2. 1 CA202 Spreadsheet Application Collaborating with Colleagues Lecture # 16 Dammam Community College

3. 2 Objectives In this chapter you will learn to: ✔ Share a data list. ✔ Manage comments. ✔ Track and manage colleagues’ changes. ✔ Identify which revisions to keep. ✔ Protect workbooks and worksheets. ✔ Sign a workbook using a digital signature.

4. 3 Sharing a Data List To turn on workbook sharing: –Click Tools  Share Workbook –Click Editing Tab –To turn on workbook sharing –Click Allow changes by more than one user at the same time check box.

5. 4 Sharing a Data List Advanced tab page of the Share Workbook has two important setting –Keep change history for 30 days –Ask me which changes win option Example Sharing

6. 5 Managing Comments You can add a comment to a cell by clicking Insert  Comment You can Show/Hide Comment, Edit or Delete Comment as well.

7. 6 Managing Comments If you want to select every cell with a comment Edit  Go To… Click on Special Comment is already selected, just Click OK to select all cells having comments.

8. 7 Tracking and Managing Colleagues’ Changes Whenever you collaborate with a number of your colleagues in producing or editing a document, you should consider tracking the changes each user makes. You can use the When down arrow to choose which changes to review.

9. 8 Tracking and Managing Colleagues’ Changes When you are ready to accept or reject changes, use the reviewing toolbar.

10. 9 Identifying Which Revisions to Keep To distribute copies of a document and merge the changes into the original, the files involved must meet these criteria: –All distributed files must be copies of the same workbook, which must have had sharing, change tracking, and change history turned on when it was copied. –All files must have different file names. –All files must either have no password or have the same password. –All distributed files must have maintained a change history continuously since distribution (that is, never had sharing, change tracking, or change history turned off).

11. 10 Identifying Which Revisions to Keep When all files meet these criteria, you can merge changes from the distributed copies of a file into the original file on the Tools  Compare and Merge Workbooks. When you do, the Select Files to Merge Into Current Workbook dialog box appears.

12. 11 Protecting Workbooks and Worksheets You can limit access to your workbooks, or elements within a workbook, by setting passwords. Click Tools  General Options

13. 12 Protecting Workbooks and Worksheets Type in Password to protect Excel sheets from modification

14. 13 Protecting Workbooks and Worksheets If you want to allow anyone to open a workbook but want to prevent unauthorized users from editing a worksheet Tools  Protections  Protect Sheet Once protected, you can use Tool  Protection  Unprotect Sheet for modification

15. 14 Protecting Workbooks and Worksheets The check box at the top of the worksheet mentions locked cells. A locked cell is a cell that can’t be changed when worksheet protection is turned on.

16. 15 Protecting Workbooks and Worksheets You can lock or unlock a cell by right- clicking the cell and choosing Format Cells. Click the Protection tab and select the Locked check box.

17. 16 Protecting Workbooks and Worksheets To password-protect a range of cells Tools  Protection  Allow users to Edit Ranges Set the password To make any change in protected cell, Excel will prompt you for password.

18. 17 Authenticate Workbooks One way an organization can guard against files with viruses or substitute data is to authenticate every workbook using a digital signature. Excel can recognize and use to verify the identity of the user who signed the file. To create a digital signature Click Start  Run. In the Open box, type C:\Program Files\Microsoft Office\OFFICE11\Selfcert.exe

19. 18 Chapter 16 Key Points Sharing a workbook lets more than one user view and edit the data at one time, which is useful in group projects. Sending files by e-mail is a very efficient means of collaborating with colleagues. Adding comments to cells is a quick way to let your colleagues know what you’re thinking, without taking up valuable space in a cell. Use the Go To dialog box to find cells with special contents, such as comments, constants, or formulas. Tracking changes is vital when you share responsibility for a workbook with several other people. If your colleagues aren’t in the office when you are, you can distribute copies of your workbook and later merge your colleagues’ changes all at once. When your workbook’s data is too important to leave lying around in the open, use passwords to protect all or part of the file! Authenticating workbooks with digital signatures helps to identify the source of your files, so you won’t have to guess about the origins of that next attachment in your e-mail inbox.