Lesson 16: Collaborating in Excel. Return to the Excel 2007 web page

Transcription

1 Lesson 16: Collaborating in Excel Return to the Excel 2007 web page

2 Working with Project Folders Create folders to store your files for a project in an organized manner Main folder in (Win XP) My Computer or (Win Vista) Computer window Subfolders Files in the main folder 2

3 Creating a Folder from within Excel Open command Save command Create New Folder Dialog box for naming the new folder 3

4 Renaming Folders Rename command Click the folder name twice Type over the existing name, which is selected 4

5 Organizing Excel Workbooks in Folders Copy and Paste Cut and Paste Use the (Ctrl) or (Shift) key to select multiple files 5

6 Viewing Comments Text note embedded in a workbook cell Doesn t clutter normal workbook view Small red triangle at the upper-right corner of cell indicates comment To view a comment, place the cell pointer over any cell with a red triangle in the upper-right corner. 6

7 When to Use a Comment Document a formula or value in cell Record a question about data to answer later Ask a question of an online collaborator Comment author Comment 7

8 Navigating through Comments Comments group on the Review tab Context menu 8

9 Adding to a Comment Set your username in the Excel Options window Comments are identified by username Grace s response to Terry s question 9

10 Resizing and Positioning Comments Resize comment box to display all comment text Move comments so underlying data is not covered Drag a resizing handle to change height and width Point at comment box border and drag to move the box 10

11 Sharing Workbooks Methods 1. Send one copy to first team member to make changes Route same file to next user 2. Place one copy on a network server for all users to access 3. Give each user her own copy in which to make changes Merge all edited copies into one file Basic Procedure for All Methods Set the workbook as shared Track changes made by users Review the changes One team member is usually responsible for viewing all users changes. 11

12 Method 1: Track Changes to a Routed Workbook Turn on Track Changes Highlight edits made by others Review, accept, or reject edits Comment boxes show descriptions of changes and who made them Turning on Track Changes automatically sets the workbook for sharing. 12

13 Reviewing Tracked Changes Accept or reject each change 13

14 Reviewing the Change History The History worksheet disappears after the worksheet is saved, but you can re-create it. Refer to the change history to see the new and old value of any change 14

15 Method 2: Share Workbooks on a Network Give users simultaneous access to a workbook By default, the second user who changes a cell is alerted to review both changes and to choose one 15

16 Sharing Workbooks on a Network Set up track changes Set changes to display as comment boxes on the worksheet 16

17 Sharing Workbooks on a Network Resolve conflicts when two users change the same cell Display the change history to review all changes The file owner may override any changes 17

18 Sharing Workbooks Some Excel features are disabled in shared workbooks Examples: Merge cells, protect/unprotect worksheets or workbooks, group or outline data And others 18

19 Sharing Workbooks Switch off sharing Clear this box to turn off sharing Make sure all users on a network have saved and closed their workbooks, or their changes will be lost! 19

20 Method 3: Merge Multiple Workbooks Combine copies of a workbooks that have been edited by others Data is merged into the current workbook Merged data replaces original data Accept or reject changes View the change history as necessary 20 The Compare and Merge Workbooks command does not appear on the Ribbon. Install it on the Quick Access toolbar.

21 Merging Multiple Workbooks Password protection for shared workbooks Prevent users from switching off Track Changes from individual copies of a shared workbook Choose a password When you activate password protection, the workbook is automatically shared and Track Changes is automatically switched on. 21

22 ing a Workbook attachment Via Ribbon In the body Via Quick Access toolbar 22

23 Lesson 16: Collaborating in Excel Return to the Excel 2007 web page