Electronic Spreadsheet (Advanced) Class – X

Part – 4

Short Notes

  • Setting Up A Spreadsheet For Sharing

At any time, you can set up a spreadsheet for sharing with others. With the spreadsheet document open, choose Tools > Share Document to activate the collaboration features for this worksheet. A dialog opens where you can choose to enable or disable sharing. 

sharing a spreadsheet

To enable sharing:

  • Select the box at the top of the dialog, and then click OK.
  •  A message appears stating that you must save the worksheet to activate shared mode. 
  • Click Yes to continue. 
  • The word (shared) is then shown on the title bar after the worksheet’s title.

 

  • Opening a shared Spreadsheet

When you open a spreadsheet that is in shared mode, you see a message that the worksheet is in shared mode and that some features are not available in this mode. You can choose to disable this message for the future. After clicking OK, the worksheet is opened in shared mode.

  • Disabling a shared Spreadsheet

You can turn off sharing by following these steps:

  1.  Display the Review tab of the ribbon.
  2.  Click the Share Workbook tool, in the Changes group.
  3.  Excel displays the Share Workbook dialog box.
  4. Clear the Allow Changes check box.
  5. Click on OK.
  • Record Changes

Calc has the feature to track what data was changed when the change was made, who made the change and in which cell the change has occurred.

Calc gives you tremendous control over what changes you see when reviewing a worksheet. To change the available filters, select Edit > Changes > Show. The following dialog opens

record changes

  • Merging Worksheets

Sometimes, multiple reviewers return edited versions of a worksheet at the same time. In this case, it may be quicker to review all of these changes at once, rather than one review at a time. For this purpose, Calc provides the feature of merging worksheets. 

To merge worksheets, all of the edited worksheets need to have recorded changes in them. 

  1. Open the original worksheet. 
  2. Select Edit > Changes > Merge Document.
  3. A file selection dialog opens. 
  4. Select a file you want to merge and click OK
  • Comparing Documents

When sharing worksheets reviewers may forget to record the changes they make. This is not a problem with Calc because Calc can find the changes by comparing worksheets. In order to compare worksheets you need to have the original worksheet and the one that is edited. 

To compare them: 

  1. Open the edited worksheet that you want to compare with the original worksheet.
  2. Select Edit > Compare Document. 
  3. An open worksheet dialog appears. Select the original worksheet and click Insert.

 

Video Tutorial

Questions and Answers

  1. What is the purpose of sharing a worksheet?

Ans. In most office settings, there is a shared drive where teams can store common files for everyone to use. Spreadsheet software allows the user to share the workbook and place it in the network location where several users can access it simultaneously.

2. Which steps will you follow to share the spreadsheet?

Ans.  Click on the Share workbook option under the Changes group in the Review tab.

• A dialog box appears

• Check the option Allow changes by more than one user at the same time. This also allows workbook merging.

• Click OK

3.  What is the purpose of Record changes?

Ans.  Calc has the feature to track what data was changed when the change was made, who made the change, and in which cell the change has occurred.

4. How can you view changes in the Record?

Ans.  Calc gives you tremendous control over what changes you see when reviewing a worksheet. To change the available filters, select Edit > Changes > Show.

5.  What is the purpose of merging worksheets?

Ans.  Sometimes, multiple reviewers return edited versions of a worksheet at the same time. In this case, it may be quicker to review all of these changes at once, rather than one review at a time. For this purpose, Calc provides the feature of merging worksheets.

6. Write the steps to compare the worksheet.

Ans. Steps :

1) Open the edited worksheet that you want to compare with the original worksheet.

2) Select Edit > Compare Document.

3) An open worksheet dialog appears. Select the original worksheet and click Insert.

7. What is the purpose of adding comments ?

Ans.  Calc provides another type of comment (formerly called “notes”), which authors and reviewers often use to exchange ideas, ask for suggestions, or brainstorm in the document.

8. How can we add comments to the changes made?

Ans.  To add a comment to a change:

1) Make the change to the spreadsheet.

2) Select the cell with the change.

3) Choose Edit > Changes > Comments. The dialog shown below appears. The automatically-added comment provided by Calc appears in the title bar of this dialog and cannot be edited.

4) Type your own comment and click OK.

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