Microsoft Excel 2003 Illustrated Complete Excel Files and Incorporating Web Information Sharing

Microsoft Excel 2003 Microsoft Excel 2003 Illustrated CompleteIllustrated Complete

Excel Files and Incorporating Excel Files and Incorporating Web InformationWeb Information

SharingSharing

2Sharing Excel Files and Incorporating Web Information Unit N

Share Excel filesShare Excel files Set up a shared workbook for Set up a shared workbook for

multiple usersmultiple users Track revisions in a shared workbookTrack revisions in a shared workbook Apply and modify passwordsApply and modify passwords

ObjectivesObjectives


Create an interactive worksheet for Create an interactive worksheet for the Webthe Web

Create a PivotTable list for the WebCreate a PivotTable list for the Web Work with XML dataWork with XML data Run Web queries to retrieve external Run Web queries to retrieve external

datadata

ObjectivesObjectives


Sharing Excel FilesSharing Excel Files

Share spreadsheets electronically Share spreadsheets electronically with others in an office, company, or with others in an office, company, or the Webthe Web– Post Excel workbooks or parts of Post Excel workbooks or parts of

workbooks for users to interact with on workbooks for users to interact with on an intranet or the Weban intranet or the Web

– Protecting information is a Protecting information is a considerationconsideration


Sharing Excel Files (cont.)Sharing Excel Files (cont.)

Consider the following issues when Consider the following issues when sharing Excel data:sharing Excel data:– Allow others to use a workbook Allow others to use a workbook

simultaneously from a network or serversimultaneously from a network or server– Control access to workbooks on a server Control access to workbooks on a server

using passwordsusing passwords– Distribute workbooks to others using e-mailDistribute workbooks to others using e-mail– Publish a worksheet for use on an intranet or Publish a worksheet for use on an intranet or

the Webthe Web• Specify Specify interactivityinteractivity, meaning users can make , meaning users can make

changes in their browserschanges in their browsers



Consider the following issues when Consider the following issues when sharing Excel data (cont.):sharing Excel data (cont.):– Choose to save PivotTables so that Choose to save PivotTables so that

others can interact with the dataothers can interact with the data– Create hyperlinks to the WebCreate hyperlinks to the Web– Import or export XML dataImport or export XML data– Use an Excel query to retrieve data Use an Excel query to retrieve data

from the Webfrom the Web



Interactive worksheet in

a browser



Data retrieved from the

Web


Setting up a Shared Workbook Setting up a Shared Workbook for Multiple Usersfor Multiple Users

Make an Excel file a Make an Excel file a shared shared workbookworkbook so that several users can so that several users can open and modify it at the same timeopen and modify it at the same time– Useful when you want others to review Useful when you want others to review

the data on a network serverthe data on a network server– Excel can keep a list of changes to the Excel can keep a list of changes to the

workbook, which you can view and printworkbook, which you can view and print


Setting up a Shared Workbook Setting up a Shared Workbook for Multiple Users (cont.)for Multiple Users (cont.)

Title bar indicates

workbook is shared


Setting up a Shared Workbook Setting up a Shared Workbook for Multiple Users (cont.)for Multiple Users (cont.)

Merging workbooksMerging workbooks– Once everyone has entered their changes, Once everyone has entered their changes,

you can merge the changed copies into one you can merge the changed copies into one master workbook that contains all of the master workbook that contains all of the changeschanges

– Each copy you distribute must be designated Each copy you distribute must be designated as shared and the Change History feature as shared and the Change History feature must be activatedmust be activated

– Open the master copy of the workbook, click Open the master copy of the workbook, click Tools on the menu bar, then click compare Tools on the menu bar, then click compare and Merge Workbooksand Merge Workbooks


Tracking Revisions in a Tracking Revisions in a Shared WorkbookShared Workbook

When you share workbooks, it is When you share workbooks, it is helpful to helpful to tracktrack modifications, or modifications, or identify who made which changesidentify who made which changes– You can reject changesYou can reject changes– Changes appear in different colors for Changes appear in different colors for

each user who reviewed the workbookeach user who reviewed the workbook• Each change is identified with a username Each change is identified with a username

and dateand date

– Excel keeps track of all changes in a Excel keeps track of all changes in a change historychange history worksheet worksheet


Tracking Revisions in a Tracking Revisions in a Shared Workbook (cont.)Shared Workbook (cont.)

Border with triangle in upper-left

corner indicates cell

has been changed

ScreenTip provides details of changes to the cell


Tracking Revisions in a Tracking Revisions in a Shared Workbook (cont.)Shared Workbook (cont.)

History sheet tab

Users who made changes to this worksheet

Click any list arrow to filter

changes


Applying and Modifying Applying and Modifying PasswordsPasswords

Use a password so that only Use a password so that only authorized people will be able to authorized people will be able to open a shared workbook or make open a shared workbook or make changes to itchanges to it– If you lose your password, you will not If you lose your password, you will not

be able to open or change the be able to open or change the workbookworkbook

– Passwords are case sensitive, so you Passwords are case sensitive, so you must type them exactly as you want the must type them exactly as you want the users to type themusers to type them


Applying and Modifying Applying and Modifying Passwords (cont.)Passwords (cont.)

Enter passwords

here

Message prompts for password to

modify workbook

Masked password for security


Applying and Modifying Applying and Modifying Passwords (cont.)Passwords (cont.)

Removing passwordsRemoving passwords– You must know a workbook’s password You must know a workbook’s password

in order to change or delete itin order to change or delete it– Click the Tools list arrow in the Save As Click the Tools list arrow in the Save As

dialog box, then click General Optionsdialog box, then click General Options– Double-click to highlight the password Double-click to highlight the password

symbols, then press [Delete]symbols, then press [Delete]


Creating an Interactive Creating an Interactive Worksheet for the WebWorksheet for the Web

Save entire workbooks or individual Save entire workbooks or individual worksheets in HTML formatworksheets in HTML format– When you publish a worksheet with When you publish a worksheet with

interactivityinteractivity, users can modify, format, , users can modify, format, sort, and analyze data using their Web sort, and analyze data using their Web browserbrowser

– To work with interactive data, users To work with interactive data, users must have installed Internet Explorer must have installed Internet Explorer version 4.01 or later as well as the version 4.01 or later as well as the Office Web ComponentsOffice Web Components


Creating an Interactive Creating an Interactive Worksheet for the Web (cont.)Worksheet for the Web (cont.)

Worksheet in Internet Explorer


Adding Web Hyperlinks Adding Web Hyperlinks to a Worksheetto a Worksheet

Create hyperlinks in Excel files to Create hyperlinks in Excel files to information on the Webinformation on the Web– Every Web page is identified by a Every Web page is identified by a

unique Web address called a unique Web address called a Uniform Uniform Resource Locator (URL)Resource Locator (URL)

– Create a hyperlink to a Web page in an Create a hyperlink to a Web page in an Excel file by specifying its URL in the Excel file by specifying its URL in the Insert Hyperlink dialog boxInsert Hyperlink dialog box


Creating a PivotTable List Creating a PivotTable List for the Webfor the Web

Create interactive PivotTables that Create interactive PivotTables that users can analyze by moving fields to users can analyze by moving fields to get different views of the dataget different views of the data– An interactive PivotTable for the Web is An interactive PivotTable for the Web is

called a called a PivotTable listPivotTable list– Users cannot enter new values to the Users cannot enter new values to the

list, but they can filter and sort data, list, but they can filter and sort data, add calculations, and rearrange dataadd calculations, and rearrange data

– As the PivotTable creator, you have As the PivotTable creator, you have complete control over what information complete control over what information is included from the source datais included from the source data


Creating a PivotTable List Creating a PivotTable List for the Web (cont)for the Web (cont)

Department field is in the column area

Store field is in the row

area

PivotTable list in

Internet Explorer


Creating a PivotTable List Creating a PivotTable List for the Web (cont)for the Web (cont)

Adding fields to a PivotTable list Adding fields to a PivotTable list using the Web browserusing the Web browser– Add fields to a PivotTable list by Add fields to a PivotTable list by

clicking the Field List button on the clicking the Field List button on the toolbar above the PivotTable to open toolbar above the PivotTable to open the PivotTable Field List dialog boxthe PivotTable Field List dialog box


Working with XML data (cont.)Working with XML data (cont.)

What is XML?What is XML?– XML, or Extensible Markup Language, XML, or Extensible Markup Language,

isn’t really a language but rather a isn’t really a language but rather a system for defining other languagessystem for defining other languages

– XML provides a way to express XML provides a way to express structure in datastructure in data

– Structured data is tagged, or marked Structured data is tagged, or marked up, for its content, meaning, or useup, for its content, meaning, or use


Working with XML DataWorking with XML Data

XML data can be imported, exported, XML data can be imported, exported, and manipulated in Exceland manipulated in Excel

A A schemaschema describes the structure of describes the structure of the XML file the XML file

A schema lists all of the fields (called A schema lists all of the fields (called elements or attributes) in the XML elements or attributes) in the XML documentdocument

A schema attached to a workbook is A schema attached to a workbook is called a called a mapmap


Working with XML Data (cont.)Working with XML Data (cont.)

Placing elements on a worksheet in Placing elements on a worksheet in specific locations is called specific locations is called MappingMapping

After mapping is complete XML data can After mapping is complete XML data can be imported from any XML file with a be imported from any XML file with a structure that conforms to the workbook structure that conforms to the workbook schemaschema

Mapped elements on the worksheet will fill Mapped elements on the worksheet will fill with (or populated with) data from the XML with (or populated with) data from the XML file file

Imported XML data can be analyzed using Imported XML data can be analyzed using Excel toolsExcel tools


Working with XML Data (cont.)Working with XML Data (cont.)

Exporting XML data from ExcelExporting XML data from Excel– Excel data can be exported in XML Excel data can be exported in XML

format by clicking the Export XML format by clicking the Export XML data button on the List toolbardata button on the List toolbar


Running Web Queries to Running Web Queries to Retrieve External DataRetrieve External Data

Obtain data from a Web site by Obtain data from a Web site by running a running a Web queryWeb query, then save the , then save the information in an existing or new information in an existing or new Excel workbookExcel workbook– Web queries are saved with the .iqy file Web queries are saved with the .iqy file

extensionextension


Running Web Queries to Running Web Queries to Retrieve External Data (cont.)Retrieve External Data (cont.)

Location on worksheet

where imported data

will appear



Imported data from running a

Web query



Creating your own Web queriesCreating your own Web queries– Create a customized Web query to Create a customized Web query to

retrieve data from a particular Web retrieve data from a particular Web page on a regular basispage on a regular basis

– Click Data on the menu bar, point to Click Data on the menu bar, point to Import External Data, then click New Import External Data, then click New Web QueryWeb Query

• Type the address of the Web page from Type the address of the Web page from which you want to retrieve datawhich you want to retrieve data


SummarySummary

Share Excel files to make information Share Excel files to make information available to multiple usersavailable to multiple users

Track revisions of shared workbooks Track revisions of shared workbooks and accept or reject changesand accept or reject changes

Apply passwords to workbooks for Apply passwords to workbooks for securitysecurity

Create interactive worksheets for Create interactive worksheets for others to access in their browsersothers to access in their browsers


Summary (cont.)Summary (cont.)

Create PivotTable lists for users to Create PivotTable lists for users to explore data relationships in their explore data relationships in their browsersbrowsers

Import and Export XML data with Import and Export XML data with Excel Excel

Run Web queries to retrieve data that Run Web queries to retrieve data that you use on a regular basisyou use on a regular basis

Documents

Microsoft Excel 2003 Illustrated Complete Excel Files and Incorporating Web Information Sharing