Microsoft® Excel 2013 Advanced: MOS Certification (Exam 77-428)

Lesson 1: Manage and Share Workbooks

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Objectives

● Modify workbooks templates

After completing
this course, you will ● Merge multiple workbooks
be able to: ● Manage versions of a workbook and Remove workbook metadata
● Copy styles between templates
● Copy macros between workbooks
● External data connections ( Excel Data Model, Edit formula links)
● Protecting workbooks for sharing and worksheet structure
● Setting tracking options and Limiting editors
● Opening workspaces
● Restrict editing , Encrypting workbooks with a password and Mark
workbook as final
● Control Calculations options

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Modify Workbook Templates

● Templates contains predefine

design and setup to make our
work easier.
● Many templates are available
in Microsoft Office Online
Store.
● We can modify templates
based on our requirements.

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Business Scenario

John’s manager has assigned him a task to create budget workbook quickly.
To do this John searched in Microsoft Office Online Store for any budget
templates which suitable his manager needs and he found one. After he
created budget workbook using the template and changed company and
dates quickly. Using this feature John saved lot of time.

Demo

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Merge Multiple Workbooks

You can only merge a shared workbook with copies of that workbook that were made from the shared
workbook.

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TIP: When you merge workbooks, be sure that multiple reviewers are not editing the same cells.
3

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Business Scenario

John is working on a file and he need inputs from multiple users and the
workbook format is same except data. All the users who worked on the
workbook done the changes, after John used compared and merge
workbooks option to combine all the data changes done by other users
into the master workbook.

Demo

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Manage Versions of a Workbook

This is the best feature in Excel 2013 for you to restore a previous version of a workbook and helpful
to recover unsaved workbooks in the current session.

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Remove Workbook Metadata

This feature is useful to remove unwanted workbook metadata to make the workbook compatible with
earlier versions.
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Copy Styles between Tables

you can create own styles, and you can copy your custom styles between templates or other workbooks.

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1

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Business Scenario

John is working on a file and he need to use cell styles which was using
across the organization from master workbook. To do this John opened
master workbook which it was contain cell style and copied from master
workbook cell style to current workbook which he is working.

Demo

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Copy Macros between Workbooks

● Macros contain set of instructions to make your work

easy.

● You can copy macros from one workbook to another

workbook from VBA Editor.

TIP: To copy macros from one workbook to another workbook you need to enable Developer tab.

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Business Scenario

John is working on a file and he need to use macros available in another

workbook. To do this John opened the workbook which it was contain
macros and copied to current workbook which he is working. Now he can
use the macros in the current workbook.

Demo

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External Data Connections (Excel Data Model, Edit Formula Links)

Add to Data Model allows you to work with multiple tables within the same workbook to analyze data
more efficiently.

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Business Scenario

John is working on a file and he need to analyze data from multiple

worksheets with the help of PivotChart. To do this John used PowerPivot
data model concept and added required data tables to data model and
created PivotChart easily.

Demo

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Protect Workbooks for Sharing

Protect shared workbook to track all the changes of a shared workbook with an option to set
password.

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Business Scenario

John is working on a shared file with multiple users, and he would like to
protect the workbook to prevent any unwanted changes from the users. To
do this John changed workbook mode shared and he applied password to
the shared workbook. Without the password users cannot change data.

Demo

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Protect Worksheet Structure
Using this option you can allow the user to edit or delete cell contents by protecting worksheet
structure such as other users cannot add, delete, and resize windows.

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Business Scenario

John is working on a file and he needs to share workbook with multiple

users for only data modifications without changing or adding worksheets.
To do this John protected worksheet structure with the password and
shared with multiple users. Now users can change data without the
password but if they want to add or delete any worksheets they need
password.

Demo

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Set Tracking Options

• Tracking changes feature is applicable only if the

workbook is in shared mode.

• When you turn on change tracking, the change

history is kept for 30 days to keep the size of the
workbook manageable.

• When you turn off change tracking or stop sharing

the workbook, all change history is permanently
deleted.

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Business Scenario

John’s manager asked him to change default tracking history from 30 days
to 60 days and data refresh for every 15 minutes. To do this John opened
shared workbook and modified tracking option based on his manager
need.

Demo

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Restrict Editing and Limiting Editors
1 Excel also provides a feature called allow users to
edit ranges, and by using this you can restrict cells
or ranges data.

2
3

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Business Scenario

John is working on a file and he needs to share workbook with multiple

users for updating data in specific cells or range. To do this John used
restrict editing option and added cell range which the users can change
data without any password and other data in the worksheet was restricted.

Demo

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Encrypt Workbooks with a Password
Protect workbooks in two ways:
1
● Protect entire workbook with password and the user
can only see data.
2
● Protect workbook with password and allow users to
edit specific cells or ranges

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Business Scenario

John’s manager asked him, I am working on a workbook which is highly

confidential and how to protect? John given idea to his manager use the
encrypt workbook with password option which is available from File menu.
John’s manger applied the idea given by John and now the workbook is
safe and secure, and if anyone wants to see data they need password to
open the confidential workbook.

Demo

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Mark Workbooks as Final
Protect workbooks in two ways:
1
● Protect entire workbook with password and the user
can only see data.
2
● Protect workbook with password and allow users to
edit specific cells or ranges
3

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Business Scenario

John is working on a file which he got data from multiple users, completed
with all the changes and he need to inform to all the users about the file
completion. To do this he used mark workbook as final option from the file
menu. Now if anyone opens the final workbook they will see a message
stating that this the final workbook.

Demo

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Control Calculations Options
There are 3 Calculations options:
1
● Automatic – Formulas results will update
automatically if any data changes.

● Automatic Except for Data Tables – Formulas

results will update automatically except
manual calculation for data tables
2
● Manual – Formulas results will update when
you click on Calculate Now or Calculate Sheet

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Business Scenario

John’s manager is working on a file, whenever he changes data in the

worksheet formulas are not updating automatically. He asked John what is
the issue? Now John checked the formula calculations options from the
formulas tab and it was set as manual. He informed to his manager change
formula calculations options from manual to automatic.

Demo

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Quiz

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QUIZ
Which option will use to remove workbook metadata?

a. Inspect Document
b. Check Accessibility
c. Check Compatibility
d. None of the Above

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 QUIZ
Which option will use to remove workbook metadata?

a. Inspect Document
b. Check Accessibility
c. Check Compatibility
d. None of the Above

Answer: a.
Explanation: By using Inspect Document we can remove workbook metadata.

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QUIZ
Choose correct option for Excel Data Model?
2

a. Analyzing Multiple Tables

b. Relational database functionality
c. Create PivotTable with multiple tables
d. All of the Above

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 QUIZ
Choose correct option for Excel Data Model?
2

a. Analyzing Multiple Tables

b. Relational database functionality
c. Create PivotTable with multiple tables
d. All of the Above

Answer: d.
Explanation: Using Excel data model you can analyze multiple tables, and with relational
database functionality you can create PivotTable with multiple tables.

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QUIZ
Which option you need to select to protect workbook structure?
3

a. Protect Sheet
b. Encrypt workbooks with a password
c. Protect Workbook
d. Mark as Final

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 QUIZ
Which option you need to select to protect workbook structure?
3

a. Protect Sheet
b. Encrypt workbooks with a password
c. Protect Workbook
d. Mark as Final

Answer: c.
Explanation: you can protect workbook structure by using Protect Workbook option.

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QUIZ
By default, which option is set in calculations option in Excel 2013?
4

a. Manual
b. Automatic
c. Automatic Except for Data Tables
d. None of the Above

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 QUIZ
By default, which option is set in calculations option in Excel 2013?
4

a. Manual
b. Automatic
c. Automatic Except for Data Tables
d. None of the Above

Answer: b.
Explanation: By default, calculations options set to be Automatic in Excel 2013.

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Summary
● Modifying workbook templates, merging multiple workbooks
Here is a quick
recap of what we ● Managing versions of a workbook
have learned in this ● Removing workbook metadata
lesson
● Copying styles between templates and macros between workbooks
● Excel data model and editing formula links
● Protecting workbooks and worksheet structure for sharing
● Modifying tracking options and restrict editing of a workbook
● Encrypting workbooks with a password and mark as final
● Controlling calculating options

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Thank You

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Copyright 2014, Simplilearn, All rights reserved