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You choose which of these components you want to use when you create an HTML file with interactivity. Figures 20-3, 20-4, and 20-5 illustrate the three interactive components.
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Figure 20-3. The spreadsheet component, one of three interactive components, lets viewers change cell values and formatting.
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Part 6: Collaboration and the Internet
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Microsoft Office Excel 2003 Inside Out
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Part 6: Collaboration and the Internet
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Figure 20-4. The chart component lets viewers change numbers and see their effects on the graph.
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Figure 20-5. The PivotTable component lets viewers rearrange table fields to view different slices of your data.
Transferring Files to and from Internet Sites To work with any of these interactive components, your viewers must have Microsoft Internet Explorer 4.01 or later, as well as the Microsoft Office Web Components. Users without the required components don t see a noninteractive version of your data they see an error message. Therefore, if you re publishing Excel work to HTML for consumption by the public at large, you definitely shouldn t use interactivity. (When you save without interactivity, users can open the resulting HTML files in any Web browser.) On the other hand, if you re publishing to a company intranet or some other environment where you know your viewers have up-to-date versions of Office and Internet Explorer, interactivity can be extremely handy. With the spreadsheet component, for example, you can set up a model that lets users enter their own assumptions (interest, inflation, or sales growth, for example) and use your spreadsheet logic to test their effects. With the chart component, users can change numbers and see what happens graphically. With the PivotTable component, users can rearrange tabular data to see different slices of the information you provide. Note If your worksheet relies on external data and you want users to be able to refresh the data within their Web browsers, you must save the application with PivotTable interactivity. Queries to external data cannot be refreshed on the spreadsheet component. Your decision to use interactivity or not might be affected by factors other than whether your users have the required components. Not everything you do on an Excel spreadsheet can be translated effectively to the relevant interactive component. For example, the interactive spreadsheet component does not support wrapped text, so your neatly formatted worksheet that relies on wrapped text will look considerably less neat on conversion to the interactive component. Similarly, certain kinds of charts look great in the interactive chart component, and others are downright unusable. If you re using interactivity, be sure to test the results in Internet Explorer before publishing them to the world at large. Note that some spreadsheet features can t be converted to either a static Web page or an interactive one. If Excel sees features in your workbook that it can t carry over to the HTML file, it warns you with a message similar to the one shown here.
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Usually the items you see in a message like this are features that wouldn t make sense in a Web-browser context. You ll be alerted anyway and given the opportunity to back out.
Part 6: Collaboration and the Internet
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Microsoft Office Excel 2003 Inside Out Note Choose File, Web Page Preview to see what your current worksheet will look like as a static (noninteractive) Web page. The Web Page Preview command doesn t create a permanent disk file; it pours the active worksheet into your Web browser as a temporary HTML file, deleting the file when you close the browser. If you re comparing interactive and static approaches to a given application, you can save yourself a few steps by using Web Page Preview to check out the static version.
To Save or To Publish
When you publish a document to HTML, Excel creates a new HTML file (or updates an existing one) but leaves you in the original XLS version. If you select an AutoRepublish option, the program will update the HTML copy every time you save new changes to the XLS file. When you merely save the document as a Web page, as opposed to publishing it, Excel closes the XLS file and leaves you to work (in Excel, not in the Web browser!) in the resulting HTML file. In other words, it does a simple Save As operation, switching the format of your file in the process exactly as it would if you chose File, Save As and saved your current document as a text file. If you re converting a document to HTML to make it available to Internet or intranet users, you ll want to publish, not save. That way, you can ensure that your viewers always have the latest version. Each time you save changes to the original document, Excel will immediately transfer the changes to your Web or intranet site. On the other hand, if you want to post an entire workbook to HTML without interactivity, you must save, not publish. To publish an entire workbook, you have to use the interactive spreadsheet component.
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