1. Microsoft Office Excel 2013 Expert Microsoft Office Excel 2013 Expert Courseware # 3254 Lesson 6: Protecting and Configuring Workbooks

2. Microsoft Office Excel 2013 Expert Lesson Objectives Create, modify and delete custom workbook templates Copy cell styles from one workbook template to another Protect a worksheet, workbook, or workbook structure from unwanted changes Allow users to edit a cell range in a protected worksheet Create form fields using worksheet protection Copy macros from one workbook to another View workbook properties and use the document inspector Change Excel formula calculation options © CCI Learning Solutions Inc. 2

3. Microsoft Office Excel 2013 Expert Working with Templates Create new workbook as blank or use workbook template as a model Templates make it easier to create complex workbooks Excel includes several pre-built sample templates You can create your own user-defined template from scratch or customize an existing one as your own © CCI Learning Solutions Inc. 3

4. Microsoft Office Excel 2013 Expert Creating a Template You can create a user-defined template workbook as.xltx file Once created, the template can be used to create new workbooks Templates are saved to user’s own Custom Office Templates area or shared Workgroup Templates area – If stored in a Custom Office Templates area, no one else can access it – If stored in shared area, then others can access it © CCI Learning Solutions Inc. 4

5. Microsoft Office Excel 2013 Expert Modifying Templates User-defined templates can be modified at any time like a workbook Your templates are stored in your My Documents folder: C:\Users\ \Documents\Custom Office Templates If you upgraded from MS Office 2010 or earlier, you will find your templates in a hidden folder: C:\Users\ \ AppData\Roaming\ Microsoft\Templates © CCI Learning Solutions Inc. 5

6. Microsoft Office Excel 2013 Expert Copying Styles Customized cell styles can be copied into a workbook template, same as regular workbook Requires both workbooks to be open at the same time © CCI Learning Solutions Inc. 6

7. Microsoft Office Excel 2013 Expert Deleting Templates Templates are just like other files in Windows Use Windows Explorer to find the folder and delete the template file © CCI Learning Solutions Inc. 7

8. Microsoft Office Excel 2013 Expert Protecting Workbooks Using Passwords Many different levels of protecting a workbook can be enabled, all using passwords Password protects against malicious data tampering or unauthorized viewing of sensitive data Guidelines for picking secure passwords – Password must be at least 6 characters in length – Must have at least 1 each of upper and lower case alphabetic character, numeric digit, and other characters – Use passwords that are easy to remember but not obvious – Avoid associating password with job function – If password shared with other people, do not use your personal password – Avoid using names of friends, children or pets © CCI Learning Solutions Inc. 8

9. Microsoft Office Excel 2013 Expert Protecting the Worksheet All cells are locked (protected) by default, but not activated yet Choose what to protect on worksheet Can also be activated without a password to prevent accidental changes © CCI Learning Solutions Inc. 9

10. Microsoft Office Excel 2013 Expert Allow Ranges for Editing Allows users to update unlocked cells, but only if they know the password Can also allow specific named users to update a cell range without entering a password © CCI Learning Solutions Inc. 10

11. Microsoft Office Excel 2013 Expert Protecting the Workbook Structure Prevents worksheets from being added, deleted, moved, or renamed © CCI Learning Solutions Inc. 11

12. Microsoft Office Excel 2013 Expert Protecting Workbook Files Control access to file using file level protection Two different passwords to control level of access: – Password to open Users must use password to see contents of workbook Once opened, users can make changes and save workbook – Password to modify Without password, can use Read Only button to view contents of workbook With password, can make changes and save workbook – Both passwords Need the open password to see contents of workbook Need the modify password to make changes, or choose Read Only button The two passwords should be different © CCI Learning Solutions Inc. 12

13. Microsoft Office Excel 2013 Expert Protecting Workbook Files Need to control who has access to the password(s) – Anyone who knows the password will have that access to the workbook, cannot have more than two passwords – If a password is changed, everyone who needs access will need to know the new password For shared workbooks, tracking can be protected from being turned off © CCI Learning Solutions Inc. 13

14. Microsoft Office Excel 2013 Expert Form Fields Excel forms can be created using the Protect Worksheet feature Combination of: – Excel’s cell formatting – Formulas and functions to perform calculations – Unlock cells to restrict users to accessing only these cells/fields © CCI Learning Solutions Inc. 14

15. Microsoft Office Excel 2013 Expert Copy Macros Works like cell styles – open both workbooks, then copy macro from one workbook to other © CCI Learning Solutions Inc. 15

16. Microsoft Office Excel 2013 Expert Accessing Workbook Properties Metadata is information about files – Such as date/time created, name of creator, company name, # of updates – Useful for sorting, organizing, and finding workbooks © CCI Learning Solutions Inc. 16

17. Microsoft Office Excel 2013 Expert Using the Document Inspector Looks for certain data types stored in files, including: – Comments, revision marks, document versions, or annotations containing names of people – Properties of document – Information in any headers or footers, including watermarks – Hidden data rows, columns, and worksheets – Custom XML data not visible Click Office Button, click Prepare, click Inspect Document © CCI Learning Solutions Inc. 17

18. Microsoft Office Excel 2013 Expert Changing Excel Formula Calculation Options Excel options access on File tab, then click Options Formulas tab contains settings that affect how formulas and calculations are performed – Also controlled in Formulas tab in Ribbon © CCI Learning Solutions Inc. 18

19. Microsoft Office Excel 2013 Expert Lesson Summary Create, modify and delete custom workbook templates Copy cell styles from one workbook template to another Protect a worksheet, workbook, or workbook structure from unwanted changes Allow users to edit a cell range in a protected worksheet Create form fields using worksheet protection Copy macros from one workbook to another View workbook properties and use the document inspector Change Excel formula calculation options © CCI Learning Solutions Inc. 19

20. Microsoft Office Excel 2013 Expert Review Questions 1.Give an example of why you might want to create a template of your own. 2.In order for you to copy a cell style from another workbook, that other workbook must be open at the same time. a.Trueb.False 3.What’s the difference between protecting a worksheet and protecting a workbook? 4.When you protect a worksheet with the Select locked cells option turned off, how will Excel behave differently than when it is turned on? 5.Give an example of when you will use the Allow Users to Edit Ranges option? © CCI Learning Solutions Inc. 20

21. Microsoft Office Excel 2013 Expert Review Questions 6.You can protect a workbook file by only specifying a Password to modify, without any Password to open. a.Trueb.False 7.By having the ability to create form fields in Excel, you can print forms on paper that will automatically recalculate cells containing formulas as they are being filled out. a.Trueb.False 8.The Document Inspector helps to protect your privacy by identifying personal information about you that is stored in a worksheet. a.Trueb.False © CCI Learning Solutions Inc. 21

22. Microsoft Office Excel 2013 Expert Review Questions 9.You can make use of circular references in many of your everyday workbooks. a.Trueb.False © CCI Learning Solutions Inc. 22