how to do everything with ms office excel 2003 phần 8 pptx

changes to a different file (for example, so that you can integrate them later), or click the Cancel button to cancel opening the original file. Excel doesn’t keep a waiting list of notifications requested for a file. If two or more people ask to be notified when the same file is available, Excel notifies them both (or all) when it discovers the file is available. So if you’re competing with your colleagues for a workbook, act quickly when Excel displays the File Now Available dialog box. As you can see from this description, sharing a file by placing it on a shared drive is tolerable for small or informal workgroups but is unlikely to work well in large or busy offices. However, sharing a file this way does have one significant advantage that you should be aware of: each user who opens it (separately) can take any action that Excel supports (unless you restrict what they can do, as discussed in “Restrict Data and Protect Workbooks,” later in this chapter)—anything from enter data in cells, to insert cells, to insert worksheets, to record macros. By contrast, when you share a workbook using Excel’s sharing feature, Excel clamps right down on what users can do in the workbook. Configure Sharing on a Workbook To get around the problems discussed in the previous section, Excel lets you configure a workbook for sharing so that multiple users can have it open for editing at the same time. To configure a workbook for sharing, follow these steps: 1. Choose Tools | Share Workbook to display the Share Workbook dialog box. 2. On the Editing tab (shown on the left in Figure 14-1), select the Allow Changes by More Than One User at the Same Time check box. The Who Has This Workbook Open Now list box shows the users who currently have the workbook open. When you’re enabling sharing on a workbook, only your name should be listed here, and it should be marked Exclusive. After you share the workbook, you may need to revisit the Editing tab and use the Remove User button to remove users who have the workbook open when you need exclusive access to it. 290 How to Do Everything with Microsoft Office Excel 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:40 PM Color profile: Generic CMYK printer profile Composite Default screen 14 CHAPTER 14: Share Workbooks and Collaborate with Colleagues 291 HowTo-Tght (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 3. On the Advanced tab (shown on the right in Figure 14-1), choose the appropriate options for sharing this workbook: ■ Track Changes section Select the Keep Change History for NN Days option button or the Don’t Keep Change History option button as appropriate. Excel’s default setting is to keep the change history for 30 days. Your company might prefer to keep the change history for longer to track changes to important workbooks. Or you might prefer not to keep the change history in order to reduce the file size of the workbook. ■ Update Changes section Select the When File Is Saved option button (the default) or the Automatically Every NN Minutes option button, as appropriate. If you select the latter, specify the number of minutes (the default is 15 minutes) and select the Save My Changes and See Others’ Changes option button or the Just See Other Users’ Changes option button as needed. You can set any interval between 5 minutes and 1440 minutes (which is 24 hours). ■ Conflicting Changes Between Users section Select the Ask Me Which Changes Win option button (the default) or the The Changes Being Saved Win option button, as appropriate. In most cases, it’s best to have Excel ask you to decide which changes win. FIGURE 14-1 On the Editing tab (left) of the Share Workbook dialog box, turn on sharing. On the Advanced tab (right), choose settings for tracking and handling changes in the workbook. P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:40 PM Color profile: Generic CMYK printer profile Composite Default screen ■ Include in Personal View section Select or clear the Print Settings check box and the Filter Settings check box to specify whether to include print settings and filter settings in your view of the shared workbook. Both check boxes are selected by default. 4. Click the OK button to close the Share Workbook dialog box. Excel displays this message box, warning you that it will save the workbook now: 5. Click the OK button. Excel applies the sharing to the workbook and saves the workbook. 292 How to Do Everything with Microsoft Office Excel 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 Which Editing Actions You Can and Can’t Take in a Shared Workbook If you think for even a minute about two or more people editing a workbook at the same time, plenty of complexities will come to mind. For example, what happens when your colleague decides to delete the worksheet you’ve spent the last hour perfecting? Could you protect your worksheet with a password to stop them trashing it inadvertently (or otherwise)? The answer to both questions is—Not Applicable. To make shared editing work at all, Excel severely restricts the actions that users can take in a shared workbook. You can’t: ■ Insert or delete blocks of cells (as opposed to rows and columns, which you can insert or delete), or merge cells. ■ Insert charts, diagrams, hyperlinks, or other objects. ■ Assign passwords to worksheets or workbooks. ■ Record macros in the shared workbook. ■ Add conditional formatting, data validation, or scenarios to the shared workbook. ■ Outline the workbook. Reading that little list, you might find yourself wondering which actions you can perform in a shared workbook. Here are the details: ■ Enter new cell values or modify existing ones. ■ Apply formatting to or remove formatting from cells. P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:40 PM Color profile: Generic CMYK printer profile Composite Default screen 14 CHAPTER 14: Share Workbooks and Collaborate with Colleagues 293 HowTo-Tght (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 Each user of a shared workbook can set the settings on the Advanced tab of the Share Workbook dialog box for themselves. Resolve Conflicts in Shared Workbooks If you set Excel to ask you which changes win in a workbook, Excel displays the Resolve Conflicts dialog box when it detects conflicts between the version you’re saving and a version that another user has already saved. The Resolve Conflicts dialog box presents your changes that conflict with another user’s changes: For each change, you can click the Accept Mine button to accept your change or click the Accept Other button to accept the other user’s change. Alternatively, you can click the Accept All Mine button to accept all your remaining changes without reviewing them one by one, or click the Accept All Others button to accept the other user’s changes without reviewing them further. Excel then displays this message box: ■ Insert rows, columns, or worksheets. ■ Enter new formulas and edit existing ones. ■ Cut, copy, and paste data. ■ Move data by using drag and drop. These restrictions mean that you should design and lay out a worksheet as fully as possible before sharing it with colleagues so that they can enter or adjust data in it. P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:40 PM Color profile: Generic CMYK printer profile Composite Default screen 294 How to Do Everything with Microsoft Office Excel 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 You can also click the Cancel button to cancel the Save operation (for example, so that you can consult your colleague before accepting or overwriting their changes). Excel displays a message box warning you that the workbook wasn’t saved. Click the OK button. After updating the workbook, Excel displays an outline around each cell that has been changed in the update, together with a shaded triangle in the upper-left corner of the cell. Hover the mouse pointer over such a cell to display a comment that details the change made: Turn Off Sharing and Remove a User from a Shared Workbook You may sometimes need to either turn off sharing or remove a user from a shared workbook. For example, you might need to turn off sharing so that you can change the design or layout of the workbook in ways that shared editing doesn’t support. Unless it’s absolutely necessary, don’t turn off sharing when another user has the workbook open, and don’t remove a user forcibly from a shared workbook. This is because unsharing the workbook or removing the user prevents the user from saving any unsaved changes to the workbook, which means that they lose those changes. Worse, they receive no warning until they try to save the workbook, so they may waste further time and effort on editing the workbook. To turn off sharing or remove a user, follow these steps: 1. Choose Tools | Share Workbook to display the Share Workbook dialog box. 2. On the Editing tab, select the user in the Who Has This Workbook Open Now check box and click the Remove User button. Excel displays this warning dialog box to make sure you understand the consequences of removing the user: 3. Click the OK button. Excel removes the user from the Who Has This Workbook Open Now list box. 4. Clear the Allow Changes by More Than One User at the Same Time check box. 5. Click the OK button to close the Share Workbook dialog box. P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:41 PM Color profile: Generic CMYK printer profile Composite Default screen 14 CHAPTER 14: Share Workbooks and Collaborate with Colleagues 295 HowTo-Tght (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 When the user you’ve removed tries to save the workbook, Excel displays the dialog box shown here. The user can use the OK button and use the Save As dialog box (which Excel displays automatically) to save their changes to the previously shared file under a different file name in the hope of later merging those changes with the previously shared workbook. Restrict Data and Protect Workbooks By default, Excel workbooks are open for editing: any user who can access an Excel workbook in their computer’s file system can open it and change it, or simply delete it. Such openness makes for easy work, but chances are that you won’t want colleagues you barely know from manipulating your valuable data or poking subtle alterations into your formulas. And you may want to restrict even your trusted colleagues from changing the design of your worksheets when they’re supposed only to enter a few missing figures in particular cells. In this section, you’ll learn about the options Excel provides for restricting other people’s ability to change your workbooks. The options break down into four categories. You can: ■ Restrict data entry in particular cells to make sure nobody enters invalid data. ■ Protect specific cells and protect a whole workbook against change. ■ Protect a worksheet but still allow users to edit certain ranges in it. ■ Password-protect a workbook either so that only people who know the password can open it or so that only people who know the password can modify it. Your first line of defense for your Excel workbooks (and any other important files) should be to store them where people you don’t want to access them can’t get at them. Depending on your situation, such a location might be on your hard disk or in a network folder to which access is tightly controlled. Check Data Entry for Invalid Entries You can greatly reduce data-entry problems in your workbooks by making Excel check entries before entering them in specific cells. To do so, you define restrictions and data-validation rules for those cells. P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:41 PM Color profile: Generic CMYK printer profile Composite Default screen For example, often you’ll need to make sure that a number the user enters is within a certain range, to prevent the user from accidentally entering a different order of magnitude with a misplaced finger. Similarly, on an application form for permission to travel to an affiliate office, you could use a drop-down list of the possible destinations to prevent the user from typing in any other destination. To make Excel check data entry for invalid entries, follow these steps: 1. Select the cell or range you want Excel to check. 2. Choose Data | Validation to display the Data Validation dialog box. 3. On the Settings tab (shown here), specify the validation criteria to use. Select the appropriate type (see the following list) in the Allow drop-down list, and then set parameters accordingly. ■ Any Value Accepts any input (Excel’s default setting for cells). This setting effectively turns off validation, so you normally select it only when you need to remove validation from a cell or range. But you can also use this setting to display an informational message for a cell or range. To do so, enter the title and message on the Input Message tab, as discussed in step 5. ■ Whole Number Lets you specify a comparison operator (see the Note) and appropriate values. The user must not enter a decimal point. The validation criteria use these self-explanatory comparison operators: Between, Not Between, Equal To, Not Equal To, Greater Than, Less Than, Greater Than or Equal To, and Less Than or Equal To. ■ Decimal Lets you specify a comparison operator and appropriate values. The user must include a decimal point and at least one decimal place (even if it’s .0). 296 How to Do Everything with Microsoft Office Excel 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:41 PM Color profile: Generic CMYK printer profile Composite Default screen 14 ■ List Lets you specify a list of valid entries for the cell. You can type in entries in the Source text box, separating them with commas, but the best form of source is a range on a worksheet in this workbook. If you hide the worksheet, the users won’t trip over it. Usually, you’ll want to select the In-Cell Dropdown option to produce a drop-down list in the cell. Otherwise, users have to know the entries (or enter them from the help message). ■ Date Lets you specify a comparison operator and appropriate dates (including formulas). ■ Time Lets you specify a comparison operator and appropriate times (including formulas). ■ Text Length Lets you specify a comparison operator and appropriate values (including formulas). ■ Custom Lets you specify a formula that returns a logical TRUE or a logical FALSE value. 4. Select or clear the Ignore Blank check box as appropriate. 5. On the Input Message tab (shown here), choose whether to have Excel display an input message when the cell is selected. If you leave the Show Input Message When Cell Is Selected check box selected (as it is by default), enter the title and input message in the text boxes. 6. On the Error Alert tab (shown next), choose whether to have Excel display an error alert after the user enters invalid data in the cell. If you leave the Show Error Alert After Invalid Data Is Entered check box selected (as it is by default), choose the style (Stop, Warning, or Information) in the Style drop-down list, and enter the title and error message in the text boxes. Stop alerts prevent the user from continuing until they enter a valid value for the cell. Warning alerts and Information alerts display the message but allow the user to continue after entering an invalid value in the cell. CHAPTER 14: Share Workbooks and Collaborate with Colleagues 297 HowTo-Tght (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:41 PM Color profile: Generic CMYK printer profile Composite Default screen 7. Click the OK button to close the Data Validation dialog box and apply the validation to the cell or range. When a user selects a restricted cell, Excel displays the information message (unless you chose not to display one): If the user enters an invalid value, Excel displays the appropriate alert message box: A user can bypass validation by pasting data into the cell. Protect Cells, a Worksheet, or a Workbook The next stage in preventing users from mangling your workbooks is to prevent them from accessing cells they’re not supposed to change. Excel offers several means of doing this; you can: ■ Lock cells so that users can’t change them. 298 How to Do Everything with Microsoft Office Excel 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:42 PM Color profile: Generic CMYK printer profile Composite Default screen 14 ■ Lock a workbook or a worksheet with a password to prevent changes. ■ Password-protect a workbook against being opened or modified by people who don’t know the password. Lock a Cell or Range To lock a cell or range, follow these steps: 1. Select the cell or range. 2. Choose Format | Cells (or press CTRL-1) to display the Format Cells dialog box. 3. Click the Protection tab. 4. Select the Locked check box. 5. Click the OK button to close the Format Cells dialog box. 6. To make the locking take effect, protect the workbook as described in “Protect a Workbook,” next. Protect a Workbook To prevent other users from changing a workbook, protect it. To do so, follow these steps: 1. Choose Tools | Protection | Protect Workbook to display the Protect Workbook dialog box: 2. Leave the Structure check box selected (as it is by default) if you want to protect the structure of the worksheet. Doing so prevents users from making changes to the worksheets—inserting, deleting, hiding, displaying, or renaming worksheets. 3. Select the Windows check box if you want to protect the current layout of windows in the worksheet. This more specialized form of protection is useful for some workbooks. 4. Enter a password. The password is optional, but the protection is worthless without one. With a weak password, the protection is worth little, so use a strong password (see the next Tip). CHAPTER 14: Share Workbooks and Collaborate with Colleagues 299 HowTo-Tght (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:42 PM Color profile: Generic CMYK printer profile Composite Default screen [...]... Files to Merge into Current Workbook dialog box: 14 P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:46 PM HowTo-Tght Color profile: Generic CMYK printer profile (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 Composite Default screen 3 18 How to Do Everything with Microsoft Office Excel 2003 3 Select the workbooks you want to merge SHIFT-click to. .. Tools | Protection | Allow Users to Edit Ranges to display the Allow Users to Edit Ranges dialog box: P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:42 PM 14 HowTo-Tght Color profile: Generic CMYK printer profile (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 Composite Default screen 302 How to Do Everything with Microsoft Office Excel 2003. .. Chapter 15 P:\010Comp\HowTo8\071-1\ch15.vp Friday, August 29, 2003 1:55:39 PM Using Excel s Web Capabilities HowTo-Tght Color profile: Generic CMYK printer profile (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 15 Composite Default screen 320 How to Do Everything with Microsoft Office Excel 2003 How to ■ ■ ■ ■ ■ ■ Understand saving directly to an intranet site... European (Windows) or Unicode (UTF -8) —and whether to always save web pages in the default encoding P:\010Comp\HowTo8\071-1\ch15.vp Friday, August 29, 2003 1:55:39 PM 15 HowTo-Tght Color profile: Generic CMYK printer profile (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 15 Composite Default screen 324 How to Do Everything with Microsoft Office Excel 2003 Choose... P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:45 PM 14 HowTo-Tght Color profile: Generic CMYK printer profile (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 Composite Default screen 316 How to Do Everything with Microsoft Office Excel 2003 4 Click the Accept button to accept this change or the Reject button to reject this change, and move on to the next change Alternatively,... Chapter 5, for an explanation of the drawing layer.) P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:43 PM 14 HowTo-Tght Color profile: Generic CMYK printer profile (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 Composite Default screen 306 How to Do Everything with Microsoft Office Excel 2003 Delete a Comment You can remove a comment from a cell... entries CTRL-click to select noncontiguous entries 4 Click the OK button to close the Select Files to Merge into Current Workbook dialog box Excel performs the merge operation for each file in turn, saving the master workbook after merging each file P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:46 PM HowTo-Tght (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis /...HowTo-Tght Color profile: Generic CMYK printer profile (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 Composite Default screen 300 How to Do Everything with Microsoft Office Excel 2003 5 Click the OK button If you used a password, Excel displays the Confirm Password dialog box: 6 Enter the password in the Reenter Password to Proceed text... sent for review, save it to the appropriate folder, and then open it from Excel (choose File | Open) Excel automatically displays the Reviewing toolbar and makes the Reply with Changes button available P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:44 PM HowTo-Tght Color profile: Generic CMYK printer profile (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1... P:\010Comp\HowTo8\071-1\ch14.vp Friday, August 29, 2003 1:54:43 PM You can set an Open password or a Modify password on the Security tab of the Options dialog box HowTo-Tght Color profile: Generic CMYK printer profile (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 Composite Default screen 304 How to Do Everything with Microsoft Office Excel 2003 The next time you open the . .0). 296 How to Do Everything with Microsoft Office Excel 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 P:10CompHowTo871-1ch14.vp Friday,. password. 300 How to Do Everything with Microsoft Office Excel 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 P:10CompHowTo871-1ch14.vp Friday,. cell. 304 How to Do Everything with Microsoft Office Excel 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Excel 2003 / Hart-Davis / 3071-1 / Chapter 14 P:10CompHowTo871-1ch14.vp Friday,