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Password-protecting and emailing spreadsheets

From: Numbers '09 Essential Training

Video: Password-protecting and emailing spreadsheets

You can share your Numbers spreadsheet via email directly from within Numbers '09. You can even attach your spreadsheet in other format such as Excel or PDF formats by converting them on the fly. Let's do that using our Milea Listings and Prospects spreadsheet. To send this spreadsheet file or any other spreadsheet file for that matter, we might want to consider password protecting it first. To do that, click the Inspector button on the Toolbar, make sure the Document Inspector is selected. Then click the check box next to Require password to open.

Password-protecting and emailing spreadsheets

You can share your Numbers spreadsheet via email directly from within Numbers '09. You can even attach your spreadsheet in other format such as Excel or PDF formats by converting them on the fly. Let's do that using our Milea Listings and Prospects spreadsheet. To send this spreadsheet file or any other spreadsheet file for that matter, we might want to consider password protecting it first. To do that, click the Inspector button on the Toolbar, make sure the Document Inspector is selected. Then click the check box next to Require password to open.

Now, from the menu that pops up, we can type in our password, or if we want to get help in creating a secure password, we can access the Password Assistant by clicking the key next to the Password field. Here we can choose from different types of passwords. Click the Type button. Let's choose Letters and Numbers. This creates a suggestion for us. If we want to use that, notice it's highlighted, we can pop that into the Password field or we can just click the Password field and type in our own using Letters and Numbers.

Let's type in the word password in lower case. We won't see what we're typing but we'll get feedback from the Password Assistant down below. First of all, notice the Quality Bar appears with a very short Red Bar indicating the quality of our password currently is not very good. Down below, you'll see some tips. First of all, the word we just typed is in the dictionary making it very insecure. We're not mixing upper and lowercase letters and numbers. We're not adding punctuation. This is based on a dictionary word.

So let's add some numbers to the end of password. Let's add 2, 3 and 4. Notice the Quality Bar turns green. We're getting a better and better password with each number we add. Still the word in there is based on a dictionary word. So it's not perfect. But if we like what we've typed, we need to verify it. Click in the Verify field, and type in the exact same thing, password234. Then if we want a password hint to help remember what the password is, we can use that or simply leave it blank. Click the Set Password button when you're done and you've added a password to your spreadsheet. Now, you need to save it.

Command+S on the keyboard or click File and choose Save. With the file saved, we're now ready to send it via email. So we'll close the Document Inspector, we'll go to the Share menu, click Share, move down to Send Via Mail and now we can choose from three different formats. With Numbers selected, we'll be able to keep our password protection. Choosing Excel or PDF formats, we'll lose our password protection. Something very important to keep in mind. Let's choose Numbers.

This will automatically launch your default mail application. Notice that the file will be attached for you. So you don't have to do that. All you need to do is type in who you're sending this message to, and you may want to add a subject as well. I am going to send it to myself, drivers@lynda.com, I'll tab down to the Subject. You can type in any subject here. For today's meeting at 2 pm, and then click the Send button to send it off. You can quit the mail application when you're done.

Now, email has become one of the most popular communications tools of our time and with Numbers '09, we can use this tool to share our spreadsheet files with others.

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This video is part of

Image for Numbers '09 Essential Training
Numbers '09 Essential Training

71 video lessons · 17532 viewers

David Rivers
Author

 
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  1. 1m 59s
    1. Welcome
      1m 12s
    2. Using the exercise files
      47s
  2. 7m 17s
    1. Launching Numbers and exploring templates
      2m 24s
    2. Exploring the user interface
      2m 45s
    3. Customizing the user interface
      2m 8s
  3. 15m 36s
    1. Creating and opening spreadsheets
      1m 12s
    2. Importing spreadsheets
      1m 48s
    3. Saving and exporting spreadsheets
      2m 39s
    4. Working with sheets
      3m 0s
    5. Laying out sheets
      3m 7s
    6. Headers, footers, and page numbering
      3m 50s
  4. 48m 42s
    1. Adding tables
      2m 43s
    2. Modifying tables
      2m 39s
    3. Working with content in table cells
      4m 55s
    4. Using controls
      5m 0s
    5. Working with rows and columns
      4m 59s
    6. Table headers and footers
      5m 24s
    7. Auto-filling table cells
      3m 50s
    8. Working with table cells
      3m 17s
    9. Using table categories
      4m 18s
    10. Reorganizing table data
      3m 7s
    11. Defining reusable tables
      3m 38s
    12. Copying tables
      2m 48s
    13. Using Address Book data
      2m 4s
  5. 14m 4s
    1. Using table styles
      2m 3s
    2. Overriding table styles
      1m 51s
    3. Redefining a table's style
      2m 31s
    4. Copying and pasting table styles
      2m 46s
    5. Creating, renaming, and deleting table styles
      3m 41s
    6. Using the default table style
      1m 12s
  6. 18m 24s
    1. Using formulas
      3m 47s
    2. Using the Formula bar and Formula Editor
      3m 52s
    3. Using cell references
      3m 25s
    4. Using functions
      4m 15s
    5. Using Formula List view
      3m 5s
  7. 32m 48s
    1. Adding a chart
      2m 42s
    2. Creating a mixed chart
      2m 33s
    3. Modifying chart data
      2m 23s
    4. Adding data to a chart from multiple tables
      2m 20s
    5. Changing a chart from one type to another
      2m 19s
    6. Formatting general chart attributes
      4m 56s
    7. Using trend lines and error bars
      5m 21s
    8. Creating a two-axis chart with different value scales
      2m 34s
    9. Formatting 3D charts
      5m 15s
    10. Linking charts to Pages and Keynote
      2m 25s
  8. 32m 56s
    1. Adding, removing, and selecting text
      3m 24s
    2. Formatting text
      4m 11s
    3. Formatting numbers
      6m 53s
    4. Conditional formatting
      3m 28s
    5. Using special characters
      3m 57s
    6. Using hyperlinks
      2m 33s
    7. Checking spelling
      4m 58s
    8. Find and Replace
      3m 32s
  9. 37m 25s
    1. Using text boxes
      5m 9s
    2. Copying text to a text box
      2m 26s
    3. Paragraph formatting
      3m 14s
    4. Creating bulleted and numbered lists
      3m 50s
    5. Working with shapes
      4m 29s
    6. Adding and adjusting images
      2m 46s
    7. Masking objects
      3m 50s
    8. Using Instant Alpha
      2m 0s
    9. Inserting media files
      3m 37s
    10. Aligning and layering objects
      6m 4s
  10. 11m 46s
    1. Printing a sheet
      4m 8s
    2. Password-protecting and emailing spreadsheets
      3m 36s
    3. Sharing spreadsheets with iWork.com
      4m 2s
  11. 12m 37s
    1. Designing a template
      5m 26s
    2. Creating initial spreadsheet content
      2m 54s
    3. Creating media placeholders
      2m 33s
    4. Saving a custom template
      1m 44s
  12. 18s
    1. Goodbye
      18s

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