WEBVTT
Kind: captions
Language: en

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There are a couple things you can do to prep
your workbook before you send it out.

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For example, first, you might want to run
a spell check.

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Then you can finalize the file, and even protect
it to keep other people from making any more

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changes.

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To run a spell check, go to the Review tab…
then click the Spelling command.

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A dialog box will appear where you can type
the correct spelling yourself… or you can

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choose one of the suggestions… then click
Change.

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Now, spell check isn't perfect.

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Sometimes it'll say a word is spelled wrong
when it isn't—like people's names, business

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names, and other proper nouns.

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If that happens, you can ignore the error…
or you can click Add to Dictionary.

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This will save the word, so it never comes
up as a spelling mistake again.

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And it looks like that's it.

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Now that we're done with our spell check,
we can move onto the next step: finalizing

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the file itself.

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You'll find everything you need in the backstage
view… under Inspect Workbook.

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This feature can help you remove any personal
info that may be hidden in the workbook's

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file data.

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It'll also check for things that you generally
don't want in the final draft; for example,

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comments or annotations that you forgot to
delete.

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Some of the changes from the inspector can't
be undone, so it's a good idea to save an

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extra copy before you continue.

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When you're ready, go ahead and click Check
for Issues… choose Inspect Document from

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the menu… then click Inspect in the dialog
box.

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The results will appear with an exclamation
mark next to anything that might contain sensitive

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info.

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In this example, it looks like there are some
hidden document properties and personal information,

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and also some comments that we definitely
don't want in the final draft.

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To remove an issue, just click the button
to the right that says Remove All… and Excel

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will take care of the rest.

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I'm also going to remove the personal info
the inspector found, just because the people

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I'm sharing with don't really need access
to it.

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When you're done, click the Close button.

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Ok, so our workbook has been finalized; now
we can protect it to keep people from making

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any further changes.

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This step is optional, but it's a great way
to control who's allowed to view or edit your

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work.

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All you have to do is click the Protect Workbook
command… and make a selection from the menu.

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Some of these options offer a high level of
protection, such as Encrypt with Password,

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which is good for really important or sensitive
workbooks.

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If you don't need that much security, though,
you might want to consider one of the other

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options.

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In this case, I'm going to choose Mark as
Final, which will just make the workbook read-only.

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This should discourage people from making
changes to the file, and also let them know

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this is the final draft.

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Once you make your selection, click OK to
confirm… then OK again… and the setting

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will be applied.

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Now when someone opens the file, they'll see
this little bar at the top of the window,

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and they won't be able to type or delete anything.

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If they do need to make changes, they can
click the button that says Edit Anyway.

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In short, this option doesn't provide any
actual security; however, it's a good way

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to keep people from changing or deleting something
by accident.

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Now you know some ways to finalize and also
protect your workbook before sending it out

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to others.