insert book cover 1copyright © 2011 pearson education, inc. publishing as prentice hall. exploring...

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INSERT BOOK COVER

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.

Exploring Microsoft Office Excel 2010by Robert Grauer, Keith Mulbery, and Mary Anne Poatsy

Chapter 10Collaboration and Workbook Distribution

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Objectives

• Customize Excel• Change properties• Share and merge workbooks• Insert comments• Track changes


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Objectives (continued)

• Check for issues• Protect a workbook• Save a workbook in different formats• Send a workbook to others


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Customizing Excel

• Think of Excel Options dialog box as the control center

• Excel Options dialog box contains a variety of settings that control how Excel behaves


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Set the User Name


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Customize the Ribbon

• Use the customize Ribbon feature when you use particular commands frequently

• Some add-in programs automatically add a command to a tab or tab to the Ribbon:– Solver– SnagIT– Adobe Acrobat


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Customize the Ribbon


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Customize Quick Access Toolbar

To Customize the Quick Access Toolbar:–Click the Customize Quick Access

Toolbar to the right of the Quick Access Toolbar

–Select More Commands–Select the Commands by using

Add/Remove options–Click OK


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Change Properties

• Metadata — pieces of data that describe other data

• Document property — an attribute that describes a file:


- Author’s name

- Title

- Subject - Company- Creation Date - Revision Date- Keywords

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Change Properties


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Use Properties Dialog Box


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Properties Dialog Box Tabs


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Document Panel


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Display/Close Document Panel

• To display Document Panel:–Click Properties–Select Show Document Panel

• To close Document Panel:–Click Close in the top-right corner


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Collaboration

• Collaboration occurs when multiple people work together to achieve a common goal by using technology to edit the contents of a file

• Collaboration tools include:– Share , Compare and Merge– Comments – Track Changes


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Share and Merge Workbooks

• Shared workbook is a file that enables multiple users to make changes at the same time

• Owner is the person who created the workbook and designates it as shared

• Owner controls user access and resolves conflicts


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Share Workbook


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See Current Users


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Conflict Issues

• Conflict Resolution dialog box opens when two users try to edit the same cell at the same time

• Change resolved based on settings selected in the Shared Workbook dialog box


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Network Issues

• Network Permission determines who has rights to open and modify files– Owner: full rights–Read-Only: can not save changes

back to network drive

• Non-Shareable: only one person can work on the workbook at the same time–Second person receives File in Use

notice


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File Now Available


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Compare and Merge

To use this feature:–Each workbook must have a unique name (workbookname-lastnameuser)–All workbooks must be stored on the same drive and in the same folder as the original shared workbook


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Compare and Merge


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Compare and Merge

To merge the workbooks: •Open the original shared workbook•Click Compare and Merge Workbooks•Click OK if you get a message box•Click the files to merge •Click OK


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Compare and Merge


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Comments

• Comment — a notation attached to a cell to pose a question or provide commentary

• Comment indicator — a colored triangle in the top-right corner of a cell to indicate that cell contains a comment


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Insert CommentTo insert a comment in a cell: • Click the cell in which you want to

insert the comment• Click the Review tab• Click New Comment in the

Comments group• Click Insert Comment and type the

text• Click outside the comment box


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Show and Hide Comments


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Edit and Delete Comments

To Edit:• Click the cell that contains the comment to edit• Click Review tab. And Edit Comment in the

Comments group• Edit and Format the comment text; click OK• Click outside the comment box

To Delete:• Click the cell with the comment• Click Review tab, Delete in the Comments

group


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Print Comments on Separate Page


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Track Changes• Change Tracking records certain types

of changes made in a workbook• Track changes does NOT track all

changes• Some Excel features are disabled with

Change Tacking or shared workbook• You may turn Track Changes off when

needed• A colored triangle appears in changed

cell Copyright © 2011 Pearson Education, Inc. Publishing as Prentice

Hall.

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Track Changes


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Accept and Reject Changes


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History Worksheet


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Workbook Information

• Check for issues using document inspector, accessibility checker, and compatibility checker

• Protect the workbook by marking it as final and encrypting it, adding a digital signature, and a signature line


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Document Inspector

• Document Inspector detects hidden and personal data in a workbook for remove

• To use the Document Inspector:– Click the File tab and Info– Click Check for Issues– Select Inspect Document– Select the check boxes– Click Inspect to display the inspection

resultsCopyright © 2011 Pearson Education, Inc. Publishing as Prentice

Hall.

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Accessibility• Accessibility Checker detects

issues that could hinder a disabled person’s ability to use a workbook

• Feedback takes the form of:– Error: Extremely difficult for disabled

to view–Warning: Difficult to understand– Tip: Understandable, but can be

presented or organized better


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Compatibility

• Compatibility Checker detects data and features that are not compatible with previous versions of Excel

• Use the Help feature to find 2010 features that are not supported by previous versions


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Compatibility


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Protect Workbook

Protection features include:• Mark workbook as final• Encrypt workbook with a

password• Add digital signature• Add signature line


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Mark Workbook as Final


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Encrypt a Workbook with Password


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Digital Signature and Line

• A digital signature — an electronic notation in a document to authenticate the contents

• A signature line — enables a person to type or insert a visible digital signature to authenticate the workbook


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Workbook Distribution

• Save a workbook in different formats– .xls, .ods, .pdf, .csv to name a few

• Send a workbook to others–E-mail – the Web through SkyDrive–Sharepoint site


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SummaryIn this chapter, you learned:• How to customize and personalize a

workbook• How to use collaborative tools– Share and merge workbooks– Use comments and track changes

• How to protect or secure a workbook• How to distribute a workbook– Save workbooks in different formats– Send a workbook to others


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Questions


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Copyright


All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.

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