Review Tab and its Usage in Excel

What is Review Tab ? Where is it in Excel ?

     In Excel Riview Tab is after Data. Review tab contains the editing feature, comments, track changes and workbook protection options. These features make it easy to share the data with the proper information whilst ensuring security of data.

It looks like Image below.

Review Tab 

In MS Excel 2007 It is divided in three parts.

1. Proofing

2. Comments

3. Changes

Parts of Review Tab

1. Proofing:

We use proofing to correct the typo mistakes through spelling option. Research and dictionary work alike, to translate the sentence in any other language.. And Thesaurus suggests other ways to say anything.

Proofing in Excel

Spelling - Check the spelling of text. The keyboard shortcut to check spelling is F7.

Research - Open the Research Task Pane to search through reference materials such as dictionaries, encyclopedias, and translation services. The keyboard shortcut for Research is Alt + Click.

Thesaurus - Suggests other words with a similar meaning to the word you have selected.

Translate - Translate the selected text into a different language.

2. Comments:

When we want to give the message about the cell, we use comment option. We can insert and delete the comment, show and hide the comment, and then we have an option to show all the comments.

Comment Tab in Excel

Edit Comment - Edit the selected comment. The keyboard shortcut to edit a selected comment is Shift + F2 . Note: This button will not be displayed unless a cell containing a comment has been selected.

New Comment - Add a comment about the selected cell. The keyboard shortcut to add a comment is Shift + F2 . Note: This button is the default view in the Comments section rather than the Edit Comment button displayed at the top of this explanation.

Delete (comment) - Delete the selected comment.

Previous (comment) - Select the previous comment in the worksheet.

Next (comment) - Navigate to the next comment in the document.

Show/Hide Comment - Show or hide the comment attached to the selected sheet.

Show All Comments - Display all comments in the sheet.

Show Ink - Show or hide any ink annotations on the sheet.

3. Changes:

We use Changes option to protect the sheet and workbook, and we can allow user to edit the specific range; also, we can share the workbook as well. 

Changes Tab in Excel

Protect Sheet - Prevent unwanted changes to the data in a sheet by specifying what information can be changed. For example, you can prevent people from editing locked cells or changing the formatting of the document. You can specify a password that can be entered to unprotect the sheet and allow these changes.

Protect Workbook - Prevent unwanted changes to the structure of the workbook, such as moving, deleting, or adding sheets. You can specify a password that can be entered to unprotect the workbook and allow these changes.

Share Workbook - Allow multiple people to work in a workbook at the same time. The workbook should be saved to a network location where multiple people can open it. Workbooks containing tables cannot be shared.

Protect and Share Workbook - Share the workbook and protect it with a password at the same time. The password will prevent others from turning off change tracking.

Allow Users to Edit Ranges - Allows specific people to edit ranges of cells in a protected workbook or sheet. Before using this feature, first set security on the sheet by using the Protect Sheet command. To use this feature, your computer must be joined to a Microsoft Windows domain.

Track Changes - Track all changes made to the document, including insertions, deletions, and formatting changes.

Data Tab and its usage in Excel

What is Data Tab ? Where is it in Excel ?

        Data tab is another most important part of excel. It is between Formulas Tab and Review Tab. We use Data tab for the large amount of data.It is useful to import the data by connecting with the server, and we can import data automatically from web, MS Access etc. And sort & filter are very helpful options we have in Excel; it makes easy to read vast data.
It looks like  imagae below.

Data Tab

Data Tab is Divided in to Five Group.
1. Get External Data
2. Connections
3. Sort & Filter
4. Data Tools
5. Outline

1. Get External Data:

 In Excel, we can import data from MS Access, Web, Text and other sources. Also, we can import the data from other applications.

From Access - Import data from a Microsoft Access database.

From Web - Import data from a web page.

From Text - Import data from a text file.

From Other Sources - Import data from other data sources.

Existing Connections - Connect to an external data source by selecting from a list of commonly used sources.

2. Connections:

      It is used to display the entire data connections for the workbook. Data connections are links to the data outside the workbook which can be updated if the source data changes. And updated data can be obtained by refreshing all sources in workbook.

Refresh All - Update all the information in the workbook that is coming from a data source. The keyboard shortcut to Refresh All is Ctrl + Alt + F5 .

Connections - Display all data connections for the workbook. Data connections are links to data outside of this workbook which can be upgraded if the source data changes.

Properties - Data Range Properties - Specify how cells connected to a data source will update, what contents from the source will be displayed, and how changes in the number of rows or columns in the data source will be handled in the workbook.

Edit Links - This is used to break a link to an external reference. This command will be unavailable if the workbook does not contain linked information.

3. Sort & Filter:

To set the data in ascending or descending order on the basis of value or as per the first letter of a word, we use Sort option. Also, we can put the basic and advanced filter from here only.

Sort A to Z - Sort the selection so that the lowest values are at the top of the column.

Sort Z to A - Sort the selection so that the highest values are at the top of the column.

Sort - Launch the Sort to sort data based on several criteria at once.

Filter - Enable filtering of the selected cells. Once filtering is turned on, click on the arrow in the column header to choose a filter for the column. The keyboard shortcut to filter is Ctrl + Shift + L.

Clear - Clear the filter and sort data for the current range of data.

Reapply - Reapply the filter and sort in the current range. New or modified data in the column won't be filtered or sorted until you click Reapply. The keyboard shortcut to reapply is Ctrl + Alt + L.

Advanced - Specify complex criteria to limit which records are included in the result set of a query.

4. Data Tools:

This option is very important to make the report interactive; it helps us to make the data authentic, and using this tab, we can restrict or validate the entries if the data is being updated by multiple users. Text to Columns helps us to split the single column into multiple columns as per data. Flash fills the values in the range. We can delete duplicate rows from the data by using Remove Duplicates option. We use Data Validation to provide the list that can be entered in cell, or we can restrict the entries, or we can validate the entries in the cell. We use Consolidate option to summarize data from separate ranges, and consolidate the result in a single output range. We use What-if-Analysis to analyse the data.

Text to Columns - Separate the contents of one Excel into separate columns. For example, you can separate a column of full names into separate first and last name columns. In Word you would use this feature to convert the selected text into columns at each comma, period, or other character you specify.

Remove Duplicates - Delete duplicate rows from a sheet. You can specify which columns should be checked for duplicate information.

Data Validation - Prevent invalid data from being entered into a cell. For example, you could reject sates or numbers greater than 1000. You can also force input to be chosen from a dropdown list of values you specify.

Consolidate - Combine values from multiple ranges into one new range.

What-If Analysis - Try out various values for the formulas in the sheet. Scenario Manager allows you to create and save different groups of values, or scenarios, and switch between them. Goal Seek will find the right input when you know the result you want. Data Tables allow you to see the results of many different possible inputs at the same time.

5. Outline:

We use this option to make the data more analytical and understandable. We can make group of rows or columns or automatically create an outline. We can ungroup the data; quickly calculate rows of related data by inserting subtotals and totals. We use Show and Hide options when we want to insert the Subtotal in data.

Group - Tie a range of cells together so that they can be collapsed or expanded. The keyboard shortcut to Group is Shift + Alt + Right.

Ungroup - Ungroup a range of cells that were previously grouped. The keyboard shortcut to Ungroup is Shift + Alt + Left.

Subtotal - Total several rows of related data together by automatically inserting subtotals and totals for the selected cells.

Show Detail - Expand a collapsed group of cells.

Hide Detail - Collapse a group of cells.

Diagonal Arrow - Click on the arrow in the bottom right corner of Outline to see the Settings dialog box.
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