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Microsoft Excel 2010

Microsoft Excel 2010. Chapter 11 Collaboration Features for Workbooks. Objectives. Explain sharing and collaboration techniques Insert, edit, and delete a comment Review all comments in a workbook Track changes and share a workbook

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Microsoft Excel 2010

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  1. MicrosoftExcel 2010 Chapter 11 Collaboration Features for Workbooks

  2. Objectives • Explain sharing and collaboration techniques • Insert, edit, and delete a comment • Review all comments in a workbook • Track changes and share a workbook • Accept and reject tracked changes made to a workbook • Turn off tracked changes • Distribute a workbook through e-mail Collaboration Features for Workbooks

  3. Objectives • Add and edit hyperlinks in a worksheet • Distribute a workbook using Windows Live SkyDrive • Save a workbook as a PDF file • Compare and merge workbooks • Save a custom view of a worksheet and format a worksheet background Collaboration Features for Workbooks

  4. Project – Spinning Around Bicycles Sales Analysis Collaboration Features for Workbooks

  5. General Project Guidelines • Determine the needs of the people with whom you will be collaborating • Evaluating the various options Excel provides for collaboration • Determine what types of changes you want your collaborators to be able to make • If merging workbooks, gather workbooks to be merged and then assess any differences in the workbooks that are in disagreement Collaboration Features for Workbooks

  6. Adding Comments to a Worksheet • Right click the cell to contain the comment • Click Insert Comment on the shortcut menu to open a comment box next to the selected cell and display a comment indicator in the cell • Enter the comment text in the comment box • Click outside the comment box to close the comment box and display only the red comment indicator in the cell Collaboration Features for Workbooks

  7. Adding Comments to a Worksheet Collaboration Features for Workbooks

  8. Displaying All Comments on a Worksheet • Click the Show All Comments button (Review tab | Comments group) to show all comments in the workbook Collaboration Features for Workbooks

  9. Editing Comments on a Worksheet • Right-click the cell containing the comment to edit • Click Edit Comment on the shortcut menu to open the comment for editing • Change the comment text as desired • Click the cell to complete the editing Collaboration Features for Workbooks

  10. Editing Comments on a Worksheet Collaboration Features for Workbooks

  11. Formatting Comments on a Worksheet • Click the cell containing the comment to format • Click the Edit Comment button (Review tab | Comments group) to open the comment for editing • Drag to select the comment text to prepare for formatting it • Right-click the text and then click Format Comment on the shortcut menu to display the Format Comment dialog box • Make the desired formatting changes to the comment • Click the OK button to apply the selected formatting to the comment text Collaboration Features for Workbooks

  12. Formatting Comments on a Worksheet Collaboration Features for Workbooks

  13. Sharing and Collaborating on a Workbook • Click the Share Workbook button (Review tab | Changes group) to display the Share Workbook dialog box • When Excel displays the Share Workbook dialog box, click the ‘Allow changes by more than one user at the same time’ check box to insert a check mark • Click the OK button to share the workbook with other users • When Excel displays the Microsoft Excel dialog box, click the OK button to share the workbook Collaboration Features for Workbooks

  14. Sharing and Collaborating on a Workbook • If possible, have a classmate open a second copy of the workbook • With a second copy of the workbook open, click the Share Workbook button (Review tab | Changes group) to display the Share Workbook dialog box, which lists all users who currently have the workbook open • Click the OK button to close the dialog box • Ask the second workbook user to change various values • In your copy of the workbook, click the Save button on the Quick Access Toolbar to display the Microsoft Excel dialog box indicating that the workbook has been updated with changes saved by another user Collaboration Features for Workbooks

  15. Sharing and Collaborating on a Workbook • Click the OK button to close the dialog box • Point to the triangle in the cell the other user edited to display the comment indicating the other user’s changes Collaboration Features for Workbooks

  16. Turning On Track Changes • Click the Track Changes button (Review tab | Changes group) to display the Track Changes menu • Click Highlight Changes on the Track Changes menu to display the Highlight Changes dialog box • Click the ‘Track changes while editing’ check box to insert a check mark • If necessary, click allof the check boxes in the ‘Highlight which changes’ area to clear them • Click the OK button to close the dialog box and display the Microsoft Excel dialog box • Click the OK button to share and track changes in the workbook Collaboration Features for Workbooks

  17. Turning On Track Changes Collaboration Features for Workbooks

  18. Distributing a Workbook by E-Mail • With Excel active, click File on the Ribbon to open the Backstage view • Click the Save & Sendtab to display the Save & Send pane • If necessary, click Send Using E-mail to display the Send Using E-mail options in the right pane • Click the Send as Attachment button to open an e-mail message with the workbook as an attachment • Fill in the To: line, add any message you want to send, and then click the Send button to send the message with attached workbook Collaboration Features for Workbooks

  19. Distributing a Workbook by E-Mail Collaboration Features for Workbooks

  20. Opening a Workbook and Reviewing Tracked Changes • Click the Track Changes button (Review tab | Changes group) to display the Track Changes menu • Click Highlight Changes on the Track Changes menu to display the Highlight Changes dialog box • When Excel displays the Highlight Changes dialog box, click the When check box to remove the check mark and have Excel highlight all changes • Click the OK button to close the dialog box Collaboration Features for Workbooks

  21. Opening a Workbook and Reviewing Tracked Changes • Click the Track Changes button (Review tab | Changes group) to display the Track Changes menu • Click Accept/Reject Changes on the Track Changes menu to display the Select Changes to Accept or Reject dialog box • If necessary, click all check boxes to clear them, indicating that all changes in the change history file should be reviewed • Click the OK button to display the first tracked change Collaboration Features for Workbooks

  22. Opening a Workbook and Reviewing Tracked Changes • Click the Accept or Reject button • As Excel displays each change in the Accept or Reject Changes dialog box, click the Accept or Reject button • Click the Show All Comments button (Review tab | Comments group) to display all comments in the worksheet • Right-click the cells containing a comment, and then click Delete Comment on the shortcut menu to delete the comment • Click the Show All Comments button (Review tab | Comments group) to hide the remaining comment Collaboration Features for Workbooks

  23. Opening a Workbook and Reviewing Tracked Changes Collaboration Features for Workbooks

  24. Turning Off Tracked Changes • Click the Track Changes button (Review tab | Changes group) to display the Track Changes menu • Click Highlight Changeson the Track Changes menu to display the Highlight Changes dialog box • Click the ‘Track changes while editing’ check box to remove the check mark • Click the OK button • to close the dialog box, turn off track changes, and display the Microsoft Excel dialog box asking if the workbook should be made exclusive • Click the Yes button to make the workbook exclusive Collaboration Features for Workbooks

  25. Turning Off Tracked Changes Collaboration Features for Workbooks

  26. Comparing Workbooks • Open the two workbooks to compare • Click the View Side by Side button (View tab | Window group) to display the workbooks side by side • Use one scroll bar to scroll one of the worksheets and use synchronous scrolling Collaboration Features for Workbooks

  27. Comparing Workbooks Collaboration Features for Workbooks

  28. Merging Workbooks • Click the Customize Quick Access Toolbar button arrow next to the Quick Access Toolbar and then click More Commands on the Customize Quick Access Toolbar menu to open the Excel Options dialog box • Select All Commands in the ‘Choose commands from’ list • Scroll to the Compare and Merge Workbooks command in the list on the left and then select it • Click the Add button to add the Compare and Merge Workbooks button to the list on the right side of the dialog box • Click the OK button to add the Compare and Merge Workbooks button to the Quick Access Toolbar Collaboration Features for Workbooks

  29. Merging Workbooks • Click the Compare and Merge Workbooks button on the Quick Access Toolbar to display the Select Files to Merge Into Current Workbook dialog box • Navigate to the save location of the files • Select the files to merge • Click the OK button to merge the workbooks Collaboration Features for Workbooks

  30. Merging Workbooks Collaboration Features for Workbooks

  31. Saving a Custom View of a Workbook • Resize the workbook window as desired • Click the Custom Views button (View tab | Workbook Views group) to display the Custom Views dialog box • Click the Add button to display the Add View dialog box • Type the desired view name in the Name text box • Click the OK button to close the dialog box Collaboration Features for Workbooks

  32. Saving a Custom View of a Workbook Collaboration Features for Workbooks

  33. Formatting the Worksheet Background • Click the Background button (Page Layout tab | Page Setup group) to display the Sheet Background dialog box • Navigate to the location of the image to insert as the background • Select the image to insert, and click the Insert button to display the image as the worksheet background • Click the Gridlines check box (View tab | Show group) to turn off gridlines Collaboration Features for Workbooks

  34. Formatting the Worksheet Background Collaboration Features for Workbooks

  35. Adding a Hyperlink to a Web Page • Right-click the cell to add a hyperlink to, and then click Hyperlink on the shortcut menu to display the Insert Hyperlink dialog box • Type the address of the Web page in the Address box • Type the text to display in the ‘Text to display’ text box • Click the ScreenTip button to display the Set Hyperlink ScreenTip dialog box • Type the desired ScreenTip in the ScreenTip text text box • Click the OK button • Click the OK button Collaboration Features for Workbooks

  36. Adding a Hyperlink to a Web Page Collaboration Features for Workbooks

  37. Adding a Hyperlink to an E-Mail Address • Right-click the cell to contain the hyperlink, and then click Hyperlink on the shortcut menu to display the Insert Hyperlink dialog box • Click E-mail Address in the Link to list to update the Insert Hyperlink dialog box with fields related to e-mail • Type the desired e-mail address in the E-mail address text box • Type the desired text in the ‘Text to display’ text box • Click the ScreenTip button to open the Set Hyperlink ScreenTip dialog box • Type the desired text as the ScreenTip text • Click the OK button • Click the OK button Collaboration Features for Workbooks

  38. Adding a Hyperlink to an E-Mail Address Collaboration Features for Workbooks

  39. Formatting the Hyperlinks • Click the Cell Styles button (Home tab | Styles group) to display the Cell Styles gallery • Right-click the Hyperlink cell style to display the shortcut menu • Click Modify on the shortcut menu to display the Style dialog box • Click the Formatbutton to display the Format Cells dialog box • Make the desired formatting changes • Click the OK button • Click the OK button Collaboration Features for Workbooks

  40. Formatting the Hyperlinks Collaboration Features for Workbooks

  41. Editing the Hyperlinks • Right-click the cell containing the hyperlink, and then click Edit Hyperlink on the shortcut menu to display the Edit Hyperlink dialog box Collaboration Features for Workbooks

  42. Creating a Shared Folder and Saving a File on Windows Live SkyDrive • Click File on the Ribbon to display the Backstage view • Click the Save & Sendtab to display the Save & Send pane • Click Save to Web in the Save & Send pane to display information about saving a file to the Web • If necessary, click the Sign In button to display a Windows Live login dialog box that requests your e-mail address and password • Enter your Windows Live e-mail address and password, and then click OK to sign into Windows Live and display the contents of your Windows Live SkyDrive in the Save to Windows Live SkyDrive pane Collaboration Features for Workbooks

  43. Creating a Shared Folder and Saving a File on Windows Live SkyDrive • Click the Windows Live SkyDrive link to open a browser session and switch to Windows Live SkyDrive • Click the Sign In button and sign in using your Windows Live ID and display the All documents page • Click the New arrow button to display the New menu • Click Folder to display the Create a folder page • Enter the desired folder name Collaboration Features for Workbooks

  44. Creating a Shared Folder and Saving a File on Windows Live SkyDrive • Click the Change link to display sharing settings • Enter the desired e-mail address in the ‘Enter a name or an email address’ text box to provide an e-mail address for someone who can share the folder • Press the ENTER key to add the e-mail address to a list of those who can access the new folder • Repeat the previous two steps to add additional users • Click the Next button to display the folder page Collaboration Features for Workbooks

  45. Creating a Shared Folder and Saving a File on Windows Live SkyDrive • Click the Share link and then click ‘Get a link’ to display the Get a link page • Click the Copy link to copy the link to the folder • Click the sign out link below your account name to sign out of Windows Live and return to Excel • Click the Refresh Folder List button in the Save to Windows Live SkyDrive pane to display the folder you just created • If necessary, click the folder you just created Collaboration Features for Workbooks

  46. Creating a Shared Folder and Saving a File on Windows Live SkyDrive • Click the Save As button to display the Save As dialog box • Type the desired file name in the File name text box • Click the Save button to save the file to Windows Live SkyDrive Collaboration Features for Workbooks

  47. Creating a Shared Folder and Saving a File on Windows Live SkyDrive Collaboration Features for Workbooks

  48. Saving a Workbook as a PDF File • Click the File tab to display the Backstage view • Click the Save As command to display the Save As dialog box • Click the ‘Save as type’ button to display a list of file types • Click PDF in the ‘Save as type’ listto select the appropriate file type • Click the Save button to save the workbook as a PDF file Collaboration Features for Workbooks

  49. Saving a Workbook as a PDF File Collaboration Features for Workbooks

  50. Chapter Summary • Explain sharing and collaboration techniques • Insert, edit, and delete a comment • Review all comments in a workbook • Track changes and share a workbook • Accept and reject tracked changes made to a workbook • Turn off tracked changes • Distribute a workbook through e-mail Collaboration Features for Workbooks

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