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Creating Document Workspaces
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An increasing number of documents require input from more than one person. When you estimate the cost of a large project, for example, you will probably require input from every member of your team to determine which products and components should be considered and ultimately used in the project, not to mention the amount of labor and corporate overhead spending required to support the project internally. Sharing and merging workbooks is one way to get the information out there, but the process is filled with pitfalls. If one of your colleagues adds or changes a password for their copy of the workbook, for example, you won t be able to include their changes in the merge. When you use Excel 2003 in conjunction with Microsoft Windows SharePoint Services, however, you can streamline the process of collaborating, editing, and reviewing workbooks by creating a document workspace. A document workspace is a virtual work area set up on a SharePoint site that lets individuals with access to the workbook modify the copy on the SharePoint server or work with a local copy, which they can update by adding changes from the master copy in the document workspace. After you establish the document workspace and give each of your team members access to that portion of the site, your colleagues will be able to work on the same copy of the workbook. Any changes saved to any copy of the
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Part 1: Preliminaries
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What s New in Excel 2003 document become available for every member of the team; if the changes conflict, you as the administrator are able to choose which changes will be adopted. You can also use the controls on the Shared Workspace task pane to create and manage a document workspace. Note
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Document workspaces are available for Microsoft Office Word 2003, Excel 2003, PowerPoint 2003, and Visio 2003.
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Implementing Information Rights Management
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One of the hardest problems to solve in the digital domain is limiting access to information. You can use passwords, accounts, and other access restrictions to limit who can view files on a computer or network, but once an unprotected file is out in the open it can be copied and dis tributed easily. The new Information Rights Management (IRM) capabilities in Office 2003 help maintain the confidentiality and integrity of your information by limiting who is able to view and edit your files. Specifically, network administrators can create policies that allow you to set user-level permissions to limit access to the material. Users who somehow get their hands on unauthorized copies of the files will not be able to peek at your company s budget for the next year. Users who are authorized recipients of the file but don t have Office 2003 or later installed on their computer will be able to use file viewers that let them examine the files, but not edit them. Note Information Rights Management is only available in Microsoft Office Professional Edition 2003, Word 2003, Excel 2003, and PowerPoint 2003.
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Comparing Workbooks Side By Side
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Another useful new capability in Excel 2003 is the ability to scroll through two windows at the same time so that you can compare the contents. Cell data forms patterns as it scrolls by, and you can often pick out differences visually. The differences are even more pronounced when you use conditional formats or change tracking to display cell data in a format that s different than the main body of data. To turn on simultaneous scrolling, open the two workbooks you want to compare and choose Window, Compare Side By Side With. One of the enhancements in Excel 2003 is the set of additional research tools you can use to get information from a number of sources. You can display the Research task pane by choos ing View, Task Pane and, if necessary, clicking the Other Task Panes bar at the top of the task pane and clicking Research. Once you have displayed the Research task pane, you can type a word or phrase in the Search For box, select the reference works you want to search, and click the Start Searching button (the arrow to the right of the Search For box) to get more infor mation. Figure 1-1 shows the Research task pane and a selection of the reference materials available for you.
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