Microsoft Office 2003: Advanced 1 ADVANCED MICROSOFT EXCEL Lesson 16 Using Templates and Protection

2 Objectives Create a template. Save a template. Open and use a template. Edit a template.

3 Objectives (cont.) View additional templates. Add protection options to a cell, worksheet, and workbook. Change the default location for templates.

4 Terms Used in This Lesson Template: Special documents used as a pattern to create other similar documents. Stores frequently used text, graphics, and formats. Protect or Protection: To use passwords and other settings to control who can open and modify a document.

5 Creating a Template Templates save you valuable time. A template contains text, formulas, and formats. Templates typically do not contain data because data changes, whereas text and formulas do not change.

6 Creating a Template You can create a template file and use it over and over again as you would blank forms. Rather than typing in the same headings, titles, and formats each time, you can enter the information (without data) as a template. When a template is opened, Excel will have the workbook file format in the File Type box when you save the workbook. This feature prevents changes to the template and leaves the original template file as it was when it was created.

7 Saving a Workbook as a Template To save a workbook as a template, you will select Template from the Save as type list box. If you want to make changes to a template file itself, you will need to save the template (with the changes) using the same filename with an.XLT extension.

8 Using a Template Open the template file. Save the file as a workbook. Saving the file as a workbook lets you use the template over and over. Microsoft’s Web site has a good selection of templates.

9 Templates from the Microsoft Web Site Microsoft offers many templates that you may download, such as this balance sheet.

10 Protection Excel offers protection for – Cells – Worksheets – Workbooks When all or part of the worksheet is protected, changes cannot be made to the protected parts.

11 Protection Protection may be added to a cell, range, worksheet, or workbook with or without a password. Even though it may seem a bit backwards, you will need to unprotect specific cells or ranges before they protect a worksheet. Protecting the entire workbook adds a higher level of protection to the workbook as opposed to simply protecting a cell or worksheet.

12 Protection To protect a cell choose the Format menu, select Cells then click the Protection tab. To protect a workbook choose the File menu and Save As and then the arrow on the Tools button choose General Options.

13 Protection To protect a worksheet choose the Tools menu, select Protection and then Worksheet.

14 Changing the Default File Location of Templates You can change the default file location for a template so that you can share it with others, quicker access, or keep others from having access. To change the location choose the Tools menu, select Options, and then choose the General Tab. If you change the default location for templates, the location is changed from that point forward unless the default location is changed again.

15 Summary Templates are a timesaving feature that can increase your productivity. When you open a template, you should save it as a workbook with a new filename.

16 Summary (cont.) Excel has a number of built-in templates, or you may go to microsoft.com on the Web to locate additional templates. Protecting cells, worksheets, and workbooks helps prevent unwanted changes.

17 Homework – Excel Lesson 16 Page 143 – Review Questions Project 16-1 Project 16-2