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Another clear advantage to uploading Excel workbooks to a SharePoint document library is that you can organize workbooks within a document library using views (see 4). For example, let s say that you have a collection of workbooks that contain details about specific orders. Each order consists of a collection of worksheets, so there s one workbook for each order. Organizing these in a shared network folder can be an arduous task. Do you alphabetize them by customer, list them by order date, or categorize them by sales person To do any of these, you must standardize your file-naming convention. Even then, you re limited to one of these options, unless you create a convoluted system of subfolders
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CHAPTER 1 SHAREPOINT AND EXCEL: THE PERFECT PARTNERSHIP
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to keep the workbooks organized. Finding a workbook for a specific order can be frustrating. Mary Jones was the sales person at the beginning of the order but John Smith took over is the workbook filed under Mary or John Was it last quarter or this quarter This type of discernment takes times and wastes energy. SharePoint eliminates this headache. By uploading all the workbooks to a single document library, and tracking important data such as sales person, customer name, and order date in metadata fields, you can slice and dice the workbooks any way you want. Look back at Figure 1-8. It shows metadata fields on the Upload Document page of a WSS document library. If you want, you can require any or all of the fields. You can also create drop-down lists or, for easy list management, tie a drop-down list to another list on the WSS site. If you still can t find what you re looking for in a document library, you can use SharePoint s Search feature to search document properties, including metadata fields, and all the content of the workbook. For example, say you need to find all the order workbooks that include a specific product. You can enter all or part of the product name in the Search field, and SharePoint returns a list of all workbooks where that product was sold. Although theoretically you could use Windows Search to do the same thing, you ll find SharePoint s Search not only easier to use, but a whole lot faster.
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Publishing an Excel List
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The second option for sharing Excel workbook data in SharePoint is by publishing an Excel list. In 2, we explore publishing an Excel list to SharePoint in great detail, so here we ll just present a brief overview. In the previous section, we talked about uploading an Excel workbook to a document library. Although that has significant advantages over using shared network folders, it still has its limitations. For one thing, except through the use of metadata and searching, you cannot access data within the workbook without opening it up in Excel. However, by publishing an Excel list to SharePoint, you can display the contents of a worksheet directly on the site. In this way, you can control access to the workbook and limit users to seeing just the content you want them to see. Excel lists can be published as static data, or can be published to synchronize with the SharePoint server so changes made in either the Excel list or in the SharePoint list are reflected in the other. Figure 1-9 shows an Excel list published as a SharePoint list.
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CHAPTER 1 SHAREPOINT AND EXCEL: THE PERFECT PARTNERSHIP
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Figure 1-9. Excel lists can be synchronized with SharePoint so that users are always viewing the most current data.
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From SharePoint to Excel and Back Again
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In addition to uploading Excel workbooks and publishing Excel lists to SharePoint, you can also go in the reverse direction. You can publish SharePoint lists to Excel to make use of Excel s analysis, charting, and other advanced features (see 3). You can also publish Excel charts and tables as web pages to display in SharePoint so you can easily share them with others (see 6). If you need in-depth query capability, you can use Microsoft Query through Excel to query data in a SharePoint list (see 8). As you can see, it doesn t matter where your data starts with the integration of SharePoint and Excel, you can take it in whatever direction you need to go.
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Summary
In this chapter, we reviewed features of Microsoft Excel that make Excel an excellent partner for a collaboration tool such as SharePoint. We took a high-level look at Microsoft SharePoint Technologies, including Microsoft SharePoint Portal Server and Windows SharePoint Services. We then ended with an introduction to the partnership between these two workhorses, Excel and SharePoint. In the remainder of this book, we ll explore this partnership in great depth so you can exploit this relationship to its maximum, including creating out-of-the-box solutions to move your business forward.
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