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Saving files in shared locations

From: Excel 2010 Essential Training

Video: Saving files in shared locations

Sometimes you need to share your work with people who aren't on your network. Maybe they work for different companies, or maybe you want to share documents with the general public. Well, other times you might want to make documents available for download only to people who have the right password or maybe you just want to store documents online for yourself, kind of like a virtual USB memory stick. Well, I want to show you two solutions for this. One is a free service from Microsoft called Sky Drive. And I signed up in advance at www.skydrive.com.

Saving files in shared locations

Sometimes you need to share your work with people who aren't on your network. Maybe they work for different companies, or maybe you want to share documents with the general public. Well, other times you might want to make documents available for download only to people who have the right password or maybe you just want to store documents online for yourself, kind of like a virtual USB memory stick. Well, I want to show you two solutions for this. One is a free service from Microsoft called Sky Drive. And I signed up in advance at www.skydrive.com.

The other solution I'll show you is Microsoft SharePoint. SharePoint is a commercial software products sold by Microsoft. You could install your own SharePoint server or you could run service on a commercial SharePoint server. I'll show you Sky Drive first. Now both Sky Drive and SharePoint make use of the web version of Excel and the web version of Excel doesn't support everything that the desktop version of Excel supports. In fact, you will notice that the title of this report isn't a nice graphic.

It simply a text with a background, and that's because the web-enabled version of Excel doesn't support that type of graphic. So let's go to Sky Drive. Go to the File tab so you get into Backstage view and then down here to Save & Send. And let's click on Save to Web, and because I have already signed up with Sky Drive and Excel remembers my credentials, it shows me that I have some folders up here. Now this shows me that I have two folders. One, they call My Documents, and the other is Public.

Now this folder called My Documents is actually up on the Sky Drive server. It's just the same name. Microsoft gave the same name to two different things. You will notice that there's a lock there. That means that for anybody to get into this My Documents folder, they need to have my password. If I save anything in the Public folder, then anyone who happens to stumble on the address can find it. So I am going to leave My Documents selected,and click Save As, and now my Save As dialog box comes up and I am going to call this current inventory, just so we distinguish it from the file called saving shared locations, which we have up there, and I'll click Save.

And when it is saving, you might notice down here on the bottom it says that it's uploading to the server. Okay, now that it's on the server, we want to take a look at it on the server. So let's close it in Excel. You can press Ctrl+F4 or click the lower Close button here. Okay. Now I have already logged into my Sky Drive account and you can see there is My Documents. I also have another private folder called Favorites. I have a public folder called Shared Favorites and there is that Public folder we saw before. So I am going to click on My Documents and there is that current inventory file that we just saved.

So let's take a look. Click it, and they have this big graphic and on the right you have some information about the file itself and you can type a comment there if you want. Well, let's take a look. Click this big graphic and it opens the file in your browser. Now I happen to be using Microsoft Internet Explorer, but you can use other browsers too. Now I can click anywhere that I want and I can scroll and I can see what's in here and you notice that all three worksheets of this workbook are available. But I can't actually edit anything until I click Edit in Browser, and now this is open in the web version of Excel and you can see there's a version of the Ribbon bar.

Now this Ribbon bar in this web version of Excel is not completely exactly like the desktop version of Excel. It gives you about 10% of what the desktop version of Excel gives you. It's certainly not a substitute, but there are a few things we can do. For example, see Columns B and C? We have numbers of barrels of olive on order. Let's say we want to total those up. Let me scroll down to the bottom here, and I will click down there in A29 and I will type Total, hit the Tab key. Now I want to put in the Sum function, but if you look at the Ribbon bar, you'll see that there is no Auto Sum tool.

So I have to sort of do this manually. So I will type in =sum, and you'll see Excel will offer to fill it. Now normally with the Sum function, I would go to the top and I would scroll down. The problem is this doesn't scroll very well automatically. So I'm going to do something that I normally don't do in a worksheet and that is I am going to actually type in the cell references. So I am going to say =sum(b5:b27), press Tab to get to the next column, and I will do the same thing with Column C. I will say =sum(c5:c27), and here I want the same rows, just the different column, so that's going to be c5:c27.

Okay. Now let's scroll back up. Now, if I wanted to, I can take this document and immediately open Excel by clicking that button over here. But instead, I am going to click back on My Documents so we are back to where we were before, so that now I will go into the desktop version of Excel to open it up and we will see that changes there. So here I am in Excel. I will go to the File tab, to Recent Files, and here is that current inventory. And you notice that very long file name.

That's because it's up on the server, not on my local computer. So when I click it and open it up, here it is and let's scroll down and there are the totals that I created. Now one more thing. I am going to close this. Again, I will press Ctrl+F4 or click that Close button. Go back in Sky Drive and again let's click that and let's say somebody else is logged in and they want to get it. They can simply click the Download button, and then download it on their computer. I am not going to do that right now.

I will do that in SharePoint. So I will just cancel that and let's go back to Excel. Okay. Now let's take a look at SharePoint. Let's go back to the File tab and I don't want to open it up here. I am going to open it from the original shared location. So this is the original one. Now let's go and put it into SharePoint. So again, I will go back to the File tab, go back to Save & Send, and this time I will save to SharePoint. Now you might wonder, when would I use Sky Drive and when would I use SharePoint? Well, SharePoint is much, much more robust.

SharePoint is meant to create an intranet. Let's say you have a client that you work with and you are one company, your client is another company. For the most part, you want to keep your network separate but there are projects that you collaborate on and you do need to have this interface. And SharePoint will give you sort of like a whole corporate website with discussions, file libraries, calendars, to-do lists, tasks, all that kind of stuff that you can both collaborate on. Sky Drive doesn't come anywhere near that. Sky Drive is mostly just a repository for files.

So let's go into SharePoint, and already I have logged in. I have already created my account. I have logged in before, so it has it up there for me. So all I have to do is click Save As. Okay. So my Save As dialog box comes up and you can see it's kind of branded here with SharePoint and I will call this current inventory and I will call it SP for SharePoint, just so we know that this is a different file than what we have saved in Sky Drive, and click Save. And you see down here it's uploaded to the server.

Okay and same thing. I am going to close this file, press Ctrl +F4 on your keyboard, or I'll click the Close button here, and now I have logged into SharePoint. I will just press the F5 key on my keyboard to refresh, or you can click the Refresh button in the browser and here is current inventory SP. So click it and it opens up. It looks a heck of a lot like Sky Drive, doesn't it? Well, let's edit in the browser like we did with the Sky Drive. Click here on Edit in Browser and now we have the same sort of Ribbon bar just like we had in Sky Drive.

So I will make another small change. Over here in Column D, we have cost per barrel. I will take an average of that. So I will go down here. I will go to A29, and I will say Average cost per barrel, and I will type in =average. Open it up, and also just like in Sky Drive, there is no Auto Sum or Auto Average feature on the Ribbon bar. So I have to type it in manually. And also scrolling here doesn't really work all that great.

So again, I am just going to type in the cell references. which is something I general would not do in Excel. So I will say the average of =average(d5:d27), okay. So now I have my average cost. I will scroll back up to the top. Now up here I have the breadcrumbs. So I will click on that TwoTreesOliveOil Company. I come back. Now this is SharePoint 2010. It has some pretty nice features. Instead of clicking the file name here, I am going to click the icon itself. And when I do that, now I have the SharePoint Ribbon bar.

So the SharePoint Ribbon bar is different from the Excel web access Ribbon bar. One of the nice features that Excel and SharePoint work together with is the CheckIn and CheckOut feature. So I can click here CheckOut, check the file out, and there you can see there is that little icon there. So if anyone comes in here while I have this file checked out, they won't be able to it because I am doing it. So that way you can make sure that two people aren't making changes to the same file at the same time. Now let's go and open the file up in Excel.

So I will go back to Excel, go back to the File tab, and here is this very long path to the SharePoint portal where this file is. So I will click it and it opens up, scroll down, and there is the average that I put in. Again, I am going to close it. It's Ctrl+F4 or click the X. let's go back to Internet Explorer. Now I am ready to check it back in. Click the icon and I'll click CheckIn. And now this asks me if I want to make a comment. And I will just say something like "Examined file contents." So anybody else who opens this up after me, they will know what I did when I had the file checked out.

And I will click OK. Now we don't have time to go through all of SharePoint, because this is an Excel class, but if you do want to learn about SharePoint in depth, take a look at some of the SharePoint Essential Training here on Lynda.com. It's very, very good.

Show transcript

This video is part of

Image for Excel 2010 Essential Training
Excel 2010 Essential Training

80 video lessons · 130898 viewers

Bob Flisser
Author

 
Expand all | Collapse all
  1. 1m 35s
    1. Welcome
      57s
    2. Using the exercise files
      38s
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye
      16s

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