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Microsoft Excel 2013® ®
Tutorial 12Collaborating on a Shared Workbook
XPXPXPObjectives• Share a workbook with multiple users• Track changes made to a workbook• Accept and reject workbook edits• Merge multiple workbooks into a single file• Save and share workbooks on the cloud
New Perspectives on Microsoft Excel 2013 2
XPXPXPObjectives• Set workbook properties and tags• Encrypt a document file• Mark a workbook as final• Link and embed an Office document• Customize the Excel working environment• Save a workbook as a PDF file
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XPXPXPVisual Overview:Collaborating on a Workbook
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XPXPXPVisual Overview:Collaborating on a Workbook
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XPXPXPSharing a Workbook Among Multiple Users• Many documents are combined efforts of
multiple users• Team members can work on a document
either simultaneously or sequentially • A shared Excel workbook tracks the changes
made so everyone can examine when and where each change was made
• Shared workbooks are usually stored in shared folders located on either a local network or the Internet (the cloud)
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XPXPXPSharing a Workbook Among Multiple Users• Setting Privacy Options–Once you have saved your workbook in a
secure location, you can begin the procedure of sharing it
– Excel workbooks are not shared by default– In order to share the workbook you need to
change the privacy options in each workbook you want to share
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XPXPXPSharing a Workbook Among Multiple Users• Enable Workbook Sharing– Share a workbook from the share workbook dialog
box to make it possible for other users to share and access the same data simultaneously
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XPXPXPTracking Changes in a Workbook• Excel tracks changes made to a shared
workbook, recording the name of the user who made the changes and when the changes were saved
• When the current user saves the workbook, Excel notifies the user of any conflicting edits made by other users
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XPXPXPTracking Changes in a Workbook
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XPXPXPTracking Changes in a Workbook• Conflicts occur when users try to enter
different values in the same cell• Conflicts are resolved through the resolve
conflicts dialog box
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XPXPXPTracking Changes in a Workbook• Reviewing Comments in a Shared Workbook– Comments give team members the ability to offer
insight and make suggestions – Each comment in the content box is identified by
the user who entered it
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XPXPXPTracking Changes in a Workbook• Reviewing Changes Using the Tracking Log– In a shared workbook, all edits are stored in a
tracking log for 30 days– The tracking log:• Includes edits such as changes to cell values or
worksheet names• Does not include inserted or deleted
worksheets, comments, and style changes• Is erased when the workbook is no longer
shared
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XPXPXPTracking Changes in a Workbook
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• Reviewing Changes Using the Tracking Log (con’t)– You can filter the tracking log– Contents of the tracking log can be reviewed in:• The form of comments attached to edited cells• A list displayed in a separate worksheet
– Each edit is accompanied by:• Text describing the edit• Name of the author who made the edit• Date and time of the edit
– Edited cells are highlighted by a colored border
XPXPXPTracking Changes in a Workbook
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XPXPXPTracking Changes in a Workbook• Reviewing Changes Using the Tracking Log (con’t)– Reviewing the list of changes in a separate
worksheet is a quicker approach
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XPXPXPTracking Changes in a Workbook• Accepting and Rejecting Edits– Accept an edit to keep its new value – Reject an edit to return to the original value– Specify which changes you want to examine– Changes are in chronological order
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XPXPXPTracking Changes in a Workbook
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XPXPXPMerge and Compare Workbooks• Another way to collaborate on a document is
to provide a separate copy of the document to multiple shared users– Each user works on his or her separate copy– Edited workbooks are returned– Different copies of the workbook can be merged
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XPXPXPMerge and Compare Workbooks• The following conditions must be met to
merge two or more workbooks:– Copies must originate from the same shared file– Copies must have different filenames– Copies must either have the same password or not
be password-protected– The Track Changes feature must be turned on for
all copies– The length of time editing the copies cannot
exceed the length of the tracking history
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XPXPXPCollaborating on the Web• When colleagues and clients are located in
different parts of the world, it is often more convenient to use the Internet to share work rather than a local network
• Popular file hosting sites that allow document sharing include: Dropbox, Google Docs, Amazon Cloud Drive, iCloud, and Microsoft
• The tools of Microsoft file hosting service are integrated into Microsoft Office applications
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XPXPXPCollaborating on the Web• Saving a Workbook to a File Hosting Service– Once you have subscribed to a file hosting service,
you can save files to that account using the same process as for saving files to your computer
– Many hosting services include folders for private and publicly shared files and users can usually create your own folders
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XPXPXPCollaborating on the Web• Editing a Shared Workbook– Once saved to the Microsoft file hosting service,
access the workbook from within Excel or through the Microsoft Excel web app using your browser
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XPXPXPCollaborating on the Web• Sharing Workbooks on the Cloud– Users can have different levels of access to the
document content; some users:• Only have the ability to view a workbook• Have the ability to edit and create new content
– Avoid storing personal or confidential information in a publically accessible folder
– Can remove sharing from a workbook at any time:• Edit the list of recipients• Remove users who should no longer have access to
the fileNew Perspectives on Microsoft Excel 2013 24
XPXPXPCollaborating on the Web
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XPXPXPVisual Overview: Finalizing a Workbook
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XPXPXPVisual Overview:Finalizing a Workbook
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XPXPXPPreparing the Final Workbook Version• After workbook has been reviewed and
revised, the finished workbook can be modified to create a final version
• Finalizing usually includes:– Adding descriptive keywords and tags– Ensuring personal information is removed– Protecting the workbook– Marking the workbook as final– Signing off on the workbook
New Perspectives on Microsoft Excel 2013 28
XPXPXPPreparing the Final Workbook Version• Setting Document Properties– Document properties or metadata are the
descriptive details about a workbook – The document properties are organized into the
following categories:• Standard properties• Automatically updated properties• Custom properties• Organization properties• Document library properties
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XPXPXPPreparing the Final Workbook Version
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XPXPXPPreparing the Final Workbook Version• Inspecting a Workbook– Review workbook contents for sensitive or
personal information that you do not want distributed to other users
– Personal information can appear in comments and annotations, document properties and metadata attached to the workbook, headers and footers, or hidden worksheets and cells
– Use the Document Inspector to search the workbook to locate data and text to remove
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XPXPXPPreparing the Final Workbook Version
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XPXPXPPreparing the Final Workbook Version• Inspecting a Workbook– A concern when finalizing a workbook is whether
anyone working with an earlier version of Excel will have trouble reading the workbook contents
– To determine whether a workbook is compatible with those older versions, you can inspect the document for compatibility
– The Compatibility Checker flags and content, formatting, or element that cannot be transferred to earlier versions of Excel
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XPXPXPPreparing the Final Workbook Version• Inspecting a Workbook– The most serious differences between Excel 2013
and older versions of Excel include:• Worksheet size• International dates• Sparklines
– More minor issues involve the font formats and color styles used in older Excel versions
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XPXPXPPreparing the Final Workbook Version
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XPXPXPPreparing the Final Workbook Version• Protecting a Workbook– Excel workbooks often contain confidential
financial data that needs to be secured– Encryption is the process by which a file is
encoded so that it cannot be opened without the proper password• Encryption password is different from the
passwords that prevent users from editing a worksheet• Passwords can be up to 255 characters and can
include numbers, symbols, and letters
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XPXPXPPreparing the Final Workbook Version• Marking a Workbook as Final– Makes the workbook read only, discouraging a user
from making any changes to it– A workbook marked as final has the editing, typing,
and proofing commands turned off– A user can only view the contents of the workbook
and cannot modify it– Does not completely prevent anyone from editing
the document
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XPXPXPSigning Off on a Workbook• A final way to ensure that a document has not
been changed by an unauthorized user is with a digital signature
• Digital signatures provide a way for the author to authenticate the document
• Lets users know that the workbook comes from a trusted source and has not been altered since it was signed
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XPXPXPSigning Off on a Workbook• To add a digital signature to a document, you
need a digital ID or digital certificate, which is an attachment to a document that authenticates the source of the signature
• Obtain a digital certificate from a third party source known as a certificate authority (CA)– Acts like a notary public– Verifies signatures and tracks those that have
expired or been revoked
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XPXPXPSigning Off on a Workbook
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XPXPXPIntegrating Excel with Other Office Applications• You can create a document that combines
objects from several different programs• An object is anything that appears on your
screen that can be selected and manipulated• A source file contains the object that is
displayed in the destination file• All Office programs share a common interface
and can read each other’s file formats
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XPXPXPIntegrating Excel with Other Office Applications
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XPXPXPIntegrating Excel with Other Office Applications• Copying and Pasting Data– Can copy text, values, cells and ranges, charts, and
graphics from one program and paste them in another program using the Windows copy and paste features
– When you paste an object from the source file:• It becomes part of the destination file• It is static, having no connection to the source file
– Pasting is used only for one-time exchanges of information
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XPXPXPIntegrating Excel with Other Office Applications• Object Linking and Embedding– To create a live connection between the source file
and the destination file, you must use object linking and embedding
– Object linking and embedding (OLE) refers to the technology that allows one to copy and paste objects so that information about the program that created the object is included with the object itself
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XPXPXPIntegrating Excel with Other Office Applications• Object Linking and Embedding (con’t)– The objects are inserted into the destination file as
either linked objects or embedded objects• A linked object is stored within the destination
file and remains connected to the source file• An embedded object is stored within the
destination file and is no longer part of the source file
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XPXPXPIntegrating Excel with Other Office Applications
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XPXPXPIntegrating Excel with Other Office Applications
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• Object Linking and Embedding (con’t)– When pasting, you have the choice of formatting
XPXPXPIntegrating Excel with Other Office Applications
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XPXPXPIntegrating Excel with Other Office Applications
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• Object Linking and Embedding (con’t)– Word updates a linked object every time you open
the document or when the Excel source file changes while the Word document is open
– Embedding is done with the same tools used to paste a link to the source object
– Changes to an embedded chart will not affect the original chart in the workbook
XPXPXPIntegrating Excel with Other Office Applications
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XPXPXPIntegrating Excel with Other Office Applications• Object Linking and Embedding (con’t)– All the chart tools available within Excel are also
available with a linked or embedded chart
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XPXPXPIntegrating Excel with Other Office Applications• Object Linking and Embedding (con’t)– You can view and edit underlying data to alter a
chart’s appearance
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XPXPXPCustomizing Excel for Your Work Preferences• Common to collaborate on documents and
reports• Excel provides options for customizing the
Excel environment
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XPXPXPCustomizing Excel for Your Work Preferences• Excel screen elements fall into three general
categories:– Elements that are part of the Excel program– Elements that are part of the Excel workbook
window– Elements that are part of the Excel worksheet
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XPXPXPCustomizing Excel for Your Work Preferences
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XPXPXPCustomizing Excel for Your Work Preferences
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XPXPXPCustomizing Excel for Your Work Preferences
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• Excel Options dialog box provides many customization options
XPXPXPDeveloping a Workbook for International Clients• When creating a workbook that will be viewed by
clients in another country, check on the standards for rendering times, dates, currency, and numbers
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XPXPXPDeveloping a Workbook for International Clients
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• Number format used by Excel is set by computer’s operating system
• In Windows, use the Language section of the Control Panel to:– Change the symbols used for thousands separator
and decimal marks– Set the parameters for other number formats
• Use the advanced Excel options to change the number format for a particular workbook
XPXPXPDeveloping a Workbook for International Clients
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XPXPXPDeveloping a Workbook for International Clients
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XPXPXPSaving a Worksheet as a PDF File• A portable document format (PDF) is a file
format developed by Adobe Systems for displaying formatted documents containing text, graphics, and complicated layouts.
• PDF’s are often used for collaborative work because Adobe reader software is free and available on a wide variety of devices and operating systems
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XPXPXPSaving a Worksheet as a PDF File• PDF (Portable Document Format) is a file
format developed by Adobe Systems for displaying formatted documents containing text, graphics, and complicated layouts
• Excel provides two options for publishing workbooks as PDF's:– The Standard option optimizes the PDF for use
with online publishing and printing – The Minimum size option is used strictly for online
publishing, but not for printing
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XPXPXPSaving a Worksheet as a PDF File
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