Microsoft®Office Excel®2003 TrainingPublish lists to a SharePoint®site[Your company name] presents:Publish lists to a SharePoint site Course contents•Overview: Publishing Excel lists •Lesson 1: Publish a list•Lesson 2: Keep lists synchronizedEach lesson includes a list of suggested tasks and a set of test questions.Publish lists to a SharePoint site In Excel 2003, you can share list data with others by publishing the list to a Web site based on Microsoft Windows®SharePoint Services. Overview: Publishing Excel lists Once the list is published, you can update it from Excel, and others who have permissions can add or revise list data from the SharePoint site.Publish lists to a SharePoint site Course goals•Publish a list from Excel to a SharePoint site. •Synchronize the lists when updates are made. •Resolve conflicts when different changes are made to the same data. Lesson 1Publish a listPublish lists to a SharePoint site Publish a listPublishing an Excel list to a SharePoint site is an easy way to share data with others.You use a simple two-step wizard to publish the list.Data in Excel lists can be published for others to see on a SharePoint site.People who have permissionsmay then read the SharePoint list, while others may even revise the list or enter additional data without having to open Excel. Publish lists to a SharePoint site Publish a list: Step 1The Publish List to SharePoint Sitedialog box appears.The Publish List to SharePoint Sitedialog box1.Point to Liston the Datamenu.2.Click Publish List.To publish a list created with the new Listcommand in Excel 2003, begin by clicking the list. Then:(Continued on next slide.)Publish lists to a SharePoint site Publish a list: Step 1, cont’d.In the Publish List to SharePoint Sitedialog box:1.Type the URL of the server (your SharePoint site) in the Addressbox. 2.Select the Link to the new SharePoint listcheck box so that you can update the list with changes.The Publish List to SharePoint Sitedialog box(Continued on next slide.)Publish lists to a SharePoint site Publish a list: Step 1, cont’d.3.Type a name for your list in the Namebox. 4.Type a description in the Descriptionbox.The Publish List to SharePoint Sitedialog boxIn the Publish List to SharePoint Sitedialog box:Publish lists to a SharePoint site Publish a list: Step 2 Then, Excel checks the data in each column to ensure that it belongs to one of the data types supported by Windows SharePoint Services:•Text•Currency•Dates or numbers•HyperlinksExcel confirms that data is well organized.(Continued on next slide.)Publish lists to a SharePoint site Publish a list: Step 2, cont’d.Excel also checks whether each column contains only one type of data. For example, a column in a published list cannot contain both numbers and text.Excel confirms that data is well organized.If a list column did mix the two types, Excel would apply the text data type for every cell in the column. Publish lists to a SharePoint site See your published list After you click Finishin the Publish List to SharePoint sitedialog box, you can click the link in the Windows SharePoint Servicesmessage box to see the list on your SharePoint site.The Windows SharePoint Servicesmessage box(Continued on next slide.)Publish lists to a SharePoint site See your published list, cont’d.You can see a published list on the SharePoint site any time. 1.Select the list on the worksheet.2.Click Liston the Listtoolbar.3.Click View List on Server.Click to see your list.Publish lists to a SharePoint site Now others can see your list Others can see the list (if they have permissions to do so) by clicking it directly from the SharePoint site, under Lists. The published list on the SharePoint siteThose who have the necessary permissions can also make changes to the list data.Publish lists to a SharePoint site Suggestions for practice1.Publish a list.2.See the list on your SharePoint site.Online practice(requires Excel 2003)Publish lists to a SharePoint site Test 1, question 1To see a published list on the SharePoint site, click List on the List toolbar, and then click: (Pick one answer.)1.Publish List.2.View List on Server.3.Unlink List.Publish lists to a SharePoint site Test 1, question 1: AnswerView List on Server.Publish lists to a SharePoint site Test 1, question 2Selecting the Link to the new SharePoint list check box will do what?(Pick one answer.)1.Publish your list.2.Unlink your Excel list from the SharePoint list.3.Make it possible to update the SharePoint list with changes made in the Excel list and vice versa.Publish lists to a SharePoint site Test 1, question 2: AnswerMake it possible to update the SharePoint list with changes made in the Excel list and vice versa.If you don’t select the check box to link the lists now, you won't be able to do it later on, and you won't be able to update. Lesson 2Keep lists synchronizedPublish lists to a SharePoint site Keep lists synchronized Imagine that the published list on the SharePoint site is a list of sales. Update changes made in the Excel list on the SharePoint site by synchronizing.Since it was published, some salespeople have made more sales, so you need to revise the Excel list and update the list on the SharePoint site. (Continued on next slide.)Publish lists to a SharePoint site Keep lists synchronized, cont’d.Update changes made in the Excel list on the SharePoint site by synchronizing.You can synchronize the list so that the changes you make in Excel are visible on the SharePoint site, and changes on the SharePoint list appear in the Excel list. Publish lists to a SharePoint site Synchronize listsRemember the Link to the new SharePoint listcheck box in Lesson 1? Selecting that check box when you publish a list means that:•Future changes to the Excel list will be updated on the SharePoint list.•Any changes made to the SharePoint list will be brought down to the Excel list.The Link to the new SharePoint listcheck boxPublish lists to a SharePoint site When you make changes in the Excel listSay that you add another row to the list in Excel to account for another sale. Now the data is no longer the same on both the lists. To update the data on the SharePoint site to match the data in Excel:•Click Synchronize Liston the Listtoolbar in Excel.•Now the data is exactly the same in the list on the SharePoint site as it is in the list in Excel. The Synchronize Listbutton on the ListtoolbarPublish lists to a SharePoint site When others make changes to SharePoint listPerhaps someone added a sale directly to the list and forgot to send it to you. Now the SharePoint list is out of sync with the Excel list.The Synchronize Listbutton on the ListtoolbarIf you know that others have permissions to make changes to your published lists, it's a good idea to click Synchronize Listin Excel regularly and often to ensure that both lists are in sync.Publish lists to a SharePoint site Resolve conflicts With a list accessible both in Excel and on the SharePoint site, it's possible to have different changes made to the same piece of data. The Resolve Conflicts and Errorsdialog boxFor example, a sales figure could be updated to one amount by you, but to a different amount by someone else.(Continued on next slide.)Publish lists to a SharePoint site Resolve conflicts, cont’d.You'll be informed about the conflict between the Excel list and the one on the SharePoint site the next time you synchronize the list in Excel, when the Resolve Conflicts and Errorsdialog box opens.The Resolve Conflicts and Errorsdialog boxThe dialog box displays changes you made in the Excel list and changes made in the SharePoint list. (Continued on next slide.)Publish lists to a SharePoint site Resolve conflicts, cont’d.You can accept or discard your changes. Accepting your changes will overwrite any changes made on the SharePoint site; discarding your changes will save to the Excel list the changes made to the SharePoint list.1.Click Discard My Changesto accept changes on SharePoint.2.Click Retry My Changesto overwrite changes on SharePoint.The Resolve Conflicts and Errorsdialog boxPublish lists to a SharePoint site Make changes without synchronizing There might be times when you add some new data in Excel but are not ready to synchronize when you save the list.You can add data without immediately synchronizing.For example, you might be working with a laptop that is not connected to your office and the SharePoint site. (Continued on next slide.)Publish lists to a SharePoint site Make changes without synchronizing, cont’d.You can add data without immediately synchronizing.Just save and close the file without synchronizing. When you're back in the office and you reopen the Excel workbook containing that list, you'll get a dialog box telling you that the workbook has a list that has not yet been synchronized on the SharePoint site.(Continued on next slide.)Publish lists to a SharePoint site Make changes without synchronizing, cont’d.You can add data without immediately synchronizing.The dialog box gives you the option to click either Yesor No. •Click Yesto keep your changes, and then click Synchronize Listto update the SharePoint site with the changes. •Click Noif you do not want to keep your previous changes, and then click Discard Changes and Refresh on the Listtoolbar.Publish lists to a SharePoint site Suggestions for practice1.Synchronize a list.2.Resolve a conflict.3.Save a file without first synchronizing changes.Online practice(requires Excel 2003)Publish lists to a SharePoint site Test 2, question 1How do you resolve conflicts between lists in Excel and your SharePoint site? (Pick one answer.)1.Act as a facilitator between the two and mediate the differences.2.Link the Excel list to the new SharePoint list.3.Select which changes to accept in the Resolve Conflicts and Errorsdialog box.Publish lists to a SharePoint site Test 2, question 1: AnswerSelect which changes to accept in the Resolve Conflicts and Errorsdialog box.Publish lists to a SharePoint site Test 2, question 2How do you update changes made either to the Excel list or to the SharePoint list? (Pick one answer.)1.Click Synchronize Liston the Listtoolbar.2.Click Discard Changes and Refreshon theListtoolbar.3.Click Update Changeson theListtoolbar.Publish lists to a SharePoint site Test 2, question 2: AnswerClick Synchronize Liston the Listtoolbar.Publish lists to a SharePoint site Quick Reference CardFor a summary of the tasks covered in this course, view the Quick Reference Card.