Transcript Class_16_Excel_CA202.ppt

CA202
Spreadsheet Application
Collaborating with
Colleagues
Lecture # 16
Dammam Community College
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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.
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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.
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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
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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.
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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.
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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.
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Tracking and Managing
Colleagues’ Changes
• When you are ready to accept or reject changes,
use the reviewing toolbar.
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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).
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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.
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Protecting Workbooks and
Worksheets
• You can limit access
to your workbooks, or
elements within a
workbook, by setting
passwords.
• Click Tools
General Options
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Protecting Workbooks and
Worksheets
• Type in Password to
protect Excel sheets
from modification
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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
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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.
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Protecting Workbooks and
Worksheets
• You can lock or
unlock a cell by rightclicking the cell and
choosing Format
Cells.
• Click the Protection
tab and select the
Locked check box.
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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.
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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
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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.
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