excel 2007 unit n

Microsoft Excel 2007 - Microsoft Excel 2007 - IllustratedIllustrated

Sharing Excel Files and Sharing Excel Files and Incorporating Web Incorporating Web

InformationInformation

2Microsoft Office Excel 2007 - Illustrated

• 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


• Work with XML schemasWork with XML schemas

• Import and Export XML dataImport and Export XML data

• Run Web queries to retrieve external Run Web queries to retrieve external datadata

• Import and Export HTML dataImport and Export HTML data

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

• 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


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

• 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


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

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

• Add the Compare and Merge Workbooks Add the Compare and Merge Workbooks command to the Quick Access Toolbarcommand to the Quick Access Toolbar


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 Office button, then click Save Click the Office button, then click Save

AsAs• In the Save As dialog box, click the Tools In the Save As dialog box, click the Tools

list arrow, then click General Optionslist arrow, then click General Options• Double-click to highlight the password Double-click to highlight the password

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


Working with XML SchemaWorking with XML Schema

• To import XML data, Excel requires a To import XML data, Excel requires a file called a schema that describes file called a schema that describes the structure of the XML file. the structure of the XML file.

• schemaschema : :contains the rules for the contains the rules for the XML fileXML file• Used to validate XML dataUsed to validate XML data• Attached to a workbook: a mapAttached to a workbook: a map


Working with XML Schema Working with XML Schema (cont.)(cont.)

• When you When you map an element to a map an element to a worksheet, you place worksheet, you place the element the element name on the worksheet in a specific name on the worksheet in a specific location. location.

• Mapping XML elements allows you to Mapping XML elements allows you to choose the XML data from a file that choose the XML data from a file that you want to work with in the you want to work with in the worksheet.worksheet.



XML elements

mapped to the worksheet

XML Source task

pane



• 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


Importing and Exporting XML Importing and Exporting XML DataData

• Import: Mapped elements will be Import: Mapped elements will be populated populated with data from an XML filewith data from an XML file

• Export: Excel data is saved as XMLExport: Excel data is saved as XML


Importing and Exporting XML Importing and Exporting XML DataData

Click to validate data using schema


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

• Click the Click the Data tab, click the From Web Data tab, click the From Web button in the Get External Data group button in the Get External Data group

• In the Address text box in the New Web In the Address text box in the New Web Query dialog box, type the address of the Query dialog box, type the address of the Web page from which you want to retrieve Web page from which you want to retrieve data, then click Go.data, then click Go.


Importing and Exporting HTML Importing and Exporting HTML Data Data

• Information that you want to include in a Information that you want to include in a worksheet may be published on the Web worksheet may be published on the Web

• Import the HTML data by copying the data Import the HTML data by copying the data on the Web page and pasting it into an on the Web page and pasting it into an Excel worksheet. Excel worksheet.

• Once the HTML data is in your worksheet Once the HTML data is in your worksheet you can analyze the imported information you can analyze the imported information using Excel features. using Excel features.

• You can also export worksheet data as an You can also export worksheet data as an HTML file that can be shared on the Web.HTML file that can be shared on the Web.


Importing and Exporting HTML Importing and Exporting HTML Data (cont.)Data (cont.)

HTML data formatted in

Excel


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


Summary (cont.)Summary (cont.)

• 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

• Import and export HTML dataImport and export HTML data

excel 2007 unit n

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