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If you click the link in this message box, the new SharePoint list appears in your browser as shown in Figure 4-23.
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To verify that the lists are linked, try these actions:
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Change a value on the Web page, switch to Excel, and click the Synchronize List
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Change a value in Excel, switch to the Web page, and click the Refresh Data
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Part II: End-User Features and Experience
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F04WSS23.bmp
Figure 4-23.
This is the SharePoint list that corresponds to the Excel list in Figure 4-21.
Setting Up Linked Lists from a SharePoint Site
If your data already resides in a SharePoint list and you want it to appear in an Excel worksheet, proceed as follows.
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Part II: End-User Features and Experience
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1 Display the SharePoint list in your browser. 2 Under Actions, click the Export To Spreadsheet link. (Alternatively, click Edit In Datasheet, Task Pane, and Export And Link To Excel.) 3 If you receive a download prompt with the choices Open, Save, or Cancel, click Open. 4 If you receive an Opening Query dialog box asking whether to open the query, click Open. 5 When the Import Data dialog box shown at left in Figure 4-24 appears, choose where you want the Excel list to appear. Existing Worksheet Select this choice if you want the list to appear in the current worksheet. New Worksheet Select this choice if you want the list to appear in a new worksheet within the current workbook (that is, within the current .xls file). New Workbook Select this choice if you want the list to appear in a new, blank workbook.
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Part 1: Part Title
Microsoft Windows SharePoint Services Inside Out
Part II: End-User Features and Experience
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Figure 4-24. When you export a SharePoint list to Excel, the dialog box on the left prompts for the Excel location. The dialog box on the right controls additional properties.
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6 To specify additional options, click the Properties button. This displays the External Data Range Properties dialog box shown at right in Figure 4-24. Change the options you want, and then click OK. 7 Click the OK button in the Import Data dialog box. This will create an Excel list, much like the one shown previously in Figure 4-21.
Creating and Using Lists in Access
SharePoint lists and Microsoft Access database tables are so alike in structure that exchanging data between them is very easy. There are just a few simple terms you need to understand first.
The words export and import refer to copy operations. They result in two physical
copies of the data, which you can then change independently.
The word link refers to a second pathway for accessing the same physical data. So,
for example, if you link an Access table to a SharePoint list and then update the Access table, members browsing the SharePoint site see the change immediately.
In a SharePoint list, a lookup column is one whose only valid values are those in
another list. Suppose, for example that:
You have a SharePoint list named Departments, and it contains a column named Dept Num. You create another SharePoint list named Employees. Within the Employees list, you define a lookup column named Empl Dept, and specify that this column get its value from the Department list s Dept Num column.
Part II: End-User Features and Experience
Using SharePoint with the Microsoft Office System With this lookup column in place, the SharePoint site will prevent any addition of or change to any Employee record unless its Empl Dept value matches a Dept Num value in the Department list. (Access calls this a Relationship. Database experts call it a foreign key constraint.) Lists that use lookup columns don t actually store the values of those columns in each record. Instead, they store the ID of the corresponding row in the lookup table. So, for example, the Employees table wouldn t contain a department number like 123. Instead; it would contain the ID of the Departments record for 123. order you defined them), and all the data values, in the natural, default sequence. A view is an alternate representation of a list. It may not contain all the columns; the columns may be in a different order; the rows may be in a different order, and the rows may be filtered to include or exclude certain data values. A SharePoint view is similar to an Access query. That said, here s the procedure for accessing a SharePoint list or view from Access.
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