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Learn to share, track, manage changes, and protect Excel workbooks and worksheets for efficient collaboration with colleagues. Master digital signatures for workbook authentication.
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CA202Spreadsheet Application Collaborating with Colleagues Lecture # 16 Dammam Community College
Objectives In this chapter you will learn to: ✔ Share a data list. ✔ Manage comments. ✔ Track and manage colleagues’ changes. ✔ Identify which revisions to keep. ✔ Protect workbooks and worksheets. ✔ Sign a workbook using a digital signature.
Sharing a Data List • To turn on workbook sharing: • Click Tools Share Workbook • Click Editing Tab • To turn on workbook sharing • Click Allow changes by more than one user at the same time check box.
Sharing a Data List • Advanced tab page of the Share Workbook has two important setting • Keep change history for 30 days • Ask me which changes win option Example Sharing
Managing Comments • You can add a comment to a cell by clicking • Insert Comment • You can Show/Hide Comment, Edit or Delete Comment as well.
Managing Comments • If you want to select every cell with a comment • Edit Go To… • Click on Special • Comment is already selected, just Click OK to select all cells having comments.
Tracking and Managing Colleagues’ Changes • Whenever you collaborate with a number of your colleagues in producing or editing a document, you should consider tracking the changes each user makes. • You can use the When down arrow to choose which changes to review.
Tracking and Managing Colleagues’ Changes • When you are ready to accept or reject changes, use the reviewing toolbar.
Identifying Which Revisions to Keep • To distribute copies of a document and merge the changes into the original, the files involved must meet these criteria: • All distributed files must be copies of the same workbook, which must have had sharing, change tracking, and change history turned on when it was copied. • All files must have different file names. • All files must either have no password or have the same password. • All distributed files must have maintained a change history continuously since distribution (that is, never had sharing, change tracking, or change history turned off).
Identifying Which Revisions to Keep • When all files meet these criteria, you can merge changes from the distributed copies of a file into the original file • on the Tools Compare and Merge Workbooks. When you do, the Select Files to Merge Into Current Workbook dialog box appears.
Protecting Workbooks and Worksheets • You can limit access to your workbooks, or elements within a workbook, by setting passwords. • Click Tools General Options
Protecting Workbooks and Worksheets • Type in Password to protect Excel sheets from modification
Protecting Workbooks and Worksheets • If you want to allow anyone to open a workbook but want to prevent unauthorized users from editing a worksheet • Tools Protections Protect Sheet • Once protected, you can use Tool Protection Unprotect Sheet for modification
Protecting Workbooks and Worksheets • The check box at the top of the worksheet mentions locked cells. • A locked cell is a cell that can’t be changed when worksheet protection is turned on.
Protecting Workbooks and Worksheets • You can lock or unlock a cell by right-clicking the cell and choosing Format Cells. • Click the Protection tab and select the Locked check box.
Protecting Workbooks and Worksheets • To password-protect a range of cells • Tools Protection Allow users to Edit Ranges • Set the password • To make any change in protected cell, Excel will prompt you for password.
Authenticate Workbooks • One way an organization can guard against files with viruses or substitute data is to authenticate every workbook using a digital signature. • Excel can recognize and use to verify the identity of the user who signed the file. • To create a digital signature • Click Start Run. In the Open box, type • C:\Program Files\Microsoft Office\OFFICE11\Selfcert.exe
Chapter 16 Key Points • Sharing a workbook lets more than one user view and edit the data at one time, which is useful in group projects. • Sending files by e-mail is a very efficient means of collaborating with colleagues. • Adding comments to cells is a quick way to let your colleagues know what you’re thinking, without taking up valuable space in a cell. • Use the Go To dialog box to find cells with special contents, such as comments, constants, or formulas. • Tracking changes is vital when you share responsibility for a workbook with several other people. • If your colleagues aren’t in the office when you are, you can distribute copies of your workbook and later merge your colleagues’ changes all at once. • When your workbook’s data is too important to leave lying around in the open, use passwords to protect all or part of the file! • Authenticating workbooks with digital signatures helps to identify the source of your files, so you won’t have to guess about the origins of that next attachment in your e-mail inbox.
