How to Prevent the Possible Loss of Data in Microsoft Excel

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Preventing the possible loss of data in Excel is omething that is very useful, especially if you are collaborating with other people. Prevent the possible loss of data in Excel with help from a mechanical engineer with 32 years of experience in a large aerospace company in this free video clip.

Part of the Video Series: Using Excel
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Video Transcript

Hi, I'm Ted. Today, I'm going to show you how to prevent the possible loss of data in Excel. This is something very useful, especially if you're sharing a spreadsheet with someone else. And you want to set it up, so that they can change certain things but not other things, especially the calculations. So, I have a spreadsheet here, it's just a very simple spreadsheet. And I want other users to be able to change the numbers in this range of cells, but not change the result of the calculations over here. Which is just the sum of the three numbers in the three columns. And I don't want them to be able to change the headings either. So, the first thing that we do before we protect the whole sheet, is we select the cells that we do want them to be able to change. We go to the Format menu, Cells, and Protection and we unlock it and then, we say, O.K. Then to protect the whole sheet, we go to the, at least on the Mackintosh, we go to the Tools menu, Protection and we say, Protect Sheet. And we could enter in a password, we're not going to bother to, obviously that would allow you to have certain users to be able to unlock it. And it will allow users even when protected, to select locked and unlocked cells and format cells. But they can't do all of these other things. So, we say, O.K., and now it's protected. And if you see down here, this is the worksheet, it now has this lock symbol by it, which tells us that the sheet is locked. So, let's test it out, lets try to change this column here. As soon as we start to type in something, we get a message, it says, it's protected. If we try to change the formula, the same thing here. But if we want to change one of these numbers here, we can type in another number, we can type in a number here, we can type in a number over here. So, it's achieved what we want to. So, I hope this has been helpful. I'm Ted and today, I showed you how to prevent the possible loss of data in Excel. Thanks for watching.


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