CAT 359 - ADVANCED FUNCTIONS IN EXCEL

This course is designed to teach students how to work with advanced functions and conditional formatting with Excel.

Students will learn how to work with:

·         logical functions (IF, VLOOKUP)



Nested IF



·         use structured references (Named Ranges)



·         summarize data conditionally (Conditional formatting)



·         protect worksheets (particularly formulas from accidental or deliberate edits)

To prevent other users from accidentally or deliberately changing, moving, or deleting data in a worksheet, you can lock the cells on your Excel worksheet and then protect the sheet with a password. Say you own the team status report worksheet, where you want team members to add data in specific cells only and not be able to modify anything else. With worksheet protection, you can make only certain parts of the sheet editable and users will not be able to modify data in any other region in the sheet.

IMPORTANT: Protecting a worksheet is not the same as protecting an Excel file or a workbook with a password. See below for more information:

Choose what cell elements you want to lock

Here's what you can lock in an unprotected sheet:

NOTE: ActiveX controls, form controls, shapes, charts, SmartArt, Sparklines, Slicers, Timelines, to name a few, are already locked when you add them to a spreadsheet. But the lock will work only when you enable sheet protection. See the subsequent section for more information on how to enable sheet protection.

Enable worksheet protection

Worksheet protection is a two-step process: the first step is to unlock cells that others can edit, and then you can protect the worksheet with or without a password.

Step 1: Unlock any cells that needs to be editable

  1. In your Excel file, select the worksheet tab that you want to protect.

  2. Select the cells that others can edit.

    TIP: You can select multiple, non-contiguous cells by pressing Ctrl+Left-Click.

  3. Right-click anywhere in the sheet and select Format Cells (or use Ctrl+1, or Command+1 on the Mac), and then go to the Protection tab and clear Locked.

    Protection tab in the Format Cells dialog box

Step 2: Protect the worksheet

Next, select the actions that users should be allowed to take on the sheet, such as insert or delete columns or rows, edit objects, sort, or use AutoFilter, to name a few. Additionally, you can also specify a password to lock your worksheet. A password prevents other people from removing the worksheet protection—it needs to be entered to unprotect the sheet.

Given below are the steps to protect your sheet.

  1. On the Review tab, click Protect Sheet.

    The Changes group on the Review tab
  2. In the Allow all users of this worksheet to list, select the elements you want people to be able to change.

    The Protect Sheet dialog box


    Option

    Allows users to

    Select locked cells

    Move the pointer to cells for which the Locked box is checked on the Protection tab of the Format Cellsdialog box. By default, users are allowed to select locked cells.

    Select unlocked cells

    Move the pointer to cells for which the Locked box is unchecked on the Protection tab of the Format Cellsdialog box. By default, users can select unlocked cells, and they can press the TAB key to move between the unlocked cells on a protected worksheet.

    Format cells

    Change any of the options in the Format Cells or Conditional Formatting dialog boxes. If you applied conditional formatting before you protected the worksheet, the formatting continues to change when a user enters a value that satisfies a different condition.

    Format columns

    Use any of the column formatting commands, including changing column width or hiding columns (Hometab, Cells group, Format button).

    Format rows

    Use any of the row formatting commands, including changing row height or hiding rows (Home tab, Cellsgroup, Format button).

    Insert columns

    Insert columns.

    Insert rows

    Insert rows.

    Insert hyperlinks

    Insert new hyperlinks, even in unlocked cells.

    Delete columns

    Delete columns.

    NOTE: If Delete columns is protected and Insert columns is not protected, a user can insert columns but cannot delete them.

    Delete rows

    Delete rows.

    NOTE: If Delete rows is protected and Insert rows is not protected, a user can insert rows but cannot delete them.

    Sort

    Use any commands to sort data (Data tab, Sort & Filter group).

    NOTE: Users can't sort ranges that contain locked cells on a protected worksheet, regardless of this setting.

    Use AutoFilter

    Use the drop-down arrows to change the filter on ranges when AutoFilters are applied.

    NOTE: Users cannot apply or remove AutoFilter on a protected worksheet, regardless of this setting.

    Use PivotTable reports

    Format, change the layout, refresh, or otherwise modify PivotTable reports, or create new reports.

    Edit objects

    Doing any of the following:

    • Make changes to graphic objects including maps, embedded charts, shapes, text boxes, and controls that you did not unlock before you protected the worksheet. For example, if a worksheet has a button that runs a macro, you can click the button to run the macro, but you cannot delete the button.

    • Make any changes, such as formatting, to an embedded chart. The chart continues to be updated when you change its source data.

    • Add or edit comments.

    Edit scenarios

    View scenarios that you have hidden, making changes to scenarios that you have prevented changes to, and deleting these scenarios. Users can change the values in the changing cells, if the cells are not protected, and add new scenarios.

  3. Optionally, enter a password in the Password to unprotect sheet box and click OK. Reenter the password in the Confirm Password dialog box and click OK.

    IMPORTANT: Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Passwords should be 8 or more characters in length. A passphrase that uses 14 or more characters is better.

    It is critical that you remember your password. If you forget your password, Microsoft cannot retrieve it.

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