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

2Sharing Excel Files and Incorporating Web InformationUnit N  Share Excel files  Set up a shared workbook for multiple users  Track revisions in a shared workbook  Apply and modify passwords Objectives

3Sharing Excel Files and Incorporating Web InformationUnit N  Create an interactive worksheet for the Web  Create a PivotTable list for the Web  Work with XML data  Run Web queries to retrieve external data Objectives

4Sharing Excel Files and Incorporating Web InformationUnit N Sharing Excel Files  Share spreadsheets electronically with others in an office, company, or the Web –Post Excel workbooks or parts of workbooks for users to interact with on an intranet or the Web –Protecting information is a consideration

5Sharing Excel Files and Incorporating Web InformationUnit N Sharing Excel Files (cont.)  Consider the following issues when sharing Excel data: –Allow others to use a workbook simultaneously from a network or server –Control access to workbooks on a server using passwords –Distribute workbooks to others using –Publish a worksheet for use on an intranet or the Web Specify interactivity, meaning users can make changes in their browsersSpecify interactivity, meaning users can make changes in their browsers

6Sharing Excel Files and Incorporating Web InformationUnit N Sharing Excel Files (cont.)  Consider the following issues when sharing Excel data (cont.): –Choose to save PivotTables so that others can interact with the data –Create hyperlinks to the Web –Import or export XML data –Use an Excel query to retrieve data from the Web

7Sharing Excel Files and Incorporating Web InformationUnit N Sharing Excel Files (cont.) Interactive worksheet in a browser

8Sharing Excel Files and Incorporating Web InformationUnit N Sharing Excel Files (cont.) Data retrieved from the Web

9Sharing Excel Files and Incorporating Web InformationUnit N Setting up a Shared Workbook for Multiple Users  Make an Excel file a shared workbook so that several users can open and modify it at the same time –Useful when you want others to review the data on a network server –Excel can keep a list of changes to the workbook, which you can view and print

10Sharing Excel Files and Incorporating Web InformationUnit N Setting up a Shared Workbook for Multiple Users (cont.) Title bar indicates workbook is shared

11Sharing Excel Files and Incorporating Web InformationUnit N Setting up a Shared Workbook for Multiple Users (cont.)  Merging workbooks –Once everyone has entered their changes, you can merge the changed copies into one master workbook that contains all of the changes –Each copy you distribute must be designated as shared and the Change History feature must be activated –Open the master copy of the workbook, click Tools on the menu bar, then click compare and Merge Workbooks

12Sharing Excel Files and Incorporating Web InformationUnit N Tracking Revisions in a Shared Workbook  When you share workbooks, it is helpful to track modifications, or identify who made which changes –You can reject changes –Changes appear in different colors for each user who reviewed the workbook Each change is identified with a username and dateEach change is identified with a username and date –Excel keeps track of all changes in a change history worksheet

13Sharing Excel Files and Incorporating Web InformationUnit N Tracking Revisions in a Shared Workbook (cont.) Border with triangle in upper-left corner indicates cell has been changed ScreenTip provides details of changes to the cell

14Sharing Excel Files and Incorporating Web InformationUnit N Tracking Revisions in a Shared Workbook (cont.) History sheet tab Users who made changes to this worksheet Click any list arrow to filter changes

15Sharing Excel Files and Incorporating Web InformationUnit N Applying and Modifying Passwords  Use a password so that only authorized people will be able to open a shared workbook or make changes to it –If you lose your password, you will not be able to open or change the workbook –Passwords are case sensitive, so you must type them exactly as you want the users to type them

16Sharing Excel Files and Incorporating Web InformationUnit N Applying and Modifying Passwords (cont.) Enter passwords here Message prompts for password to modify workbook Masked password for security

17Sharing Excel Files and Incorporating Web InformationUnit N Applying and Modifying Passwords (cont.)  Removing passwords –You must know a workbook’s password in order to change or delete it –Click the Tools list arrow in the Save As dialog box, then click General Options –Double-click to highlight the password symbols, then press [Delete]

18Sharing Excel Files and Incorporating Web InformationUnit N Creating an Interactive Worksheet for the Web  Save entire workbooks or individual worksheets in HTML format –When you publish a worksheet with interactivity, users can modify, format, sort, and analyze data using their Web browser –To work with interactive data, users must have installed Internet Explorer version 4.01 or later as well as the Office Web Components

19Sharing Excel Files and Incorporating Web InformationUnit N Creating an Interactive Worksheet for the Web (cont.) Worksheet in Internet Explorer

20Sharing Excel Files and Incorporating Web InformationUnit N Adding Web Hyperlinks to a Worksheet  Create hyperlinks in Excel files to information on the Web –Every Web page is identified by a unique Web address called a Uniform Resource Locator (URL) –Create a hyperlink to a Web page in an Excel file by specifying its URL in the Insert Hyperlink dialog box

21Sharing Excel Files and Incorporating Web InformationUnit N Creating a PivotTable List for the Web  Create interactive PivotTables that users can analyze by moving fields to get different views of the data –An interactive PivotTable for the Web is called a PivotTable list –Users cannot enter new values to the list, but they can filter and sort data, add calculations, and rearrange data –As the PivotTable creator, you have complete control over what information is included from the source data

22Sharing Excel Files and Incorporating Web InformationUnit N Creating a PivotTable List for the Web (cont) Department field is in the column area Store field is in the row area PivotTable list in Internet Explorer

23Sharing Excel Files and Incorporating Web InformationUnit N Creating a PivotTable List for the Web (cont)  Adding fields to a PivotTable list using the Web browser –Add fields to a PivotTable list by clicking the Field List button on the toolbar above the PivotTable to open the PivotTable Field List dialog box

24Sharing Excel Files and Incorporating Web InformationUnit N Working with XML data (cont.)  What is XML? –XML, or Extensible Markup Language, isn’t really a language but rather a system for defining other languages –XML provides a way to express structure in data –Structured data is tagged, or marked up, for its content, meaning, or use

25Sharing Excel Files and Incorporating Web InformationUnit N Working with XML Data  XML data can be imported, exported, and manipulated in Excel  A schema describes the structure of the XML file  A schema lists all of the fields (called elements or attributes) in the XML document  A schema attached to a workbook is called a map

26Sharing Excel Files and Incorporating Web InformationUnit N Working with XML Data (cont.)  Placing elements on a worksheet in specific locations is called Mapping  After mapping is complete XML data can be imported from any XML file with a structure that conforms to the workbook schema  Mapped elements on the worksheet will fill with (or populated with) data from the XML file  Imported XML data can be analyzed using Excel tools

27Sharing Excel Files and Incorporating Web InformationUnit N Working with XML Data (cont.)  Exporting XML data from Excel –Excel data can be exported in XML format by clicking the Export XML data button on the List toolbar

28Sharing Excel Files and Incorporating Web InformationUnit N Running Web Queries to Retrieve External Data  Obtain data from a Web site by running a Web query, then save the information in an existing or new Excel workbook –Web queries are saved with the.iqy file extension

29Sharing Excel Files and Incorporating Web InformationUnit N Running Web Queries to Retrieve External Data (cont.) Location on worksheet where imported data will appear

30Sharing Excel Files and Incorporating Web InformationUnit N Running Web Queries to Retrieve External Data (cont.) Imported data from running a Web query

31Sharing Excel Files and Incorporating Web InformationUnit N Running Web Queries to Retrieve External Data (cont.)  Creating your own Web queries –Create a customized Web query to retrieve data from a particular Web page on a regular basis –Click Data on the menu bar, point to Import External Data, then click New Web Query Type the address of the Web page from which you want to retrieve dataType the address of the Web page from which you want to retrieve data

32Sharing Excel Files and Incorporating Web InformationUnit N Summary  Share Excel files to make information available to multiple users  Track revisions of shared workbooks and accept or reject changes  Apply passwords to workbooks for security  Create interactive worksheets for others to access in their browsers

33Sharing Excel Files and Incorporating Web InformationUnit N Summary (cont.)  Create PivotTable lists for users to explore data relationships in their browsers  Import and Export XML data with Excel  Run Web queries to retrieve data that you use on a regular basis