WEBVTT Kind: captions Language: en 00:00:08.189 --> 00:00:12.549 There are a couple of things you can do to prepare your workbook before you send it out. 00:00:12.549 --> 00:00:17.800 For example, you can finalize the file and even protect it to keep 00:00:17.800 --> 00:00:20.770 other people from making any more changes. 00:00:20.770 --> 00:00:25.680 You'll find everything you need in the backstage view ,under Inspect workbook 00:00:25.680 --> 00:00:30.240 This feature will help you remove any personal information that may be hidden 00:00:30.240 --> 00:00:35.200 in the workbook's file data. It also checks for things that you generally don't want 00:00:35.200 --> 00:00:41.000 to include in the final draft, such as comments or annotations that you forgot to delete. 00:00:41.010 --> 00:00:45.579 Some of the changes from the inspector can't be undone, so it's a good idea to 00:00:45.579 --> 00:00:49.250 save an extra copy of your file before you do this. 00:00:49.250 --> 00:00:55.800 When you're ready, go ahead and click Check for issues, choose Inspect document from the menu, 00:00:55.800 --> 00:01:00.260 then click Inspect in the dialog box. 00:01:00.260 --> 00:01:06.540 Results will appear with an exclamation mark next to anything that might contain sensitive information. 00:01:06.550 --> 00:01:10.590 in this example, it looks like there are some hidden document properties and 00:01:10.590 --> 00:01:15.270 personal information, and also some comments that we definitely don't want 00:01:15.270 --> 00:01:17.450 in the final draft. 00:01:17.450 --> 00:01:22.909 To remove an issue, just click the button to the right that says Remove All, 00:01:22.909 --> 00:01:25.150 and Excel will take care of the rest. 00:01:25.150 --> 00:01:29.980 I'm also going to remove the personal info the document inspector found just 00:01:29.980 --> 00:01:34.280 because the people I'm sharing with don't really need access to it. 00:01:34.280 --> 00:01:38.130 When you're done, click the Close button. 00:01:38.130 --> 00:01:40.970 OK, so our workbook has been finalized. 00:01:40.970 --> 00:01:45.720 Now we can protect it to keep people from making any further changes. 00:01:45.720 --> 00:01:48.979 This step is optional, but it's a great way to control who's 00:01:48.979 --> 00:01:51.700 allowed to view or edit your work. 00:01:51.700 --> 00:01:58.080 All you have to do is click the Protect Workbook command and make a selection from the menu. 00:01:58.080 --> 00:02:03.330 Some of these options offer a high level of protection, such as Encrypt with Password 00:02:03.330 --> 00:02:07.670 which is good for really important or sensitive workbooks. 00:02:07.670 --> 00:02:13.160 If you don't need that much security though, you might want to consider one of the other options. 00:02:13.160 --> 00:02:18.230 In this case, I'm going to choose Mark as Final, which will just make the workbook 00:02:18.230 --> 00:02:23.220 read only; that should discourage people from making changes to the file and also 00:02:23.220 --> 00:02:26.800 let them know that this is the final version. 00:02:26.800 --> 00:02:33.800 Once you make your selection, click OK to confirm, then OK again, 00:02:33.800 --> 00:02:36.900 and the setting will be applied. 00:02:36.910 --> 00:02:41.590 Now when someone opens the file, they will see this little bar at the top of the window 00:02:41.590 --> 00:02:45.020 and they won't be able to type or delete anything. 00:02:45.020 --> 00:02:48.810 If they do need to make changes, they can just click the button that says 00:02:48.810 --> 00:02:50.830 Edit Anyway 00:02:50.830 --> 00:02:55.790 In short, this option doesn't provide any actual security but it's a good way to 00:02:55.790 --> 00:02:59.770 keep people from changing or deleting something by accident. 00:02:59.770 --> 00:03:06.930 OK! Now you know some ways to finalize and protect your workbook before sending it out to others.