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					Lecture Notes




Lesson 9
Using Templates and Protecting Workbooks

Overview
In this lesson, students will use pre-designed and custom templates to make creating Excel workbooks
more time efficient and secure. Students will create a workbook and save it as a template to better suit
their needs. They will modify the custom template to make it generic for more widespread use. Students
will learn how to protect workbooks and worksheets to prevent them from being accidentally or
intentionally modified. Finally, students will create and use digital signatures to authenticate their
workbook files.

Lesson Topics
 Using Templates                      Customizing Templates                     Protecting Workbooks and
  Template Features                   Creating Your Own Templates             Worksheets
  The New Workbook Dialog Box         Modifying Custom Templates                 Protecting the Workbook Structure
  Template Storage Locations                                                      Protecting Worksheet Elements
                                                                                   Password Protection
                                                                                   Protecting Cells
 Creating Digital Signatures
  When to Use a Digital Signature
  Creating a Digital Certificate
  Creating a Digital Signature

Lesson Timing
The following table lists the estimated time to complete this lesson.
 Lesson #             Concepts/       Concepts           Skill             Assessments           TOTALS
                      Hands-On                           Builders
 9                    2 hrs 00 min    15 min             45 min            30 min                3 hrs 30 min


Preparing for This Lesson
A complete installation of Excel 2007 is the only requirement for successful completion of this lesson.

PowerPoint Screen Show
A PowerPoint screen show is available to support this lesson. You can customize this file if desired. You
can also have students run the web-based version of the screen show from the web page for this lesson.




Excel 2007                                                                                                 Page 1
Lecture Notes




Lecture Plan
Major Topic       Subtopic(s)                    Notes
Using Templates    Template Features
                                                 Discussion
                   The New Workbook Dialog
                    Box                           Point out that you can use Excel’s pre-designed
                   Template Storage Locations       templates or create your own templates as the
                                                     basis for new workbooks.
                                                    Note that any Excel workbook may be saved as
                                                     a template.
                                                    Compare the file extensions for a workbook
                                                     filename and a template filename (.xlsx versus
                                                     .xltx).
                                                    Explain how using a template works.
                                                    Review the features contained in the New
                                                     Workbook dialog box.
                                                    Mention that if connected to the Internet, you
                                                     may choose from a variety of templates located
                                                     on the Microsoft website.
                                                    Explain that Excel’s installed templates reside
                                                     either on the computer’s hard drive or on a
                                                     network drive.
                                                    Explain that downloaded Office Online
                                                     templates are placed in your computer’s
                                                     Templates folder; you may reuse them by
                                                     choosing My Templates.
                                                    Discuss where to save custom templates that
                                                     you create.
                                                    Refer students to the Creating and Using
                                                     Templates Quick Reference table for more
                                                     information.
                                                    Open a new workbook based on a template.
                                                    Revise and save the new workbook.

                                                 Questions/Activities
                                                  Ask: In what other Office applications have
                                                   you used templates?
                                                  Ask: Do you find using templates helpful?
                                                   Explain.
                                                  Ask: What are the obstacles, if any, to using
                                                   templates?




Excel 2007                                                                                      Page 2
Lecture Notes



Major Topic     Subtopic(s)           Notes
Customizing      Creating Your Own
Templates         Templates           Discussion
                 Modifying Custom     Point out that you may create your own
                  Templates               template if a pre-designed one does not meet
                                          your needs.
                                         Advise that you may amend a custom template,
                                          but workbooks based on the previous template
                                          version will not update.
                                         Explain how to create a template.
                                         Refer students to the Using Custom Templates
                                          Quick Reference table for more information.
                                         Open a workbook and remove data specific to
                                          it in order to make the workbook generic.
                                         Save the workbook as a template.
                                         Create, customize, and save a new workbook
                                          based on the template.
                                         Modify the custom template then save it.

                                      Questions/Activities
                                       Ask: What is your experience in creating your
                                        own templates (in any application)? Be
                                        specific.
                                       Ask: Do you find using templates beneficial?
                                        Why or why not?
                                       Have students brainstorm circumstances in
                                        which using a customized Excel template
                                        might be beneficial.
                                       Ask: What is your experience in revising
                                        templates? Have you found it to be a
                                        challenge? Explain.




Excel 2007                                                                       Page 3
Lecture Notes



Major Topic     Subtopic(s)                 Notes
Protecting       Protecting the Workbook
Workbooks and     Structure                 Discussion
Worksheets       Protecting Worksheet       Explain that protection options prevent your
                  Elements                      workbooks and worksheets from being
                                                accidentally or intentionally modified.
                                               Name the three levels of protection: workbook,
                                                worksheet, and cell.
                                               Explain that protecting a workbook prevents
                                                structural changes from being made to the
                                                workbook.
                                               Note that there are two types of workbook
                                                protection: structure and windows.
                                               Protect both the structure and windows in a
                                                workbook.
                                               Unprotect a workbook then protect it.
                                               Explain that you can protect individual
                                                worksheets within a workbook as well as
                                                restrict specific actions (e.g., selecting cells,
                                                formatting rows and columns, inserting or
                                                deleting rows and columns).
                                               Clarify the appropriate way to turn worksheet
                                                protection on and off.
                                               Explain that for the highest level of protection,
                                                type a password in the Protect Sheet dialog
                                                box.
                                               Note that the Protect Structure and Windows
                                                dialog box also contains a password option.
                                               WARNING! If you forget your workbook
                                                protection password, you must re-create the
                                                workbook, as you cannot get into the file.
                                               Refer students to the Protecting Workbooks,
                                                Worksheet Elements, and Cells Quick
                                                Reference table for more information.
                                               Protect a worksheet.
                                               Unprotect the worksheet.

                                            Questions/Activities
                                             Ask: In what other Office applications have
                                              you applied protection to files?
                                             Have students brainstorm circumstances in
                                              which they might want to protect a workbook.
                                             Have students brainstorm circumstances in
                                              which they might want to protect a worksheet.
                                             Ask: What are the similarities and differences
                                              between protecting an Excel workbook and
                                              protecting a Word document?




Excel 2007                                                                                  Page 4
Lecture Notes



Major Topic     Subtopic(s)             Notes
Protecting       Password Protection
Workbooks and                           Discussion
                 Protecting Cells
Worksheets                               Set a worksheet password then remove the
(cont.)                                   worksheet password.
                                         Explain that you may protect the contents and
                                          formatting of certain cells from being changed.
                                         Point out that a cell’s locked or unlocked
                                          condition has no effect until worksheet
                                          protection is turned on.
                                         Review the Protection tab of the Format Cells
                                          dialog box.
                                         Discuss the use of the to lock and not to lock
                                          options.
                                         TIP! Use the [Ctrl] key to select multiple cell
                                          ranges and then select Unlock, Lock, or Hidden
                                          to apply the option to multiple ranges at once.
                                         Unlock a range of cells in a worksheet of a
                                          protected template.
                                         Turn on protection to prevent labels and
                                          formulas from being changed and save the
                                          changes in the protected template.
                                         Test the revised protected template.

                                        Questions/Activities
                                         Have students discuss the similarities and
                                          differences between setting a password in
                                          Excel and in Word.
                                         Ask: What are the obstacles to using
                                          passwords?
                                         Ask: Under what circumstances might you
                                          want to lock only some cells? Be specific.




Excel 2007                                                                                  Page 5
Lecture Notes



Major Topic        Subtopic(s)                        Notes
Creating Digital    When to Use a Digital
Signatures           Signature                        Discussion
                    Creating a Digital Certificate    Explain the function of a digital signature
                                                          (authenticates that your workbook originated
                                                          from you, came from a reliable source, and was
                                                          not altered after the digital signature was
                                                          applied).
                                                         Mention that digital signatures are sometimes
                                                          called digital IDs.
                                                         Discuss when it is appropriate to use a digital
                                                          signature.
                                                         Explain that you add a digital signature to a file
                                                          by attaching a digital certificate.
                                                         Describe the two methods you may use to
                                                          create a digital certificate (via self signature,
                                                          via digital certificate).
                                                         Create a digital certificate.

                                                      Questions/Activities
                                                       Ask: What is your experience in using digital
                                                        signatures and/or receiving files that contained
                                                        digital IDs? Be specific.
                                                       Have students brainstorm circumstances when
                                                        it would be wise to use a digital signature.
                                                       Have students search the Internet for
                                                        information about obtaining digital certificates
                                                        from third-party vendors.




Excel 2007                                                                                             Page 6
Lecture Notes



Major Topic        Subtopic(s)                      Notes
Creating Digital    Creating a Digital Signature
Signatures                                          Discussion
(cont.)                                              Point out that your digital signature may be
                                                        embedded in the workbook with or without a
                                                        signature line visible on a worksheet.
                                                       Discuss using electronic versus written
                                                        signature lines.
                                                       Note that the status bar indicates when you
                                                        open a digitally signed workbook.
                                                       Demonstrate how to view signature details.
                                                       Point out that when a signed document is
                                                        attached to email, the recipient should look in
                                                        the email message for the Signatures button
                                                        and a Signed By line.
                                                       Explain that digital signatures can be removed
                                                        at any time by using the Signatures task pane
                                                        in Excel but that digital certificates must be
                                                        removed in Internet Explorer (not Excel).
                                                       Refer students to the Creating a Digital
                                                        Certificate and Digital Signatures Quick
                                                        Reference table for more information.
                                                       Apply a digital signature to an Excel workbook
                                                        file and then remove it.
                                                       Reapply the digital signature.
                                                       Remove the digital certificate from the
                                                        computer.

                                                    Questions/Activities
                                                     Ask: Under what circumstances would you use
                                                      an electronic signature line and not a written
                                                      one?
                                                     Ask: What are the differences between
                                                      removing a digital signature versus removing a
                                                      digital certificate?
                                                     Ask: What are the benefits of using a digital
                                                      certificate created using the self signature
                                                      method?




Excel 2007                                                                                         Page 7

				
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