Excel 2007 Unit N

Microsoft Excel 2007 - Illustrated Sharing Excel Files and Incorporating Web Information

Share Excel files Set up a shared workbook for multiple users Track revisions in a shared workbook Apply and modify passwords Microsoft Office Excel 2007 - Illustrated Objectives

Work with XML schemas Import and Export XML data Run Web queries to retrieve external data Import and Export HTML data Microsoft Office Excel 2007 - Illustrated Objectives

Sharing Excel Files Share spreadsheets electronically with others in an office, company, or the Web Consider the following issues when sharing Excel data: Allow others to use a workbook simultaneously from a network or server Control access to workbooks on a server using passwords Microsoft Office Excel 2007 - Illustrated

Sharing Excel Files (cont.) Import or export XML data Use an Excel query to retrieve data from the Web Microsoft Office Excel 2007 - Illustrated

Sharing Excel Files (cont.) Microsoft Office Excel 2007 - Illustrated Data retrieved from the Web

Setting up a Shared Workbook for Multiple Users Make an Excel file a shared workbook so that several users can open and modify it at the same time Useful when you want others to review the data on a network server Excel can keep a list of changes to the workbook, which you can view and print Microsoft Office Excel 2007 - Illustrated

Setting up a Shared Workbook for Multiple Users (cont.) Microsoft Office Excel 2007 - Illustrated Title bar indicates workbook is shared

Setting up a Shared Workbook for Multiple Users (cont.) Merging workbooks Once everyone has entered their changes, you can merge the changed copies into one master workbook that contains all of the changes Each copy you distribute must be designated as shared and the Change History feature must be activated Add the Compare and Merge Workbooks command to the Quick Access Toolbar Microsoft Office Excel 2007 - Illustrated

Tracking Revisions in a Shared Workbook When you share workbooks, it is helpful to track modifications, or identify who made which changes You can reject changes Changes appear in different colors for each user who reviewed the workbook Each change is identified with a username and date Excel keeps track of all changes in a change history worksheet Microsoft Office Excel 2007 - Illustrated

Tracking Revisions in a Shared Workbook (cont.) Microsoft Office Excel 2007 - Illustrated Border with triangle in upper-left corner indicates cell has been changed ScreenTip provides details of changes to the cell

Tracking Revisions in a Shared Workbook (cont.) Microsoft Office Excel 2007 - Illustrated History sheet tab Users who made changes to this worksheet Click any list arrow to filter changes

Applying and Modifying Passwords Use a password so that only authorized people will be able to open a shared workbook or make changes to it If you lose your password, you will not be able to open or change the workbook Passwords are case sensitive, so you must type them exactly as you want the users to type them Microsoft Office Excel 2007 - Illustrated

Applying and Modifying Passwords (cont.) Microsoft Office Excel 2007 - Illustrated Enter passwords here Message prompts for password to modify workbook Masked password for security

Applying and Modifying Passwords (cont.) Removing passwords You must know a workbook’s password in order to change or delete it Click the Office button, then click Save As In the Save As dialog box, click the Tools list arrow, then click General Options Double-click to highlight the password symbols, then press [Delete] Microsoft Office Excel 2007 - Illustrated

Working with XML Schema To import XML data, Excel requires a file called a schema that describes the structure of the XML file. schema : contains the rules for the XML file Used to validate XML data Attached to a workbook: a map Microsoft Office Excel 2007 - Illustrated

Working with XML Schema (cont.) When you map an element to a worksheet, you place the element name on the worksheet in a specific location. Mapping XML elements allows you to choose the XML data from a file that you want to work with in the worksheet. Microsoft Office Excel 2007 - Illustrated

Working with XML Schema (cont.) Microsoft Office Excel 2007 - Illustrated XML elements mapped to the worksheet XML Source task pane

Working with XML Schema (cont.) What is XML? XML, or Extensible Markup Language, isn’t really a language but rather a system for defining other languages XML provides a way to express structure in data Structured data is tagged, or marked up, for its content, meaning, or use Microsoft Office Excel 2007 - Illustrated

Importing and Exporting XML Data Import: Mapped elements will be populated with data from an XML file Export: Excel data is saved as XML Microsoft Office Excel 2007 - Illustrated

Importing and Exporting XML Data Microsoft Office Excel 2007 - Illustrated Click to validate data using schema

Running Web Queries to Retrieve External Data Obtain data from a Web site by running a Web query , then save the information in an existing or new Excel workbook Web queries are saved with the .iqy file extension Microsoft Office Excel 2007 - Illustrated

Running Web Queries to Retrieve External Data (cont.) Microsoft Office Excel 2007 - Illustrated Location on worksheet where imported data will appear

Running Web Queries to Retrieve External Data (cont.) Microsoft Office Excel 2007 - Illustrated Imported data from running a Web query

Running Web Queries to Retrieve External Data (cont.) Creating your own Web queries Create a customized Web query to retrieve data from a particular Web page on a regular basis Click the Data tab, click the From Web button in the Get External Data group In the Address text box in the New Web Query dialog box, type the address of the Web page from which you want to retrieve data, then click Go. Microsoft Office Excel 2007 - Illustrated

Importing and Exporting HTML Data Information that you want to include in a worksheet may be published on the Web Import the HTML data by copying the data on the Web page and pasting it into an Excel worksheet. Once the HTML data is in your worksheet you can analyze the imported information using Excel features. You can also export worksheet data as an HTML file that can be shared on the Web. Microsoft Office Excel 2007 - Illustrated

Importing and Exporting HTML Data (cont.) Microsoft Office Excel 2007 - Illustrated HTML data formatted in Excel

Summary Share Excel files to make information available to multiple users Track revisions of shared workbooks and accept or reject changes Apply passwords to workbooks for security Microsoft Office Excel 2007 - Illustrated

Summary (cont.) Import and Export XML data with Excel Run Web queries to retrieve data that you use on a regular basis Import and export HTML data Microsoft Office Excel 2007 - Illustrated

Excel 2007 Unit N

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Excel 2007 Unit N