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Chapter 5.  Sharing Workspaces and Lists with Excel

Chapter 5.  Sharing Workspaces and Lists with Excel

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5.1.GettingStartedwithExcelandSharePoint

Ifyou'veevertriedtocollaborateonabudget,projectbid,or

otherteam-orientedworkbookinExcel,youknowthatjust

puttingthe.XLSfileuponapublicserverdoesn'tcutit.Only

onepersoncanedittheworkbookatatime,andifsomebody

leavesthefileopenandgoestolunch,therestoftheteamis

lockedoutuntilyoufindoutwhotheculpritisandgethimto

closehissession.

EarlierversionsofExcelsolvedthisproblemwithshared

workbooks,whichletmorethanoneuserhaveasingle

workbookopenforediting.Changesweremerged

automatically,andconflictingchangescouldberesolved.That's

astart,butit'safile-basedsystem,sothereisnowayto

managethedocument'susers,notifyteammatesofchanges,

assigntasks,ordootherteam-orientedwork.

SharePointsolvesthisproblemthroughsharedworkspacesand

sharedlists.FromanExcelperspective,sharedworkspaces

representaworkbooksharedwithteammembers;sharedlists

arerangesofcellssharedthroughaSharePointsite.Figure5-1

illustratesthedifference.



animal5-1.Sharingworkbooksandpartsof

workbooksaslists



BeforeyoubeginusingSharePointinExcel,you'llneed:

Theaddressofthesiteassignedtoyourteam.SharePoint

organizessitesintoseparatefoldersforeachteamor

project.YourSharePointadministratorwillprobablyhave

setupaserverwithatop-levelsitethateveryonecanview,

buttocreatenewworkspacesfromExcel,you'llneedthe

addressofanareawhereyouareallowedtocreatenew

subsites.

TheInternetaddressofyoursite(optional).Usuallythe

addressyougetfromyouradministratorwillbeanintranet

addressthatis,itwillbelocatedonyourcorporatenetwork.

However,ifyoutravelorworkfromhome,your

administratormayalsogiveyouanaddressthatcanbe

accessedovertheInternet.

Yourusernameandpassword.Thiswillusuallybethesame

usernameandpasswordyouusetosignontothenetwork.

However,ifyouareusingSharePointovertheInternet,you

mayhaveanewusernameorpasswordassigned.



Next,takethesepreliminarystepsfromInternetExplorer:

1. NavigatetoyourSharePointsiteandaddittoyour

Favoritesfolderorcreateashortcutonyourdesktop.

2. IfusingSharePointovertheInternet,addthe

InternetsitetoyourTrustedSiteslist.Fromwithin

InternetExplorer,selectTools InternetOptions

Security,andaddtheaddresstotheTrustedSites

zone.Don'tincludethesitenameorteamnameinthe

addressjustusethedomain(forexample,

http://www.mycompany.com).

You'realmostreadytostartsharingworkbooksandlistsfrom

ExcelusingSharePoint.Howyoudoeachofthosethingsis

differentso,first-things-first,let'stalkaboutsharinganExcel

workbookbycreatingaSharePointworkspace.



5.2.SharingWorkbooks

ToshareaworkbookthroughSharePoint:

1. OpentheworkbookinExcelandselectTools

SharedWorkspace.ExceldisplaystheShared

Workspacetaskpane,asshowninFigure5-2.

2. TypetheaddressofyourSharePointsiteinthe

LocationboxandclickCreate.

3. TheSharePointsitemayaskyoutosignin.Enter

yourusernameandpasswordandclickOK.

4. Oncetheworkbookisshared,Excelchangesthetask

pane.YoucanclickonOpensiteinbrowsertoview

thenewsharedworkspace.



Don'tconfuseTools

SharedWorkspacewithFile

Save

Workspace.Thelattercreatesan.xlwfilethatstoresyourExcel

windowsandopendocuments.Alsodon'tconfuseitwithTools

ShareWorkbook.ShareWorkbookistheoldwayofallowingmultiple

authorstoeditaworkbookatthesametime.



animal5-2.SharingaworkbookusingtheExcel

taskpane



ExcelconnectstotheSharePointsiteandcreatesanew

documentworkspaceforeachworkbookyousharefromExcel.

Theworkbookstoredlocallyonyourcomputerisnowlinkedto

theworkbookstoredonSharePoint.Ifyousavetheworkbook,

changesaresavedlocallyandthensenttotheserver.Ifyou

closeandthenreopenthelocalworkbook,Excelconnectsto

SharePointtogetanychangesfromothersasshowninFigure

5-3.Seethesection"ReconcilingChangesandViewingHistory"

laterinthechapterforanexplanationofhowtomanage

changesmadebyothers.



animal5-3.Sharingaworkbooklinksittothe

SharePointsite



Sharingtheworkbookisreallyonlythefirststepforusing

SharePointfromExcel.Afteryoushareaworkbookyoucan:

Addotherdocumentstotheworkspace.Newworkspaces

containonlyonedocument,butyouwillprobablywantto

addothers.

Addmembers.Bydefault,SharePointincludesonlyyouin

theworkspace,andyoumustgrantothersaccessbefore

theycaneditdocumentsintheworkspace.

Sendalerts.SharePointautomaticallynotifiesnewmembers

whenyouaddthemtoaworkspace.Alertsaretypically

usedtonotifymembersofchangesorapproaching

deadlines.

Assigntasks.Workspaceshelptracktasksassignedtoteam

members.

Checkfilesinandout.Checkingafileoutpreventsothers

fromchangingit.



Reconcilechanges.Ifafileisnotcheckedout,members

mustreconciletheirchangeswiththechangesofothers.

Viewdocumenthistory.

Thefollowingsectionsdescribehowtoaccomplishthosetasks

fromExcelthroughtheSharedWorkspacetaskpane.



5.2.1.UsingtheTaskPane

TheSharedWorkspacetaskpanegivesyouaccesstothe

SharePointsitefromwithinExcel.Eachoftheiconsatthetopof

thetaskpanemapstoanequivalenttaskthatyoucanperform

fromtheSharePointsiteitself.Table5-1describestheiconsand

liststhetasksyoucanperformwiththem.

Table5-1.SharedWorkspacetaskpanebuttons

Button Name



Useto



Status



Checkwhethertheopendocumentisuptodate.



Members



Vieworaddteammemberstotheworkspace.



Tasks



Vieworassigntasksforworkspaceteammembers.



Documents



Adddocumentstotheworkspaceoropenotherdocumentsfrom

theworkspace.



Links



Addorviewlinkstorelatedinformation.



Document

Information



Viewthedocument'srevisionhistory.



TheSharedWorkspacetaskpaneisthesameinExcel,Word,

andPowerPoint.



Becauseit'shardtoincludeiconsthroughoutabooklikethis,Iinstead

usethenamesinTable5-1whenreferringtotaskpanebuttons.



5.2.2.AddingDocuments

Eachnewworkspacehasitsownfolderonthesite.Toaddother

documentstotheworkspace:

1. Inthetaskpane,clickDocuments Addnew

document.SharePointdisplaysFigure5-4.

2. ClickBrowsetoselectafiletoaddfromyourlocal

computer.SelectMakeworkspaceupdatesavailable

tolinkthelocalcopyofthedocumenttothecopy

storedonSharePoint.

3. ClickOKtocopythefiletoSharePointandadditto

thedocumentworkspace.Thenewdocumentappears

inthetaskpane.



animal5-4.Addingotherdocumentstothe

workspace



5.2.3.AddingMembers

Whenyoucreateanewworkspace,onlyyouareaddedtothe

listofmembers.Forotherstobeabletovieworeditfilesfrom

theworkspace,you'llneedtoaddthemasmembers.Toadd

memberstoaworkspace:

1. Inthetaskpane,clickMembers Addnew

members.ExceldisplaysFigure5-5.

2. Entertheemailaddressesoftheuserstoadd;select

thelevelofaccessinChoosesitegroup;clickNext.

Exceldisplaysthelistofmemberstoadd(Figure56).

3. ClickFinishtoaddthemembers.Exceldisplaysa

dialogtellingyouthatthememberswereaddedand

askingifyouwanttosendthemanemailmessage.

4. ClickOKtocompletethetask.IfyouleftSendan

emailselected,Outlookdisplaysthemessagesoyou

canedititbeforesending(Figure5-7).



animal5-5.Addingnewmemberstoaworkspace



ThesitegroupsinFigure5-5determinetheprivilegesgranted

tothenewmembers.Youcanassigndifferentlevelsofaccess,

asdescribedinTable5-2.

Table5-2.Sitegroupsusedtoassignpermissionstoaworkspace

Setting



Permission



Reader



Read-onlyaccesstothesite.



Contributor



Addcontenttoexistingdocumentlibrariesandlists.



Web

Designer



Createlistsanddocumentlibrariesandcustomizepagesintheworkspace.



Administrator Fullcontroloftheworkspace.



Custom



Youcandefinecustomgroups.Askyoursiteadministratoraboutotherlevels

ofaccessifyouneedthem.



SharePointcheckstheemailaddressesofthemembersyou



enteredinFigure5-5.Ifitcan'tmatchtheaddresswithavalid

accountontheSharePointserver,theaccountinformationisleft

blankasshowninFigure5-6.Typically,everyoneonyour

networkwillhaveanaccountontheSharePointserver,but

membersoutsideyournetworkwillneedtohaveanaccountset

upbyyourSharePointadministrator.



animal5-6.IdentifyingmembersSharePoint

doesn'trecognize



ExcelcanonlysendtheemailifyouhaveOutlook2003

installedasyourdefaultmailapplication.Ifyougetanerrorat

step4,dothis:fromtheWindowsStartmenu,chooseAll

Programs MicrosoftOffice MicrosoftOfficeOutlook2003.

IfOutlookisn'tyourdefaultmailapplication,youshouldseea

dialogboxaskingifyouwanttomakeitthedefault.ClickOKto

makethechange.



5.2.4.SendingandReceivingAlerts

Figure5-7showstheemailsentwhenyouaddnewmembersto



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Chapter 5.  Sharing Workspaces and Lists with Excel

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