Chapter 7 Share and Review a Spreadsheet PDF

Chapter 7 Share and Review a Spreadsheet INTRODUCTION In LibreOffice Calc, one spreadsheet can be used by more than one user at a time by sharing it. A shared spreadsheet is a same sheet that can be accessed by more than one user and can allow them to make changes simultaneous...

Chapter 7 Share and Review a Spreadsheet INTRODUCTION In LibreOffice Calc, one spreadsheet can be used by more than one user at a time by sharing it. A shared spreadsheet is a same sheet that can be accessed by more than one user and can allow them to make changes simultaneously on it. It saves the trouble of keeping trackof multiple copies of the same spreadsheet. Sharing allows working in collaboration so that everyone can contribute, make changes and view it. Sharing Spreadsheet Sharing a spreadsheet is just like a teamwork to work in collaboration with other users. Following are the steps to share the spreadsheet. Step 1. Open a new spreadsheet and save it with some name. Step 2. Select and click on Tools > Share Spreadsheet from main menu bar. This will open the Share Document dialog window. Step 3. Click on the checkbox “Share this spreadsheet with other users” to share the spreadsheet and click on OK button. This will open the confirmation dialog window to save the spreadsheet to activate the shared mode. Step 4. Click on Yes to continue. Step 5. Once the spreadsheet is saved, the name of the spreadsheet in the title bar will display (shared) along with the name of the spreadsheet. Opening and Saving a Shared Spreadsheet Opening a Spreadsheet To open a shared spreadsheet, follow the following steps. Step 1. While opening a spreadsheet which is a shared spreadsheet, a message will appear that the spreadsheet is in shared mode and some of the features are not available to use in this spreadsheet. Step 2. Click on OK button to open the spreadsheet in shared mode. Step 3. If you don’t want this warning option to be displayed again, then check the mark in the checkbox ’Do not show warning again’. Step 4. Once the spreadsheet is saved in shared mode, some of the features will become unavailable for used. (for eg:In the Edit menu on the main menu bar Undo, Redo, Repeat, Paste, Links to External files, ImageMap, Object are not available for use.) Saving a Shared Spreadsheet Follow the steps given below to save a shared spreadsheet: Step 1. After making the changes in the shared spreadsheet, you need to save it before closing the spreadsheet. Step 2. If two or more users are working at the same time and the changes do not conflict, then the message will appear stating that the spreadsheet has been updated with changes saved by other users. Step 3. If there is any conflict for the changes, then resolve conflict dialog window will appear. Step 4. No other user can save the shared spreadsheet when you are resolving the conflicts. Step 5. If another user is trying to save the shared document and resolve conflicts, then you will be notified with a message that the file is locked. Now, you cannot save it. Recording Changes LibreOffice Calc provides different ways to record the changes made by one or other users in the spreadsheet. While recording the changes, the spreadsheet will turn off its shared feature. Follow the following steps for recording changes: Step 1. To enable the Record changes, first disable the shared mode of spreadsheet. Step 2. To disable the shared mode, open the spreadsheet. Step 3. Select and click on Tools > Share Spreadsheet from main menu bar. This will open the Share Document dialog window. Remove the check-mark on the check box, “Share this spreadsheet with other users”, and click on OK button. It will display the Confirmation dialog window to disable the sharing mode. It will give warning to disable the shared mode of a spreadsheet. Click Yes to continue. Step 4. Shared word from the name of the spreadsheet has disappeared from the title bar of the spreadsheet. Step 5. The feature of Track Changes > Record under Edit menu is turned ON ,which was disabled and not working in the shared spreadsheet. Step 6.Now to record track changes, click on Edit > Track Changes > Record Note:The border colour of the cell in which data has been changed turns to red. Also, the changed cell will display the description if the cursor moves to the changed cell. Thus, by looking at the spreadsheet, other users can easily know the changes made in the cell and the changes made by whom. Add, Edit and Format the Comments In Calc, the comments are automatically added. Also, the author or reviewer can add their own comments as well. Follow the following steps to add your comments: Step 1. Select from main menu bar and click on Edit > Track Changes > Comment, to add your own comments. Step 2. This will open the Add comment window. Enter your comments. Step 3. Now to view the entered comment, click on the cell. It shows the complete description of the comments entered. Other way to add comment is given below. Click on the cell where you want to insert comments. Then from main menu Insert > Comment. This type of comments is known as notes or suggestions in the spreadsheet. The box will appear to write the comment. The comment box shows the comments entered as “Contains only alphabets”. Once this text is typed in the text box, you can observe a coloured dot in the upper- hand corner of the cell where the comment is added using insert comment. Once the comment is added, you can display, edit or delete it. To perform these operations, right click on the cell where you have inserted the comments.Observe the options under popup menu. Select the “Edit Comment” option to edit the comments. It will take you again to the comment textbox to make any changes. Select “Delete Comment” option to delete the comment. Select the “Show Comment” to view the comment. By selecting this option, the comments will be displayed. Again when you right click on the cell, you will observe that “Hide Comment” option will be activated in place of “Show Comment”. This is because when you are displaying the comments it is already in show mode, which has to be hide. Formatting Comment You can format the comment box, just like formatting the cell contents. It means changing the background colour, border style, and transparency of a comment. Follow the following steps to format the comment. Step 1. Right click on the cell where the comment is added. Step 2. Select the option “Format cell”, which will display the Format Cells dialogue box. Step 3. You can apply the various formatting features from its tab such as Font, font Effects, Alignment, Borders, Background and Cell Protection. Change the font, text colour, fi11 colour, line colour for the comment box as desired and click on OK button to apply the changes. Reviewing changes-View, Accept or Reject Changes Once the spreadsheet is edited by all the members of the team, it is the final stage before submitting the spreadsheet. In this stage, we will go through the changes to accept or reject to prepare the final spreadsheet after looking at all the changes made by the team members. Steps to review changes. Step 1. Select and click on Edit > Track Changes > show. It will open the Show Changes dialog window. Step 2. This is used to plan what all changes are to be displayed while reviewing the spreadsheet. Step 3. Click on Edit > Track Changes> manage to accept or reject the changes. It will display the Manage Changes dialog window. Step 4. In this dialog window, click on the line and click on Accept or Accept All or Reject All button to review the changes. Step 5. Click on Close button once the review is done. Merging and Comparing If the same spreadsheet is reviewed by different team members and you have two different versions of the same spreadsheet file. Follow the following steps to merge document. Step 1. Open the spreadsheet which we need to merge. Step 2. Click on Edit > Track Changes > Merge Document Step 3. Select the spreadsheet fi1e Test1.ods from the Merge With dialog window to open the spreadsheet Test1. ods to merge with Test.ods and Click on Open button Step 4. This will open Click on Accept All to accept all the changes which is done in the Test1.ods spreadsheet to the Test.ods. Step6. Now open the first spreadsheet Test.ods after merging and observe its contents.the contents of Test.ods and Test1.ods merged. Comparing Documents Instead of merging two spreadsheets, one can compare the two spreadsheets by comparing the  documents. Steps to compare the documents. Let us compare the two earlier created spreadsheets Test.ods and Test1.ods Step 1. Open the spreadsheet file Test.ods. Click on Edit > Track Changes > Compare Document Step 2.This will open the Compare to dialog window, which will allow to open the spreadsheet to be compared. Select the spreadsheet file Test1.ods and click on Open button. Step 3. This will open the Manage Changes dialog window to accept/reject the changes. Click on Accept. Step 4. Finally click on Close button to close the Manage Changes dialog window Difference between Merge and Compare Compare: Only highlights the differences between two versions but does not modify or combine them. Merge: Combines changes from multiple versions and integrates them into a single document. Both features are helpful for collaboration but serve different phases of the document review and integration process. Check your progress A. Multiple choice questions 1. Sharing allows to edit the spredshheet by (a) single user (b) different users simultaneously (c) one by one users (d) one after other users 2. Sharing spredsheet feature allows to save the changes in (a) multiple sheets (b) user’s sheet (c) in a same sheet (d) in different sheet 3. The Recording Changes feature of LibreOffice Calc providesdifferent ways to record the changes made by in the spreadsheet. a one user b other user c the user d one or other users 4. In Calc, the comments are addeda automatically b by author c by reviewer d all of above 5. “he changes by team members in the spreadsheet can beaccepted or rejected by 'a the team members b any of the user c owner d other users B. State whether the following statements are True or False 1. St readsheet cannot be shared to work with more than oneus r? 2. So we of the features becomes unavailable when thesp eadsheet is in shared mode. 3. You can record changes in the spreadsheet when thespreadsheet is opened in shared mode. 4. File menu is used to Record changes for the spreadsheet. 5. You can add a note or suggestion in the spreadsheet usingInsert Comment. 6. Formatting comment can be used to change the font colour of the comment. C. Fill in the blanks 1. The title bar of the document shows along with the filename for the shared mode of the spreadsheet. 2. The shared mode spreadsheet allows users toaccess and edit the spreadsheet at the same time. 3. Recording changes automatically the sharedmode of a spreadsheet. 4. Click on Edit menu, Track Changes and then select to record the changes in the spreadsheet. 5. The border color of the changed cell will be 6. is used to add notes or suggestions to a cellin a spreadsheet. 7. The comment box can be formatted just like formatting the (cell contents). D. Answer the following questions 1. Define the terms (al Sharing Spreadsheet (b) Record changes 2. Write the commands to perform(a} Sharing Spreadsheet (b) Record changes 3. Which menu is used to perform the functions(al Track Changes (b) Saving Spreadsheet 4. What do you understand by reviewing the changes in thespreadsheet? 5. Differentiate between Merging and Comparing Spreadsheet