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4 Select or clear the Ignore Blank check box as appropriate 5 On the Input Message tab (shown here), choose whether to have Excel display an input message when the cell is selected If you leave the Show Input Message When Cell Is Selected check box selected (as it is by default), enter the title and input message in the text boxes
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6 On the Error Alert tab (shown next), choose whether to have Excel display an error alert after the user enters invalid data in the cell If you leave the Show Error Alert After Invalid Data Is Entered check box selected (as it is by default), choose the style (Stop, Warning, or Information) in the Style drop-down list, and enter the title and error message in the text boxes Stop alerts prevent the user from continuing until they enter a valid value for the cell Warning alerts and Information alerts display the message but allow the user to continue after entering an invalid value in the cell
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7 Click the OK button to close the Data Validation dialog box and apply the validation to the cell or range When a user selects a restricted cell, Excel displays the information message (unless you chose not to display one):
If the user enters an invalid value, Excel displays the appropriate alert message box:
A user can bypass validation by pasting data into the cell
Protect Cells, a Worksheet, or a Workbook
The next stage in preventing users from mangling your workbooks is to prevent them from accessing cells they re not supposed to change Excel offers several means of doing this; you can:
Lock cells so that users can t change them
CHAPTER 14: Share Workbooks and Collaborate with Colleagues
Lock a workbook or a worksheet with a password to prevent changes Password-protect a workbook against being opened or modified by people who don t
know the password
Lock a Cell or Range
To lock a cell or range, follow these steps: 1 Select the cell or range 2 Choose Format | Cells (or press CTRL-1) to display the Format Cells dialog box 3 Click the Protection tab 4 Select the Locked check box 5 Click the OK button to close the Format Cells dialog box 6 To make the locking take effect, protect the workbook as described in Protect a Workbook, next
Protect a Workbook
To prevent other users from changing a workbook, protect it To do so, follow these steps: 1 Choose Tools | Protection | Protect Workbook to display the Protect Workbook dialog box:
2 Leave the Structure check box selected (as it is by default) if you want to protect the structure of the worksheet Doing so prevents users from making changes to the worksheets inserting, deleting, hiding, displaying, or renaming worksheets 3 Select the Windows check box if you want to protect the current layout of windows in the worksheet This more specialized form of protection is useful for some workbooks 4 Enter a password The password is optional, but the protection is worthless without one With a weak password, the protection is worth little, so use a strong password (see the next Tip)
How to Do Everything with Microsoft Office Excel 2003
5 Click the OK button If you used a password, Excel displays the Confirm Password dialog box:
6 Enter the password in the Reenter Password to Proceed text box, and then click the OK button to close the Confirm Password dialog box and the Protect Workbook dialog box To unprotect a workbook, choose Tools | Protection | Unprotect Workbook, enter your password in the Unprotect Workbook dialog box, and click the OK button To create a strong password, follow these basic rules: Use six characters minimum; don t use a real word in any language; don t use a name, least of all one that can be associated with you; mix letters, numbers, and symbols in the password; and use both uppercase and lowercase (passwords are case sensitive)
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