1. Tutorial 12 Collaborating on a Shared Workbook

2. Objectives Share a workbook with multiple users
Track changes made to a workbook
Accept and reject workbook edits
Merge multiple workbooks into a single file
Save and share workbooks on the cloud
New Perspectives on Microsoft Excel 2013

3. Objectives Set workbook properties and tags Encrypt a document file
Mark a workbook as final
Link and embed an Office document
Customize the Excel working environment
Save a workbook as a PDF file
New Perspectives on Microsoft Excel 2013

4. Visual Overview: Collaborating on a Workbook
New Perspectives on Microsoft Excel 2013

5. Visual Overview: Collaborating on a Workbook
New Perspectives on Microsoft Excel 2013

6. Sharing a Workbook Among Multiple Users
Many documents are combined efforts of multiple users
Team members can work on a document either simultaneously or sequentially
A shared Excel workbook tracks the changes made so everyone can examine when and where each change was made
Shared workbooks are usually stored in shared folders located on either a local network or the Internet (the cloud)
New Perspectives on Microsoft Excel 2013

7. Sharing a Workbook Among Multiple Users
Setting Privacy Options
Once you have saved your workbook in a secure location, you can begin the procedure of sharing it
Excel workbooks are not shared by default
In order to share the workbook you need to change the privacy options in each workbook you want to share
New Perspectives on Microsoft Excel 2013

8. Sharing a Workbook Among Multiple Users
Enable Workbook Sharing
Share a workbook from the share workbook dialog box to make it possible for other users to share and access the same data simultaneously
New Perspectives on Microsoft Excel 2013

9. Tracking Changes in a Workbook
Excel tracks changes made to a shared workbook, recording the name of the user who made the changes and when the changes were saved
When the current user saves the workbook, Excel notifies the user of any conflicting edits made by other users
New Perspectives on Microsoft Excel 2013

10. Tracking Changes in a Workbook
New Perspectives on Microsoft Excel 2013

11. Tracking Changes in a Workbook
Conflicts occur when users try to enter different values in the same cell
Conflicts are resolved through the resolve conflicts dialog box
New Perspectives on Microsoft Excel 2013

12. Tracking Changes in a Workbook
Reviewing Comments in a Shared Workbook
Comments give team members the ability to offer insight and make suggestions
Each comment in the content box is identified by the user who entered it
New Perspectives on Microsoft Excel 2013

13. Tracking Changes in a Workbook
Reviewing Changes Using the Tracking Log
In a shared workbook, all edits are stored in a tracking log for 30 days
The tracking log:
Includes edits such as changes to cell values or worksheet names
Does not include inserted or deleted worksheets, comments, and style changes
Is erased when the workbook is no longer shared
New Perspectives on Microsoft Excel 2013

14. Tracking Changes in a Workbook
Reviewing Changes Using the Tracking Log (con’t)
You can filter the tracking log
Contents of the tracking log can be reviewed in:
The form of comments attached to edited cells
A list displayed in a separate worksheet
Each edit is accompanied by:
Text describing the edit
Name of the author who made the edit
Date and time of the edit
Edited cells are highlighted by a colored border
New Perspectives on Microsoft Excel 2013

15. Tracking Changes in a Workbook
New Perspectives on Microsoft Excel 2013

16. Tracking Changes in a Workbook
Reviewing Changes Using the Tracking Log (con’t)
Reviewing the list of changes in a separate worksheet is a quicker approach
New Perspectives on Microsoft Excel 2013

17. Tracking Changes in a Workbook
Accepting and Rejecting Edits
Accept an edit to keep its new value
Reject an edit to return to the original value
Specify which changes you want to examine
Changes are in chronological order
New Perspectives on Microsoft Excel 2013

18. Tracking Changes in a Workbook
New Perspectives on Microsoft Excel 2013

19. Merge and Compare Workbooks
Another way to collaborate on a document is to provide a separate copy of the document to multiple shared users
Each user works on his or her separate copy
Edited workbooks are returned
Different copies of the workbook can be merged
New Perspectives on Microsoft Excel 2013

20. Merge and Compare Workbooks
The following conditions must be met to merge two or more workbooks:
Copies must originate from the same shared file
Copies must have different filenames
Copies must either have the same password or not be password-protected
The Track Changes feature must be turned on for all copies
The length of time editing the copies cannot exceed the length of the tracking history
New Perspectives on Microsoft Excel 2013

21. Collaborating on the Web
When colleagues and clients are located in different parts of the world, it is often more convenient to use the Internet to share work rather than a local network
Popular file hosting sites that allow document sharing include: Dropbox, Google Docs, Amazon Cloud Drive, iCloud, and Microsoft
The tools of Microsoft file hosting service are integrated into Microsoft Office applications
New Perspectives on Microsoft Excel 2013

22. Collaborating on the Web
Saving a Workbook to a File Hosting Service
Once you have subscribed to a file hosting service, you can save files to that account using the same process as for saving files to your computer
Many hosting services include folders for private and publicly shared files and users can usually create your own folders
New Perspectives on Microsoft Excel 2013

23. Collaborating on the Web
Editing a Shared Workbook
Once saved to the Microsoft file hosting service, access the workbook from within Excel or through the Microsoft Excel web app using your browser
New Perspectives on Microsoft Excel 2013

24. Collaborating on the Web
Sharing Workbooks on the Cloud
Users can have different levels of access to the document content; some users:
Only have the ability to view a workbook
Have the ability to edit and create new content
Avoid storing personal or confidential information in a publically accessible folder
Can remove sharing from a workbook at any time:
Edit the list of recipients
Remove users who should no longer have access to the file
New Perspectives on Microsoft Excel 2013

25. Collaborating on the Web
New Perspectives on Microsoft Excel 2013

26. Visual Overview: Finalizing a Workbook
New Perspectives on Microsoft Excel 2013

27. Visual Overview: Finalizing a Workbook
New Perspectives on Microsoft Excel 2013

28. Preparing the Final Workbook Version
After workbook has been reviewed and revised, the finished workbook can be modified to create a final version
Finalizing usually includes:
Adding descriptive keywords and tags
Ensuring personal information is removed
Protecting the workbook
Marking the workbook as final
Signing off on the workbook
New Perspectives on Microsoft Excel 2013

29. Preparing the Final Workbook Version
Setting Document Properties
Document properties or metadata are the descriptive details about a workbook
The document properties are organized into the following categories:
Standard properties
Automatically updated properties
Custom properties
Organization properties
Document library properties
New Perspectives on Microsoft Excel 2013

30. Preparing the Final Workbook Version
New Perspectives on Microsoft Excel 2013

31. Preparing the Final Workbook Version
Inspecting a Workbook
Review workbook contents for sensitive or personal information that you do not want distributed to other users
Personal information can appear in comments and annotations, document properties and metadata attached to the workbook, headers and footers, or hidden worksheets and cells
Use the Document Inspector to search the workbook to locate data and text to remove
New Perspectives on Microsoft Excel 2013

32. Preparing the Final Workbook Version
New Perspectives on Microsoft Excel 2013

33. Preparing the Final Workbook Version
Inspecting a Workbook
A concern when finalizing a workbook is whether anyone working with an earlier version of Excel will have trouble reading the workbook contents
To determine whether a workbook is compatible with those older versions, you can inspect the document for compatibility
The Compatibility Checker flags and content, formatting, or element that cannot be transferred to earlier versions of Excel
New Perspectives on Microsoft Excel 2013

34. Preparing the Final Workbook Version
Inspecting a Workbook
The most serious differences between Excel 2013 and older versions of Excel include:
Worksheet size
International dates
Sparklines
More minor issues involve the font formats and color styles used in older Excel versions
New Perspectives on Microsoft Excel 2013

35. Preparing the Final Workbook Version
New Perspectives on Microsoft Excel 2013

36. Preparing the Final Workbook Version
Protecting a Workbook
Excel workbooks often contain confidential financial data that needs to be secured
Encryption is the process by which a file is encoded so that it cannot be opened without the proper password
Encryption password is different from the passwords that prevent users from editing a worksheet
Passwords can be up to 255 characters and can include numbers, symbols, and letters
New Perspectives on Microsoft Excel 2013

37. Preparing the Final Workbook Version
Marking a Workbook as Final
Makes the workbook read only, discouraging a user from making any changes to it
A workbook marked as final has the editing, typing, and proofing commands turned off
A user can only view the contents of the workbook and cannot modify it
Does not completely prevent anyone from editing the document
New Perspectives on Microsoft Excel 2013

38. Signing Off on a Workbook
A final way to ensure that a document has not been changed by an unauthorized user is with a digital signature
Digital signatures provide a way for the author to authenticate the document
Lets users know that the workbook comes from a trusted source and has not been altered since it was signed
New Perspectives on Microsoft Excel 2013

39. Signing Off on a Workbook
To add a digital signature to a document, you need a digital ID or digital certificate, which is an attachment to a document that authenticates the source of the signature
Obtain a digital certificate from a third party source known as a certificate authority (CA)
Acts like a notary public
Verifies signatures and tracks those that have expired or been revoked
New Perspectives on Microsoft Excel 2013

40. Signing Off on a Workbook
New Perspectives on Microsoft Excel 2013

41. Integrating Excel with Other Office Applications
You can create a document that combines objects from several different programs
An object is anything that appears on your screen that can be selected and manipulated
A source file contains the object that is displayed in the destination file
All Office programs share a common interface and can read each other’s file formats
New Perspectives on Microsoft Excel 2013

42. Integrating Excel with Other Office Applications
New Perspectives on Microsoft Excel 2013

43. Integrating Excel with Other Office Applications
Copying and Pasting Data
Can copy text, values, cells and ranges, charts, and graphics from one program and paste them in another program using the Windows copy and paste features
When you paste an object from the source file:
It becomes part of the destination file
It is static, having no connection to the source file
Pasting is used only for one-time exchanges of information
New Perspectives on Microsoft Excel 2013

44. Integrating Excel with Other Office Applications
Object Linking and Embedding
To create a live connection between the source file and the destination file, you must use object linking and embedding
Object linking and embedding (OLE) refers to the technology that allows one to copy and paste objects so that information about the program that created the object is included with the object itself
New Perspectives on Microsoft Excel 2013

45. Integrating Excel with Other Office Applications
Object Linking and Embedding (con’t)
The objects are inserted into the destination file as either linked objects or embedded objects
A linked object is stored within the destination file and remains connected to the source file
An embedded object is stored within the destination file and is no longer part of the source file
New Perspectives on Microsoft Excel 2013

46. Integrating Excel with Other Office Applications
New Perspectives on Microsoft Excel 2013

47. Integrating Excel with Other Office Applications
Object Linking and Embedding (con’t)
When pasting, you have the choice of formatting
New Perspectives on Microsoft Excel 2013

48. Integrating Excel with Other Office Applications
New Perspectives on Microsoft Excel 2013

49. Integrating Excel with Other Office Applications
Object Linking and Embedding (con’t)
Word updates a linked object every time you open the document or when the Excel source file changes while the Word document is open
Embedding is done with the same tools used to paste a link to the source object
Changes to an embedded chart will not affect the original chart in the workbook
New Perspectives on Microsoft Excel 2013

50. Integrating Excel with Other Office Applications
New Perspectives on Microsoft Excel 2013

51. Integrating Excel with Other Office Applications
Object Linking and Embedding (con’t)
All the chart tools available within Excel are also available with a linked or embedded chart
New Perspectives on Microsoft Excel 2013

52. Integrating Excel with Other Office Applications
Object Linking and Embedding (con’t)
You can view and edit underlying data to alter a chart’s appearance
New Perspectives on Microsoft Excel 2013

53. Customizing Excel for Your Work Preferences
Common to collaborate on documents and reports
Excel provides options for customizing the Excel environment
New Perspectives on Microsoft Excel 2013

54. Customizing Excel for Your Work Preferences
Excel screen elements fall into three general categories:
Elements that are part of the Excel program
Elements that are part of the Excel workbook window
Elements that are part of the Excel worksheet
New Perspectives on Microsoft Excel 2013

55. Customizing Excel for Your Work Preferences
New Perspectives on Microsoft Excel 2013

56. Customizing Excel for Your Work Preferences
New Perspectives on Microsoft Excel 2013

57. Customizing Excel for Your Work Preferences
Excel Options dialog box provides many customization options
New Perspectives on Microsoft Excel 2013

58. Developing a Workbook for International Clients
When creating a workbook that will be viewed by clients in another country, check on the standards for rendering times, dates, currency, and numbers
New Perspectives on Microsoft Excel 2013

59. Developing a Workbook for International Clients
Number format used by Excel is set by computer’s operating system
In Windows, use the Language section of the Control Panel to:
Change the symbols used for thousands separator and decimal marks
Set the parameters for other number formats
Use the advanced Excel options to change the number format for a particular workbook
New Perspectives on Microsoft Excel 2013

60. Developing a Workbook for International Clients
New Perspectives on Microsoft Excel 2013

61. Developing a Workbook for International Clients
New Perspectives on Microsoft Excel 2013

62. Saving a Worksheet as a PDF File
A portable document format (PDF) is a file format developed by Adobe Systems for displaying formatted documents containing text, graphics, and complicated layouts.
PDF’s are often used for collaborative work because Adobe reader software is free and available on a wide variety of devices and operating systems
New Perspectives on Microsoft Excel 2013

63. Saving a Worksheet as a PDF File
PDF (Portable Document Format) is a file format developed by Adobe Systems for displaying formatted documents containing text, graphics, and complicated layouts
Excel provides two options for publishing workbooks as PDF's:
The Standard option optimizes the PDF for use with online publishing and printing
The Minimum size option is used strictly for online publishing, but not for printing
New Perspectives on Microsoft Excel 2013

64. Saving a Worksheet as a PDF File
New Perspectives on Microsoft Excel 2013