Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.
Exploring Microsoft Office Excel 2010 by Robert Grauer, Keith Mulbery, and Mary Anne Poatsy Chapter 10 Collaboration and Workbook Distribution INSERT BOOK COVER This chapter discusses collaboration and workbook distribution with Microsoft Excel 2010. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Objectives Customize Excel Change properties Share and merge workbooks Insert comments Track changes The objectives of this chapter are to: Customize Excel. Change properties. Share and merge workbooks. Insert comments. Track changes. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Objectives (continued)
Check for issues Protect a workbook Save a workbook in different formats Send a workbook to others Additional objectives for this chapter are to: Check for issues. Protect a workbook. Save a workbook in different formats. Send a workbook to others. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Customizing Excel Think of Excel Options dialog box as the control center Excel Options dialog box contains a variety of settings that control how Excel behaves You might want to personalize Excel to suit your needs. For example, you may develop most of your spreadsheets for a quarter budget with a summary sheet. You, therefore, need 5 sheets for most of your workbooks. One sheet for each of the 4 quarters and one for the summary sheet. This section of the chapter deals with customizing and personalizing Excel. The Excel Options dialog box permits you to change a variety of settings contained in the options category. These include: General, Formulas, Proofing, Save, Language, Advanced, Customize Ribbon, Quick Access Toolbar, Add-Ins (previously used), and Trust Center. Table 10.1 in your textbook describes each of these categories and some options contained in each. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Set the User Name Figure 10.1 displays the Excel Options dialog box when you are setting the User Name. The General option is selected displaying the User name textbox. You use this feature to identify who authored or edited this workbook. To access this feature: Click the File tab. Click Options ( By default, the General tab is selected. If it is not, click it). Type your name in the User name box. Note that entering your user name in one Microsoft Office program stores that information for all Microsoft Office programs. Public computers, like your computer lab, may not save your user name when you log out. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Customize the Ribbon Use the customize Ribbon feature when you use particular commands frequently Some add-in programs automatically add a command to a tab or tab to the Ribbon: Solver SnagIT Adobe Acrobat Continuing with customization and personalization, you can customize the Ribbon by creating new tabs and groups, adding and removing commands, and resetting the Ribbon. For example, some users may edit the Home tab to replace Find & Select with another formula used frequently. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Customize the Ribbon Figure 10.2 shows you the dialog box for customizing the Ribbon. Notice the customize the Ribbon selection on the left side. To create a new custom tab: Click the File tab, click Options, and then click Customize Ribbon. Click New Tab on the bottom right of the dialog box. Click New Tab (Custom) in the Main Tabs list. Click New Group to add another new group on the custom tab. Click a group name, select a command in the commands list on the left side and then click Add. Click OK after adding commands to each new group. You can reset the Ribbon if you no longer need the customized Ribbon or reset all customizations made to the workbook. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Customize Quick Access Toolbar
To Customize the Quick Access Toolbar: Click the Customize Quick Access Toolbar to the right of the Quick Access Toolbar Select More Commands Select the Commands by using Add/Remove options Click OK By default, the Quick Access Toolbar contains three commands: Save, Undo, Redo. You can customize it by adding frequently used commands like Spelling checker and Print Preview. Once you customize the Quick Access Toolbar and Ribbon, they may be imported or exported using the Import/Export option. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Change Properties Metadata — pieces of data that describe other data Document property — an attribute that describes a file: - Author’s name Title - Subject Company - Creation Date Revision Date - Keywords When working with files, metadata (which is data that describes other data) or document properties are attached to the file. Including document properties for your workbooks helps you organize your files and makes searching for specific work easier. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Change Properties Figure 10.3 shows the Workbook Properties dialog box with the current properties displayed on the right side. You can enter or edit these properties except for the Size, Last Modified and Last Printed properties. These properties change based on last performed actions. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Use Properties Dialog Box
The Properties dialog box provides more details than the property list. Figure 10.4 shows you the Properties dialog box. To display the Properties dialog box, click Properties below the worksheet thumbnail on the right side of the Backstage view, and then select Advanced Properties. The dialog box name reflects the current workbook name. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Properties Dialog Box Tabs
Figure 10.6 shows the dialog box and the five tabs to organize various properties as outlined on this slide. In this figure, the summary tab is selected. • The General tab displays the file name, file type, location, size, creation date, modification date, and last accessed date. • The Summary tab displays properties the user can enter and change, such as title, subject, author, manager, company, category, keywords, and comments. • The Statistics tab includes creation, modified, accessed, and printed dates. • The Contents tab displays the worksheet names contained in the workbook. • The Custom tab enables the user to create and maintain custom properties for the current workbook, such as Department, Project, and Purpose. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Document Panel Figure 10.7 shows what the workbook area looks like when the Document Panel is displayed above the worksheet data. Use this feature so that you can view and edit properties while reviewing the workbook data. In this view, the Document Panel enables you to enter the Author, Title, Subject, Keywords, Category, Status, and Comments properties while working on the workbook. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Display/Close Document Panel
To display Document Panel: Click Properties Select Show Document Panel To close Document Panel: Click Close in the top-right corner To display the Document Panel above the workbook data, click properties and select Show Document Panel. Once you finish with editing the document panel, you can close it by clicking Close in the top-right corner of the Documents Panel. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Collaboration Collaboration occurs when multiple people work together to achieve a common goal by using technology to edit the contents of a file Collaboration tools include: Share , Compare and Merge Comments Track Changes We just finished with customizing and personalizing the workbook and now move to the concept of collaboration. Since team members work together to plan, develop spreadsheets, conduct quantitative research, enter data, and analyze the results, the ability to use the technology tools that enable collaboration is critical in today’s work world. Very few projects are worked on in isolation but are team efforts. In this section, you will learn how to share workbooks with others, compare and merge workbooks, insert and edit comments, and track changes. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Share and Merge Workbooks
Shared workbook is a file that enables multiple users to make changes at the same time Owner is the person who created the workbook and designates it as shared Owner controls user access and resolves conflicts A Shared workbook is one way to collaborate on a workbook . A shared workbook is designated as shareable and is stored on a network making it accessible to the project team. One advantage of shared workbooks is that you 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. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Share Workbook Figure 10.8 shows the Share Workbook dialog box with the advanced tab selected. To share a workbook: Click the Review tab, and then click Share Workbook in the Changes group. Click the Allow changes by more than one user at the same time check box, and then click the Advanced tab. Specify how long 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 then click OK. Click OK if a message box opens informing you that the workbook will be saved. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

See Current Users There may be times when you want to see who has the shared workbook open at this time. You can obtain this information by clicking Share Workbook in the Changes group on the Review tab, and then clicking the Editing tab. The Who has this workbook open now list displays names of people who have the workbook open. Figure 10.9 in this slide shows the Share Workbook Dialog Box with two users currently working on the workbook. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Conflict Issues Conflict Resolution dialog box opens when two users try to edit the same cell at the same time Change resolved based on settings selected in the Shared Workbook dialog box When several users are working with shared workbooks, conflicts can arise. Two users may try and change the contents of a cell at the same time. When this happens the Conflict Resolution dialog box opens for the second user. The change is then resolved based on the settings selected in the Shared Workbook dialog box. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Network Issues Network Permission determines who has rights to open and modify files Owner: full rights Read-Only: can not save changes back to network drive Non-Shareable: only one person can work on the workbook at the same time Second person receives File in Use notice When several people on a network share a workbook and make changes to it, the last person to make changes decides which changes to accept. This can be a problem if the least knowledgeable person is the last one to make changes. Other issues arise when storing and using files on a network. Furthermore, workbooks that have not been designated as shareable may still be able to be modified by various users. Network Permissions: Some users may have Read-Only permissions while others may have Owner permissions. Owners can open, save, delete, and modify files. Non-Shareable Workbook: A workbook may be stored on a network that you can access, but the workbook might not be designated as a shared workbook. This means only one person can work on it at a time. The second person who goes to open it, receives the File in Use notice. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

File Now Available When the file becomes available, the second user will see the notice in Figure The user now needs to click the Read-Write button to open it for editing. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Compare and Merge To use this feature: Each workbook must have a unique name (workbookname-lastnameuser) All workbooks must be stored on the same drive and in the same folder as the original shared workbook When you share a workbook with others, you might want to see what each person changed in the workbook instead of allowing immediate changes to the original workbook. To do this, you use the Compare and Merge Workbooks command. This combines the shared workbooks into one workbook so that you can compare the changes and decide which ones to keep. This command works only with copies of a shared workbook; it does not work on workbooks that have not been designated as shared. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Compare and Merge Figure shows the compare and merge command added to the Quick Access Toolbar. It is not on the Ribbon or Quick Access Toolbar by default, but you can add it to either. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Compare and Merge To merge the workbooks: Open the original shared workbook Click Compare and Merge Workbooks Click OK if you get a message box Click the files to merge Click OK Using the Compare and Merge command you placed on the Quick Access Toolbar, merge the workbooks as directed on this slide. Remember to use the CRTL key and click all the files to compare and merge. The CRTL key with the click on each file lets you select multiple files. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Compare and Merge Figure shows how changes are indicated by different color borders and top-left triangles, representing the different users who made changes to the shared workbook. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Comments Comment — a notation attached to a cell to pose a question or provide commentary Comment indicator — a colored triangle in the top-right corner of a cell to indicate that cell contains a comment In the business world, comments are used to make notes to yourself or to make suggestions to other team members about issues to address or suggested corrections to be made. Comments help document a worksheet by providing additional information or clarification of the data, formula results, or labels so that several months or years later you can understand what went on in the development of the workbook. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Insert Comment To insert a comment in a cell: Click the cell in which you want to insert the comment Click the Review tab Click New Comment in the Comments group Click Insert Comment and type the text Click outside the comment box This slide explains the process for inserting a comment. Remember, the comment appears as a colored triangle in the top-right corner of a cell. To see the comment, place your mouse pointer over the colored triangle. When you click outside the comment box, it closes, but the comment indicator remains in the cell. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Show and Hide Comments Table 10.2 lists steps to show and hide comments. You can navigate through the comments by: clicking Previous in the Comments group on the Review tab to go the cell containing the previous comment. clicking Next to go to the next comment. If the comment box covers up other cells you need to see, drag the comment box elsewhere onscreen. You can drag a selection handle on the outer edge of a comment box to increase or decrease its size. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Edit and Delete Comments
To Edit: Click the cell that contains the comment to edit Click Review tab. And Edit Comment in the Comments group Edit and Format the comment text; click OK Click outside the comment box To Delete: Click the cell with the comment Click Review tab, Delete in the Comments group To reflect changes or additional information during the development of the workbook, you may need to edit the comment text. When comments are no longer useful, you may need to delete them. This slides covers the steps to editing and deleting comments. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Print Comments on Separate Page
Comments do not print by default when printing the worksheet. The Sheet tab in the Page Setup dialog box contains two options for printing comments: As displayed on sheet option, prints the visible comment boxes where they are located onscreen. At end of sheet to print option prints the comments on a separate page as displayed in Figure Remember, you must first display the comments for them to print; hidden comments don’t display since they are not “visible” on the page. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Track Changes Change Tracking records certain types of changes made in a workbook Track changes does NOT track all changes Some Excel features are disabled with Change Tacking or shared workbook You may turn Track Changes off when needed A colored triangle appears in changed cell While comments are helpful for posing questions or suggestions, you may want to create a log that identifies changes you and other people make in a workbook. Change Tracking tracks changes to cell contents, row and column insertions and deletions, and copied and moved data. Excel change tracking does not track all changes like formatting changes. Some features are disabled with Change Tracking turned on. To turn on track changes: Click the Review tab. Click Track Changes in the Changes group, and then select Highlight Changes. Click the Track changes while editing. Click OK. If prompted, enter the name of the workbook, and then click Save. To turn off track changes: Click Track Changes in the Changes group. Select Highlight Changes. Deselect the Track changes while editing check box in the Highlight Changes dialog box. Click OK. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Track Changes Figure shows the options you have when turning on track changes while editing. You will be asked to highlight which changes you want. These options include when, who and where. It also gives you the option to highlight changes on the screen and list changes on a new sheet. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Accept and Reject Changes
You can view changes in sequence through a dialog box that enables you to accept or reject changes. Accepted changes are no longer indicated by the blue triangle and are not part of the worksheet. A rejected change is removed from the worksheet. Figure shows the Accept or Reject Changes dialog box. Note the decision buttons at the bottom of the dialog box. To accept and reject changes: Click Track Changes in the Changes group on the Review tab. Select Accept/Reject Changes. Click the check boxes for the type of changes to accept and reject, and then specify their settings. Click OK. The Accept or Reject Changes dialog box opens. Then: Click Accept to accept the change OR Click Reject to reject that change and move to the next change OR Click Accept All to accept all changes made OR Click Reject All to reject all changes made. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

History Worksheet Before accepting or rejecting changes, you might want to create a list of changes in a history worksheet. Within the Highlight Changes dialog box, click List changes on a new Sheet. Note that some changes made to formulas with dependent values are not listed. The log does not track font changes or hiding/unhiding columns or rows. Figure on this slide shows a change log in a new worksheet named History. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Workbook Information Check for issues using document inspector, accessibility checker, and compatibility checker Protect the workbook by marking it as final and encrypting it, adding a digital signature, and a signature line We now move from collaboration tools to learning about workbook information. The focus of this section is preparing the workbook for sharing and protecting the workbook. You should remove your “fingerprints” from the file by removing any properties or identifying attributes that indicate your work on the workbook. This is especially important when distributing workbooks to others inside and outside your organization. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Document Inspector Document Inspector detects hidden and personal data in a workbook for remove To use the Document Inspector: Click the File tab and Info Click Check for Issues Select Inspect Document Select the check boxes Click Inspect to display the inspection results Check for issues by using the Document Inspector. However, before using the Document Inspector, you should save the workbook as a copy and then run Document Inspector on the duplicate workbook because you cannot always restore all data that Document Inspector removes. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Accessibility Accessibility Checker detects issues that could hinder a disabled person’s ability to use a workbook Feedback takes the form of: Error: Extremely difficult for disabled to view Warning: Difficult to understand Tip: Understandable, but can be presented or organized better With a diverse audience of people using technology today, you should ensure your documents are accessible by everyone. The Accessibility Checker reviews files for potential issues that could hinder the ability of users to access and use the workbook. The Accessibility Checker identifies the following types of issues: • Has alt text been assigned to objects when you mouse over the object? • Do tables contain header rows? • Do tables contain merged cells? • Do hyperlinks contain meaningful text as ScreenTips? Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Compatibility Compatibility Checker detects data and features that are not compatible with previous versions of Excel Use the Help feature to find 2010 features that are not supported by previous versions When you provide an Excel workbook for others to use, they may have an older version of Excel on their computers. Becauseeach new version of Excel contains new features, you may be using features that are not compatible with previous versions. The compatibility checker detects data and features not compatible with previous versions of Excel. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Compatibility Figure shows you the Compatibility Checker dialog box. Notice the levels of compatibility in this Figure – significant loss of functionality and minor loss of fidelity. To use Compatibility Checker: Click the File tab, and Info. Click Check for Issues, and then select Check Compatibility. Click the Check compatibility when saving this workbook check box if you want to check compatibility every time you save the workbook. Leave the check box blank if you do not want to check the workbook automatically upon saving. Click Copy to New Sheet to create a report on a separate worksheet that lists the issues found. Click OK after reviewing the issues so that you can address them in the workbook. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Protect Workbook Protection features include: Mark workbook as final Encrypt workbook with a password Add digital signature Add signature line You protect a workbook to ensure the integrity of its contents. Workbook protection includes marking the workbook as final, encrypting a workbook with a password, inserting a digital signature, and/or adding a signature line. The type of protection you add depends on the level of security you need to place on the workbook contents. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Mark Workbook as Final The Mark as Final command communicates that it is a final version and makes the file read-only. Figure shows the Mark as Final Verification box. It is asking for confirmation that this document is indeed final. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Encrypt a Workbook with Password
You can protect a workbook by restricting its access to authorized people only. This requires a password. Note that you cannot encrypt a file with a password if you have already marked it as final. You should also make a note of passwords you use for saving workbooks. If you forget a password, you will not be able to open the file. Note the caution statement of Figure Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Digital Signature and Line
A digital signature — an electronic notation in a document to authenticate the contents A signature line — enables a person to type or insert a visible digital signature to authenticate the 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. Use a digital signature to ensure that a workbook is authentic and that the content has not been changed since the signature was added. You obtain the digital signature from a certified authority who can verify your signature. Instead of creating an invisible digital signature, you may want to include a signature line. A signature line is similar to a signature line in a printed document, such as a contract or legal document. In Microsoft Office 2010, an author can create a signature line to request someone type a signature, select an image containing a signature, or write a signature using a Tablet PC. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Workbook Distribution
Save a workbook in different formats .xls, .ods, .pdf, .csv to name a few Send a workbook to others the Web through SkyDrive Sharepoint site Excel provides means for you to change the file type and create different types of files from your Excel 2010 workbooks. Excel provides a variety of distribution methods so that you can provide others with easy access to your workbooks, whether that is as an attachment or uploaded to a server. Some of the most common formats are: .xls for saving as Office 2003 and lower files. .ods for saving as OpenDocument spreadsheets (open source suite). .pdf for portable document format which is a universal file format that preserves original format. .csv for comma delimited for importing into databases. Excel provides multiple methods to share your workbook with other people such as an attachment, on the Web through a central storage location like SkyDrive, or on a SharePoint site which is a central location for storing and accessing files. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Summary In this chapter, you learned: How to customize and personalize a workbook How to use collaborative tools Share and merge workbooks Use comments and track changes How to protect or secure a workbook How to distribute a workbook Save workbooks in different formats Send a workbook to others The skills learned in this chapter can help you work more efficiently and effectively especially when working with other project team members. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

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