Project 8 Using Excel’s Auditing and Collaboration Features Jason C. H. Chen, Ph.D. Professor of Management Information Systems School of Business Administration Gonzaga University Spokane, WA 99258, USA

2 Excel Skills Modify worksheets simultaneously by inserting columns and copying formulas Modify a summary worksheet Trace errors Trace precedents Trace dependents Display and isolate errors using the auditing toolbar

3 Excel Skills Trace precedents and dependents using the auditing toolbar Protect Worksheet Data By Locking Cells Set Up a Shared Workbook Track Changes in a Shared Workbook View changes to a workbook Accept changes to a workbook

4 Key Terms Asynchronous Communication or collaboration that does not occur in real time; each participant interacts independent of others, according to you’re his or her time frame. auditing toolbar A toolbar containing tools that help you isolate problems in your worksheets. error value A value that is returned to a cell when an error occurs. The error value identifies the specific error.

5 Key Terms locked property A property of a cell or range of cells specifying whether the cell contents can be changed. Synchronous Simultaneous, real time communication or collaboration. trace dependents A method in Excel for seeing visually, via a tracer arrow, which formulas depend upon a specific cell.

6 Key Terms trace precedents A method in Excel for seeing visually, via a tracer arrow, which cells precede a formula. tracer arrow A blue arrow that appears in a worksheet when Excel isolates an error, or locates a precedent or a dependent cell.

7 Objectives Prepare a workbook to be shared Use Excel’s auditing features Trace and fix errors Trace Precedents Trace Dependents Lock worksheet cells Create a shared workbook Track changes Accept changes

8 Running Case Mr. Traylor wants to make sure the managers in other geographical areas will be able to enter and review data in a profit and loss workbook.

9 Project Challenge Mr. Traylor wants you to modify the Revenue and Expense workbook you created earlier so that the managers from the five stores can enter revenue and expense data for the second quarter. He knows that testing a workbook is an important development step prior to releasing it, so he wants to see what options you have to check the workbook prior to sharing it, and once it is shared, how to easily review the changes made by others. Finally, he wants to know what options Excel has for protecting cell data when a workbook is shared.

10 Solution – Auditing Tools

11 Solution cont. Lock Cells and protect the workbook Share and track changes made in the workbook.

12 Task 1: Modify Five Worksheets in a 3-D Workbook 0. Copy Selections 1 st Qtr R & E workbook to (and rename) Selections 6 Month R & E 6. Click the Borders drop- down list button on the Formatting toolbar (and then click Cells) and select the All Borders option.

13 Check Point: Why does the word “Group” appear in the Title bar?

14 Task 2: Modify the 1 st Quarter Summary Worksheet

15 Task 3: Display and Isolate Errors Using the Auditing Toolbar

16 Task 3: Display and Isolate Errors Using the Auditing Toolbar (cont.)

17 Task 3: Display and Isolate Errors Using the Auditing Toolbar (cont.) 6. Trace Error button Check point: Why is there a black, dashed tracer arrow pointing to cell E23? (p.244)

18 Task 4: Trace Precedents and Dependents using the Auditing Toolbar

19 Task 4: Trace Precedents and Dependents using the Auditing Toolbar (cont.) H14 and B19 use the value on cell B14

20 Task 4: Trace Precedents and Dependents using the Auditing Toolbar (cont.)

21 Task 5: Establish Worksheet Protection

22 Task 5: Establish Worksheet Protection (cont.)

23 Task 5: Establish Worksheet Protection (cont.) 6. Click the Boston worksheet tab. 7. Select the following nonadjacent range: B7:G8, B14:G18, and B23:G23 These are the only cells that will receive sales data. 8. Click Format, Cells 9. (may not be available) 10. Click the Locked checkbox so that these cells are no longer locked.

24 Task 5: Establish Worksheet Protection (cont.) 14. You may select ALL city tabs to perform steps 7,8 and 9 globally. Then one city at time for steps 12 and 13.

25 Task 6: Set Up a Shared Workbook 1. Click Tools, Share Workbook, and then click the Editing tab. 2. Select the Allow changes by more than one user at the same time check box. 3. Click OK 4. Click OK to save and share the the workbook.

26 Task 6: Set Up a Shared Workbook (cont.) If the workbook is not saved as “Share” file, the second user (and others) will received an error message.

27 Task 6: Set Up a Shared Workbook (cont.) Shared File: Multiple users try to saved the modified file then “Resolve Conflicts” message displayed.

28

29 Task 7: View Changes to a Workbook

30 Task 7: View Changes to a Workbook (cont.)

31 Task 7: View Changes to a Workbook (cont.) 9. Excel adds the History worksheet displayed.

32 Task 8: Accept Changes

33 Task 8: Accept Changes (cont.)

Project 8 Using Excel’s Auditing and Collaboration Features