Manual markups with spreadsheet files

Redact allows you to apply manual markups to Excel or .csv files in the Viewer. You can apply markups to specific parts of an Excel file including the sheet names, charts, objects, and headers and footers. An audit of the markups applied to each document can be viewed at any time to make tracking markups easy. You can also quickly locate any markups in a document and approve or reject them as part of your quality control process by using the Redaction Navigation card.

If you would prefer to have markups applied automatically, see Automated spreadsheet markup project and Automated spreadsheet propagation.

This page contains the following information:

Excel file markup considerations

When the first markup is placed on an Excel file, Redact will automatically prepare the Excel file for markups. This preparation is done to ensure data is not lost after the markups are applied and also to prevent information that is covered by markups from being restored by third parties.

When you apply the first markup to an Excel file, the following will occur:

  • All calculated fields are replaced with their original calculated values.

  • All pivot tables are replaced with their original calculated values.

  • All change-history is removed from documents.

  • All hidden and very-hidden rows, columns, and sheets are unhidden.

  • All merged cells are un-merged.

Supported Excel file types

Redact supports each of the following Excel file types:

  • All .XLS

  • .XLSX

  • .XLSM

  • .XLSB

Additionally, all Excel 95, Excel 95/97, Excel 97, and Excel 2003 files types are also supported.

.csv file markup considerations

Since .csv files are text-based, they function differently than Excel files. A .csv file must display in table format in the Native Viewer before redaction options appear in the right-click menu. Only text or cell content redactions can be applied to .csv files.

Redact supports single and double quote characters as qualifiers.

The following delimiters are supported for .csv files, in order of highest to lowest priority:

  • Comma

  • Tab

  • Semicolon

  • Colon

  • Space

If no delimiter is found, the .csv file will display in a single column. Redact provides warning messages that indicate which .csv files failed to match a delimiter to help you troubleshoot.

Applying markups to .csv files

You can apply redactions to a single cell or multiple cells by doing the following:

  1. Open the desired .csv file in the Native Viewer.

  2. Select the desired markup set in the bottom-left drop-drown menu. If None is selected, you will not be able to apply markups.

  3. Select the desired cell or click and drag your cursor to select multiple cells.

  4. Right-click on the highlighted area, hover your cursor over Relativity Redact in the right click-menu and then hover your cursor over Redact again, and select the desired redaction type.

    A redaction is applied to the selected area.

Applying markups to Excel files

Markups can be applied to many different elements of an Excel file as needed.

Manually applying markups

You can apply markups to a single cell or a series of rows or columns by doing the following:

  1. Open the desired Excel file in the Native Viewer.

  2. Select the desired markup set in the bottom-left drop-drown menu. If None is selected, you will not be able to apply markups.

  3. Select either the desired cell, the desired row or column, or click and drag your cursor to select the area you wish to apply a markup to.

  4. Right-click on the highlighted area, hover your cursor over Relativity Redact in the right-click menu, and select the desired markup option from the menu.

    A redaction or highlight is applied to the selected area.

Applying the same markup repeatedly

For your convenience, you can rapidly apply the same markup to a single cell or a series of rows or columns by doing the following:

  1. Select and apply a markup to the Excel document. See Manually applying markups for more information.

  2. Select the desired cell, row, or column that you wish to apply the same type of markup to.

  3. Right-click and select the Redact - X markup option. The name of the option will include the name of the markup you most recently applied.

    A markup of the same type as was most recently applied is added to the currently selected cell(s), row(s), or column(s).

Cell Content redactions

You can also conveniently edit the text of a single cell on-the-fly with this markup option. When a cell content redaction is applied, background colors, patterns, and borders from the selected cell will be maintained. Additionally, the font, font size, and color of the first word in the cell will be maintained in the redaction and any other fonts, font size, or colors in additional words will not.

To edit the contents of a single cell using a cell content redaction, do the following:

  1. Open the desired Excel file in the Native Viewer.

  2. Select the desired markup set in the bottom-left drop-drown menu. If None is selected, you will not be able to apply markups.

  3. Select the cell you wish to apply a redaction to.

  4. Right-click on the highlighted cell and hover your cursor over Relativity Redact and then Redact, and finally, select Cell Content.

    The Redact Cell Text modal displays.

  5. Edit the cell's text as desired to create the redaction.

  6. Click Update Cell Content.

    The Cell Content redaction is applied to the selected cell.

Sheet Name redactions

The name of a Sheet within an Excel file can be redacted if it contains sensitive information.

To redact the name of a Sheet, do the following:

  1. Open the desired Excel file in the Native Viewer.

  2. Select the desired markup set in the bottom-left drop-drown menu. If None is selected, you will not be able to apply markups.

  3. Click on the Sheet that you wish to apply a redaction to.

  4. Click the Redact Current Sheet Name button near the bottom of the Viewer.

    The Redact Current Sheet Name modal displays.

  5. Edit the Sheet's name as desired to create the redaction.

  6. Click Redact Sheet Name button.

    The Sheet Name redaction is applied to the Sheet.

Chart redactions

Note: As of July 30, 2021, the Redact XLS Navigator card has been moved to the Redact Markup Navigator to make it more centrally located in the user interface and convenient to use.

To apply a redaction to a chart, do the following:

  1. Open the desired Excel file in the Native Viewer.

  2. In the bottom toolbar, click on the Redact Spreadsheet Markup Navigator icon to expand it.

  3. Click on the Chart icon to display a list of all the charts in the document.

  4. Click the Redact button on the right side of the chart's row you wish to redact.

    A redaction is applied to the chart.

  5. Optionally, to apply a redaction to either the chart title or labels, click on the name of the chart and then click on the Redact button on the right side of any chart contents' row you wish to redact.

Comment redactions

Note: As of July 30, 2021, the Redact XLS Navigator card has been moved to the Redact Markup Navigator to make it more centrally located in the user interface and convenient to use.

To apply a redaction to a comment, do the following:

  1. Open the desired Excel file in the Native Viewer.

  2. In the bottom toolbar, click on the Redact Spreadsheet Markup Navigator icon to expand it.

  3. Click on the Comment icon to display a list of all the comments in the document.

  4. Click on the comment you wish to redact.

    The Redact Comment modal displays.

  5. Edit the comment as desired to create the text redaction.

  6. Click Save.

    The redaction is applied to the comment.

Header and footer redactions

Note: As of July 30, 2021, the Redact XLS Navigator card has been moved to the Redact Markup Navigator to make it more centrally located in the user interface and convenient to use.

Headers and footers in Excel files are not visible in the Viewer, however, you can apply redactions to them by doing the following:

  1. Open the desired Excel file in the Native Viewer.

  2. In the bottom toolbar, click on the Redact Spreadsheet Markup Navigator icon to expand it.

  3. Click on the Headers icon to display a list of headers in the document.

  4. Optionally, you can navigate to the header or footer you wish to redact by clicking the drop-down menu and selecting the desired option or clicking the Next and/or Prev links on the right side of the card.

  5. Click on the header or footer you wish to redact.

    The Redact Header/Footer modal displays.

  6. Edit the header or footer as desired to create the redaction.

  7. Click Save.

    The redaction is applied to the header or footer.

Object redactions

Excel files may contain a variety of objects including:

  • WordArt

  • SmartArt

  • Embedded documents (email, PowerPoint), images, equations, text boxes, and shapes

Note: As of July 30, 2021, the Redact XLS Navigator card has been moved to the Redact Markup Navigator to make it more centrally located in the user interface and convenient to use.

You can apply a black redaction to these objects, by doing the following:

  1. Open the desired Excel file in the Native Viewer.

  2. In the bottom toolbar, click on the Redact Spreadsheet Markup Navigator icon to expand it.

  3. Click on the Objects icon to display a list of objects in the document.

  4. Click the Redact button on the right side of the object's row you wish to redact.

    A black redaction is applied to the object you selected.

Convert Spreadsheets Markup

If markups have been applied to one or more documents, you can change all of the redactions to highlights or vice versa using the Convert Spreadsheets Markup mass operation. To learn more visit, Convert Spreadsheets Markup.

Reverting markups

An entire markup or portions of a markup can removed to restore the data that was hidden by the markup.

To revert a manual markup, do the following:

  1. Open the desired spreadsheet file in the Native Viewer.

  2. Select either the desired cell, the desired row or column, or click and drag your cursor to select the area with a markup that you would like to redact. Only cells that have markups will be reverted and cells without markups will be unaffected by this process.

  3. Right-click on the highlighted area and hover your cursor over Relativity Redact in the right-click menu and select Revert.

    The Reverting Markup modal displays while your request is processed and then the selected markup(s) are removed from the document.

To revert a markup applied automatically by a project, do the following:

  1. In the bottom toolbar, click on the Redact Spreadsheet Markup Navigator icon to expand it.

  2. Select the desired type of redaction by clicking on the Chart icon, Comment icon, Header and Footer icon, or the Object icon

  3. In the row of the markup you wish revert, click Undo.

Excel document keyboard shortcuts

The following options are available to help you conveniently navigate Excel documents using your keyboard:

Keyboard Shortcut Action
Page up / Page down Scroll up or down one screen length in the document.
CTRL+End Select the bottom-right cell and move it into view.
CTRL+SHIFT+End Extend the current selection of cells to the bottom-right cell.
CTRL+Home Select the top-left cell and move it into view.
CTRL+SHIFT+Home Extend the current selection of cells to the top-left cell.
Arrow left / up / right / down Move the current selection left / up / right / down by one cell.
CTRL+Arrow left / up / right / down Move the current selection left / up / right / down by one cell.
CTRL+SHIFT+Arrow left / up / right / down Extend the current selection left / up / right / down.
Tab Move the current selection to the right by one cell.
Shift+Tab Move the current selection to the left by one cell.
CTRL+A Select the entire spreadsheet.
CTRL+Shift+Space Select the entire spreadsheet.
CTRL+Space Extend the current selection to include the full column(s).
Shift+Space Extend the current selection to include the foll row(s).

Reviewing markups

After markups have been placed, it is a best practice to perform quality control on documents before they are produced. To learn more about how to do this using Redact, visit Reviewing markups to ensure accuracy.

Downloading and exporting marked up documents

To download a copy of the native file without any markups, click on the document actions menu and select Download document native.

To download a copy of the native file with the markups applied in the Native Viewer, click on the Download Marked Up File button.

Once a native document with markups has been prepared using the production preparation project, you can no longer download a copy using the Download Marked Up File button. Instead, include the document in a native production set to export it.