Using protection and display options

Transcription

1 L E S S O N 6 Using protection and display options Lesson objectives Suggested teaching time In order to display and protect your worksheet data, you will: minutes a b c Create and control comments to better document your workbooks. Use locking and protection to prevent workbook formulas from being inadvertently altered. Use the Custom Views command to save different ways of viewing the same workbook. 6-1

2 Excel 2000: Advanced Ashbury Training a Using comments A comment is a text box that contains information about a worksheet cell. Comment indicators Comment indicators are displayed automatically for cells that have comments attached. A comment indicator is a small triangle in the upper-right corner of the cell. Comment indicators are not printed when you print a worksheet. Viewing comments You can view comments by using either of the following methods: Point to the cell containing a comment indicator; a text box containing the comment appears. Choose View, Comments. All comments are displayed. Use the Reviewing toolbar to navigate through, create, delete, or close comments. Choose View, Comments again to close all open comments. Selecting comments You can select all of the cells that contain comments by choosing Edit, Go To; clicking on Special; and clicking on the Comments option button. When you click on OK, all cells containing comments are selected in your worksheet. You can move between the selected cells by pressing either Tab or Enter. Printing comments You can print comments for a worksheet by selecting one of the options from the Comments box on the Sheet tab of the Page Setup dialog box. You can have Comments print either as they are displayed on your worksheet, or at the end of the worksheet. Task A-1: Viewing and adding comments 1. Open Display This is a sales tracking worksheet for the Benjamin of Brussels chocolate company. & Sometimes it is useful to add some explanation to a worksheet cell. Numbers seldom tell the whole story. 2. Observe the comment indicator in cell E6 3. Place the mouse pointer over cell E6 It is the small red triangle in the upper-right corner of the cell. To display the comment associated with the cell. 4. Select cell E9 You will add a comment to explain Simmonds low sales total. 6-2

3 Ashbury Training Lesson 6: Using protection and display options Tip: Point out that students can use the shortcut S + 2 to create comments. 5. From the shortcut menu for cell E9, choose _Insert_Comment _ To display a comment box containing your user name and an insertion point. 6. Replace User1 with The Boss Type Simmonds sales have suffered since the loss of his beloved car in the text box area. 7. Click outside the comment box To deselect it. A comment indicator now appears in cell E9. 8. Point to cell E9 To display the comment box. 9. Save the workbook as My Display Controlling the display of comment indicators If you do not want to display the comment indicators, you can hide them. When you hide the comment indicators, you change the setting for the program, not for the specific workbook. You have the following choices when displaying comment information: None, which does not display a comment indicator, or enable you to view comments. Comment Indicator Only, which displays a small red triangle in the upperright corner of the cell when there is a comment. Comments are displayed only when you position the mouse pointer over the cell to which the comment is attached. Comment & Indicator, which displays a small red triangle in the upperright corner of the cell when there is a comment, and also displays a text box containing the comment. 6-3

4 Excel 2000: Advanced Ashbury Training Task A-2: Controlling the display of comment indicators Point out that removing indicators does not remove the comments themselves. 1. Choose _Tools Options_ Select the View tab and observe the Comments section 2. In the Comments section, select None Click on OK 3. Point to and observe cells E6 and E9 4. Turn on the display of Comment & Indicator To display the Options dialog box. There are three options. To not show comment indicators. This change applies to the program, not just this workbook. To make the change and close the dialog box. Comments and indicators no longer appear in the workbook. Use the View tab of the Options dialog box. 5. Observe the workbook Displaying comments all the time can result in a very cluttered-looking workbook. It can also obscure other data. Practice Task Turn on the display of Comment Indicator Only. Deleting a comment To delete a comment from a cell, right-click on the cell and choose Delete Comment from the shortcut menu. Task A-3: Deleting comments Before you begin: Complete the Practice Task at the end of Task A-2. & The company does not consider personal problems an excuse for poor performance, so you will delete the comment associated with Simmonds sales 1. Select cell E9 You will delete the comment associated with this cell. 2. From the shortcut menu for cell E9, choose _Delete_Comment_ Tip: Point out that students also can use the Edit, Clear, Comments command. 3. Save the workbook To delete the comment. 6-4

5 Ashbury Training Lesson 6: Using protection and display options b Protecting workbooks After you complete a worksheet, you can protect the entire worksheet, or specific cells within the worksheet, so that the worksheet or cell contents cannot be changed. For example, you might want to protect cells that contain formulas. When someone tries to enter data into a protected cell, a message is immediately displayed, and the data cannot be entered. Protecting workbook windows and structure You can also control the ability to change the structure of a workbook and the way it is displayed. (For information on protecting workbooks, see "Protecting and Unprotecting Workbook Windows," and "Protecting and Unprotecting Workbook Structure," in Excel's online Help system.) Task B-1: Experimenting with an unprotected workbook 1. Select and observe cell F6 This cell contains a fairly complicated formula that calculates commissions. 2. In cell F6, type 20 Press C + R & It is fairly easy to inadvertently replace a formula with a value. To avoid having this happen to your painstakinglycrafted formulas, you can choose to lock cells and protect the workbook. 3. Observe cell F6 once again The value has replaced the formula. 4. Undo the last entry 5. Choose _Format Cells _ To display the Format Cells dialog box. 6. Select the Protection tab Protecting workbooks Use this overhead to explain the concepts of cell locking and workbook protection. 7. Click on OK To close the dialog box. By default, all cells are locked. Until you enable protection, however, the locks have no effect. Unlocking cell ranges in a worksheet Protecting a cell or range of cells involves two processes: locking and protecting. By default, all cells are locked. Therefore, you must unlock the cells that you do not want protected (for data entry, for instance). After you have unlocked selected cells, you can enable sheet protection. A cell is not fully protected until you enable sheet protection; before sheet protection is enabled, you can still change the contents of a cell, regardless of whether it is locked or unlocked. 6-5

6 Excel 2000: Advanced Ashbury Training % Safeguarding your worksheet is like placing a lock on the door and then locking it. You can place locks on all doors or just some of them. Any door with a lock can be locked to prevent anyone from opening the door. If the lock is not engaged, it will not stop anyone from entering. Protecting a worksheet works similarly. Task B-2: Unlocking selected cells q Objective: To unlock cells that contain values so that after protecting the workbook, users will still be able to enter data where they should be able to. 1. Choose _Edit Go_To _ Click on Special To display the Go To dialog box. To display the Go To Special dialog box. This feature is very useful for selecting cells that have some common attribute such as comments or blanks. 2. Select Constants Click on OK You will unlock all the cells that do not contain formulas. After protection, you will still be able to edit these cells. 3. Display the Format Cells dialog box Select the Protection tab, if necessary 4. Uncheck Locked Click on OK To remove the locks from the cells containing constants. 5. Click on any cell To deselect the selected cells. 6-6

7 Ashbury Training Lesson 6: Using protection and display options Protecting a worksheet You can protect a worksheet to prevent other users from changing the contents. When you enable worksheet protection, you can decide what elements of the worksheet you want to protect. You control this option in the Protect Sheet dialog box by activating any of the following three check boxes: Contents: prevents changes to the contents of cells in a worksheet. Objects: prevents others from deleting, moving, editing, or resizing graphic objects in the worksheet. Scenarios: prevents changes to scenarios in a worksheet. Warning: If you set a password, then using that password is the only way to remove protection from the sheet. Passwords are case-sensitive. If you forget the password, you will not be able to remove protection from the workbook. When worksheet protection is enabled, many of the menu choices will be unavailable and, therefore, dimmed. Removing sheet protection To remove sheet protection, choose Tools, Protection, Unprotect Sheet. Task B-3: Enabling and disabling protection M Advise students that using a password can be dangerous. If you assign a password and later forget what it was, or exactly how it was entered, you will not be able to remove worksheet protection. 1. Choose _Tools Protection Protect_Sheet _ Click on OK 2. Attempt to enter a value in cell F6 To display the Protect Sheet dialog box. You can set a password if you like, but it is not necessary. To turn on protection for the worksheet. Tip: Note that students can choose to protect only the active sheet or the entire workbook. Excel displays a message box telling you that the cell is protected. 3. Click on OK To close the message box. 4. Change the commission rate in cell J3 to 20% Because you unlocked the cells containing constants, you can still edit this cell. 6-7

8 Excel 2000: Advanced Ashbury Training 5. Observe the Insert menu Because the worksheet is protected, you cannot insert rows or columns. 6. Choose _Tools Protection Unprotect_Sheet _ To disable worksheet protection. 7. Save and close the workbook 6-8

9 Ashbury Training Lesson 6: Using protection and display options c Using custom views By using custom views, you can create a preserved set of worksheet display and print options, or views. You can create views, show the various views on screen, or delete views that you no longer need. You can create views when you want to hide several columns or rows by using outlining or the Format, Row, Hide command. You can also create views to set specific print settings and then preserve those settings for either viewing or printing at a later time. Creating views eliminates having to save the settings as a workbook file. Deleting a view To delete a view, select it from the Custom Views dialog box and click on Delete. Click on OK and close the Custom Views dialog box. Task C-1: Creating views Tell students that when a worksheet contains a great deal of data, it can be useful to save views that show only certain subsets of that data. Tip: Point out that students also can include print settings in a custom view. 1. Open Views This workbook contains sales information for fruits and vegetables. There is quite a bit of data. 2. Choose _View Custom_Views _ Click on Add 3. In the Name box, type Original To display the Custom Views dialog box. To display the Add View dialog box. Click on OK 4. Select rows 7 through 12 From the shortcut menu for the selected rows, select _Hide_ 5. Display the Custom Views dialog box To name a view that shows all the data. You will hide the vegetable sales. To hide the selected rows. (Choose View, Custom Views.) Click on Add Type Fruit Click on OK To create a view showing only fruit sales. 6. Save the workbook as My Views 6-9

10 Excel 2000: Advanced Ashbury Training Showing views After you have created the desired views, you can display them on your screen one at a time by using the Show button in the Custom Views dialog box. Task C-2: Showing views 1. Display the Custom Views dialog box There are now two views in the Views list. 2. Select Original Click on Show To show the original view of the worksheet. Practice Task 1. Create a view named Vegetables that shows only Vegetable sales. Rows 2 through 6 and row 12 should be hidden in this view. 2. Use the Custom Views dialog box to switch among the three views. 3. Show the Original view. 4. Save the workbook. Creating a view by using outlining You can use the outlining feature when creating views. The keyboard shortcut Ctrl + 8 can be used to toggle the outlining symbols on and off. If you hide the outlining symbols, you will need to use the options available with the Data, Group And Outline command to do any further outlining of your worksheet. Note: When you print a view created with the outlining feature, the outlining symbols do not print. 6-10

11 Ashbury Training Lesson 6: Using protection and display options Task C-3: Using outlining to create a view 1. Choose _Data Group_And_Outline Auto_Outline_ To automatically create an outline structure for the worksheet. For this to work properly, formulas must all point in the same direction. 2. Click on the column-level symbol 2 To view only quarterly and annual sales data. 3. Click on the row-level symbol 2 To hide the individual fruit and vegetable detail. 4. Display the Custom Views dialog box Click on Add Type Quarter Totals Click on OK To name this view of the sheet. 5. Save and close the workbook 6-11

12 Excel 2000: Advanced Ashbury Training ( Practice Unit for Lesson 6 In this activity, you will create several views by using the View, Custom Views command. To check your work, you can refer to Figures 6-1 and Open the file Practice - View. 2. Create a view, called Q1budget, that has column G (Quarter Average) hidden. 3. Use the outlining feature to create a second view, called Q1total. This view should show only the expense items in column B and the quarter totals in column F. 4. Clear the outline, and show column G. (Hint: Choose Data, Group And Outline, Clear Outline.) 5. Show both views (one at a time). 6. Save the file as My Practice - View 7. Close the file. Figure 6-1: The view Q1budget. 6-12

13 Ashbury Training Lesson 6: Using protection and display options Figure 6-2: The view Q1total. 6-13

14 Excel 2000: Advanced ) Wrap-up for 6 How might you use the protect, hide, and view options at your workplace? Answers might include: to control what information is displayed on a worksheet. a List some of the ways that you can use comments in your worksheets. Answers might include: to document a complicated formula, or to explain an unusually high or low number to others who will use the worksheet. b By default, is worksheet protection on or off? Worksheet protection is off. By default, are all cells locked or unlocked? Cells are locked. c Why might you create a custom view? To create a different view of your data (for example, to hide detail information so you can print a summary report). 6-14