Conditional Formatting

Introduction
Let's say you have a worksheet with thousands of rows of data. It would be
extremely difficult to see patterns and trends just from examining the raw
information. Similar to charts and sparklines, conditional formatting provides
another way to visualize data and make worksheets easier to understand.

Understanding conditional formatting

Conditional formatting allows you to automatically apply formatting—such
as colors, icons, and data bars—to one or more cells based on the cell value. To
do this, you'll need to create a conditional formatting rule. For example, a
conditional formatting rule might be: If the value is less than $2000, color the cell
red. By applying this rule, you'd be able to quickly see which cells contain values
less than $2000.

To create a conditional formatting rule:

In our example, we have a worksheet containing sales data, and we'd like to see
which salespeople are meeting their monthly sales goals. The sales goal is $4000
per month, so we'll create a conditional formatting rule for any cells containing a
value higher than 4000.
1. Select the desired cells for the conditional formatting rule.

2. From the Home tab, click the Conditional Formatting command. A

drop-down menu will appear.
3. Hover the mouse over the desired conditional formatting type, then
select the desired rule from the menu that appears. In our example, we
want to highlight cells that are greater than $4000.
4. A dialog box will appear. Enter the desired value(s) into the blank field.
In our example, we'll enter 4000 as our value.
5. Select a formatting style from the drop-down menu. In our example,
we'll choose Green Fill with Dark Green Text, then click OK.

6. The conditional formatting will be applied to the selected cells. In our

example, it's easy to see which salespeople reached the $4000 sales
goal for each month.
Conditional formatting presets
Excel has several predefined styles—or presets—you can use to quickly apply
conditional formatting to your data. They are grouped into three categories:

 Data Bars are horizontal bars added to each cell, much like a bar
graph.

 Color Scales change the color of each cell based on its value. Each
color scale uses a two- or three-color gradient. For example, in
the Green-Yellow-Red color scale, the highest values are green,
the average values are yellow, and the lowest values are red.

 Icon Sets add a specific icon to each cell based on its value.
To use preset conditional formatting:
1. Select the desired cells for the conditional formatting rule.

2. Click the Conditional Formatting command. A drop-down menu will

appear.

3. Hover the mouse over the desired preset, then choose a preset
style from the menu that appears.
4. The conditional formatting will be applied to the selected cells.
Removing conditional formatting

To remove conditional formatting:

1. Click the Conditional Formatting command. A drop-down menu will
appear.
2. Hover the mouse over Clear Rules, and choose which rules you want to
clear. In our example, we'll select Clear Rules from Entire Sheet to
remove all conditional formatting from the worksheet.
3. The conditional formatting will be removed.

“Watch the video link below to learn

Conditional Formatting.”
LINK: https://youtu.be/zfQ8uOBoIj8

Thanks to: https://edu.gcfglobal.org

 Vlookup Function
What exactly is VLOOKUP?
Basically, VLOOKUP lets you search for specific information in your spreadsheet.
For example, if you have a list of products with prices, you could search for the price
of a specific item.

We're going to use VLOOKUP to find the price of the Photo frame. You can
probably already see that the price is $9.99, but that's because this is a simple
example. Once you learn how to use VLOOKUP, you'll be able to use it with larger,
more complex spreadsheets, and that's when it will become truly useful.

We'll add our formula to cell F2, but you can add it to any blank cell. As with any
formula, you'll start with an equals sign (=). Then type the formula name. Our
arguments will need to be in parentheses, so type an open parenthesis. So far, it
should look like this:

=VLOOKUP(
Adding the arguments
Now, we'll add our arguments. The arguments will tell VLOOKUP what to search for
and where to search.

The first argument is the name of the item you're searching for, which in this case
is Photo frame. Because the argument is text, we'll need to put it in double quotes:

=VLOOKUP("Photo frame"

The second argument is the cell range that contains the data. In this example, our
data is in A2:B16. As with any function, you'll need to use a comma to separate
each argument:

=VLOOKUP("Photo frame", A2:B16

It's important to know that VLOOKUP will always search the first
column in this range. In this example, it will search column A for
"Photo frame". The value that it returns (in this case, the price) will
always need to be to the right of that column.

The third argument is the column index number. It's simpler than it sounds: The
first column in the range is 1, the second column is 2, etc. In this case, we are trying
to find the price of the item, and the prices are contained in the second column.
This means our third argument will be 2:

=VLOOKUP("Photo frame", A2:B16, 2

The fourth argument tells VLOOKUP whether to look for approximate matches,
and it can be either TRUE or FALSE. If it is TRUE, it will look for approximate
matches. Generally, this is only useful if the first column has numerical values that
have been sorted. Because we're only looking for exact matches, the fourth
argument should be FALSE. This is our last argument, so go ahead and close the
parentheses:

=VLOOKUP("Photo frame", A2:B16, 2, FALSE)

That's it! When you press Enter, it should give you the answer, which is 9.99.

How it works
Let's take a look at how this formula works. It first searches vertically down the first
column (VLOOKUP is short for vertical lookup). When it finds "Photo frame",
it moves to the second column to find the price.

As we mentioned earlier, the price needs to be to the right of the item name.
VLOOKUP cannot look to the left of the column that it's searching.
If we want to find the price of a different item, we can just change the first argument:

=VLOOKUP("T-shirt", A2:B16, 2, FALSE)

or:

=VLOOKUP("Gift basket", A2:B16, 2, FALSE)

It would be very tedious to edit your VLOOKUP formula whenever you want to find
the price of a different item. In the next example, we'll show how to avoid this by
using a cell reference.

Another example
Are you ready for a slightly more advanced example? We're going to make a couple
of changes to the spreadsheet to make it more realistic.

In the previous example, we typed the item name directly into the VLOOKUP
formula. But in the real world, you'll usually use a cell reference instead. In this
example, we'll type the item name in cell E2, and our VLOOKUP formula can then
use a cell reference to find information about that product. Then, we can simply type
a new item name into E2 to find any product we want.

We've also added a third column that has the category for each item. This will give
us the option of finding the price or category. Here's what the spreadsheet looks like
so far:
Our formula will be similar to the previous example, but we'll need to change the
first three arguments. Let's start by changing the first argument to a cell reference
(make sure to remove the quotation marks):

=VLOOKUP(E2, A2:B16, 2, FALSE)

To find the category, we'll need to change the second and third arguments. First,
we'll change the range to A2:C16 so it includes the third column. Next, we'll change
the column index number to 3 because our categories are in the third column:

=VLOOKUP(E2, A2:C16, 3, FALSE)

When you press Enter, you'll see that the Gift basket is in the Gifts category.

If we want to find the category of a different item, we can simply change the item
name in cell E2:
Part 1 of 5: VLOOKUP

This lesson is part 1 of 5 in a series. The other lessons in this unit will
build on the same example and add various types of functionality. Before
moving on, you'll want to make sure you are comfortable creating
formulas. If you'd like more practice, you can work through some of the
previous Excel Formulas lessons.

Our spreadsheet
Once you've downloaded our spreadsheet, open the file in Excel or another
spreadsheet application. It looks like we have an order invoice. There's information
about the order, along with some formulas to calculate the tax, order subtotal, and
total order cost.
Download Link: https://media.gcflearnfree.org/ctassets/topics/248/invoice_freeship_practice.xlsx
How can we solve this problem?
If the subtotal for an order is at least $100, the shipping should be free. If not, it
should cost $5.99. We could use the IF function to solve this problem. As you may
remember from our lesson on Using the IF Function, we can use it to test a
condition and then write something in a cell depending on the result. In this
example, the IF function can tell us whether the subtotal is at least $100 and then
set the shipping cost depending on the result.

Writing the function

 The first argument sets up the condition the IF function will test: In this
example, if the value in cell D6 is greater than or equal to 100. So our
first argument will be D6>=100.
 The second argument tells the function what to write if the condition
is true. In this example, if the value is greater than or equal to 100, we
want it to write "0" in the cell. So our second argument will be 0.
 The third argument tells the function what to write if the condition
is false: In this example, if the value is less than 100, we want it to use
the value from cell G3 (5.99). So our third argument will be $G$3 (we'll
use an absolute reference here just in case we move this formula in the
future).

Here's our function: =IF(D6>=100,0,$G$3). We'll enter this function into cell D7.
If you entered the function correctly, the shipping cost should change
from $5.99 to $0.00. That's because the Order Subtotal is more than $100.

If you want to test the function, change the value in cell C2 from 2 to 1. Because the
Order Subtotal is now less than $100, the Shipping cost should change from $0.00
to $5.99.

OK—our function is working really well! We're ready to send this back!
 Part 2 of 5: VLOOKUP

What are we trying to do with this

spreadsheet?
Our coworker asked if we could use the Product ID number to find the
product name and price from the Products worksheet. Luckily, the VLOOKUP
function can do this automatically. If you've never used VLOOKUP before, don't
worry—we'll show you how to use it below.

VLOOKUP is a bit more advanced than some functions, so you'll need

to be familiar with functions and cell references before you begin. You
can review our lessons on Functions and Relative and Absolute Cell
References to learn more.

How it works
Before we start using VLOOKUP, it will be helpful to know what it does. In our
example, it will search for the Product ID number on the Products worksheet. It
first searches vertically down the first column (VLOOKUP is short for "vertical
lookup"). When it finds the desired product ID, it moves to the right to find the
product name and product price.
Before we write our function, we'll need to take a moment to think carefully about
each argument and collect some information from our spreadsheet. The arguments
will tell VLOOKUP what to search for and where to look. We'll need to use four
arguments:

1. The first argument tells VLOOKUP what to search for. In our

example, we're searching for the product ID number, which is in
cell A2, so our first argument is A2.
2. The second argument is a cell range that tells VLOOKUP where to
look for the value from our first argument. In our example, we want it to
search for this value in cell range A2:C13 on the Products worksheet,
so our second argument is Products!$A$2:$C$13. Note that we're
using absolute references so this range won't change when we copy
the formula to other cells.
3. The third argument is the column index number, which is simpler
than it sounds: The first column in the cell range from the previous
argument is 1, the second column is 2, and so on. In our example, we're
looking for the Product Name. The names are stored in
the second column of the cell range from the previous argument, so
our third argument is 2.
4. The fourth argument tells VLOOKUP if it should look
for approximate or exact matches. If it is TRUE, it will look for
approximate matches. If it is FALSE, it will look for exact matches. In
 this example, we're only looking for exact matches, so our fourth
argument is FALSE.

It's important to know that VLOOKUP will always search the leftmost
column in the cell range. Since our cell range is A2:C13, it will
search column A.

Writing the function

Now that we have our arguments, we'll write our function in cell B2. We'll start by
typing an equals sign (=), followed by the function name and an open parenthesis:

=VLOOKUP(

Next, we'll add each of the four arguments, separate them with commas, then close
the parentheses:

=VLOOKUP(A2, Products!$A$2:$C$13, 2, FALSE)

If you entered the function correctly, the product name should appear: Measuring
cups. If you want to test your function, change the Product ID number in cell A2
from MEA7879 to CHE7888. The product name should change from Measuring
cups to Cheesecloth.

Note: Be sure to type the product ID exactly as it appears above, with

no spaces. Otherwise, the VLOOKUP function will not work correctly.
Adding the product price
Next, we also want the Product ID to pull in the product price, so we'll use the
VLOOKUP function again. Since we're using the same data, this function will be
very similar to the one we just added. In fact, all we have to do is change the third
argument to 3. This will tell VLOOKUP to pull in the data from the third column,
where the product price is stored:

=VLOOKUP(A2, Products!$A$2:$C$13, 3, FALSE)

OK, let's enter our new formula in cell C2:

We've got our formulas working, so we can just select cells B2 and C2 and
then drag the fill handle down to copy the formulas to the other rows in the
invoice. Now, each row is using VLOOKUP to find the Product Name and Product
Price.
OK—our functions look good. Let's send this back!

Bonus Section
Let's say a veterinarian's office is creating a spreadsheet to look up patient
information.
Here's the patient directory. This is where information will be pulled from:

Here's the patient lookup sheet. This is where the function will be inserted.
Part 3 of 5: VLOOKUP

What are we trying to fix?

Let's see if we can figure out what went wrong. Our coworker added some new
products to the Products worksheet, but they don't work with the existing VLOOKUP
functions. If we look at the Products worksheet, we can see that there are a few
new products listed here. The data spans cell range A2:C16.
But if we look at the function in cell B3, we can see that the VLOOKUP function is
only searching for information in cell range A2:C13.

As you can see, the VLOOKUP function isn't searching the full list of products;
it's only searching down to row 13. So it has no trouble finding the Ramekin, but it
won't be able to find the Zester, Grater, or Wire whisk.

To fix this, we'll need to change the second argument in VLOOKUP so it searches
the entire product list. There are two ways to do this:

 Update the cell ranges

 Use a table (Microsoft Excel only)

Update the cell ranges

One way to fix this problem is to simply update the cell ranges in our VLOOKUP
functions. Let's try editing the function in cell B3, where it's stopped working.

We'll edit the function to include all of the cells in the Products table. And just in
case more products are added later, we'll increase the number of rows in the cell
range to 100. This means we're including a lot of empty rows, but that's OK—the
VLOOKUP function will still work the same way. So here's our new function:

=VLOOKUP(A3, Products!$A$2:$C$100, 2, FALSE)

The function will recalculate, and the correct product name should appear: Zester.
We'll also make the same correction to the remaining VLOOKUP functions in the
spreadsheet:

And that's it! Now our spreadsheet's working correctly, and it'll be harder to break
these functions in the future.
Use a table
Above, we fixed our VLOOKUP function by extending the cell range to row 100.
However, if we continue adding more products, we will eventually break the
VLOOKUP function again, so this is not a perfect solution. If you're using Microsoft
Excel, a much better solution is to use a table. This will ensure that any new data
will be included automatically.

Tables work with all recent versions of Excel, but they are not currently
available in Google Sheets.

First, we'll select our product information and then convert it to a table. Note that this
will work a bit differently depending on which version of Excel you're using:

 For Excel 2007-2019: Go to Insert > Table.

  For Excel 2003 and earlier: Go to Data > List > Create List (tables
were known as lists in Excel 2003 and earlier).

Next, we'll name the table. In this example, we'll give it the name: ProductsList.
Note that table names cannot contain spaces.

Now let's go back to our VLOOKUP function. Rather than telling VLOOKUP to
search in a specific range on the Products worksheet (Products!$A$2:$C$100), we
can simply type the name of the table (ProductsList).

So here's our new function:

=VLOOKUP(A3, ProductsList, 2, FALSE)

If anyone ever adds information to the table, the VLOOKUP function will include it
automatically—no need to worry about updating the cell range later on. Again, you'll
need to update all of the VLOOKUP functions in the spreadsheet to refer to the table
rather than the cell range.
Part 4 of 5: VLOOKUP

What are we trying to do?

We'll need to use the Shipping Option (in cell E6) to automatically pull in the
Shipping Cost for cell E7. We can use a VLOOKUP function to do this automatically.

Writing the function

This VLOOKUP function will actually be similar to the VLOOKUP function we
created in Part 2 of 5: VLOOKUP. We'll start by typing the equals sign (=), followed
by the function name and an open parenthesis:

=VLOOKUP(

Next, we'll add our arguments. The first argument tells VLOOKUP what to search
for. In our example, it will search for the Shipping Option, which we will be typing
in cell E6 of our Invoice.

=VLOOKUP(E6

The second argument tells VLOOKUP where to look for the value in our first
argument. In our example, that's in the Shipping worksheet, in cell range A2:B4.
We'll include some extra rows in the cell range in case more shipping options are
added later.

=VLOOKUP(E6, Shipping!A2:B10

Finally, we'll add our third and fourth arguments. In this example, the Shipping Cost
is in column B (the second column), so our third argument is 2. And because we're
only looking for exact matches, the fourth argument is FALSE.

=VLOOKUP(E6, Shipping!A2:B10, 2, FALSE)

Type the formula into cell E7 of the Invoice and press Enter to see the result.
If you typed the formula correctly, the correct shipping price should appear: $9.99. If
you want to make sure your formula is working correctly, change the Shipping
Option in cell E6 from 3-Day to 2-Day. The Shipping Cost should change from $9.99
to $13.99.

Be sure to type the shipping option exactly as it appears in the

worksheet, or the VLOOKUP function won't work correctly.

As you may remember from Part 1 of 5: VLOOKUP, we used the IF function to

change the shipping cost to $0 if the cost of the order was at least $100. This time,
we'll do it a bit differently: If the order is at least $100, we'll give them a credit of
$5.99, which is the cost of standard shipping. This means standard shipping will be
free, and the more expensive shipping options will also get a discount of $5.99.

Just like before, our new formula will look at the Order Subtotal in cell E5 to see if
the value is greater than or equal to $100, so our first argument will be E5>=100.

=IF(E5>=100

The second argument looks to see if the statement in the first argument is true. If it's
true, they'll receive a credit for the cost of standard shipping (5.99). Since the credit
will be subtracted from the total order cost, we'll make it a negative number: -5.99.

=IF(E5>=100,-5.99
The third argument looks to see if the statement in the first argument is false. If it's
false, they won't receive the $5.99 shipping credit. This means our third argument
will be 0 (zero). We'll also add a close parenthesis after the last argument. Here's
our new IF function:

=IF(E5>=100, -5.99, 0)

When you press Enter, the correct discount should appear in cell E8.

If we look at the formula that calculates the Total Order Cost in cell E9, we can
calculate the total value of Order Subtotal, Shipping Cost, and Discount. We'll
simply add all three values; since the Discount is a negative number, that value will
be subtracted from the Total Order Cost.
OK—our formulas look good. Let's send this back!
Part 5 of 5: VLOOKUP, DATA
VALIDATION

What are we trying to fix?

If we look at cell E6, we can see that the word Standard is misspelled. The Shipping
worksheet doesn't contain the word "Standrd", so our VLOOKUP function doesn't
return any results. While we could simply type in the correct spelling, that wouldn't
prevent someone from making the same mistake in the future. To make sure this
doesn't happen again, we can add data validation to our spreadsheet.

Data validation
Data validation allows you to control exactly what a user can enter into a cell. In
our example, we can use data validation to ensure that the user chooses one of the
three possible shipping options. To make things even easier, we can insert a drop-
down list of the possible options.

This kind of data validation allows you to build a powerful, fool-proof spreadsheet.
Since users won't have to type in data manually, the spreadsheet will be faster to
use, and there's a much lower chance that someone can introduce an error.
Depending on what spreadsheet program you're using, the process of adding data
validation will vary. We'll show you how to add data validation in Microsoft
Excel and Google Sheets.

Data validation in Excel

Since we already have a list of shipping options in the Shipping worksheet, we're
going to tell Excel to use the data in that list to control which values a user can
select. But before we do this, we'll actually need to name the cell range first.
Naming cell ranges is one way to keep track of important cell ranges in your
spreadsheet.
To name a cell range (Excel 2007-2019):
1. Select the cell range you wish to name. In this example, we'll select the
cell range A2:A10 on the Shipping worksheet (we're including empty
rows just in case more shipping options are added later on).
2. Go to the Formulas tab, and then click Define Name.

3. A dialog box will appear. Type a name for the cell range in
the Name: field and then click OK. In our example, we'll name
it ShipRange.
4. Click OK. The cell range will be named.

If you ever add more data to your spreadsheet, you can easily check all
of your named ranges with the Name Manager to make sure they are
including all of the data.
To create a data validation drop-down list
(Excel 2007-2019):
1. Select the cell where you want the drop-down list to appear. In our
example, that's cell E6 on the Invoice worksheet.
2. On the Data tab, click the Data Validation command.

3. A dialog box will appear. In the Allow: field, select List.

4. In the Source: field, type the equals sign (=) and the name of your
range, and then click OK. In our example, we'll type: =ShipRange.

5. A drop-down arrow will appear next to the selected cell. Click

the arrow to select the desired option. In our example, we'll
select Standard. Alternatively, you can type the shipping option, but
Excel will only accept it if it is spelled correctly.
6. The selected value will appear in the cell. Now that we're searching for
the exact name of a shipping option, our VLOOKUP function is working
correctly again.
Data validation with Google Sheets
Creating a drop-down list for Google Sheets is actually a little simpler than Excel,
because you don't need to name a cell range beforehand.

To create a data validation drop-down list

(Google Sheets):
1. Right-click the cell where you want the drop-down list to appear and
select Data validation. In our example, we'll select cell E6.

2. A dialog box will appear. Click Select data range in the Criteria: field.
3. Select the data that will appear in the drop-down list, and then click OK.
In our example, the shipping options are stored in cell range A2:A4 on
the Shipping worksheet, but we'll select A2:A10 (we're including empty
rows just in case more shipping options are added later on).

4. Click Save to close the dialog box.

5. A drop-down arrow will appear within the selected cell. Click
the arrow to select the desired option. In our example, we'll select
Standard. Alternatively, you can type the shipping option, but Google
Sheets will only accept it if it is spelled correctly.
 6. The selected value will appear in the cell.

There we go—with our new data validation drop-down list, it'll be a lot harder for
someone to break our function in the future!
“Watch the video link below to learn about
Vlookup Function.”
LINK: https://youtu.be/ODZfwD39gGE
LINK: https://youtu.be/y8ygx1Zkcgs

Thanks to: https://edu.gcfglobal.org

 What-if Analysis
Introduction
Excel includes many powerful tools to perform complex mathematical calculations,
including what-if analysis. This feature can help you experiment and answer
questions with your data, even when the data is incomplete. In this lesson, you will
learn how to use a what-if analysis tool called Goal Seek.

Goal Seek
Whenever you create a formula or function in Excel, you put various parts together
to calculate a result. Goal Seek works in the opposite way: It lets you start with
the desired result, and it calculates the input value that will give you that result.
We'll use a few examples to show how to use Goal Seek.

To use Goal Seek (example 1):

Let's say you're enrolled in a class. You currently have a grade of 65, and you need
at least a 70 to pass the class. Luckily, you have one final assignment that might be
able to raise your average. You can use Goal Seek to find out what grade you
need on the final assignment to pass the class.

In the image below, you can see that the grades on the first four assignments
are 58, 70, 72, and 60. Even though we don't know what the fifth grade will be, we
can write a formula—or function—that calculates the final grade. In this case, each
assignment is weighted equally, so all we have to do is average all five grades by
typing =AVERAGE(B2:B6). Once we use Goal Seek, cell B6 will show us the
minimum grade we'll need to make on that assignment.
1. Select the cell with the value you want to change. Whenever you use
Goal Seek, you'll need to select a cell that already contains
a formula or function. In our example, we'll select cell B7 because it
contains the formula =AVERAGE(B2:B6).

2. From the Data tab, click the What-If Analysis command, then
select Goal Seek from the drop-down menu.
3. A dialog box will appear with three fields. The first field, Set cell:, will
contain the desired result. In our example, cell B7 is already selected.

The second field, To value:, is the desired result. In our example, we'll
enter 70 because we need to earn at least that to pass the class.

The third field, By changing cell:, is the cell where Goal Seek will place
its answer. In our example, we'll select cell B6 because we want to
determine the grade we need to earn on the final assignment.
4. When you're done, click OK.
5. The dialog box will tell you if Goal Seek was able to find a solution.
Click OK.

6. The result will appear in the specified cell. In our example, Goal Seek
calculated that we will need to score at least a 90 on the final
assignment to earn a passing grade.
To use Goal Seek (example 2):
Let's say you're planning an event and want to invite as many people as you can
without exceeding a budget of $500. We can use Goal Seek to figure out how many
people to invite. In our example below, cell B5 contains the formula =B2+B3*B4 to
calculate the total cost of a room reservation, plus the cost per person.

1. Select the cell with the value you want to change. In our example, we'll
select cell B5.

2. From the Data tab, click the What-If Analysis command, then
select Goal Seek from the drop-down menu.

3. A dialog box will appear with three fields. The first field, Set cell:, will
contain the desired result. In our example, cell B5 is already selected.

The second field, To value:, is the desired result. In our example, we'll
enter 500 because we only want to spend $500.

The third field, By changing cell:, is the cell where Goal Seek will place
 its answer. In our example, we'll select cell B4 because we want to
know how many guests we can invite without spending more than $500.
4. When you're done, click OK.

5. The dialog box will tell you if Goal Seek was able to find a solution.
Click OK.
6. The result will appear in the specified cell. In our example, Goal Seek
calculated the answer to be approximately 18.62. In this case, our final
answer needs to be a whole number, so we'll need to round the answer
up or down. Because rounding up would cause us to exceed our
budget, we'll round down to 18 guests.
As you can see in the example above, some situations will require the answer to be
a whole number. If Goal Seek gives you a decimal, you'll need to round up or
down, depending on the situation.

“Watch the video link below to learn What-if

Analysis.”
LINK: https://youtu.be/STTYxT6iFio

Thanks to: https://edu.gcfglobal.org

 Inspecting and Protecting
Documents
Introduction
Before sharing a workbook, you'll want to make sure it doesn't include any spelling
errors or information you want to keep private. Fortunately, Excel includes several
tools to help finalize and protect your workbook,
including Document Inspector and the Protect Workbook feature.

Document Inspector
Whenever you create or edit a workbook, certain personal information may be
added to the file automatically. You can use Document Inspector to remove this
information before sharing a workbook with others.

Because some changes may be permanent, it's a good idea to save an additional
copy of your workbook before using the Document Inspector to remove information.

To use Document Inspector:

1. Click the File tab to access Backstage view.
2. From the Info pane, click Check for Issues, then
select Inspect Document from the drop-down menu.
3. You may be prompted to save your file before running Document
Inspector.

4. Document Inspector will appear. Check or uncheck boxes, depending

on the content you want to review, then click Inspect. In our example,
we'll leave everything selected.
5. The inspection results will appear. In our example, we can see that our
workbook contains comments and some personal information, so we'll
click Remove All on both items to remove this information from the
workbook.
6. When you're done, click Close.
Protecting your workbook
By default, anyone with access to your workbook will be able to open, copy, and edit
its content unless you protect it. There are many different ways to protect a
workbook, depending on your needs.

To protect your workbook:

1. Click the File tab to access Backstage view.
2. From the Info pane, click the Protect Workbook command.
3. In the drop-down menu, choose the option that best suits your needs. In
our example, we'll select Mark as Final. Marking your workbook as final
is a good way to discourage others from editing the workbook, while the
other options give you even more control if needed.
4. A dialog box will appear, prompting you to save. Click OK.

5. Another dialog box will appear. Click OK.

 6. The workbook will be marked as final.

Marking a workbook as final will not prevent others from editing it. If you want to
prevent people from editing it, you can use the Restrict Access option instead.

“Watch the video link below to learn on

How to Inspect and Protect your
Documents.”
LINK: https://youtu.be/fsXS_VSuBvs
Thanks to: https://edu.gcfglobal.org