Ch. 12 Introduction to spreadsheets in Excel

digital certificate

An attachment to a document that authenticates the document source.

track log

a list of changes made to a shared workbook. for 30 days.

you must use object linking and embedding.

If you want to create a live connection between the source file and the destination file

coping and pasting

Inserts an object into a file. You can copy text, values, cells and ranges, and even charts and graphics from one program and paste them in another program using the Windows copy and paste features

is to review the list of all changes from the tracking log in a separate worksheet.

On the Review tab, in the Changes group, click the Track Changes button, and then click Accept/Reject Changes. Specify when, by whom, and where changes are to be reviewed. Click the OK button. Click the Accept, Reject, Accept All, or Reject All button to accept and reject changes. Click the Close button.

you need to share the workbook using the Share Workbook command,

To make it possible for other users to access and edit the same document simultaneously.

Excel will notify each user of the changes saved by others,

When two or more people edit a workbook simultaneously.

To sign off on the document

double-click the signature line and type a name in the signature box. If you have a touch device, you can sign the box or insert an image of the signature. Click the Sign button to display the signature in the document

the Compatibility Checker

flags parts of the workbook that might be incompatible with earlier versions of Excel.

To create a self-signed certificate with Microsoft Office,

go to the Program Files > Microsoft Office > root > Office16 folder and run the SELFCERT.exe program. You will be asked to provide a name for the certificate (usually your own name). The certificate will then be available to your Excel workbooks for digital signing.

PDF (Portable Document Format)

is a file format that creates an electronic image or picture from a document. It can be viewed, printed, or forwarded to someone else, but it cannot be altered.

shared workbook

is a workbook that can be edited by more than one user at the same time.

A workbook that is marked as final

is changed to read-only to discourage future edits.

The encryption password

is different from the passwords that prevent users from editing a worksheet or the entire workbook.

The highlighted change

is displayed in a comment box labeled with the name of the person who made the edit, the date and time of the edit, and a description of the edit.

The running conversation among users about a cell

is displayed within a single comment box connected to that cell.

Each comment in the comment box

is identified by the user who entered it.

Each comment in a workbook

is labeled with the name of the person who made the comment.

Another way to speed up a large workbook

is to reduce the number of iterative calculations used in performing what-if analyses involving goal seeking.

A quicker approach to examining all of the sheets in a workbook to locate the highlighted changes

is to review the list of all changes from the tracking log in a separate worksheet.

The Share Workbook button

lets you turn workbook sharing on or off and see who has the shared workbook open.

the tracking log is erased

once the workbook is no longer shared.

a self-signed certificate authenticates the document

only for the local computer and not for other computers or networks.

the Resolve Conflicts dialog box opens

only when users edit the same cell while working on the document simultaneously

Standard properties

properties associated with all Office files and include the author, title, and subject.

Document library properties

properties associated with documents in a document library on a website or in a public network folder.

Digital signatures

provide a way for the author to authenticate the document by "signing off" on it. Because a workbook marked with a digital signature cannot be altered without removing the signature, the presence of a digital signature lets users know that the workbook comes from a trusted source and has not been altered since it was originally signed.

The Info screen

provides information about the current workbook.

cloud

shared folders located on either a local network or the Internet

To change the length of the tracking log history,

specify a new length in days on the Advanced tab in the Share Workbook dialog box.

The tracking log includes edits

such as changes to cell values or worksheet names, but inserted or deleted worksheets, comments, and style changes are not recorded

Encryption

the process by which a file is encoded so that it cannot be opened without the proper password.

object linking and embedding (OLE)

the technology that allows one to copy and paste objects from a source file into a destination file.

click Properties and the click Advanced Properties

to add custom properties to the workbook.

click the Show All Properties link

to display additional workbook properties on the Info screen.

Click the Protect Workbook button

to mark the workbook as final and to password-protect the workbook.

Share Workbook dialog box

to monitor who else is accessing the document and when they first started editing the file.

click the Check for Issues button

to run the Document Inspector, the Compatibility Checker, and the Accessibility Checker to verify that the workbook is accessible to users with special needs.

self-signed certificate

A digital certificate that is created and signed by the person it certifies.

destination file

A file that displays an object from a source file.

certificate authority (CA)

A third-party source that provides digital certificate.

the process of finalizing a document:

Add descriptive keywords and tags to the file to make it easier to locate the file within the company library. Inspect the workbook to ensure that any personal information has been removed and that the workbook conforms to authoring standards. Protect the workbook from unauthorized viewing and editing. Mark the workbook as final to avoid confusion with earlier drafts. Sign off on the workbook to ensure that the saved file represents the final version as intended by the author.

Organization properties

properties created for organizations to use in designing and distributing electronic forms.

Automatically updated properties

properties usually associated with the actual file, such as the file size or the date the file was last edited. You cannot modify these properties.

Custom properties

properties you define and create specifically for a workbook.

Embedding

Displays and stores an object in the destination file.

digital ID

An attachment to a document that authenticates the document source.

Once a workbook has been shared

Excel will track the changes made to the workbook, recording the name of the user who made the changes and when the changes were saved.

If you want to remove or edit your certificate

use the Windows Certification Manager by running the certmgr.msc program from the Search the web and Windows or Ask me anything box (Windows 10) or the Windows Run command (Windows 8). The Certification Manager will list all of the third-party and self-signed certificates installed on your computer and provide commands to edit or remove them.

Excel removes these comments automatically

when the workbook is closed but saves the edit history for 30 days.

each edit is stored in the tracking log

where you can see conflicting changes and accept the one you want.

A list of the changes made to the workbook are stored in a tracking log,

which can be displayed in a History worksheet.

a digital signature,

which can be thought of as an electronic version of a written signature is a way to ensure that a document has not been changed by an unauthorized user

To keep the workbook uncluttered

you can delete comments that have been addressed, leaving only the ones that still need follow-up.

By clicking the Share icon

you can share the workbook on OneDrive and invite other users to view it on the cloud.

to view edits stored in the tracking log

you choose when, by whom, and where the edits are made.

To create a visible signature,

you select a cell in the workbook, and then click the Add a Signature Line button in the Text group on the Insert tab.

One way to solve this problem is to change how Excel handles recalculation. You can choose from the following options

Automatic—all dependent formulas are recalculated every time a change is made to their input cells. Automatic except for data tables—automatic recalculation is done for all dependent formulas except for formulas within data tables created with the Data Tables feature. Manual—no recalculation is done except when manually requested by the user. To manually recalculate the contents of the workbook, press the F9 key, or click the Calculate Now button in the Calculation group on the Formulas tab.

The Document Inspector

Checks the workbook for hidden properties or personal information.

You can share workbooks you store in OneDrive by performing the following steps in Excel:

Click the Share button at the right edge of the Excel ribbon to display the Share panel. If prompted, save your workbook to a folder on your OneDrive account. Once saved, Excel will display the Share panel. Invite people by entering their email addresses and specifying whether each person can edit the document or only view it. Click the Share button to send the email invitation.

Merging Workbooks

Customize the Quick Access Toolbar to display the Compare and Merge Workbooks button. Open the workbook into which you want to merge the workbooks. Click the Compare and Merge Workbooks button on the Quick Access Toolbar. Select the workbook that you want to merge into the current document, and then click the OK button.

Linking

Displays an object int the destination file, but only stores the location of the source file.

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

illustrates the difference between linking and embedding.

Embedding- Excel is the source program. Excel chart is embedded in the Word document. Word is the destination program Double-click the embedded chart to edit the Excel chart in Word. Changes made to the embedded chart do not change the original Excel Chart. Linking- Excel is the source program. Excel data is linked to the Word document. Changes made to the data in the original Excel worksheet table automatically appear in the destination document. Word is the destination program.

The difference between these categories is important because it affects under what conditions those elements can be modified.

For example, any modifications to the elements that are part of the workbook window are applied to any open workbook. Screen elements that are part of the worksheet are modified only in that worksheet and not in other worksheets and workbooks. Finally, screen elements that are part of the Excel program will be modified across all open workbooks and worksheets

Reviewing Tracked Changes in a Shared Workbook

On the Review tab, in the Changes group, click the Track Changes button, and then click Highlight Changes. Specify when, who, and where in the Highlight which changes section. Click the Highlight changes on screen check box to see edits in comments. Click the List changes on a new sheet check box to view the tracking log. Click the OK button. Point to the highlighted cells to see the edits and/or view the tracking log in the History worksheet.

What is the advantage of using OneDrive?

One advantage of OneDrive is that its tools and features are integrated into Microsoft Office applications and the Windows operating system.

To save a workbook to OneDrive, you perform the following general steps:

Sign in to your Microsoft account. Start Excel, and then on the ribbon, click the File tab, and then click Save As in the navigation bar. On the Save As screen, select your OneDrive account. Navigate to the folder on OneDrive in which you want to save the workbook. Click the Save button.

The following conditions must be met to merge two or more workbooks:

The copies must originate from the same shared file to enable the tracking history. The copies must have different filenames. The copies must either have the same password or not be password-protected. The length of time spent editing the copies cannot exceed the length of the tracking history (30 days by default), or important changes might be lost.

, you need a digital ID or digital certificate

To add a digital signature to a document

The most serious differences between current and older versions of Excel include:

Worksheet size—Current Excel versions support worksheets that are 16,384 columns by 1,048,576 rows; versions earlier than Excel 2007 have a maximum worksheet size of 256 columns by 65,536 rows. International dates—Current Excel versions support international date formats such as Hebrew Lunar, Japanese Lunar, and Chinese; versions earlier than Excel 2007 do not. Sparklines—Current Excel versions support sparklines; versions earlier than Excel 2007 do not. Charts—Current Excel versions support several charts not supported in earlier Excel versions.

source file

a file that contains the object that will be displayed destination file.

linked object

an object stored in the destination file and connected to the source file.

embedded object

an object stored in the destination file and is no longer part of the source file.

object

anything that appears within your screen that can be selected and manipulated.

Comments

are a powerful collaboration tool, giving team members the ability to offer insights and make suggestions about the workbook and its content.

cells with changes listed in the tracking log

are marked with a color border.

Document properties or metadata.

are the descriptive details about a workbook, including its author, title, and subject.

Passwords

can be up to 255 characters and can include numbers, symbols, uppercase letters, and lowercase letters.

A shared workbook with the editing history saved to the tracking log

cannot be edited from Excel Online.

To create an invisible signature,

click the Protect Workbook button on the Info page and click Add a Digital Signature.

To password-protect and share a workbook,

click the Protect and Share Workbook button in the Changes group on the Review tab.

The Track Changes button

contains the Highlight Changes command that turns on track changes in a shared workbook, and the Accept/Reject Changes command that you use to review tracked changes in the workbook.