Excel Lesson 16
Protecting, Tracking, and Sharing
Workbooks
Microsoft Office 2010
Advanced
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Cable / Morrison
Objectives
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Excel Lesson 16
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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.
Cable / Morrison
Microsoft Office 2010 Advanced
Objectives (continued)
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Excel Lesson 16
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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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Cable / Morrison
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Microsoft Office 2010 Advanced
Vocabulary
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Excel Lesson 16
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case sensitive
decrypt
disable
enable
encrypt
password
shared workbook
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Cable / Morrison
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Microsoft Office 2010 Advanced
Introduction
Excel Lesson 16
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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.
Cable / Morrison
Microsoft Office 2010 Advanced
Adding Password Protection to a
Worksheet
Excel Lesson 16
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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.
Cable / Morrison
Microsoft Office 2010 Advanced
Adding Password Protection to a
Worksheet (continued)
Protect Sheet dialog box
Excel Lesson 16
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7
Cable / Morrison
Microsoft Office 2010 Advanced
Removing Password Protection
from a Worksheet
Excel Lesson 16
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When a worksheet is password protected,
changes cannot be made to it.
To make changes, you will need to remove
the password protection.
Unprotect Sheet dialog box
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Cable / Morrison
Microsoft Office 2010 Advanced
Adding Password Protection to a
Workbook
Excel Lesson 16
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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.
Cable / Morrison
Microsoft Office 2010 Advanced
Adding Password Protection to a
Workbook (continued)
Protect Workbook options
Excel Lesson 16
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10
Cable / Morrison
Microsoft Office 2010 Advanced
Removing Password Protection
from a Workbook
Excel Lesson 16
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You can remove the password protection
from a workbook as needed.
When you remove the password protection,
you are decrypting the workbook.
Cable / Morrison
Microsoft Office 2010 Advanced
Removing Password Protection
from a Workbook (continued)
Encrypt Document dialog box
Excel Lesson 16
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12
Cable / Morrison
Microsoft Office 2010 Advanced
Enabling the Track Changes
Feature
Excel Lesson 16
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The Track Changes feature shows changes
made to an Excel worksheet.
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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.
Cable / Morrison
Microsoft Office 2010 Advanced
Enabling the Track Changes
Feature
Completed Highlight Changes dialog box
Excel Lesson 16
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14
Cable / Morrison
Microsoft Office 2010 Advanced
Making Changes in a Workbook
with Tracked Changes
Excel Lesson 16
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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.
Cable / Morrison
Microsoft Office 2010 Advanced
Making Changes in a Workbook
with Tracked Changes (continued)
Worksheet with
tracked changes
Excel Lesson 16
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Cable / Morrison
Microsoft Office 2010 Advanced
Accepting or Rejecting Tracked
Changes
Excel Lesson 16
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As you review changes made to cells, you
can accept or reject the changes.
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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.
Cable / Morrison
Microsoft Office 2010 Advanced
Accepting or Rejecting Tracked
Changes (continued)
Accept or Reject Changes dialog box
Excel Lesson 16
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Cable / Morrison
Microsoft Office 2010 Advanced
Disabling the Track Changes
Feature
Excel Lesson 16
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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.
Cable / Morrison
Microsoft Office 2010 Advanced
Creating a Shared Workbook
Excel Lesson 16
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The Share Workbook feature allows several
people to work in a workbook simultaneously.
With a shared workbook, changes made by
multiple users are tracked.
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You can choose to accept or reject these
changes.
Cable / Morrison
Microsoft Office 2010 Advanced
Creating a Shared Workbook
(continued)
Excel Lesson 16
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Advanced tab
settings in the Share
Workbook dialog box
Cable / Morrison
Microsoft Office 2010 Advanced
Modifying a Shared Workbook
Excel Lesson 16
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When you make changes to a shared
workbook, Excel keeps track of the changes.
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You can accept or reject the changes.
The changes are not marked with a border as
they are with the Track Changes feature.
Cable / Morrison
Microsoft Office 2010 Advanced
Excel Lesson 16
Summary
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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.
Cable / Morrison
Microsoft Office 2010 Advanced
Summary (continued)
Excel Lesson 16
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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.
Cable / Morrison
Microsoft Office 2010 Advanced
Summary (continued)
Excel Lesson 16
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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.
Cable / Morrison
Microsoft Office 2010 Advanced