Analyzing and Presenting Business Data

Objectives
In this session, you will learn to:
Protect information
Allow simultaneous information access

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Protecting Information

Authorized
Create Users
s

Joseph
CA
Mellon Tax Calculator
Inc. in
Excel Unauthorized
Users

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Protecting Information (Contd.)

Let us view an animation, which explains protecting information.

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Providing Password Protection to a File

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Providing Password Protection to a File (Contd.)

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Providing Password Protection to a File (Contd.)

To unlock the workbook, you need the same password, which you enter at the
time of locking the workbook.
When you open a protected workbook, the Password dialog box is displayed,
as shown in the following figure.

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Task 5.1: Protecting a Workbook with a Password

Let us now see how to

protect a workbook with a
password.

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Providing Password Protection to a File (Contd.)

The protect worksheet feature allows the user to view the worksheet but
prevents the worksheet from unauthorized change or delete.
This feature locks your worksheet with a password and makes it read only.
To provide the password, you need to use the Protect Sheet dialog box, as
shown in the following figure.

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Providing Password Protection to a File (Contd.)

To disable the protection from the protected worksheet, you need to use the
Unprotect Sheet dialog box, as shown in the following figure.

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Analyzing and Presenting Business Data

Just a Minute
Which one of the following features allows the users only to view data without
changing it?
Protect workbook
Protect worksheet
Restrict workbook
Restrict worksheet

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Just a Minute (Contd.)

Solution:
Protect worksheet

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Providing Password Protection to Selective Data

Scenario:
Modifies
with
Modifies
passwor
d

Loan User
Officer
No one can
modify

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Providing Password Protection to Selective Data (Contd.)

Selective data can be protected by the following ways:
Using the Allow Users to Edit Ranges dialog box
Using the Format Cells dialog box
You need to use the Allow Users to Edit Ranges dialog box to allow users to
edit specific range of data, as shown in the following figure.

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Providing Password Protection to Selective Data (Contd.)

The password or the range of protected cells can be modified by using the
Modify Range dialog box, as shown in the following figure.

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Providing Password Protection to Selective Data (Contd.)

For modifying the password, you need to use the Change Range Password
dialog box, as shown in the following figure.

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Providing Password Protection to Selective Data (Contd.)

To allow user to modify specific cell, you need to use the Format Cells dialog
box, as shown in the following figure.

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Analyzing and Presenting Business Data

Demo: Protecting Information

Problem Statement:
Consider the scenario of Techno Tronics Inc., which deals in IT solutions and
services across North America. Sam, the Project Manager needs to track the time
spent by his team on various projects. For this, Sam asks the developers to send
him a mail at the end of week mentioning the total time spent on each tasks of the
project. However, collecting the information from all the mails is a tedious task as the
developers send this data in different formats. Therefore, Sam has created a
workbook which has a uniform structure for all developers. Sam has now circulated
this sheet to his team. Each team member needs to fill his name, actual time spent,
and remarks against each activity. In addition, you need to ensure that the
developers cannot modify any other columns, while the Team Leader can modify the
Planned Work Hours column using the password.
You need to help Sam to accomplish the preceding task.

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Demo: Protecting Information (Contd.)

Solution:
To solve the preceding problem, you need to perform the following tasks:
1. Prepare the worksheet for restricted access.
2. Protect the worksheet.

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Analyzing and Presenting Business Data

Allowing Simultaneous Information Access

Excel enables the users to compare and merge multiple workbooks into a
single workbook to consolidate data.
In addition, it provides the functionality of digital signature to sign an Excel
workbook digitally for authenticity.

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Analyzing and Presenting Business Data

Sharing Data
The share workbook feature of Excel enables various users to work in a single
workbook simultaneously.
The workbook can be shared through the Share Workbook dialog box, as
shown in the following figure.

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Task 5.2: Sharing the Workbook

Let us now see how to

share the workbook.

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Just a Minute
The share workbook feature allows multiple users to work on a __________
workbook.

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Just a Minute (Contd.)

Solution:
single

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Tracking Changes
The track changes feature of Excel allows users to view modifications made to
a workbook.
It also allows other users to review and accept the changes.
To turn on the track changes feature and highlight the changes in a workbook,
you need to use the Highlight Changes dialog box, as shown in the following
figure.

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Tracking Changes (Contd.)

To accept or reject changes, you need to use the Select Changes to Accept or
Reject dialog box, as shown in the following figure.

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Just a Minute
Which of the following criterion/criteria help(s) users to highlight the changes
made to a workbook? (Choose all that apply.)
When
Why
Where
Which
Who

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Just a Minute (Contd.)

Solution:
When
Where
Who

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Task 5.3: Enabling Track Changes

Let us now see how to

enable track changes.

BookDetails

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Comparing and Merging Data

This feature helps to merge multiple copies of a workbook into a single
workbook.
To merge the workbooks, the Select Files to Merge Into Current Workbook
dialog box can be used, as shown in the following figure.

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Just a Minute
State whether the following statement is True or False:
The Compare and Merge Workbooks button does not appear by default in Ribbon.
True
False

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Just a Minute (Contd.)

Solution:
True

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Demo: Allowing Simultaneous Information Access

Problem Statement:
Consider the scenario of Bookworm Library, which is the oldest library in Dallas. The
library has four branches spread across the city. Each branch has got various
members. Initially, the member could avail the services only in their local branch.
Now, the library management has decided to provide the global services to their
members so that a member can avail the services from any branch. To implement
this service, the management has decided to share the member details with all the
branches. For this, they have asked Bratt, the Data Entry Operator, to distribute the
workbook containing the structure of details, such as MemberID, Name, and
Address, in different worksheets for different branch through mail. However, before
distributing the workbook, he needs to create multiple copies of this workbook with
different file names. Now, respective librarians will fill the member details and send it
back to Bratt. Bratt needs to consolidate the details of the members in a single
workbook.
You need to help Bratt to accomplish the preceding task.

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Demo: Allowing Simultaneous Information Access (Contd.)

To solve the preceding problem, you need to perform the following tasks:
Enable the sharing feature.
Create multiple copies of the workbook.
Enter the details in all the copies.
Add the Compare and Merge Workbooks command to Quick Access Toolbar.
Merge all the copies into the master copy.

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Summary
In this session, you learned that:
There are mainly two ways to prevent changes to an Excel file:
Protecting Workbook
Protecting Worksheet
The protect workbook feature helps to prevent an unauthorized user from opening
the workbook.
The protect worksheet feature allows the user to view the worksheet but prevents
the worksheet from unauthorized change or delete.
Protecting the range of cells can be done by any of the following two ways:
Using the Allow Users to Edit Ranges dialog box
Using the Format Cells dialog box
The share workbook feature of Excel enables various users to work in a single
workbook simultaneously.

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Summary (Contd.)
The track changes feature of Excel allows users to view modifications made to a
workbook.
Track changes feature works with the shared workbooks only.
The Protect and Share Workbook option enables you to protect a workbook with a
password and share the same.
The Protect and Share Workbook option restricts others from turning Track Changes
off.
The Compare and Merge Workbooks feature helps to merge multiple copies of a
workbook into a single workbook.

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