Microsoft Excel 2013 ®® Tutorial 12 Collaborating on a Shared Workbook.

Microsoft Excel 2013® ®

Tutorial 12Collaborating on a Shared Workbook

XPXPXPObjectives• 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 2

XPXPXPObjectives• 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


XPXPXPVisual Overview:Collaborating on a Workbook


XPXPXPSharing 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)


XPXPXPSharing 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


XPXPXPSharing 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


XPXPXPTracking 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


XPXPXPTracking Changes in a Workbook


XPXPXPTracking 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


XPXPXPTracking 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


XPXPXPTracking 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




• 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

XPXPXPTracking 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


XPXPXPTracking 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


XPXPXPMerge 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


XPXPXPMerge 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


XPXPXPCollaborating 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


XPXPXPCollaborating 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


XPXPXPCollaborating 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


XPXPXPCollaborating 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 fileNew Perspectives on Microsoft Excel 2013 24

XPXPXPCollaborating on the Web


XPXPXPVisual Overview: Finalizing a Workbook


XPXPXPVisual Overview:Finalizing a Workbook


XPXPXPPreparing 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


XPXPXPPreparing 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


XPXPXPPreparing the Final Workbook Version


XPXPXPPreparing 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


XPXPXPPreparing 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


XPXPXPPreparing 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


XPXPXPPreparing 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


XPXPXPPreparing 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


XPXPXPSigning 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


XPXPXPSigning 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


XPXPXPSigning Off on a Workbook


XPXPXPIntegrating 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


XPXPXPIntegrating Excel with Other Office Applications


XPXPXPIntegrating 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


XPXPXPIntegrating 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


XPXPXPIntegrating 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




• Object Linking and Embedding (con’t)– When pasting, you have the choice of formatting



• 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

XPXPXPIntegrating 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


XPXPXPIntegrating Excel with Other Office Applications• Object Linking and Embedding (con’t)– You can view and edit underlying data to alter a

chart’s appearance


XPXPXPCustomizing Excel for Your Work Preferences• Common to collaborate on documents and

reports• Excel provides options for customizing the

Excel environment


XPXPXPCustomizing 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


XPXPXPCustomizing Excel for Your Work Preferences




• Excel Options dialog box provides many customization options

XPXPXPDeveloping 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


XPXPXPDeveloping 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

XPXPXPSaving 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


XPXPXPSaving 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


XPXPXPSaving a Worksheet as a PDF File


Microsoft Excel 2013 ®® Tutorial 12 Collaborating on a Shared Workbook.

Documents

Transcript of Microsoft Excel 2013 ®® Tutorial 12 Collaborating on a Shared Workbook.