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Excel Lesson 16Protecting, Tracking, and Sharing
Workbooks
Microsoft Office 2010 Advanced
Cable / Morrison1
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Objectives
Add password protection to a worksheet. Remove password protection from a
worksheet. Add password protection to a workbook. Remove password protection from a
workbook. Enable the Track Changes feature.
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Objectives (continued)
Change a workbook with tracked changes. Accept or reject tracked changes. Disable the Track Changes feature. Create a shared workbook. Modify a shared workbook.
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Vocabulary
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case sensitive decrypt disable enable encrypt password shared workbook
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Introduction
To protect Excel data from unwanted changes, you can add password protection to worksheets and workbooks.
The Track Changes feature can be enabled to keep track of the changes made in a workbook.
Shared workbooks allow multiple users to work in the same workbook at the same time.
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Adding Password Protection to a Worksheet
To prevent changes to a worksheet, you can protect it with a password.
A password refers to a sequence of characters, known only by you, that is required for access to the file.
Passwords are case sensitive.
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Adding Password Protection to a Worksheet (continued)
Protect Sheet dialog box
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Removing Password Protection from a Worksheet
When a worksheet is password protected, changes cannot be made to it.
To make changes, you will need to remove the password protection.
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Unprotect Sheet dialog box
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Adding Password Protection to a Workbook
To prevent a workbook from being opened by an unauthorized person, you can password-protect a workbook.
When you password-protect a workbook, you are encrypting the file.
Encrypting means that the information in the file is scrambled.
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Adding Password Protection to a Workbook (continued)
Protect Workbook options
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Removing Password Protection from a Workbook
You can remove the password protection from a workbook as needed.
When you remove the password protection, you are decrypting the workbook.
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Removing Password Protection from a Workbook (continued)
Encrypt Document dialog box
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Enabling the Track Changes Feature
The Track Changes feature shows changes made to an Excel worksheet.– Changed cells appear with a border
If the Track Changes feature is enabled, it makes the workbook a shared file.
You enable the Track Changes feature using the Highlight Changes dialog box.
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Enabling the Track Changes Feature
Completed Highlight Changes dialog box
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Making Changes in a Workbook with Tracked Changes
A cell with a border around it indicates that a change has been made.
If you place your mouse pointer over the highlighted cell, a callout will appear showing more information about the change.
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Making Changes in a Workbook with Tracked Changes (continued)
Worksheet with tracked changes
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Accepting or Rejecting Tracked Changes
As you review changes made to cells, you can accept or reject the changes.– The Accept or Reject Changes dialog box allows
you to do this You can accept or reject each change one at
a time or you can accept or reject all changes at once.
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Accepting or Rejecting Tracked Changes (continued)
Accept or Reject Changes dialog box
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Disabling the Track Changes Feature
The Track Changes feature can be disabled, when it is not needed any longer.
When you disable Track Changes, the workbook will no longer be shared.
Before you disable the Track Changes feature, make sure that all the changes are reviewed, accepted, or rejected.
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Creating a Shared Workbook
The Share Workbook feature allows several people to work in a workbook simultaneously.
With a shared workbook, changes made by multiple users are tracked.– You can choose to accept or reject these changes.
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Creating a Shared Workbook (continued)
Advanced tab settings in the Share Workbook dialog box
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Modifying a Shared Workbook
When you make changes to a shared workbook, Excel keeps track of the changes.– You can accept or reject the changes.– The changes are not marked with a border as
they are with the Track Changes feature.
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Summary
In this lesson, you learned: You can add password protection to a
worksheet to prevent unwanted changes. When password protection is no longer
needed, you can remove it from a worksheet. You can add password protection to an entire
workbook.
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Summary (continued)
A password can be removed from the workbook.
You can track changes in a workbook by enabling the Track Changes feature.
The Track Changes feature keeps a history of the changes made.
You can accept or reject tracked changes.
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Summary (continued)
If you no longer need to track changes, you can disable the Track Changes feature.
Several users can use the same workbook at the same time with the Share Workbook feature enabled.
You can make changes to a shared workbook.
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