Page 490 - Excel 2013 All-in-One For Dummies

472 Workbook Sharing 101
✦ Assigning passwords for protecting individual worksheets or the entire workbook (although all protection and passwords defined prior to shar- ing the workbook remain in effect — see Book IV, Chapter 1 for details on protecting worksheets)
✦ Grouping or outlining data in a worksheet (see Book II, Chapter 4 for details)
✦ Inserting automatic subtotals in a worksheet (see Book VI, Chapter 1 for details)
✦ Creating data tables or pivot tables in a worksheet (see Book VII, Chapters 1 and 2 for details)
✦ Creating, revising, or assigning macros (although you can run macros that were created in the worksheet before it was shared, provided that they don’t perform any operations that aren’t supported by a shared workbook — see Book VIII, Chapter 1 for details)
Turning on file sharing
The first way to share a workbook is by turning on file sharing as follows:
1. Open the workbook to be shared and then make any last-minute edits to the file, especially those that are not supported in a shared workbook.
Keep in mind when making these last-minute changes that when you share a workbook, some of Excel’s editing features become unavailable to you and any others working in the file. (Refer to the list in the previous section for exactly which features are unavailable.)
Before turning on file sharing, you may want to save the workbook in a special folder on a network drive to which everyone who is to edit the file has access.
2. Choose File➪Save As or press Alt+FA and then select your SkyDrive or the network drive on the Save As screen followed by the folder in the Save As dialog box in which you want to the make the change tracking version of this file available before you click the Save button.
3. Click the Share Workbook command button on the Review tab of the Ribbon or press Alt+RW.
Excel opens a Share Workbook dialog box (similar to the one shown
in Figure 3-5). This dialog box contains two tabs: an Editing tab that enables you to turn on file sharing for all the users who have the file open, and an Advanced tab, where you control how the amount of time that changes is tracked and how updates are handled.