1. Exploring Microsoft® Excel® 2016 Series Editor Mary Anne Poatsy
Exploring Microsoft Office 2016
Series Editor Mary Anne Poatsy
Mulbery|Davidson
Series Created by Dr. Robert T. Grauer

2. Copyright © 2017 Pearson Education, Inc.
Chapter 11
In Chapter 11, you will learn how to share, compare, merge, protect, and distribute workbooks when collaborating with others.
Collaboration and Workbook Distribution
Sharing Data with Others
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Objectives
Customize Excel Options
Change Properties
Insert Comments
Share and Merge Workbooks
Track Changes
The objectives for this chapter are:
Customize Excel Options
Change Properties
Insert Comments
Share and Merge Workbooks
Track Changes
Additional objectives are listed on the next slide.
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Objectives
Check for Issues
Protect a Workbook
Save a Workbook in Different Formats
Send a Workbook to Others
The objectives for this chapter are:
Check for Issues
Protect a Workbook
Save a Workbook in Different Formats
Send a Workbook to Others
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5. Objective 1: Customize Excel Options
In this section, the skills include:
Enter a User Name
Skills: Enter a User Name
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6. Customize Excel Options
Your name
Background
By changing settings and options, you can control how Excel behaves. In this objective, we will focus on changing the user name.
To change the user name:
Click the File tab to display Backstage view.
Click Options to open the Excel Options dialog box.
In the Personalize your copy of Microsoft Office section, type your name in the User name box.
Click OK.
As indicated in the slide, you can also make changes to the Background and Theme. The Table 11.1 lists and describes 10 categories in which settings and options can be changed.
Theme
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7. Objective 2: Change Properties
In this section, the skills include:
Display and Add Properties
Add Advanced Properties
Skills:  Display and Add Properties  Add Advanced Properties
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Change Properties
Document properties:
Author’s name
Title
Subject
Company
Creation and revision dates
Keywords
When you create or edit a file, metadata (data that describes other data) or document properties are attached to that file.
Document properties that describe or identify a file include details such as:
Author’s name
Title
Subject
Company
Creation and revision dates
Keywords
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Change Properties
Click Properties
Clicking the File tab displays document information for the current workbook on the right side of Backstage view, and the standard properties can be entered and edited. To view all workbook properties, click Show All Properties in the bottom-right corner to display additional properties. You may want to see more property details than what is shown in Backstage view. You can also click Properties to display the Properties dialog box, which provides more details than the property list.
Show All Properties
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Change Properties
Dialog box tabs
After clicking Properties in Backstage view, select Advanced Properties. The Properties dialog box contains five tabs to organize various properties: General,
Summary, Statistics, Contents, and Custom. See Table 22.1, which lists the tabs and describes the options on each tab.
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11. Objective 3: Insert Comments
In this section, the skills include:
Insert a Comment
Edit a Comment
Skills:  Insert a Comment  Edit a Comment
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Insert Comments
Click New Comment
Enter comment
Collaboration is the process by which two or more individuals work together to achieve an outcome or goal by using software technology and features to share and edit the contents of a file.
A comment is a note or annotation to ask a question or provide a suggestion to another person about content in a worksheet cell.
To insert a comment:
Click the cell in which you want to insert the comment.
On the Review tab in the Comments group, click New Comment.
Type the text that you want to appear in the comment box and click outside the comment box.
Select cell
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Insert Comments
Click Delete comment
Click Edit Comment
To edit a comment:
Click the cell that contains the comment you want to edit.
Click the Review tab in the Comments group, and click Edit Comment.
Edit the comment text.
Click outside the comment box after you edit the comment.
To delete a comment:
Click the cell that contains the comment you want to delete.
Click the Review tab and click Delete in the Comments group, or right-click the cell and select Delete Comment.
Edit comment
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14. Objective 4: Share and Merge Workbooks
In this section, the skills include:
Share the Workbook
Add the Compare and Merge Workbooks Command to the Quick Access Toolbar
Compare and Merge Workbooks
Skills:  Share the Workbook  Add the Compare and Merge Workbooks Command to the Quick Access Toolbar  Compare and Merge Workbooks
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15. Share and Merge Workbooks
Share Workbook
Keep how long
Allow changes
Update when
You can collaborate on a workbook by creating a shared workbook. In Excel, a shared workbook is designated as shareable and is stored on an organization’s network that is accessible to multiple people who can edit the workbook at the same time. When you create a shared workbook, users can see changes made by other users. The person who creates the workbook and designates it as a shared workbook is the owner. The owner controls user access and resolves any conflicting changes made.
To share a workbook:
On the Review tab in the Changes group, click Share Workbook to open the Share Workbook dialog box.
Select the Allow changes by more than one user at the same time check box and click the Advanced tab to specify the settings that control the shared workbook.
Specify how long, if at all, you want to keep a history of the changes made in the Track changes section.
Specify how often to update changes in the Update changes section. Select one of the settings in the Conflicting changes between users section and click OK.
Click OK if a message box opens informing you that the workbook will be saved.
Handle conflicts
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16. Share and Merge Workbooks
Indicates shared workbook
Compart and Merge command
Compare and Merge Workbooks is used to combine the shared workbooks into one workbook so that you can compare the changes to decide which ones to keep.
To add the Compare and Merge command to the Quick Access Toolbar:
Click Customize Quick Access Toolbar on the right side of the Quick Access Toolbar and select More Commands.
Click the Choose commands from arrow and select Commands Not in the Ribbon.
Scroll through the list and select Compare and Merge Workbooks.
Click Add and click OK.
This slide shows the Compare and Merge command installed on the Quick Access Toolbar, and that the current workbook is shared.
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17. Share and Merge Workbooks
To merge the workbooks:
Open the original shared workbook.
Click Compare and Merge Workbooks on the Quick Access Toolbar.
Click OK if the message box stating, “This action will now save the workbook. Do you want to continue?” displays. The Select Files to Merge Into Current Workbook dialog box opens.
Click the file or files you want to merge and click OK.
As seen in the slide, changes are indicated by different color borders and top-left triangles, representing the different users who made changes to the shared workbook.
Preview
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18. Objective 5: Track Changes
In this section, the skills include:
Highlight Changes
Create a History Worksheet
Accept and Reject Changes
Skills:  Highlight Changes  Create a History Worksheet  Accept and Reject Changes
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19. Track Changes Track changes when editing
Track Changes is a feature that records particular changes made in a workbook. It tracks changes to cell contents, row and column insertions and deletions, and copied and moved data.
To activate the Track Changes feature:
Click the Review tab.
Click Track Changes in the Changes group and select Highlight Changes to display the Highlight Changes dialog box.
Click to select the “Track changes while editing. This also shares your workbook.” check box.
The remaining options are now available.
Click OK. If prompted, enter the name of the workbook and click Save.
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Track Changes
Select which changes
Select a change
When changes are made with Track Changes on, each changed cell contains a colored triangle in the top-left corner. However, when a workbook is closed and opened again, the triangles
indicating changes are hidden.
To display the triangles:
On the Review tab in the Changes group, click Track Changes.
Select Highlight Changes.
Select which changes to highlight:
Click the When arrow to select Since I last saved, All, Not yet reviewed, or Since date.
Click the Who arrow to select changes made by Everyone or Everyone but Me.
Click Where and select a range of cells to indicate whether changes are made to those respective cells.
Click OK.
You can view changes in sequence through a dialog box that enables you to accept or reject changes.
To accept and reject changes:
Click Track Changes in the Changes group on the Review tab.
Select Accept/Reject Changes to display the Select Changes to Accept or Reject dialog box.
Click the check boxes for the type of changes to accept and reject and specify their settings. Click OK. The Accept or Reject Changes dialog box opens, displaying the change number, who made the change, and what the person changed.
Click Accept to accept the change, click Reject to reject that change and move to the next change, click Accept All to accept all changes made, or click Reject All to reject all changes made. The dialog box closes automatically after all changes have been either accepted or rejected.
Accept change
Reject change
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Track Changes
You can create a list of changes in a history worksheet. In the Highlight Changes dialog box, click List changes on a new sheet and a History worksheet that lists the changes made to the workbook is created.
As seen in the slide, a History worksheet has been created. Look at each of the columns to see the type of information saved to the worksheet.
History worksheet
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22. Objective 6: Check for Issues
In this section, the skills include:
Use the Document Inspector
Check Accessibility
Check Compatibility
Skills:  Use the Document Inspector  Check Accessibility  Check Compatibility
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Check for Issues
Document Inspector—reviews workbooks for hidden or personal data:
Author
Comments and annotations
Document properties
User names
Document Inspector is an Excel tool that reviews a workbook for hidden or personal data stored in the workbook or personal document properties, such as:
Author
Comments and annotations
Document properties
User names
Document server properties
Header and footer information
Hidden rows and columns
Note: These elements cannot be removed if the workbook is a shared workbook.
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Check for Issues
Check for Issues
Select content
To use Document Inspector:
Click the File tab.
Click Check for Issues and select Inspect Document to open the Document Inspector dialog box.
Select the check boxes for the types of document content you want to inspect.
Click Inspect to display the inspection results.
Click Remove All for the types of content that you want to remove.
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Check for Issues
Accessibility Checker—reviews workbooks detecting issues that hinder the ability of users who access your files
Accessibility Checker identifies:
Objects that do not contain alternative text
Tables containing header rows
Tables containing merged cells
Hyperlinks that do not have ScreenTips
Accessibility Checker is an Excel tool that reviews a workbook to detect potential issues that could hinder the ability of users who access your public files and then alerts you to these issues so that you can address them. The Accessibility Checker identifies the following types of issues:
Objects (such as charts and tables) that do not contain alternative text to make files more accessible to users who have disabilities
Tables containing header rows
Tables containing merged cells
Hyperlinks that do not have ScreenTips
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Check for Issues
Errors
Warnings
To use the Accessibility Checker:
Click the File tab.
Click Check for Issues and select Check Accessibility to display the Accessibility Checker task pane.
Click a listed issue to see feedback in the Additional Information window. This window tells you why you should fix the problem and how to fix it.
Accessibility Checker provides three types of feedback for each issue:
Error—content that creates extreme difficulty or impossibility for persons with disabilities.
Warning—content that is difficult for users to comprehend.
Tip—content that is understandable but could be presented or organized differently to maximize comprehension.
Why fix
How to fix
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Check for Issues
The Compatibility Checker is a tool that evaluates the workbook’s contents to identify what data and features are not compatible with previous versions.
To use Compatibility Checker:
Click the File tab.
Click Check for Issues and select Check Compatibility to display the Microsoft Excel - Compatibility Checker dialog box.
Click the Check compatibility when saving this workbook check box if you want to check compatibility every time you save the workbook.
Click Copy to New Sheet to create a report.
Click OK after reviewing the issues.
In addition to the dialog box, you can create a worksheet, which indicates the number of occurrences per issue type and the worksheet and cell reference containing the issue. The last column indicates which version(s) of Excel are not compatible with that issue.
Create worksheet
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28. Objective 7: Protect a Workbook
In this section, the skills include:
Add a Signature Line
Mark as Final
Skills:  Add a Signature Line  Mark as Final
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Protect a Workbook
A digital signature is an electronic, encrypted notation that stamps a document to authenticate the contents, confirms that a particular person authorized it, and marks the workbook as final. Instead of creating an invisible digital signature, you may want to include a signature line. A signature line is an embedded object that includes X, a line for a signature on a printout, and the person’s typed name and title.
To create a signature line:
Click the Insert tab.
Click Add a Signature Line in the Text group to display the Signature Setup dialog box.
Enter information in the appropriate boxes and click OK.
Signature line
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Protect a Workbook
After completing a workbook, it can be marked as a final version of the workbook. The Mark as Final command communicates that it is a final version and makes the file read-only.
To mark a workbook as final:
Click the File tab.
Click Protect Workbook and select Mark as Final.
Click OK and Excel displays an information message box.
Click OK.
Marked as Final
Read-Only
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31. Objective 8: Save a Workbook in Different Formats
In this section, the skills include:
Create a PDF File
Skills:  Create a PDF File
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32. Save a Workbook in Different Formats
Click
Select
Some people prefer different formats for files they receive. While you are primarily working in Excel, you might need to save a file in other formats for the convenience of other users. Excel provides the means for you to change the file type and create different types of files from your Excel workbooks. The Table 11.4 lists 10 file formats in which an Excel workbook can be saved.
To save a workbook in an older version of Excel:
Click the File tab and click Export.
Click Change File Type.
Select Excel Workbook in the Change File type list.
Click Save As below the Change File type list, navigate to the folder in which you want to store the file, and type an appropriate name in the file name box.
Click Save in the Save As dialog box.
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33. Save a Workbook in Different Formats
The most common way to save an Excel workbook for those who do not have Excel is to save the Excel file in Portable Document Format (PDF). This is a standard file format that preserves the document’s data and formatting as originally intended in the source program and ensures that other people cannot edit the original data or see proprietary formulas. An alternative to PDF is the XML Paper Specification (XPS), which is an electronic format that preserves document formatting and is viewable and printable in any platform.
To save a file as a PDF:
Click the File tab and click Export.
Click Create PDF/XPS Document in the Export section.
Click the Create PDF/XPS button to display the Publish as PDF or XPS dialog box.
Click the Save as type arrow and select PDF.
Navigate to the folder in which you want to store the file and type an appropriate name in the File name box.
Click Publish in the Publish as PDF or XPS dialog box to save the workbook as a PDF.
The slide shows a worksheet opened in Adobe Acrobat, which is a PDF reader.
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34. Objective 9: Send a Workbook to Others
In this section, the skills include:
Save a Workbook to OneDrive
Share a Workbook Through OneDrive
Skills:  Save a Workbook to OneDrive  Share a Workbook Through OneDrive
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35. Send a Workbook to Others
Share a workbook:
OneDrive
Link to a shared drive
attachment:
Workbook
PDF file
XPS file
Internet fax
Excel provides multiple methods for sharing your workbook with other people.
You can share your workbook as:
OneDrive
Link to a shared drive
attachment in the form of a:
Workbook
PDF file
XPS file
Internet fax
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36. Send a Workbook to Others
Double-click OneDrive
Select folder
Save As
To save a workbook to OneDrive:
Click the File tab and click Save As.
Double-click OneDrive in Backstage view.
Click an existing folder or create a new folder.
Enter a file name in the File name box in the Save As dialog box and click Save.
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37. Send a Workbook to Others
Click Share
Invite People
Determine rights
Once a file is saved to OneDrive, it can be easily shared with others by clicking the Share button in the top-right corner of the Ribbon. You can then invite others to collaborate on, or just view, the workbook. When you open an Excel workbook from OneDrive and click the Share button, the Share task pane lets you invite other people to share the file. After selecting a person to invite, select either Can edit or Can view to specify the level of rights the person has for that workbook.
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Summary
Workbook customization:
Changing the user name
Changing properties
Collaborating using:
Comments
Compare and Merge
Tracking
Check using:
Document Inspector
Accessibility Checker
Compatibility Checker
Protect by:
Adding a signature
Marking as final
Share by:
Saving in PDF
Saving and sharing a file on OneDrive
In this chapter, we learned how to customize Excel and workbooks, how to collaborate with others, check a workbook for issues, how to protect a workbook, and how to share a workbook with others.
A workbook can be customized by:
Changing the username—to add identification
Changing properties—to provide additional information
When collaborating with others you can use:
Comments—to communicate among reviewers
Compare and Merge—to combine documents to access changes
Tracking—to monitor changes
You can perform checks using Excel tools:
Document Inspector—to find and remove personal information
Accessibility Checker—to check for accessibility issues
Compatibility Checker—to check for compatibility with other Excel versions
Protect a workbook by:
Adding a signature—to add digital information to a workbook
Marking as final—limit any future changes to workbook
Share a workbook by:
Saving as a PDF—for distribution to users without Excel
Saving and sharing a file on OneDrive—for sharing with others
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Questions ?
It is important to share, compare, merge, protect, and distribute workbooks for collaboration with others. Are there any questions?
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40. Copyright
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