user at the same time check box

  25. CHECKPOINT 1 • Use this to provide instructions, identify information, or add information about a cell entry. • tracked change • text box • property • comment • The Share Workbook button is located in this tab. • Review • View • Insert • Page Layout Answer Answer Next Question Next Question • The New Comment button is located in this tab. • Review • View • Insert • Page Layout • Click this tab in the Share Workbook dialog box to define the sharing options. • Sharing • Definition • Advanced • Options Answer Answer Next Question Next Slide

  26. Protect and Unprotect Worksheets • Protecting a worksheet prevents other users from editing cells that you do not want accidentally deleted, modified, or otherwise changed. • In most cases, there are some cells within the worksheet that you want to allow other users to change; therefore, in a collaborative environment, protecting the worksheet generally involves two actions: • Clear the lock attribute on those cells that others will be allowed to edit. • Protect the worksheet.

  27. Protect and Unprotect Worksheets…continued To unlock cells: • Select the desired cell(s) to be unlocked. • Click the Home tab. • Click the Format button in the Cells group. • Click the Lock Cell option. • Deselect the cell(s). Lock Cell option

  28. Protect and Unprotect Worksheets…continued To protect a worksheet: • Open the workbook. • Activate the desired sheet. • Click the Review tab. • Click the Protect Sheet button in the Changes group. • At the Protect Sheet dialog box, type the password in the Password to unprotect sheet text box. • Choose the allowable actions. • Click OK. • Retype the password. • Click OK. Protect Sheet dialog box

  29. Protect and Unprotect Worksheets…continued To unprotect a worksheet: • Click the Review tab. • Click the Unprotect Sheet button in the Changes group. • At the Unprotect Sheet dialog box, type the password. • Click OK. Unprotect Sheet dialog box

  30. Protect and Unprotect the Structure of a Workbook To protect the workbook structure: • Open the workbook. • Click the Review tab. • Click the Protect Workbook button in the Changes group. • At the Protect Structure and Windows dialog box, type a password if desired. • Click OK. • Retype the password. • Click OK. Protect Structure and Windows dialog box

  31. Protect and Unprotect the Structure of a Workbook…continued To unprotect a workbook: • Click the Review tab. • Click the Protect Workbook button in the Changes group. • At the Unprotect Workbook dialog box, type the password. • Click OK. Unprotect Workbook dialog box

  32. Add and Remove a Password to a Workbook • You can prevent unauthorized access to Excel data by requiring a password to open aworkbook. • Passwords assigned to workbooks are encrypted. • When a password is encrypted, it means that the plain text you entered to create the password has beenconverted into a scrambled format called ciphertext. Thisprevents unauthorized users from retrieving the password.

  33. Add and Remove a Password to a Workbook…continued To add a workbook password: • Open the workbook. • Click the File tab. • Click the Protect Workbook button. • Click the Encrypt with Password option. continues on next slide… Encrypt with Password option

  34. Add and Remove a Password to a Workbook…continued • At the Encrypt Document dialog box, type a password. • Click OK. • Retype the password. • Click OK. • Save the workbook. Encrypt Document dialog box

  35. Add and Remove a Password to a Workbook…continued To remove a workbook password: • Open the workbook using your password. • Open the Save As dialog box. • Click the Tools button. • Click the General Options option at the drop-down list. • At the General Options dialog box, select and then delete the password. • Click OK. • Save the file. • Click Yes. password

  36. Track Changes to a Workbook To track changes: • Open the workbook. • Click the Review tab. • Click the Track Changes button in the Changes group. • Click the Highlight Changes option. • Click the Track changes while editing check box. • Click OK twice. Track changes while editing check box

  37. Track Changes to a Workbook…continued To highlight changes: • Open the tracked workbook. • Click the Review tab. • Click the Track Changes button in the Changes group. • Click the Highlight Changes option. • Change the When option to Not yet reviewed. • Make sure the Who option is set at Everyone. • Click OK. When option

  38. Track Changes to a Workbook…continued To accept and reject changes: • Open the tracked workbook. • Click the Review tab. • Click the Track Changes button in the Changes group. • Click the Accept/Reject Changes option. • Make sure the When option is set to Not yet reviewed. • Make sure the Who option is set at Everyone. • Click OK. continues on next slide… Who option

  39. Track Changes to a Workbook…continued • Click the Accept or Reject button at each change. Accept button

  40. Track Changes to a Workbook…continued • Excel provides several different ways to share and collaborate with other users. • The method you choose depends on factors such as the availability of a network share folder, the need to protect or otherwise restrict access to sensitive data, and the resources available tothe users who will receive the data.

  41. CHECKPOINT 2 • Doing this to a worksheet prevents another user from editing cells. • saving • protecting • printing • opening • Passwords to open the workbook are this. • originated • objected • subjected • encrypted Answer Answer Next Question Next Question • The Protect Sheet button is located in this tab. • Home • Insert • Review • View • The Track Changes button is located in this tab. • Review • View • Home • Insert Answer Answer Next Question Next Slide

  42. Protecting and Sharing Workbooks Summary of Presentation Concepts • Add information to a workbook’s properties • Add comments containing additional information or other notes to the reader • Share a workbook with other people and view other users who have the shared workbook open at the same time • Edit a shared workbook and resolve conflicts with changes • Print a history of changes made to a shared workbook • Stop sharing a workbook • Protect cells within a worksheet to prevent changes • Add a password to open a workbook • Track changes made to a workbook • Modify and resolve tracked changes

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