Refresh external data in Excel ServicesApplies to: Microsoft SharePoint Server 2010

When you use a workbook in the browser, the Web-based viewer displays data that is either

stored directly in the workbook, or stored in an external data source, such as in a database

or in an Online Analytical Processing (OLAP) cube.

To include data from an external data source, the workbook author has to define required

information about the connection when the connection is created. Frequently, the author

saves the connection information in an Office data connection (.odc) file for reuse. The

information specifies how to locate, log on, query, and access the external data source.

If the workbook that you are using contains data from an external data source, you can

refresh the data. This operation retrieves the most recent version of the data, which includes

any changes that were made to the data since it was last refreshed.

Learn about data refresh

The following illustration explains the basic process of what happens when you refresh data

connected to an external data source.

 The user initiates a refresh operation to get the most recent data.

 The refresh makes a connection to the data source, often saved to a connection file that

defines all the information needed to access and retrieve data from an external data source.

 There are a variety of data sources you can access, such as OLAP, SQL Server, OLEDB

providers, and ODBC drivers.

 The refresh adds the most recent data to the workbook.

Excel options for data refresh

You cannot define the information that is required to connect a workbook to an external data

source while you work in the browser. Instead, you have to open the workbook in Microsoft

Excel 2010 to define the connection information and other settings, such as how you want

the data to be refreshed. When you configure the settings in Excel 2010, the settings are

preserved when you publish the workbook to Microsoft SharePoint Server 2010.

The following table provides a brief description of options for refreshing data that you can

select when you configure data connections in Excel.

REFRESH OPTION DESCRIPTION

Refresh on open The viewer automatically refreshes external data when it opens the workbook.

Manual update This option applies only to PivotTables. The user manually refreshes the data by clicking Refresh Selected Connection.

Refresh all connections

This option refreshes all data connections in the workbook when the user clicks the Refresh All Connections button.

Refresh at regular intervals

This option refreshes data automatically at a specific interval of time that the workbook author specifies.

Refresh data from an external data source

To refresh data from an external data source in a workbook in the browser, take these steps:

1. Open the workbook that contains the data that you want to update.

2. Click the Data icon on the toolbar.

3. Do one of the following:

Select Refresh All Connections to refresh all data connections in the workbook

Select Refresh Selected Connection to refresh a specific connection for a PivotTable.

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