Microsoft Office Tutorials and References
In Depth Information
Saving Your Spreadsheet with a Password
Saving Files
Finally, if you want to publish only a portion of your spreadsheet as a PDF file, click
the Options button to open a dialog box with even more settings. You can choose to
publish just a fixed number of pages, just the selected cells, and so on. These options
mirror the choices you get when sending a spreadsheet to the printer. You also see
a few more cryptic options, most of which you can safely ignore. (They’re intended
for PDF nerds.) One exception is the “Document properties” option—turn this off
if you don’t want the PDF to keep track of certain information that identifies you,
like your name.
Up to speed
Learning to Love PDFs
You’ve probably heard about PDFs, Adobe’s popular
format for sharing formatted, print-ready documents. People
use PDFs to pass around product manuals, brochures,
and all sorts of electronic documents. Unlike a document
format like .xlsx, PDF files are designed to be viewed and
printed, but not edited.
programs (usually so you can view their electronic
documentation). It’s also widely used on the Web.
Incidentally, PDF isn’t the only kid on the block. Microsoft’s
newer operating systems, Windows Vista and Windows 7,
include another electronic paper format called XPS (XML
Paper Specification). In time, as XPS is integrated into more
and more products, it might become a true PDF
competitor. But for now, PDF is dramatically more popular and
widespread, so it’s the one to stick with. (If you’re
interested in saving an Excel document as a XPS file, you can
do that too—just choose XPS from the “Save as type” list.)
The best part about PDFs is that you can view them on just
about any type of computer and operating system using
the free Adobe Reader. You can download Adobe Reader
at , but you probably don’t
need to. Most computers already have Adobe Reader
installed, because it comes bundled with so many different
Saving Your Spreadsheet with a Password
Occasionally, you might want to add confidential information to a spreadsheet—for
example, a list of the airlines from which you’ve stolen spoons. If your computer is
on a network, the solution may be as simple as storing your file in the correct,
protected location. But if you’re afraid that you might inadvertently email the
spreadsheet to the wrong people (say, executives at American Airlines), or if you’re about to
expose systematic accounting irregularities in your company’s year-end statements,
you’ll be happy to know that Excel provides a tighter degree of security. It allows
you to password-protect your spreadsheets, which means anyone who wants to open
them has to know the password you’ve set.
Excel actually has two layers of password protection that you can apply to a spreadsheet:
• You can prevent others from opening your spreadsheet unless they know the
correct password. This level of security, which scrambles your data for anyone
without the password (a process known as encryption ), is the strongest.
• You can let others read a spreadsheet, but you can prevent them from modifying
it unless they know the correct password.
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