1. © Paradigm Publishing, Inc. 1

2. 2 Excel 2013 Level 2 Unit 2Managing and Integrating Data and the Excel Environment Chapter 6Protecting and Sharing Workbooks

3. © Paradigm Publishing, Inc. 3 Protecting and Sharing Workbooks  Add Workbook Properties Add Workbook Properties  Manage Comments Manage Comments  Share a Workbook Share a Workbook  CHECKPOINT 1 CHECKPOINT 1  Protect and Unprotect Worksheets Protect and Unprotect Worksheets  Protect and Unprotect the Structure of a Workbook Protect and Unprotect the Structure of a Workbook  Add and Remove a Password to a Workbook Add and Remove a Password to a Workbook  Track Changes to a Workbook Track Changes to a Workbook  CHECKPOINT 2 CHECKPOINT 2 Quick Links to Presentation Contents

4. © Paradigm Publishing, Inc. 4 Add Workbook Properties To view the INFO backstage area: 1.Click FILE tab. Info backstage area

5. © Paradigm Publishing, Inc. 5 Add Workbook Properties - continued To add an author’s name: 1.Click FILE tab. 2.Click Add an author option. 3.Type author’s name. 4.Click outside author property box to close it. Author property box

6. © Paradigm Publishing, Inc. 6 Add Workbook Properties - continued To add or edit properties using the Document Information Panel: 1.Click FILE tab. 2.Click Properties button. 3.Click Show Document Panel option. continues on next slide… Show Document Panel option

7. © Paradigm Publishing, Inc. 7 Add Workbook Properties - continued 4.At Document Information Panel, add or edit properties as required. 5.Close Document Information Panel. Document Information Panel

8. © Paradigm Publishing, Inc. 8 Manage Comments  A comment is a pop-up box containing text that displays when you hover the mouse pointer over the cell to which it is attached.  Use a comment to provide instructions, identify critical information, or add other explanatory information about a cell entry.

9. © Paradigm Publishing, Inc. 9 Manage Comments - continued To insert a comment: 1.Make desired cell active. 2.Click REVIEW tab. 3.Click New Comment button. continues on next slide… New Comment button

10. © Paradigm Publishing, Inc. 10 Manage Comments - continued 4.At comment box, type comment text. 5.Click in worksheet area outside comment box. comment box

11. © Paradigm Publishing, Inc. 11 Manage Comments - continued To view a comment: 1.Hover mouse pointer over a cell containing a comment. red diagonal triangle

12. © Paradigm Publishing, Inc. 12 Manage Comments - continued To turn on the display of all comments: 1.Click REVIEW tab. 2.Click Show All Comments button. All comments are displayed.

13. © Paradigm Publishing, Inc. 13 Manage Comments - continued To navigate to the next cell containing a comment: 1.Click REVIEW tab. 2.Click Next button. Next button

14. © Paradigm Publishing, Inc. 14 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 option box arrow and then click At end of sheet to print the comments on a separate page after the cell contents or As displayed on sheet to print the comments as they appear within the worksheet area.

15. © Paradigm Publishing, Inc. 15 Manage Comments - continued To edit a comment: 1.Right-click cell containing comment. 2.Click Edit Comment option at shortcut menu. 3.Insert or delete text as desired. 4.Click in worksheet area outside comment box. Insert or delete text as desired.

16. © Paradigm Publishing, Inc. 16 Manage Comments - continued To copy and paste comments: 1.Select source cell containing comment. 2.Click Copy button. 3.Click destination cell(s). 4.Click Paste button arrow in Clipboard group on HOME tab. 5.Click Paste Special option. 6.At Paste Special dialog box, click Comments option. 7.Click OK. Comments option

17. © Paradigm Publishing, Inc. 17 Share a Workbook  A workbook may need to be circulated among several people so that they can review, add, delete, or edit data.  One method for collaborating with other users is to share a workbook.  A shared workbook can be saved to a network folder that is accessible by other individuals who need the file.

18. © Paradigm Publishing, Inc. 18 Share a Workbook - continued To share a workbook: 1.Open desired workbook. 2.Click REVIEW tab. 3.Click Share Workbook button. 4.Click Allow changes by more that one user at the same time check box. 5.Click OK to close Share Workbook dialog box. 6.Click OK to continue. Allow changes by more that one user at the same time check box

19. © Paradigm Publishing, Inc. 19 Share a Workbook - continued  Click Advanced tab in Share Workbook dialog box to define sharing options. Advanced tab

20. © Paradigm Publishing, Inc. 20 Share a Workbook - continued To change the user name: 1.Click FILE tab. 2.Click Options. 3.Select current entry in User name text box. 4.Type a new user name. 5.Click OK. User name text box

21. © Paradigm Publishing, Inc. 21 Share a Workbook - continued To view other users of a shared workbook: 1.Open shared workbook. 2.Click REVIEW tab. 3.Click Share Workbook button. 4.Review names in Who has this workbook open now list box. 5.Click OK. Who has this workbook open now list box

22. © Paradigm Publishing, Inc. 22 Share a Workbook - continued To resolve conflicts in a shared workbook: 1.Open shared workbook. 2.Make desired edits. 3.Click Save button. 4.At Resolve Conflicts dialog box, click Accept Mine or Accept Other button at each conflict. Resolve Conflicts dialog box

23. © Paradigm Publishing, Inc. 23 Share a Workbook - continued To print a history sheet: 1.Open shared workbook. 2.Click REVIEW tab. 3.Click Track Changes button. 4.Click Highlight Changes option. continues on next slide… Highlight Changes option

24. © Paradigm Publishing, Inc. 24 Share a Workbook - continued 5.At Highlight Changes dialog box, change When option to All. 6.If necessary, clear Who check box. 7.If necessary, clear Where check box. 8.Click List changes on a new sheet check box. 9.Click OK. 10.Print history sheet. Highlight Changes dialog box

25. © Paradigm Publishing, Inc. 25 Share a Workbook - continued To stop sharing a workbook: 1.Open shared workbook. 2.Click REVIEW tab. 3.Click Share Workbook button. 4.Clear Allow changes by more than one user at the same time check box. 5.Click OK. 6.At Microsoft Excel message box, click Yes. Allow changes by more than one user at the same time check box

26. © Paradigm Publishing, Inc. 26 Share a Workbook - continued To save a workbook to SkyDrive: 1.Open workbook. 2.Click FILE tab. 3.Click Save As option. 4.If necessary, click your SkyDrive at Save As backstage area. 5.Log in to your SkyDrive account if necessary. 6.Click Browse button. 7.Navigate to your public folder. 8.Click Save button. Your SkyDrive

27. © Paradigm Publishing, Inc. 27 Share a Workbook - continued To send a workbook via email: 1.Open workbook. 2.Click FILE tab. 3.Click Share option. 4.Click Email in Share section. 5.Click Send as Attachment button. 6.Type recipient’s email address in To text box. 7.If necessary, edit Subject text. 8.Type message in message window. 9.Click Send. Send as Attachment button

28. © Paradigm Publishing, Inc. 28 1)Use this to provide instructions, identify information, or add information about a cell entry. a.tracked change b.text box c.property d.comment 1)Use this to provide instructions, identify information, or add information about a cell entry. a.tracked change b.text box c.property d.comment 3)The Share Workbook button is located on this tab. a.REVIEW b.VIEW c.INSERT d.PAGE LAYOUT 3)The Share Workbook button is located on this tab. a.REVIEW b.VIEW c.INSERT d.PAGE LAYOUT 2)The New Comment button is located on this tab. a.REVIEW b.VIEW c.INSERT d.PAGE LAYOUT 2)The New Comment button is located on this tab. a.REVIEW b.VIEW c.INSERT d.PAGE LAYOUT 4)Click this tab in the Share Workbook dialog box to define the sharing options. a.Sharing b.Definition c.Advanced d.Options 4)Click this tab in the Share Workbook dialog box to define the sharing options. a.Sharing b.Definition c.Advanced d.Options Next Question Next Slide Answer

29. © Paradigm Publishing, Inc. 29 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 a worksheet generally involves two steps: 1.Clear the lock attribute on those cells that others will be allowed to edit. 2.Protect the worksheet.

30. © Paradigm Publishing, Inc. 30 Protect and Unprotect Worksheets - continued To unlock cells: 1.Select desired cell(s) to be unlocked. 2.Click HOME tab. 3.Click Format button. 4.Click Lock Cell option. 5.Deselect cell(s). Lock Cell option

31. © Paradigm Publishing, Inc. 31 Protect and Unprotect Worksheets - continued To protect a worksheet: 1.Open workbook. 2.Activate desired sheet. 3.Click REVIEW tab. 4.Click Protect Sheet button. 5.At Protect Sheet dialog box, type password in Password to unprotect sheet text box. 6.Choose allowable actions. 7.Click OK. 8.Retype password. 9.Click OK. Protect Sheet dialog box

32. © Paradigm Publishing, Inc. 32 Protect and Unprotect Worksheets - continued To unprotect a worksheet: 1.Click REVIEW tab. 2.Click Unprotect Sheet button. 3.At Unprotect Sheet dialog box, type password. 4.Click OK. Unprotect Sheet dialog box

33. © Paradigm Publishing, Inc. 33 Protect and Unprotect the Structure of a Workbook To protect the workbook structure: 1.Open workbook. 2.Click REVIEW tab. 3.Click Protect Workbook button. 4.At Protect Structure and Windows dialog box, type a password if desired. 5.Click OK. 6.Retype password. 7.Click OK. Protect Structure and Windows dialog box

34. © Paradigm Publishing, Inc. 34 Protect and Unprotect the Structure of a Workbook - continued To unprotect a workbook: 1.Click REVIEW tab. 2.Click Protect Workbook button. 3.At Unprotect Workbook dialog box, type password. 4.Click OK. Unprotect Workbook dialog box

35. © Paradigm Publishing, Inc. 35 Add and Remove a Password to a Workbook  You can prevent unauthorized access to Excel data by requiring a password to open a workbook.  The password to open a workbook is encrypted.  In an encrypted password, the plain text you type is converted into a scrambled format called ciphertext, which prevents unauthorized users from retrieving the password.

36. © Paradigm Publishing, Inc. 36 Add and Remove a Password to a Workbook -continued To add a workbook password: 1.Open workbook. 2.Click FILE tab. 3.Click Protect Workbook button. 4.Click Encrypt with Password option. continues on next slide… Encrypt with Password option

37. © Paradigm Publishing, Inc. 37 Add and Remove a Password to a Workbook - continued 5.At Encrypt Document dialog box, type a password. 6.Click OK. 7.Retype password. 8.Click OK. 9.Save workbook. Encrypt Document dialog box

38. © Paradigm Publishing, Inc. 38 Add and Remove a Password to a Workbook - continued To remove a workbook password: 1.Open workbook using your password. 2.Click FILE tab. 3.Click Protect Workbook button. 4.Click Encrypt with Password from drop-down list. 5.At Encrypt Document dialog box, select and then delete password. 6.Click OK. 7.Save file. 8.Click Yes. password

39. © Paradigm Publishing, Inc. 39 Track Changes to a Workbook To track changes: 1.Open workbook. 2.Click REVIEW tab. 3.Click Track Changes button. 4.Click Highlight Changes option. 5.Click Track changes while editing check box. 6.Click OK twice. Track changes while editing check box

40. © Paradigm Publishing, Inc. 40 Track Changes to a Workbook - continued To highlight changes: 1.Open tracked workbook. 2.Click REVIEW tab. 3.Click Track Changes button. 4.Click Highlight Changes option. 5.Change When option to Not yet reviewed. 6.Make sure Who option is set at Everyone. 7.Click OK. When option

41. © Paradigm Publishing, Inc. 41 Track Changes to a Workbook - continued To accept and reject changes: 1.Open tracked workbook. 2.Click REVIEW tab. 3.Click Track Changes button. 4.Click Accept/Reject Changes option. 5.Make sure When option is set to Not yet reviewed. 6.Make sure Who option is set at Everyone. 7.Click OK. continues on next slide… Who option

42. © Paradigm Publishing, Inc. 42 Track Changes to a Workbook - continued 8.Click Accept or Reject button at each change. Accept button

43. © Paradigm Publishing, Inc. 43 Track Changes to a Workbook - continued  Excel provides several different ways to share and collaborate with other users.  The method that you choose depends on factors such as the availability of a network share folder, need to protect ranges or otherwise restrict access to sensitive data, and resources available by the users who will receive the data.

44. © Paradigm Publishing, Inc. 44 1)Doing this to a worksheet prevents another user from editing cells. a.saving b.protecting c.printing d.opening 1)Doing this to a worksheet prevents another user from editing cells. a.saving b.protecting c.printing d.opening 3)Passwords to open the workbook are this. a.originated b.objected c.subjected d.encrypted 3)Passwords to open the workbook are this. a.originated b.objected c.subjected d.encrypted 2)The Protect Sheet button is located on this tab. a.HOME b.INSERT c.REVIEW d.VIEW 2)The Protect Sheet button is located on this tab. a.HOME b.INSERT c.REVIEW d.VIEW 4)The Track Changes button is located on this tab. a.REVIEW b.VIEW c.HOME d.INSERT 4)The Track Changes button is located on this tab. a.REVIEW b.VIEW c.HOME d.INSERT Next Question Next Slide Answer

45. © Paradigm Publishing, Inc. 45 Protecting and Sharing Workbooks Add information to a workbook’s properties Add comments containing additional information or other notes 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 Save an Excel worksheet to SkyDrive Send an Excel worksheet via an email message Protect cells within a worksheet to prevent changes Add a password to open a workbook Track, modify and resolve changes made to a workbook Summary of Presentation Concepts