Reviewing and Sharing Workbooks

In Excel track changes and comments when proofreading worksheets. Also share Excel workbooks with others easily.

Finalizing and protecting your workbook

Video: Finalizing Workbooks in Excel 2010

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Before you send your workbook, take a minute to prepare a final copy. Excel has tools that might save you from sharing a workbook that contains spelling errors or information about the workbook itself that you do not want recipients to see. Use the Spelling command to find and edit any misspelled words; use the Document Inspector to find and delete any hidden data or personal information that is stored in the workbook, such as hidden comments, invisible objects, and file paths; and consider your Protect Workbook options, which are designed to keep other users from making unwanted changes to your workbook.

To check spelling:

  1. Select the cells you want to check.
  2. Click the Spelling command on the Review tab.
    Selecting the Spelling command Selecting the Spelling command
  3. The Spelling dialog box will open. From the Spelling dialog box, you can review and edit any misspelled words.

You can also check the spelling of every cell in an active worksheet by selecting any empty cell in the worksheet and clicking the Spelling command.

Ignoring spelling "errors"

There are times when Excel will say something is an error when it is not. This often happens with people's names, which may not be in the dictionary. Even if Excel says something is an error, you can choose not to change it. There are three options you can choose from:

To use the Document Inspector:

  1. In Backstage view, click Info.
  2. Click the Check for Issues button. A drop-down menu will appear.
  3. Select Inspect Document. A dialog box will appear.
    Selecting the Inspect Document command Selecting the Inspect Document command
  4. Check the boxes next to the content you want to inspect. To unselect a box, click it again and the check mark will disappear.
  5. Click Inspect.
    Document Inspector dialog box Document Inspector dialog box
  6. After the Document Inspector finishes, a new dialog box will appear where you can review the inspection results. Click the Remove All command next to any information you want to remove.

It is a good idea to save an additional copy of your workbook before you use the Document Inspector to remove information because some changes cannot be undone.