06 ms excel
- 1. Microsoft ® Office Excel ® 2003 Training Publish lists to a SharePoint ® site Peace River Distributing presents:
- 2. Course contents Overview: Publishing Excel lists Lesson 1: Publish a list Lesson 2: Keep lists synchronized Publish lists to a SharePoint site Each lesson includes a list of suggested tasks and a set of test questions.
- 3. In Excel 2003, you can share list data with others by publishing the list to a Web site based on Microsoft Windows ® SharePoint Services. Overview: Publishing Excel lists Publish lists to a SharePoint site Once the list is published, you can update it from Excel, and others who have permissions can add or revise list data from the SharePoint site.
- 4. Course goals Publish a list from Excel to a SharePoint site. Synchronize the lists when updates are made. Resolve conflicts when different changes are made to the same data. Publish lists to a SharePoint site
- 5. Lesson 1 Publish a list
- 6. Publish a list Publishing an Excel list to a SharePoint site is an easy way to share data with others. You use a simple two-step wizard to publish the list. Publish lists to a SharePoint site Data in Excel lists can be published for others to see on a SharePoint site. People who have permissions may then read the SharePoint list, while others may even revise the list or enter additional data without having to open Excel.
- 7. Publish a list: Step 1 The Publish List to SharePoint Site dialog box appears. Publish lists to a SharePoint site The Publish List to SharePoint Site dialog box Point to List on the Data menu. Click Publish List . To publish a list created with the new List command in Excel 2003, begin by clicking the list. Then: (Continued on next slide.)
- 8. Publish a list: Step 1, cont’d. In the Publish List to SharePoint Site dialog box: Publish lists to a SharePoint site Type the URL of the server (your SharePoint site) in the Address box. Select the Link to the new SharePoint list check box so that you can update the list with changes. The Publish List to SharePoint Site dialog box (Continued on next slide.)
- 9. Publish a list: Step 1, cont’d. Publish lists to a SharePoint site Type a name for your list in the Name box. Type a description in the Description box. The Publish List to SharePoint Site dialog box In the Publish List to SharePoint Site dialog box:
- 10. Publish a list: Step 2 Then, Excel checks the data in each column to ensure that it belongs to one of the data types supported by Windows SharePoint Services: Publish lists to a SharePoint site Text Currency Dates or numbers Hyperlinks Excel confirms that data is well organized. (Continued on next slide.)
- 11. Publish a list: Step 2, cont’d. Excel also checks whether each column contains only one type of data. For example, a column in a published list cannot contain both numbers and text. Publish lists to a SharePoint site Excel confirms that data is well organized. If a list column did mix the two types, Excel would apply the text data type for every cell in the column.
- 12. See your published list After you click Finish in the Publish List to SharePoint site dialog box, you can click the link in the Windows SharePoint Services message box to see the list on your SharePoint site. Publish lists to a SharePoint site The Windows SharePoint Services message box (Continued on next slide.)
- 13. See your published list, cont’d. You can see a published list on the SharePoint site any time. Publish lists to a SharePoint site Select the list on the worksheet. Click List on the List toolbar. Click View List on Server . Click to see your list.
- 14. Now others can see your list Others can see the list (if they have permissions to do so) by clicking it directly from the SharePoint site, under Lists . Publish lists to a SharePoint site The published list on the SharePoint site Those who have the necessary permissions can also make changes to the list data.
- 15. Suggestions for practice Publish a list. See the list on your SharePoint site. Publish lists to a SharePoint site Online practice (requires Excel 2003)
- 16. Test 1, question 1 To see a published list on the SharePoint site, click List on the List toolbar, and then click: (Pick one answer.) Publish lists to a SharePoint site Publish List. View List on Server. Unlink List.
- 17. Test 1, question 1: Answer View List on Server. Publish lists to a SharePoint site
- 18. Test 1, question 2 Selecting the Link to the new SharePoint list check box will do what? (Pick one answer.) Publish lists to a SharePoint site Publish your list. Unlink your Excel list from the SharePoint list. Make it possible to update the SharePoint list with changes made in the Excel list and vice versa.
- 19. Test 1, question 2: Answer Make it possible to update the SharePoint list with changes made in the Excel list and vice versa. Publish lists to a SharePoint site If you don’t select the check box to link the lists now, you won't be able to do it later on, and you won't be able to update.
- 20. Lesson 2 Keep lists synchronized
- 21. Keep lists synchronized Imagine that the published list on the SharePoint site is a list of sales. Publish lists to a SharePoint site Update changes made in the Excel list on the SharePoint site by synchronizing. Since it was published, some salespeople have made more sales, so you need to revise the Excel list and update the list on the SharePoint site. (Continued on next slide.)
- 22. Keep lists synchronized, cont’d. Publish lists to a SharePoint site Update changes made in the Excel list on the SharePoint site by synchronizing. You can synchronize the list so that the changes you make in Excel are visible on the SharePoint site, and changes on the SharePoint list appear in the Excel list.
- 23. Synchronize lists Remember the Link to the new SharePoint list check box in Lesson 1? Selecting that check box when you publish a list means that: Publish lists to a SharePoint site Future changes to the Excel list will be updated on the SharePoint list. Any changes made to the SharePoint list will be brought down to the Excel list. The Link to the new SharePoint list check box
- 24. When you make changes in the Excel list Say that you add another row to the list in Excel to account for another sale. Now the data is no longer the same on both the lists. To update the data on the SharePoint site to match the data in Excel: Publish lists to a SharePoint site Click Synchronize List on the List toolbar in Excel. Now the data is exactly the same in the list on the SharePoint site as it is in the list in Excel. The Synchronize List button on the List toolbar
- 25. When others make changes to SharePoint list Perhaps someone added a sale directly to the list and forgot to send it to you. Now the SharePoint list is out of sync with the Excel list. Publish lists to a SharePoint site The Synchronize List button on the List toolbar If you know that others have permissions to make changes to your published lists, it's a good idea to click Synchronize List in Excel regularly and often to ensure that both lists are in sync.
- 26. Resolve conflicts With a list accessible both in Excel and on the SharePoint site, it's possible to have different changes made to the same piece of data. Publish lists to a SharePoint site The Resolve Conflicts and Errors dialog box For example, a sales figure could be updated to one amount by you, but to a different amount by someone else. (Continued on next slide.)
- 27. Resolve conflicts, cont’d. You'll be informed about the conflict between the Excel list and the one on the SharePoint site the next time you synchronize the list in Excel, when the Resolve Conflicts and Errors dialog box opens. Publish lists to a SharePoint site The Resolve Conflicts and Errors dialog box The dialog box displays changes you made in the Excel list and changes made in the SharePoint list. (Continued on next slide.)
- 28. Resolve conflicts, cont’d. You can accept or discard your changes. Accepting your changes will overwrite any changes made on the SharePoint site; discarding your changes will save to the Excel list the changes made to the SharePoint list. Publish lists to a SharePoint site Click Discard My Changes to accept changes on SharePoint. Click Retry My Changes to overwrite changes on SharePoint. The Resolve Conflicts and Errors dialog box
- 29. Make changes without synchronizing There might be times when you add some new data in Excel but are not ready to synchronize when you save the list. Publish lists to a SharePoint site You can add data without immediately synchronizing. For example, you might be working with a laptop that is not connected to your office and the SharePoint site. (Continued on next slide.)
- 30. Make changes without synchronizing, cont’d. Publish lists to a SharePoint site You can add data without immediately synchronizing. Just save and close the file without synchronizing. When you're back in the office and you reopen the Excel workbook containing that list, you'll get a dialog box telling you that the workbook has a list that has not yet been synchronized on the SharePoint site. (Continued on next slide.)
- 31. Make changes without synchronizing, cont’d. Publish lists to a SharePoint site You can add data without immediately synchronizing. The dialog box gives you the option to click either Yes or No . Click Yes to keep your changes, and then click Synchronize List to update the SharePoint site with the changes. Click No if you do not want to keep your previous changes, and then click Discard Changes and Refresh on the List toolbar.
- 32. Suggestions for practice Synchronize a list. Resolve a conflict. Save a file without first synchronizing changes. Publish lists to a SharePoint site Online practice (requires Excel 2003)
- 33. Test 2, question 1 How do you resolve conflicts between lists in Excel and your SharePoint site? (Pick one answer.) Publish lists to a SharePoint site Act as a facilitator between the two and mediate the differences. Link the Excel list to the new SharePoint list. Select which changes to accept in the Resolve Conflicts and Errors dialog box.
- 34. Test 2, question 1: Answer Select which changes to accept in the Resolve Conflicts and Errors dialog box. Publish lists to a SharePoint site
- 35. Test 2, question 2 How do you update changes made either to the Excel list or to the SharePoint list? (Pick one answer.) Publish lists to a SharePoint site Click Synchronize List on the List toolbar. Click Discard Changes and Refresh on the List toolbar. Click Update Changes on the List toolbar.
- 36. Test 2, question 2: Answer Click Synchronize List on the List toolbar. Publish lists to a SharePoint site
- 37. Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card . Publish lists to a SharePoint site
- 38. USING THIS TEMPLATE See the notes pane or view the full notes page ( View menu) for detailed help on this template.
Editor's Notes
- #2: [ Note to trainer : Students should be familiar with how to use the new List feature in Excel 2003 or take the Excel 2003 training presentation, “How to use lists.” For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]
- #4: To publish lists, you must have access to a server that is running Microsoft Windows® SharePoint® Services, and you must have permissions to create a list on the server.
- #8: [ Note to trainer : Steps—given in either numbered or bulleted lists—are always shown in yellow text.] The list must be active on the worksheet, which is why you begin by clicking the list.
- #9: In step 2, if you don't choose to link the lists now, you won't be able to do it later on, and you won't be able to update.
- #10: In step 4, typing a description is optional, but useful.
- #11: If the data doesn’t belong to one of the supported data types, Excel will usually apply the text data type to each column. If you do not want to accept the formatting applied by Excel, you can go back to the list to check formatting in the specific cells and make any necessary changes.
- #12: Given a choice between numbers and text, Excel would choose text. Note : Formulas are not exported to the SharePoint site. They are converted to values. If you have the list total row turned on, the total row will not be exported.
- #13: Once you've taken a look at the list, you can return to your list in Excel by clicking the Close button at the top of the browser window, clicking the Excel button on the taskbar, or pressing ALT+TAB. Then click OK to close the message box with the link.
- #15: Note : To see the list, others must have a working network or Internet connection to the SharePoint site, and they must have permissions to view the list on the server. To delete a list from the SharePoint site: 1. On the SharePoint site, select the list. 2. On the left, under Actions , click Modify settings and columns . 3. Then, under General Settings , click Delete this list and click OK .
- #16: [ Note to trainer : With Excel 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Excel, with instructions to guide you. Important : If you don’t have Excel 2003, you won’t be able to access the practice instructions.]
- #22: Others who have permissions can add or revise list data from the SharePoint site.
- #25: Synchronization is not automatic. If you make changes without synchronizing and then save the list, a dialog box appears to remind you that your workbook contains changes to a SharePoint list that have not yet been synchronized with the SharePoint site. You can synchronize then by clicking the Synchronize List button, or synchronize the next time you open the Excel list (more on that later).
- #29: Conflicts can also be resolved by someone viewing the SharePoint list. A message appears at the bottom of the list indicating that there is a data conflict with another user, along with a Resolve link that can be clicked to open the Resolve Conflicts dialog box on the SharePoint site. Besides data conflicts, Excel will report errors such as not having permission to use the server.
- #32: Clicking No will overwrite the data in your Excel list with the data on the SharePoint site. Tip You can also use Discard Changes and Refresh to restore your Excel list to the latest published version on the SharePoint site if you want to discard the changes that you've recently made to the Excel list.
- #33: [ Note to trainer : With Excel 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Excel 2003, with instructions to guide you. Important : If you don’t have Excel 2003, you won’t be able to access the practice instructions.]
- #39: Using This Template This Microsoft PowerPoint ® template has training content about using Excel 2003 to publish lists to a Web site based on Windows SharePoint Services. It's geared for you to present to a group and customize as necessary. This template's content is adapted from the Microsoft Office Online Training course “Lists II: Publish Excel 2003 lists to a SharePoint site.” Features of the template Title slide: On the very first slide, there are empty brackets over which you should type the name of your company. Or you can delete the text box altogether if you don't want this text. Animations: Custom animation effects are applied throughout. They'll play in previous versions back to Microsoft PowerPoint 2000. They include the entrance effects called Peek and Stretch . To alter them, go to the Slide Show menu, click Custom Animation , and work with the options that appear. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition , and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Excel 2003 installed to view the hands-on practice sessions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).