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Assigning passwords to workbooks

From: Excel 2013 Essential Training

Video: Assigning passwords to workbooks

If you have multiple users of this workbook, you might want to think out a couple of schemes regarding who can access the workbook, in other words who can open it and also who can make changes to it. When you save a workbook you have options. For example, if we click the File tab in the Ribbon and choose Save As and recognize I am using Windows 8 you might not be but no matter what your using here, if you go to the appropriate location where you're about to save the current file, you're likely to see a dialog box and although perhaps a little different than this, it probably has the general characteristics. The term we're looking for here is going to be Tools, often in the lower right-hand corner and then General Options. You'll see a Password to open, Password to modify. The more you think about these possibilities you might realize that there are actually three possible scenarios, one of them might be the following. You've got an organization of say ten or fifteen people, eight or ten of these people might be allowed to open this file. You've decided to allow those people to open the file and so you provide a password for opening, provide a password. For all those people that can open it, they can all modify, so we don't have a password to modify maybe. So one option here is simply to provide a password to open this file, and only some people know that, we'll put it in again. And when we save our file that password is in effect, we're replacing it and it's open right now, so I'll close it, I'll just use Ctrl+W, that's a fast way. And the next time I want to open this, I can got to the File tab in the Ribbon and since it's a recently used file I'll just go to the bottom of the screen, down the left-hand side, choose Security&Sharing and there it is, it asked me for the password, okay. And now what can we do? We can make changes to it; we can do whatever we want. In other words, if you've got the password to open the file you can make changes to it, you've got free reign. Now, let's imagine we change our minds, a little more security conscious here. Now these eight or ten people that can open this file, only some of them are allowed to make changes, we've decided that. So let's go back to the File tab in the Ribbon, Save As, same location as before, this time the Tools button, General Options, we're going to provide a password to modify. Now in this scenario there is a password to open the file and let's say eight or ten people have that, but password to modify, only four people have this or three or whatever is necessary. So we click OK and we put in the Password again of course, and okay. And let's save this, already exists, we'll close it, once again Ctrl+W is a fast way to do that. At a later time we open it, I'll click File, it's down the left-hand side; there it is, Security&Sharing. There is our password to open because we didn't take it off, we put it in and we also get this prompt. This is reserved by me, Enter password for right access or Open read-only. So I might be another user here who hasn't been given the password, but I can still open this but in read-only format. If I am the person who's been given the password and I'm about to make some changes maybe, I'll put in the password and click OK, so that's a second scenario. A third scenario would be as follows. You allow anybody to open it, but only some can make changes to it. So in that scenario we do not provide a Password to open, but we do provide one to modify. So in thinking these out, you might want to sketch this out on a white board or a large sheet of paper or whatever and make sense to think these things out. Let's go back to File, Save As again, once again going to the appropriate location and this time under Tools>General Options we turn off the Password to open, but we leave the Password to modify. And so it's best to have thought out these possibilities and see which is going to work best for your environment. This time we'll do a Save. Again, just press Ctrl W to close this and what happens to the next time we open the file? Once again, clicking the File tab, choosing this file Security&Sharing, there it is... Nothing about really opening the file but we do see the prompt about the ability to change it. And if we want to make changes we'll provide the password, if not it will be open as read-only. But everybody can open it. So three different ideas behind applying passwords, both to open a file or to open and make changes to the file or simply to make changes, all by way of File>Save As and them using Tools under General Options.

Assigning passwords to workbooks

If you have multiple users of this workbook, you might want to think out a couple of schemes regarding who can access the workbook, in other words who can open it and also who can make changes to it. When you save a workbook you have options. For example, if we click the File tab in the Ribbon and choose Save As and recognize I am using Windows 8 you might not be but no matter what your using here, if you go to the appropriate location where you're about to save the current file, you're likely to see a dialog box and although perhaps a little different than this, it probably has the general characteristics. The term we're looking for here is going to be Tools, often in the lower right-hand corner and then General Options. You'll see a Password to open, Password to modify. The more you think about these possibilities you might realize that there are actually three possible scenarios, one of them might be the following. You've got an organization of say ten or fifteen people, eight or ten of these people might be allowed to open this file. You've decided to allow those people to open the file and so you provide a password for opening, provide a password. For all those people that can open it, they can all modify, so we don't have a password to modify maybe. So one option here is simply to provide a password to open this file, and only some people know that, we'll put it in again. And when we save our file that password is in effect, we're replacing it and it's open right now, so I'll close it, I'll just use Ctrl+W, that's a fast way. And the next time I want to open this, I can got to the File tab in the Ribbon and since it's a recently used file I'll just go to the bottom of the screen, down the left-hand side, choose Security&Sharing and there it is, it asked me for the password, okay. And now what can we do? We can make changes to it; we can do whatever we want. In other words, if you've got the password to open the file you can make changes to it, you've got free reign. Now, let's imagine we change our minds, a little more security conscious here. Now these eight or ten people that can open this file, only some of them are allowed to make changes, we've decided that. So let's go back to the File tab in the Ribbon, Save As, same location as before, this time the Tools button, General Options, we're going to provide a password to modify. Now in this scenario there is a password to open the file and let's say eight or ten people have that, but password to modify, only four people have this or three or whatever is necessary. So we click OK and we put in the Password again of course, and okay. And let's save this, already exists, we'll close it, once again Ctrl+W is a fast way to do that. At a later time we open it, I'll click File, it's down the left-hand side; there it is, Security&Sharing. There is our password to open because we didn't take it off, we put it in and we also get this prompt. This is reserved by me, Enter password for right access or Open read-only. So I might be another user here who hasn't been given the password, but I can still open this but in read-only format. If I am the person who's been given the password and I'm about to make some changes maybe, I'll put in the password and click OK, so that's a second scenario. A third scenario would be as follows. You allow anybody to open it, but only some can make changes to it. So in that scenario we do not provide a Password to open, but we do provide one to modify. So in thinking these out, you might want to sketch this out on a white board or a large sheet of paper or whatever and make sense to think these things out. Let's go back to File, Save As again, once again going to the appropriate location and this time under Tools>General Options we turn off the Password to open, but we leave the Password to modify. And so it's best to have thought out these possibilities and see which is going to work best for your environment. This time we'll do a Save. Again, just press Ctrl W to close this and what happens to the next time we open the file? Once again, clicking the File tab, choosing this file Security&Sharing, there it is... Nothing about really opening the file but we do see the prompt about the ability to change it. And if we want to make changes we'll provide the password, if not it will be open as read-only. But everybody can open it. So three different ideas behind applying passwords, both to open a file or to open and make changes to the file or simply to make changes, all by way of File>Save As and them using Tools under General Options.

Show transcript

This video is part of

Image for Excel 2013 Essential Training
Excel 2013 Essential Training

82 video lessons · 69561 viewers

Dennis Taylor
Author

 
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  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

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