This document provides an overview and lesson on using Excel Services to share Excel spreadsheets on a Microsoft SharePoint site. The first part introduces Excel Services and how it allows multiple people to access and view an Excel spreadsheet using a web browser. It describes publishing a workbook to a SharePoint document library so others can view it. The lesson then demonstrates how to publish a workbook and how users can view the published workbook in Excel Services to access the data without needing Excel installed. It also discusses permissions and preventing editing of the published workbook.

1. Microsoft® Office SharePoint® Server 2007 TrainingExcel Services I: The basics

2. Excel Services I: The basicsCourse contentsOverview: Sharing your spreadsheets

3. Lesson: Save a workbook to your SharePoint siteThe lesson includes a set of questions to test your understanding of the material.

4. Excel Services I: The basicsOverview: Sharing your spreadsheetsYou can use Excel Services to publish a Microsoft Office Excel® 2007 spreadsheet to your SharePoint site. There, multiple people can access the spreadsheet at the same time by using their Web browsers. This course, the first in a series, introduces you to the basics of Excel Services, which is a part of Microsoft Office SharePoint® Server 2007 Enterprise.

5. Excel Services I: The basicsCourse goals Learn how to publish spreadsheets on your SharePoint Server 2007 Enterprise site.

6. See how people can view and interact with spreadsheets in Excel Services by using a Web browser, instead of by opening files in the Excel program.LessonSave a workbook to your SharePoint site

7. Excel Services I: The basicsSave a workbook to your SharePoint siteSay you’re in charge of an Excel report, like the Adventure Works sales data here. You need to put the data on your SharePoint site so that other people can use it for their various needs.You want people to be able to look at and work with the data, but you don’t want them editing the original data in Excel because your workbook is the master version, and should not be compromised. What’s a good solution to this problem? Excel Services.

8. Excel Services I: The basicsIntroducing Excel ServicesHere’s the same workbook in Excel Services on a SharePoint site. But what is Excel Services?Excel Services is an interactive Web view for spreadsheets — a way for people to see data in their Web browser instead of using Excel. What they see looks like the Excel program, but it’s not. In fact, to look at a worksheet in Excel Services, people don’t even need Excel installed — just a Web browser.

9. Excel Services I: The basicsIntroducing Excel Services How Excel Services benefits you:No one can type directly into a workbook while viewing it in Excel Services, so you don’t have to worry about people changing data as they look at it on the Web.

10. If you need to make revisions, you can change and then save the original file in Excel and the version in Excel Services will get updated automatically.

11. You don’t have to let people see everything in a workbook; when you use Excel Services you can keep private data private. For example, people can see formula results, but not the underlying formulas. Excel Services I: The basicsUsing Excel ServicesTo get started, publish your file to a SharePoint document library, which is a location for shared files on a SharePoint site. Animation: Right-click, and click Play.In Excel, click the Microsoft Office Button , point to Publish, and then click Excel Services. The animation shows the rest of the process.

12. Excel Services I: The basicsUsing Excel ServicesTo get started, publish your file to a SharePoint document library, which is a location for shared files on a SharePoint site. In Excel, click the Microsoft Office Button , point to Publish, and then click Excel Services.From there, you enter the URL of the document library you want to publish to, and publish the Excel workbook to the library.

13. Excel Services I: The basicsHow do people use the workbook in Excel Services?Now that the worksheet has been published to this document library, you’ll want to tell others to visit the library and view the report in Excel Services. Animation: Right-click, and click Play.But how do people view it in Excel Services? The animation shows the process for how Barbara in Accounting and Richard in Marketing can look at the data.

14. Excel Services I: The basicsHow do people use the workbook in Excel Services?Now that the worksheet has been published to this document library, you’ll want to tell others to visit the library and view the report in Excel Services. But how do people view it in Excel Services? In the SharePoint document library, they click the down arrow next to the file, and click View in web Browser to open the file in Excel Services.

15. Excel Services I: The basicsWhen people want to do moreWhat if someone wants to use an Excel feature that isn’t available in Excel Services? They can do all that by opening a snapshot in Excel. A snapshot is a limited version of the workbook data in Excel.To open a snapshot from Excel Services, click Open, and then click Open Snapshot in Excel.

16. Excel Services I: The basicsNeed to make changes? As you look at the sales data, you spot an error to fix. When you edit the workbook in Excel, the Excel Services data will be updated automatically.Animation: Right-click, and click Play.The animation show how to make revisions, and how someone who is looking at the file can see your changes.

17. Excel Services I: The basicsNeed to make changes? As you look at the sales data, you spot an error to fix. When you edit the workbook in Excel, the Excel Services data will be updated automatically.In the SharePoint library, click the arrow next to the file, and then click Edit in Microsoft Excel. Then make your changes.If anyone is looking at the data in Excel Services at the same time, they can click Reload Workbook under Update in the Web browser to see the latest version.

18. Excel Services I: The basicsHow to prevent people from editingYou just saw an animation that showed how you can edit a worksheet using the Edit in Microsoft Excel command, shown in the picture. But what if you want to prevent some people from editing the file? Is there a way to hide that command from certain people? Yes.

19. Excel Services I: The basicsHow to prevent people from editingSharePoint permissions, granted by site owners, can determine whether that command appears for someone or not. People in the Owner and Member groups have permission to edit files in Excel. In SharePoint, they can see the Edit in Microsoft Office Excel menu item.People in the Visitor or Viewer groups don’t see the Edit in Microsoft Office Excel command, so they can’t edit SharePoint files.

20. Excel Services I: The basicsDifferences in the two environmentsWorkbooks that contain certain features cannot be published to Excel Services. For example, you can’t view workbooks that are protected, or that contain linked or embedded objects. In this example, you see this message when a workbook has formulas displayed in cells instead of formula results.

21. Excel Services I: The basicsDifferences in the two environmentsIf you keep the Open in Excel Services check box selected in the Save As dialog box, you’ll know immediately if a file contains unsupported features. As you publish a file and it attempts to open in the browser on your site, you’ll see a message similar to the one in the picture.

22. Excel Services I: The basicsWhat you needAs you’ve seen, you use the Excel Services command in Excel 2007 to publish a file for use in Excel Services. But the Excel Services command is available only when someone has installed one of the following suites:Microsoft Office® Professional Plus 2007

23. Microsoft Office® Enterprise 2007

24. Microsoft Office® Ultimate 2007 Excel Services I: The basicsWhat you needYou must also have access to a SharePoint Server 2007 Enterprise site. How do you know if you have SharePoint Server 2007 Enterprise? This is a common question. Go ahead and try to publish a file using Excel Services, as shown in this course. If this doesn’t work for you, ask the person in charge of your server, or your IT department.

25. Excel Services I: The basicsThe next course in this seriesSo far we’ve covered how to use Excel Services if it’s all set up and ready to go. The next course in the series describes what to check for if everything isn’t set up.“Excel Services II: Requirements, recommendations, and permissions” teaches site owners: How to set up a document library for Excel Services files.

26. Everything about the SharePoint groups that people can belong to: Owners, Members, Visitors, and Viewers. Excel Services I: The basicsTest question 1People can edit information in Excel Services. (Pick one answer.)True.False.

27. Excel Services I: The basicsTest question 1: AnswerFalse. You cannot type into cells to make changes to data while viewing data in Excel Services.

28. Excel Services I: The basicsTest question 2Viewers need Excel installed on their machines to see data in Excel Services. (Pick one answer.)True.False.

29. Excel Services I: The basicsTest question 2: AnswerFalse. Excel is not necessary. With Excel Services, all that’s required for others to see data on your SharePoint site is a Web browser.