Excel- Chapter 11: Securing Workbooks

document inspector

a feature that displays several different options that enable you to find and remove hidden data and personal information that is specific to excel workbooks. also locates custom xml data, hidden worksheets, and invisible content

inserting a comment

adds a note to a cell or edit text in comments and delete any comments

show/hide comment and show all comments commands

allow you to display or hide comments as needed

previous and next commands

allow you to move from one comment to another without selecting the cells

advanced tab of the share workbook dialog box

allows you to customize the shared use of the workbook, which is normally set by the workbook author before the workbook is shared

RANDBETWEEN

allows you to determine the beginning and ending numbers

a password can be applied to protect

an entire workbook, certain worksheets, or workbook elements

deleting a comment

any user can do so unless the workbook is protected

document properties (and personal information)

author, subject, title, name of person who most recently saved the workbook and the date the workbook was created

turning on track changes

automatically makes a workbook a shared workbook

turning change tracking on

automatically shares the workbook

hidden rows, columns, and worksheets

before removing these, make sure their removal will not change calculations in your worksheet

importance of comments

call attention to important or significant data and provide insights from the user that explains data

to accept or reject changes

can be accepted or rejected individually while reviewing each one or they can be all accepted or rejected at once without being reviewed

change history record

can be used by owner of workbook to add or remove users and resolve conflicting changes

excel passwords

can contain up to 255 letters, numbers, spaces, and symbols, and they are case sensitive

when shared status has been removed from a workbook

changes can be made like they are made in any workbook

Types of hidden data saved in excel

comments and annotations; document properties and personal information; headers and footers; hidden rows, columns, and worksheets

marking a document as final

communicates that you are sharing a completed version of the document, and it prevents users from changing the document

options set on the advanced tab of the share workbook dialog box

determine how conflicts are resolved

rejecting changes from another user

does not prohibit a user from changing the data again

Review Tab commands

enable you to protect an entire workbook file so that only authorized users can view or modify your data

to delete a change in a saved workbook

enter new data or reject the change you made before saving

when you add comments

excel automatically displays the name that appears in the name box under general office settings in the excel options dialog box

Data protection

important when files are shared and edited by multiple users

restoring data that the document inspector removes

impossible

changes must be saved

in order to accept or reject them

headers and footers

include author's name, the date the file was created, etc.

a list displays how past conflicts have been resolved

includes: the name of the person who made the change, when and where a change was made, what data was deleted or replaces, how conflicts were resolved

Comments and annotations

information that enables other people to see the names of people who worked on your workbook, their comments, and changes that were made to the workbook

before you stop sharing a workbook

make sure that all other users have completed their work and that you have accepted or rejected all changes

mark as final command

makes document read-only and discourages changes to the document

comments

marked by a red triangle in the upper-right corner of the cell. the comment appears in a box next to the cell along with the name of the user logged on to the computer at the time the comment was created when you point to the triangle

can have multiple layers of passwords

one password to open and view the workbook and a second password to modify workbook data

strong password

one that combines uppercase and lowercase letters, numbers, and symbols

secure password

one that uses 14 or more characters

insecure passwords

ones that use birth dates, house numbers, pet names, etc (things that can be looked up online)

resolve conflicts dialog box

pops up when a second user tries to save the workbook after making changes that a previous user has made in the same cell. Depending on the set options, you can keep your change or accept the change made by the other user

resolve conflicts dialog box

pops up when attempting to save a change that affects the same cell as another user's changes. In this box, you can read the information about each change and the conflicting changes made by another user

selecting the windows check box on the protect structure and windows dialog box

prevents the users from changing the size and position of the windows when the workbook is opened

passwords that apply to an entire workbook

provide optimal security for your data

to protect an entire workbook

require a password to open and view the workbook

in order to secure an entire workbook

restrict who can open and/or use the workbook data and by requiring a password to view and/or save changes to the workbook

to edit a comment

select the cell containing the comment and then click edit comment

password

text that must be entered before a user can access a workbook, worksheet, or worksheet elements

if you saved the protected file with a different name

that file also would be protected, and you could not alter the data without the password that protects that worksheet

tracking changes

the ability to mark who makes what changes in a workbook. Helpful in a workbook that is shared and modified by multiple users

if original workbook is protected

the copy is also protected

when all users have made the necessary changes

the owner can remove users and unshare the workbook

Unprotect shared workbook button

turns off change tracking

Track changes command

turns on change tracking

share workbook command

turns on change tracking

protect and share workbook command

turns on change tracking and allows for a password to be added

to run document inspector

unprotect a protected workbook

when history worksheet is deleted and when stop sharing

unsaved changes are lost

changes made by other users

unseen until changes are saves

format a comment

use most of formatting options on the home tab in the font group except for fill color and font color

RAND

-does not require function arguments -can not specify the number of digits you want in the number returned by a RAND formula

to protect a worksheet and hide formulas so that they are not visible on the formula bar

-select the cells that contain the formulas you want to hide -on the protection tab of the format cells dialog box, select the hidden check box

customize track changes

-tracks specific types of changes -allows for feature to be turned on and off at will by various users -you can specify a password to protect changes -can choose to accept or reject changes to your original workbook data

protecting the structure of a workbook prevents users from

-viewing worksheets that you have hidden -inserting new worksheets -moving, deleting, hiding, or changing the names of worksheets

turning off change tracking

workbook is no longer shared

before saving

you can edit or delete changes

if you don't want to use a name

you can select it in the comment and then press delete