Step-By-Step
EXERCISE 4-1
Add Protection to Cells, Worksheets,
and Workbooks
Start Excel.
Open the data file
To prevent users from inserting, deleting, and renaming worksheets, protect the
workbook. When you protect a workbook, you prevent others from making changes
to all or part of a workbook or worksheet. Adding protection to a worksheet will lock
all cells by default. A locked cell cannot be edited or deleted. To allow changes to
some cells and not others, unlock the cells that can be changed.
Museum.xlsx. Save as:
Museum-[your first initial
and last name]. (For
example, Museum-erusso.)
Select D5:F24. Choose
Home>Cells>Format
FIGURE 4.1 Custom Lists dialog box
.
Under Protection, click
Format Cells
.
Unlocked
Protection
Click the Protection tab.
Uncheck the Locked box.
Your dialog
box should look like
Figure 4.1.
FIGURE 4.2 Protect Sheet dialog box
Click OK. Cells D5:F24 are
now unlocked.
Deselect the range.
Click Format
. Under
Protection, click Protect
Sheet
.
Your dialog
box should look like
Figure 4.2.
In the Protect Sheet
dialog box, click OK. The
sheet is now protected.
Continued on the next page.
Lesson 4: Exercise 4-1
Advanced Excel
82
Step-By-Step
Click cell A13. Key: 3. An
EXERCISE 4-1
(Continued)
Add Protection to Cells, Worksheets,
and Workbooks
alert message opens
indicating that this cell
FIGURE 4.3 Alert message
cannot be modified (see
Figure 4.3). Click OK.
Click cell F11. Key: 7.6.
Press
. You can
modify F11.
Choose Review>
Alert message
Changes>Protect
. Select
Workbook
Protect Structure and
Windows. In the dialog
box, click OK. The
workbook is now protected.
Click the Sheet2 tab.
Right-click on the Sheet2
tab. Notice that Delete is
dimmed. It is not available
because the workbook is
FIGURE 4.4 Protected worksheet
protected.
Click the Sheet1 tab.
Your screen
should look like Figure 4.4.
Save your file.
Continue to the next exercise.
Protect cells containing
formulas so users do not
inadvertently key values in
those cells.
Lesson 4: Exercise 4-1
F11 has been
modified
Advanced Excel
83
Step-By-Step
EXERCISE 4-2
Set a Password to Open a Workbook
In your Museum file,
choose Office
As
>Save
. In the Save As
dialog box, click the Tools
drop-down arrow. Click
General Options.
In the Password to open
Some files are confidential. For example, only the accounting and human resources
departments are allowed to see employee salaries in a company. If a workbook contains
sensitive material such as salaries or bank statements, you can set a password so no
user can open the file without the password. Passwords are case sensitive, which means
that if your password has uppercase, lowercase, or a combination of uppercase and
lowercase letters, you must key it the same way every time. Remember, if you forget the
password, you will be locked out, too. Record passwords in a secure location.
box, key: Magic3.
FIGURE 4.5 General Options dialog box
Your dialog
box should look like
Figure 4.5.
Click OK. The Confirm
Password appears
as black dots for
security reasons
Password dialog box
opens. Key: Magic3. Click
OK. Click Save, and then
click Yes.
Save and close the file.
Reopen your Museum file.
The Password dialog box
FIGURE 4.6 Reopened document
opens.
Key: Magic3. Click OK. The
file opens.
Your screen
should look like Figure 4.6.
Save your file.
Continue to the next exercise.
It can be determined mathematically how long it takes
to crack various passwords.
A password that uses a
random set of characters is
more difficult to decipher
than one that is not random.
Lesson 4: Exercise 4-2
Advanced Excel
84
Step-By-Step
EXERCISE 4-3
Set a Password to Modify a Workbook
In your Museum file,
choose Office
As
>Save
.
In the Save As dialog box,
click Tools. Click General
You might want to allow people to view some workbooks without being able to
modify them. For example, you might want all employees to be able to open a
workbook containing a list of holidays. However, you might not want employees to
make an alteration, or change, to the list. You can set a password so that others can
open, but not modify, the workbook.
Options (see Figure 4.7).
FIGURE 4.7 General Options dialog box
Double-click in the
Password to open box to
select the dots. Press
Password to
open removed
.
In the Password to
modify box, key: mystery7.
Click OK. In the Confirm
Password dialog box, key:
Password
to modify
mystery7. Click OK.
Click Save, and then click
Yes. Close the file.
FIGURE 4.8 Modified worksheet
Reopen your Museum file.
The Password dialog box
opens.
Key: mystery7. Click OK.
Click cell F8. Key: 8.5.
Press
. You are able
to modify the file.
Your screen
should look like Figure 4.8.
Save your file
Continue to the next exercise.
Data added
to file
Lesson 4: Exercise 4-3
Advanced Excel
85
Step-By-Step
EXERCISE 4-4
Create a Shared Workbook
In your Museum file,
box opens.
In an office setting, many users may need to access and edit the same Excel workbook.
For instance, a sales team may need to input and update their current sales in a master
document. You can share the workbook so multiple users can have access to this file
at the same time. Each person can add, edit, or delete information in the shared
workbook from their own computer.
Check the Allow changes
FIGURE 4.9 Share Workbook dialog box
choose Review>
Changes>Share
. The
Workbook
Share Workbook dialog
by more than one user
at the same time box
(see Figure 4.9). Click OK.
In the message that opens,
click OK.
Start Excel again. Two
Allow changes by
multiple users
copies of Excel are now
running.
Open your Museum file in
the second copy of Excel.
In the Password dialog
box, key: mystery7.
Click OK.
Save your Museum file as:
FIGURE 4.10 Shared workbook
Museum-copy-[your first
initial and last name].
Your screen
New file name
should look like Figure 4.10.
Notice that two Museum
files are now open (the
original and the copy) and
marked as Shared.
Save your files.
Continue to the next exercise.
Lesson 4: Exercise 4-4
Advanced Excel
86
Step-By-Step
EXERCISE 4-5
Use Track Changes
In your Museum-copy
file, choose Review>
Changes>Track
. Click
Changes
Highlight Changes
.
In the Highlight Changes
dialog box, make sure that
Use Track Changes to mark edits as you make them. Tracking changes allows other
people to review the changes and comments that you have made. Tracking changes
in Excel allows you to see the modifications that have been made to a worksheet,
including inserted or deleted text, numbers, rows, and columns. Highlighted changes
on-screen will exhibit a colored cell border with a small triangle inside the upper-left
corner. When the pointer is positioned over a changed cell, a window appears
containing the reviewer’s name, date, and the cell modification.
the Track changes while
editing box is checked.
FIGURE 4.11 Highlight Changes dialog box
Uncheck When.
Your dialog
box should look like
Figure 4.11. Click OK.
A confirmation box opens.
Click OK.
Click cell D13. Key: 22550.
. Click cell
Press
D17. Key: 32600. Press
FIGURE 4.12 Tracked changes
. Click cell F18. Key:
9.5. Press
.
Your screen
should look like Figure 4.12.
Save your file
Continue to the next exercise.
When using Track
Changes, you can specify
whether or not balloons
are shown that contain
deletions and comments
by choosing Review>
Comments>Show All
Comments
.
Lesson 4: Exercise 4-5
Tracked changes
Advanced Excel
87
Step-By-Step
EXERCISE 4-6
Accept and Reject Changes
In your Museum-copy file,
click Track Changes
.
Click Accept/Reject
. Click OK.
Changes
The Select Changes to
Accept or Reject dialog
box opens.
After the changes are made in a document, you can choose to accept or reject each
tracked change. If you accept a change, the cell’s content will reflect the update. If you
reject, or refuse to accept, a change, the cell’s original value will be restored. You can
also insert a comment to make a suggestion or ask questions about the data.
Comments will exhibit a red triangle in the upper left-hand corner of a cell or range
of cells. When the pointer is positioned over a changed cell, a window appears
containing the reviewer’s name, date, and the cell modification or comment.
Click OK. The Accept or
Reject Changes dialog
FIGURE 4.13 Accept or Reject Changes dialog box
box opens. The description
of Change 1 of 3 appears.
Your dialog
box should look like
Figure 4.13.
Click Accept. The
description of Change 2
of 3 appears.
Click Accept. The
description of Change 3
FIGURE 4.14 Accepted and Rejected changes
of 3 appears.
Click Reject. The original
value in cell F18 is restored.
Your screen
should look like Figure 4.14.
Click Share Workbook
. Uncheck the Allow
changes by more than
one user box. Click OK.
Click Yes.
Choose Review>
Changes>Unprotect
Sheet
.
Accepted
changes
Rejected
change
Continued on the next page.
Lesson 4: Exercise 4-6
Advanced Excel
88
Step-By-Step
EXERCISE 4-6
(Continued)
Accept and Reject Changes
Click F13. Choose
FIGURE 4.15 Comment box
Review>Comments>
New Comment
.
In the comment box, key:
Confirm figure.
Click F18. Choose
Review>Comments>
New Comment
.
In the comment box, key:
This figure is not accurate.
Your screen
Comment
indicator
should look like Figure 4.15.
Click F13. Choose
Review>Comments>
.
Delete Comment
Click F18. Choose
Review>Comments>
Edit Comment
.
FIGURE 4.16 Cell with comment
Change your comment to:
Reject change.
Your screen
should look like Figure 4.16.
Save your file.
Continue to the next exercise.
You can also allow specific
users to edit cell ranges in
a protected worksheet or
workbook by choosing
Review>Changes>Allow
Users to Edit Ranges
.
Lesson 4: Exercise 4-6
Comment
deleted
Advanced Excel
89
Step-By-Step
EXERCISE 4-7
Copy a Worksheet
In your Museum file,
choose Office>Save As
. In the File name box,
key: Museum-original-[your
first initial and last name].
Click Save.
Choose Review>
When sharing workbooks or data with others, you may want to move or copy a
worksheet to another workbook so that you can retain the original worksheet data.
For example, the accounting department wants to distribute, or give out, a new
worksheet that explains how to use a new timesheet software application to all
employees in a company. You want to copy the worksheet containing the old
timesheet instructions and policy to another workbook in case you need to reference
it at a later date.
Changes>Share
FIGURE 4.17 Move or Copy dialog box
.
Workbook
Uncheck the Allow
changes... box. Click OK.
Click Yes.
New book
Click Unprotect
. Uncheck
Workbook
the Protect Structure
and Windows option.
Create a
copy
Choose Home>Cells>
Format
. Under
Organize Sheets, rename
Sheet1 to Original data.
Click Format
. Under
FIGURE 4.18 Copy of Worksheet
Organize Sheets, select
Move or Copy Sheet.
New workbook name
In the Move or Copy
dialog box, click the
Create a copy check box.
Click the To book dropdown arrow and select
(new book) (see
Figure 4.17). Click OK.
Your screen
should look like Figure 4.18.
Close the workbook. Do
not save your change
Original data sheet tab
Continued on the next page.
Lesson 4: Exercise 4-7
Advanced Excel
90
Step-By-Step
EXERCISE 4-7
(Continued)
Copy a Worksheet
Reopen your Museum file.
In your Museum-original
FIGURE 4.19 Move or Copy dialog box
file, choose Home>Cells>
Format
. Select Move
Selected workbook
or Copy Sheet.
In the Move or Copy
dialog box, click the To
book drop-down arrow
and select Museum-[your
first initial and last
name].xlsx (see
Figure 4.19).
Under Before Sheet,
make sure Sheet1 is
selected. Click OK. In the
warning box that appears,
FIGURE 4.20 Original data tab moved from this workbook to new workbook
click OK.
Choose Home>Cells>
Format
. Select Move
or Copy Sheet.
In the Move or Copy
dialog box, click the To
book drop-down arrow
and select (new book). Do
not click Create a copy.
Click OK.
Choose Office
As
>Save
. Save your file as:
Original-data-[your first
initial and last name]. Close
the file.
Original data tab moved
Your screen
should look like Figure 4.20.
Save and close the file.
Continue to the next exercise.
Lesson 4: Exercise 4-7
Advanced Excel
91
Step-By-Step
EXERCISE 4-8
Add and Modify Headers and Footers
In your Museum-copy file,
choose Insert>Text>
.
Header & Footer
Your screen
should look like Figure 4.21.
Click on the right header
You can use Excel’s header and footer options to quickly provide useful information
in your worksheets when you are sharing data with others. For example, you can add
predefined header and footer information, such as the date and time, or the name of
the last person that accessed or edited the file. You can also insert elements such as
page numbers and the file name.
FIGURE 4.21 Page Layout View
text box at the top of your
worksheet. Choose
Design>Header &
Footer Elements>
Current Date
.
Click in the main body of
the spreadsheet. Choose
Insert>Text>Header &
Footer
.
Choose Design>Header
. In
& Footer>Footer
the drop-down list, select
Page 1, Sheet1 from
the list.
FIGURE 4.22 Modified footer
Click the text Page 1 in
the footer. Place the cursor
after Page &[Page]. Press
the spacebar. Key of.
Press the spacebar.
Select Header & Footer
Elements>Number of
Pages
. Deselect the
footer.
Page 1’s footer
Your screen
should look like Figure 4.22.
Choose View>Workbook
Views>Normal
. Save
and close your file.
Continue to the next exercise.
Lesson 4: Exercise 4-8
Advanced Excel
92
Step-By-Step
EXERCISE 4-9
Merge Workbooks
Close the second copy of
Excel running in the current
window.
In your Museum file, click
Office
and then click
Excel Options.
Documents are often distributed to coworkers for comment and revision. After
sharing a workbook with others, there will be more than one version of the workbook.
Merge, or combine, the workbook versions to create the final workbook. The
workbooks that you combine must have been created from the same shared
workbook.
FIGURE 4.23 Excel Options dialog box
Click Customize. Click
the Choose Commands
from drop-down arrow,
and select All Commands.
Scroll down and select
Compare and Merge
Workbooks. Click Add.
Your dialog
Compare and
Merge Workbooks
added to QAT
box should look similar to
Figure 4.23. Click OK.
On the QAT, click
Compare and Merge
.
Workbooks
In the Select Files to
FIGURE 4.24 Merged workbook
Merge Into Current
Workbook dialog box,
select your Museum-copy
Compare and Merge Workbooks added to QAT
file. Click OK.
Your screen
should look like Figure 4.24.
Save your file.
Continue to the next exercise.
When workbooks with
tracked changes are
merged, all affected cells
will be marked. Review
your changes carefully.
Lesson 4: Exercise 4-9
Cells changed
in other copy
of shared file
Advanced Excel
93
Step-By-Step
EXERCISE 4-10
Mark a Document as Final
In your Museum file,
choose Review>Share
. Deselect
Workbook
the Allow changes by
other users… check box.
Click OK. Click Yes.
Choose Office
>
Before you share a workbook with others, you can use the Mark as Final command
to make the workbook read-only and prevent any further changes. When the
document is marked as final, keying, editing commands, and proofing marks are
disabled. This signals that you are sharing a completed version of a document and
prevents others from making changes to the document.
FIGURE 4.25 Marking a document as final
Prepare>Mark as Final
. Click OK.
Your dialog
box should look like
Figure 4.25.
Read the dialog box and
click OK again.
FIGURE 4.26 Document marked as final
Your screen
should look like Figure 4.26.
Note the Mark as Final
icon in the status bar at the
bottom of the screen.
Read Only
Select cell A4. Press
. You are unable to
delete the heading.
Click after the heading
Employee Reviews. Key
text after the heading. You
are unable to key text into
the document.
Close your file.
Icon added to
workbook
Continue to the next exercise.
Documents marked as final in Office 2007 will not be read-only if
they are opened in an earlier version of Office.
Lesson 4: Exercise 4-10
Advanced Excel
94
Step-By-Step
EXERCISE 4-11
On the Windows task bar,
Use Digital Signatures to Authenticate
Workbooks
click Start. Choose All
Programs>Microsoft
Office>Microsoft Office
Tools>Digital Certificate
.
for VBA Projects
In the Create Digital
Certificate dialog box, in
Harmful viruses can be unleashed on your computer just by opening a suspicious file.
To help avoid a computer virus, make sure that files you receive over the Internet are
from a trusted source. You can attach a digital signature to a workbook to identify
yourself as the source, or origin, of the workbook. The recipient will know it is from
you and that the file has not been tampered with. Think of it as a fingerprint on a
document that can be traced back to a specific computer on a particular date with an
exact time.
the Your certificate’s
name box, key: [your first
FIGURE 4.27 Create Digital Certificate dialog box
name] [your last name].
Your dialog
box should look like
Figure 4.27. Click OK.
In the SelfCert Success
dialog box, click OK.
In your Museum file,
choose Office
>
Prepare>Add a Digital
Signature
. Click OK.
Click Sign. Click OK.
Name of Certificate
Your screen
should look like Figure 4.28.
FIGURE 4.28 Worksheet after adding digital signature
Save your file. Exit Excel.
Digital certificates created
using Microsoft Office are
not formal certificates.
To purchase a formal
certificate, contact a
commercial certificate
authority. For a list of
these, click the link in the
Create Digital Certificate
dialog box.
Lesson 4: Exercise 4-11
Signatures
pane
Icon added to
workbook
Advanced Excel
95
Practice It Activities
LESSON
1. Share a Workbook and Track Changes
Follow the steps to complete the activity.
Step-By-Step
FIGURE 4.29 Highlight Changes dialog box
Open the data file
Clubs.xlsx. Save as:
Clubs-[your first initial and
last name]1.
Choose Review>
Changes>Track
. Click
Changes
Highlight Changes
.
Click the Track changes
while editing check box.
Your dialog
box should look like
FIGURE 4.30 Tracked changes
Figure 4.29. Click OK.
A confirmation box opens.
Click OK. Track Changes is
now on.
Click cell A7. Key:
Technology club. Press
.
Click cell A17. Key:
Community service. Press
.
Click cell B20. Key: 9-12.
Press
.
Your screen
should look like Figure 4.30.
Save and close your file.
Lesson 4: Practice It Activities
Advanced Excel
98
LESSON
Practice It Activities
2. Accept and Reject Changes
Step-By-Step
Open your Clubs-1 file.
Follow the steps to complete the activity. You must complete Practice It
Activity 1 before doing this activity.
FIGURE 4.31 Accept or Reject Changes dialog box
Save as: Clubs-[your first
initial and last name]2.
Choose Review>
Changes>Track
. Click
Changes
Accept/Reject
.
Changes
In the Select Changes to
Accept or Reject dialog
box, click OK.
FIGURE 4.32 Worksheet after accepting and rejecting changes
In the Accept or Reject
Changes dialog box, click
Accept (see Figure 4.31).
The first change is
accepted. The description
of Change 2 of 3 appears.
Click Accept. The
description of Change 3
of 3 appears.
Click Reject. The third
change is rejected. The
original value in cell B20 is
restored.
Your screen
should look like Figure 4.32.
Save and close your file.
Lesson 4: Practice It Activities
Advanced Excel
99
LESSON
Practice It Activities
3. Merge Workbooks
Follow the steps to complete the activity. You must complete Practice It
Activity 2 before doing this activity.
Step-By-Step
FIGURE 4.33 Copy of shared workbook
Open your Clubs-2 file.
Save as: Clubs-[your first
initial and last name]3.
Choose Review>
Changes>Share
. Verify that
Workbook
the Allow changes by
more than one user box
is checked. Click OK.
Start Excel again. Open
your Clubs-3 file in the
second copy of Excel. Save
your Clubs-3 file as:
Clubs-copy-[your first initial
and last name]3.
In cell A21, key: Ballroom
dance club. Press
.
Key: 9-12. Press
.
FIGURE 4.34 Merged workbook
Your screen
should look like Figure 4.33.
Save and close the file.
In your Clubs-3 file, click
Compare and Merge
.
Workbooks
Select your Clubs-copy-3
file. Click OK.
Your screen
should look like Figure 4.34.
Save and close your file.
Lesson 4: Practice It Activities
Advanced Excel
100
LESSON
You Try It Activities
4. Protect Formulas
Step-By-Step
Open the data file
May.xlsx. Save as: May-
You have created a worksheet of monthly expenses for your youth group.
Members of the group will be updating the amounts. So you decide to
protect certain cells to prevent unintentional changes.
FIGURE 4.35 Cell Format drop-down menu
[your first initial and last
name]4.
Select cells B5:B10.
Choose Home>Cells>
Format
. Under
Protection, click Lock
Cells to unlock those cells
(see Figure 4.35).
Protect the worksheet.
Try to change the
description of one of the
categories. You are not able
to because that cell is
FIGURE 4.36 Change made to protected sheet
locked.
Try to key a number in cell
B16. You are not able to
because that cell is locked.
Change the amount for
postage to 20.
Your screen
should look like Figure 4.36.
Save and close your file.
Lesson 4: You Try It Activities
Advanced Excel
101
LESSON
You Try It Activities
5. Add a Digital Signature and Set a
Password to Open a Workbook
Step-By-Step
Open your May-4 file. Save
as: May-[your first initial
and last name]5.
Now that the members of the group have updated their monthly expenses,
you decide to create a password to modify the document to prevent further
changes. You also attach a digital signature to authenticate the information
before forwarding it on to the youth group leader.
FIGURE 4.37 Password dialog box
Set a password to open the
file. Key: youth09 as the
password.
Confirm the password.
Save and close your file.
Reopen your Museum file.
FIGURE 4.38 Digital signature added to file
The Password dialog box
opens (see Figure 4.37).
Key: youth09. Click OK.
Add a digital signature to
the file.
Your screen
should look like Figure 4.38.
Close your file.
Lesson 4: You Try It Activities
Advanced Excel
102