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Excel 2010 New Features
Illustration by Neil Webb
Watching:

Sharing a document through a Microsoft SharePoint portal


From:

Excel 2010 New Features

with Bob Flisser

Video: Sharing a document through a Microsoft SharePoint portal

If you use Microsoft SharePoint, you'll love how easy it is now to use with Excel. The integration between SharePoint and all the Office 2010 applications is almost seamless. Now if you still have the workbook opened from the previous movie, you could leave it open, or if you have access to the exercise files, you can go into the chapter 2 folder and open up this 02_04_sharepoint.xlsx. So let's go into Backstage view. Click the File tab here, and go down here to Save & Send, and then go over here Save to SharePoint.

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Excel 2010 New Features
1h 51m Appropriate for all May 12, 2010

Viewers: in countries Watching now:

In Excel 2010 New Features author Bob Flisser demonstrates the powerful new characteristics and capabilities in Excel 2010. This course covers Excel's Backstage view, improved sharing and collaboration capabilities, its graphics features, and enhanced data analysis and visualization tools. Exercise files accompany the course.

Topics include:
  • Using the Slicer feature for dynamic PivotTable filtering
  • Sharing workbooks via e-mail, the Excel Web App, and SharePoint
  • Using Paste Preview for more effecient copying and pasting
  • Inserting Sparklines to see patterns in data
  • Taking advantage of enhancements to the Conditional Formatting feature
  • Analyzing data from multiple sources using the PowerPivot for Excel add-in
  • Maintaining file compatibility with older versions
Subject:
Business
Software:
Excel
Author:
Bob Flisser

Sharing a document through a Microsoft SharePoint portal

If you use Microsoft SharePoint, you'll love how easy it is now to use with Excel. The integration between SharePoint and all the Office 2010 applications is almost seamless. Now if you still have the workbook opened from the previous movie, you could leave it open, or if you have access to the exercise files, you can go into the chapter 2 folder and open up this 02_04_sharepoint.xlsx. So let's go into Backstage view. Click the File tab here, and go down here to Save & Send, and then go over here Save to SharePoint.

If you have your SharePoint Portal already configured, it's going to be up here, so all we have to do now is Save As. Now you see when I go to Save As, it's going into this Inventory folder. Let me go back to the browser for a second. Here in our portal, in our Two Trees Olive Oil Company, I've already created a document store called Inventory. So I'm going to click that. So you see this is empty. So this is what we're looking at here in Excel. So I'm going to keep the same name. I'll click Save.

And there it is. It saves it, and it brings us back into the web browser with the file open. So you can see here, you can select cells, you can scroll, you can look at the things, but there's no editing that you can do. Not yet, anyway. I'm going to go back into Excel. And I'm going to close the file. I'll just press Ctrl+F4. Now we come back into the browser. So let's say I come in here one day, and I want to do some editing.

You can keep in mind in real life you would be switching back and forth like this. I'm going to click Open in Excel. And it gives me a warning. I'm going to choose Edit. Click OK. And it brings me back, but notice it gives me this yellow warning, just in case there's some nefarious code on there. But I know what this is, so I'll click Enable Editing. And now I'm right back in Excel. And let me make some changes here. Now we can see what's going on. Maybe I'll take this, and I'll make it bold.

And you know what, while we're at it, let's go and put in a sum. Okay, I'll just type the word Total. So now we see we have some changes. Let me scroll back up. Now I'm going to save this. I'm going to close it. Let's go back into the SharePoint Portal. And now you see nothing has happened here yet. I'm going to go to the File menu, Reload Workbook, choose Yes to confirm.

And there it is, and there is our Total. And there are the new numbers that we typed in. So this is all working very well. Let's go back to the Inventory folder, so I'll just click that Inventory folder. And now here we see the file is there, as we saved in. You notice this little new marker, so that's how you know the thing is new. When you roll over it, if you click it, that's another way to open it up. Let's go back here to the Inventory folder. I want to show you a couple of things. When you roll over, you notice this little check box.

And if you check that, now all of a sudden you have this whole Ribbon, full of options. Now this is not complete SharePoint training. But I just want to show you a couple things. If I wanted to delete the document, I could do it there. I'm not ready to do that just yet. One really nice feature that SharePoint and Excel share now is that Excel recognizes SharePoint's Check In and Check Out feature. And what that's all about is, if I'm going to edit this file, I want to make sure that no one else is editing it simultaneously because then there is a conflict of which is the right version.

So when I have this selected, I'm going to click Check Out. You see there's this little icon there. When checking it out, it doesn't mean that I've actually opened the document or retrieved the document. It simply means it's locked, so that nobody else can edit it while I'm editing it. So I'm going to go back to Excel. I'm going to reopen it. This time I'm going to go back to the File tab, and in my Recent File list, there is the file. And you can see the path there is the portal. So I'm going to open it up. And this time maybe I'll make all of these items Bold, again, so it's just an obvious difference.

I have to close this in order to edit it, back in SharePoint. So I'm going to save it. Now when I close it, notice the message. It tells me that I need to check it in in order for someone else to be able to check it out. So I'm going to choose Yes that I'm checking it in. And I could enter some comments, like Changed some formatting, and click OK. I'll go back to the portal. And I'm going to refresh. Just hit the F5 to Refresh.

And now you notice that the Check Out symbol is no longer there. So someone else can come in and edit the file. If you want to learn more about SharePoint in depth, take a look at SharePoint Essential Training here on lynda.com.

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