Tutorial 12 PowerPoint - cs 385 : advanced excel

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Tutorial 12
Collaborating on a Shared Workbook
Microsoft Excel 2013
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Objectives
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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
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Objectives
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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
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Visual Overview:
Collaborating on a Workbook
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Visual Overview:
Collaborating on a Workbook
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Sharing a Workbook Among
Multiple Users
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• 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)
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Sharing a Workbook Among
Multiple Users
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• 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
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Sharing a Workbook Among
Multiple Users
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• 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
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Tracking Changes in a Workbook
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• 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
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Tracking Changes in a Workbook
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Tracking Changes in a Workbook
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• Conflicts occur when users try to enter
different values in the same cell
• Conflicts are resolved through the resolve
conflicts dialog box
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Tracking Changes in a Workbook
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• 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
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Tracking Changes in a Workbook
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• 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
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Tracking Changes in a Workbook
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• 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
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Tracking Changes in a Workbook
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Tracking Changes in a Workbook
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• Reviewing Changes Using the Tracking Log (con’t)
– Reviewing the list of changes in a separate
worksheet is a quicker approach
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Tracking Changes in a Workbook
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• 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
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Tracking Changes in a Workbook
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Merge and Compare Workbooks
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• 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
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Merge and Compare Workbooks
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• 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
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Collaborating on the Web
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• 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
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Collaborating on the Web
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• 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
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Collaborating on the Web
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• 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
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Collaborating on the Web
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• 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
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Collaborating on the Web
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Visual Overview:
Finalizing a Workbook
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Visual Overview:
Finalizing a Workbook
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Preparing the
Final Workbook Version
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• 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
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Preparing the
Final Workbook Version
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• 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
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Preparing the
Final Workbook Version
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Preparing the
Final Workbook Version
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• 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
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Preparing the
Final Workbook Version
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Preparing the
Final Workbook Version
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• 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
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Preparing the
Final Workbook Version
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• 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
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Preparing the
Final Workbook Version
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Preparing the
Final Workbook Version
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• 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
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Preparing the
Final Workbook Version
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• 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
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Signing Off on a Workbook
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• 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
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Signing Off on a Workbook
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• 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
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Signing Off on a Workbook
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Integrating Excel
with Other Office Applications
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• 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
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Integrating Excel
with Other Office Applications
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Integrating Excel
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• 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
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Integrating Excel
with Other Office Applications
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• 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
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Integrating Excel
with Other Office Applications
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• 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
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Integrating Excel
with Other Office Applications
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Integrating Excel
with Other Office Applications
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• Object Linking and Embedding (con’t)
– When pasting, you have the choice of formatting
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Integrating Excel
with Other Office Applications
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Integrating Excel
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• 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
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Integrating Excel
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Integrating Excel
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• Object Linking and Embedding (con’t)
– All the chart tools available within Excel are also
available with a linked or embedded chart
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Integrating Excel
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• Object Linking and Embedding (con’t)
– You can view and edit underlying data to alter a
chart’s appearance
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Customizing Excel for
Your Work Preferences
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• Common to collaborate on documents and
reports
• Excel provides options for customizing the
Excel environment
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Customizing Excel for
Your Work Preferences
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• 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
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Customizing Excel for
Your Work Preferences
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Customizing Excel for
Your Work Preferences
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Customizing Excel for
Your Work Preferences
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• Excel Options dialog box provides many
customization options
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Developing a Workbook for
International Clients
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• When creating a workbook that will be viewed by
clients in another country, check on the standards
for rendering times, dates, currency, and numbers
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Developing a Workbook for
International Clients
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• 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
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Developing a Workbook for
International Clients
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Developing a Workbook for
International Clients
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Saving a Worksheet as a PDF File
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• 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
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Saving a Worksheet as a PDF File
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• 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
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Saving a Worksheet as a PDF File
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