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CHAPTER 10 BUILDING EXCEL SPREADSHEET WEB PARTS
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Figure 10-12. Choose the list you want to display in your web part.
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8. Select the data fields that you want to retrieve (see Figure 10-13). Use the Add and Remove buttons to move items to the Selected Columns list. Use the Move Up and Move Down buttons to reorder the list. Click Next.
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Note If you want to connect this web part to other web parts, be sure to include the primary key field
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the field that contains a unique value that can be used to establish a one-to-many relationship. In SharePoint lists, the ID column is unique.
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CHAPTER 10 BUILDING EXCEL SPREADSHEET WEB PARTS
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Figure 10-13. Select the fields you want to display in your web part.
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9. Specify your sort criteria. Use the Add and Remove buttons to select sort fields. Select each sort field and choose the Ascending or Descending option. Use the Move Up and Move Down buttons to order the fields, primary sort on top (see Figure 10-14). Click Next. When you create a filter, the filter criteria must match the data type of the field you re filtering. For example, SharePoint stores Modified and Created dates using this date and time format: YYYY-MM-DD HH:MM:SS. To filter for documents modified after January 1, 2006, the criteria is Modified, greater than or equal to 2006-01-01T00:00:00 (see Figure 10-15).
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CHAPTER 10 BUILDING EXCEL SPREADSHEET WEB PARTS
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Figure 10-14. Select the fields you want to use to sort the data.
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10. Specify any filter you wish to apply (see Figure 10-15). Click Next.
Figure 10-15. Set filter criteria to apply to the data set.
For extremely large data sets, you might wish to limit the number of rows that will be returned. 11. To limit the number of rows, click Yes, then use the spin box control to set the maximum number of rows. Click Next. 12. Enter a name and description for the Data Retrieval Service Connections file, then click Finish to save the file and open the Import Data dialog box. 13. Choose a location for the data, starting at cell A1 of the current worksheet or a new worksheet. Click OK.
CHAPTER 10 BUILDING EXCEL SPREADSHEET WEB PARTS
Excel creates an XML map (see the XML Source task pane in Figure 10-16) and returns the data as an XML list.
Figure 10-16. The XML source pane displays the schema for the data.
Formatting and Saving the XML Spreadsheet
Now, add formulas or apply formatting before creating the custom web part. To add a formula to every row, follow these steps: 1. Insert a column into the XML list. 2. If necessary, drag the handle at the bottom right corner of the list to include the new column in the list. 3. Edit the column heading name. 4. Enter the formula in the first row, then double-click the fill handle to copy the formula down. Format the column headings and data as you d like them to appear in your web part. You can edit the column headings; for example, you can change Name (for use in forms) to Name. When you re finished, save the workbook.
Creating and Importing the Web Part
The instructions for creating a web part and using the web part on a SharePoint web part page appear earlier in this chapter. These steps are the same for every custom web part. Follow the steps in the section Using the Spreadsheet Add-In to create the data-bound web part. Follow the steps in the section Importing the Custom Web Part to add your web part to a SharePoint web page.
CHAPTER 10 BUILDING EXCEL SPREADSHEET WEB PARTS
In our example, we used the web part on a completely different web site a relatively easy way to let a group of users view new additions to a document library on another team s SharePoint site.
Summary
SharePoint s built-in web parts such as the Office Spreadsheet and Page Viewer Web Parts are powerful, but if you want advanced Excel functionality, use the SharePoint Spreadsheet Web Part Add-in. The add-in is still in beta, but it s an efficient way to provide your users with all the features of Excel without hours of coding: the ultimate in SharePoint and Excel integration.
APPENDIX A
Creating and Using Excel Lists
hroughout this book, we ve referred to Excel lists, the feature of Excel that makes it possible to synchronize worksheet data with SharePoint (see 2). Whether or not you want to synchronize a list with SharePoint, using Excel s List command can simplify data entry and put features such as filter, sort, and totals at your fingertips. Although theoretically any Excel worksheet with columns and rows of data can be called a list, Excel s List command segregates a defined range of cells from the rest of the worksheet, making it possible to combine multiple lists into a single worksheet. Additionally, an Excel list automatically copies formulas and formatting to new rows of data, eliminating the need to do this manually. In this appendix, we ll demonstrate the advantages of using Excel s List command over maintaining lists the traditional way.
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