1. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 1 11 Copyright © 2008 Prentice-Hall. All rights reserved. Committed to Shaping the Next Generation of IT Experts. Exploring Microsoft Office Excel 2007 Chapter 9 Collaboration and Workbook Distribution Robert Grauer, Keith Mulbery, Judy Scheeren

2. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2 Objectives Track changes Enable simultaneous changes by multiple users Save workbooks in different formats Copy data to Word and PowerPoint Finalize documents Prepare workbooks for distribution Understand Excel Options Work with the Quick Access Toolbar Add add-ins

3. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 3 Track Changes Collaboration involves group editing of the same workbook  It has become an integral part of financial forecasting  Creator makes the final decision after all edits and comments are made by those in the reviewing group Track Changes monitors all additions, deletions, and formatting changes made in a workbook

4. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 4 Track Changes Workbook sharing occurs when several people can simultaneously edit a workbook stored on a network server

5. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 5 Track Changes When a cell is edited or changed with Track Changes on, a small blue triangle appears in the top left corner of the cell When you position the mouse pointer on that cell, you see a yellow message box, similar to a comment box, about the change made to that cell  The message displays the name of the person who made the change, the date and time the change was made, and the type of change made

6. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 6 Track Changes If you turn off Track Changes:  The workbook is no longer shared  The history of changes made is lost  Other users who are sharing the workbook will not be able to save the changes they made Each time you close the workbook and reopen, you must enable Highlight Changes Reviewing, accepting, and rejecting changes are processes that enable you to review the changes others have made and decide if you want to accept or reject the change

7. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 7 Track Changes

8. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 8 Track Changes The change log lists particular types of changes made to the workbook  The change log shows the dates, times, new, and original values, and other details about the respective changes  Changes made to formulas with dependent values are not listed  The log does not track font changes or hiding/unhiding columns or rows

9. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 9 Track Changes Reviewing and deleting comments is a matter of moving from comment to comment and deciding if the comment should be retained

10. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 10 Enabling Simultaneous Changes by Multiple Users Accomplished through workbook sharing Major issues can arise when more than one person tries to make changes unless workbook sharing is enabled If you want to work on an Excel workbook that someone else is currently using, the File in Use dialog box appears, warning that the file is in use and that you may open a read- only copy of the document

11. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11 Enabling Simultaneous Changes by Multiple Users Problems can arise if a user doesn’t property close the workbook Some alternative options are available if you are on a network If multiple users attempt to change the same cell at the same time, a Conflict Resolution dialog box is displayed for the second user On a network, the last person to make changes decides which changes to accept Workbooks can be e-mailed or uploaded to a SharePoint Server

12. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 12 Saving Workbooks in Different Formats Default file format is Excel 2007, which ends with the.xlsx extension Previous releases of Excel saved workbooks in the.xls extension  Can be opened in Excel 2007 in compatibility mode  Excel 2007 workbooks are not backward compatible with previous versions of Excel by default Can also be saved as a text file, a Web page, a PDF, and a template

13. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 13 Saving Workbooks in Different Formats The Portable Document Format (PDF) is a universal file format that preserves the original data and formatting for multi-platform use  Saving as a PDF requires an add-in which can be downloaded from www.microsoft.com  Add-ins are independent computer programs that you can add to enhance the functionality of Excel A template is partially completed workbook that is used to create other workbooks  Generally contains formulas and formatting or themes but no specific data

14. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 14 Saving Workbooks in Different Formats Save as an Excel Macro-Enabled Workbook  Saves the workbook in the XML-based and macro-enabled file format (.xlsm) Save in the Excel Binary Workbook format if the workbook is extremely large  More efficient format

15. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 15 Saving Workbooks in Different Formats

16. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 16 Copying Data to Word and Power Point You might want to include part of an Excel worksheet in a Word document or in a PowerPoint slide show Embedding is the process of inserting an object or data into a file You can also copy and paste Excel data into PowerPoint Must embed to maintain formulas

17. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 17 Copying Data to Word and Power Point

18. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 18 Finalize Documents Finalizing a workbook means that the figures presented will not or cannot be changed because it is read only Compatibility Checker is used to determine what properties of Excel will be available when you save the document in an older version of Excel A property is a collection of metadata associated with a file  Includes general statistics such as file name, location, size, and date and time created or modified

19. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 19 Prepare Workbooks for Distribution Before you release your documents for distribution to others, you must:  Protect your workbook from change  Protect your formulas from change  Check for compatibility issues with earlier versions of Excel Located in the Prepare option of the Office menu

20. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 20 Prepare Workbooks for Distribution The Document Inspector checks Excel files for hidden data and personal information  Finds information that you may not want to share with others The Restrict Permission feature enables you to grant people access to workbooks while restricting their ability to print, copy, or edit the workbook A digital signature is an electronic notation in a document to authenticate the contents

21. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 21 Prepare Workbooks for Distribution Excel allows you to mark a document as final:  Makes workbook read-only  Workbook cannot be saved with the same name  Most ribbon commands are disabled Marking a workbook as final prohibits anyone from changing anything

22. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 22 Understand Excel Options Excel has a variety of default settings that can be changed The Excel Options dialog box is a centralized area where you can change the look, behavior, and calculation options in Excel The Excel Options window is accessed by clicking the Office Button and clicking Excel Options

23. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 23 Working with the Quick Access Toolbar Excel 2007 has placed restrictions on some of your ability to customize; the Ribbon is nearly impossible to change Area that can be changed is the Quick Access Toolbar There are two reasons to add buttons to the Quick Access Toolbar:  To make commands you use frequently more accessible  To add commands you frequently use that are not on the Ribbon

24. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 24 Add Add-ins Add-ins provide new worksheet functionality Interface seamlessly with the original Excel program Seven primary add-ins are included with Excel 2007 Must be installed before you can use them Add-ins are listed and installed in the Excel Add-ins Manager

25. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 25