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In Excel for Mac 2011 Essential Training, author Curt Frye gives a comprehensive overview of Excel, the full-featured spreadsheet software from Microsoft. The course covers key skills such as manipulating workbook and cell data, using functions, automating actions, printing worksheets, and collaborating with others. Exercise files accompany the course.
When you create a workbook, you might not want everyone to be able to open it. If that's the case, you can require anyone to enter a password to open the workbook and, if desired, a separate password to modify the workbook. You need to be sure to remember your password, though. If you forget the password, there is no way to open the workbook without it, and your data will be lost. To set a password for a workbook, you go to the Review tab, and then in the Protection group, click the Passwords button.
And then in the File Passwords dialog, I can set a password to open and a password to modify. It's always a good idea to make these two separate passwords. So, for the Password to open, I will set it to 1234 and the Password to modify 5678. If you click the Read-only recommended check box, when a user tries to open the file Excel will recommend that they open it read-only. In this case, I'm not going to worry about it because I figure that anyone who wants to modify it will be able to modify it. So, I'll click OK. Now, I need to confirm my passwords.
First, I am going to confirm the password to open the workbook, and that was 1234, and I can click OK. Now, I'm going to reenter the password to modify, and that was 5678. Okay, and there we are. Now, I am going to close my workbook by pressing Command+W. Do I want to save the changes? Yes I do, and the file closes. Now, I'll go back to File and Open, and in this dialog, I will click Protect and click Open.
When I do, the password dialog box appears, and I can type in the password to open the file, and that's 1234. Okay. Now, if I want to be able to modify it, I need to enter the password, which is 5678, or if I'm okay opening it and only being able to read the contents, then I could click the Read Only button. But in this case, I want to open it and be able to modify it, so, I will type 5678, Return, and the file is now open.
You can do the same thing to protect individual sheets on your workbook. So, for example, on the Review tab you see that you can set passwords for the workbook or for individual sheets. You use the same techniques that I showed you for setting passwords to open and modify the workbook. Password-protecting a workbook keeps your data secure. If you work in a company, be sure to check with your IT department to see what their policies are regarding passwords. You might need to register the password with them or perhaps let them give you a password for your file.
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