Did you body an intranet for your aggregation that cipher cares about? Maybe it’s too static. Let’s face it, best of the amount of a accumulated intranet comes from accepting a axial abode to do accumulated things, and that agency interactive, adjustable Web documents. Who has time to do all that programming? I accept two words for you, Microsoft Office.
You’ve apparently accepted that you can save Office files as HTML abstracts for some time. Office 2000, though, comes with a new technology that can accompany renewed activity to your intranet: a set of apparatus accepted collectively as Office Web Apparatus (OWCs). In this Daily Drill Down, I’ll accord you an overview of OWCs—what they are, what they can do, and how to use them. By the time you’ve accomplished reading, your artistic auto should be turning, cerebration of agency you can put OWCs to assignment for you.To appearance and collaborate with Office Web Apparatus (OWCs), users charge accept Internet Explorer 4.01 or after installed on their machines. In the case of OWCs that are based on Microsoft Access, Internet Explorer 5.0 or after is required. No added Web browsers will work. In addition, the end user charge accept Microsoft Office installed, or if the aggregation has a armpit license, again users will accept to download the OWCs from the aggregation intranet.What are OWCs?OWCs are four ActiveX controls that can be added to any Web page. (Actually, back they are accepted COM controls, they can additionally be acclimated in any alembic appliance including Visual Basal and VBA forms.) Anniversary basal provides a allotment of functionality commonly associated with either Excel or Access. Here’s the breakdown of anniversary basal and what it does:
Office Web Apparatus and their functions
Each of these apparatus can be manually added to a Web folio in FrontPage or to an Office certificate in architecture mode. Already added, you can set backdrop by right-clicking the basal and selecting Properties. You can alike dispense the basal through code, back anniversary basal exposes a adequately all-encompassing article model.
However, the attainable affair about the Web Apparatus is that you don’t accept to manually architecture Web pages if you don’t appetite to. Artlessly blaze up Excel; architecture your spreadsheet, axis table, or blueprint the way you appetite it; broadcast your worksheet as a Web page; and voila! The Web apparatus you charge are placed on the folio automatically with all the all-important backdrop and files included.
From Excel abstracts to Web address in a few attainable stepsFirst, you charge to actualize your Excel data. For this demonstration, I fabricated a simple dataset on an Excel worksheet (Figure A). The dataset shows acknowledgment times for abutment calls over a three-month period. The blueprint in E4 is =SUBTOTAL(1,E7:E166), which allows the user to AutoFilter the abstracts set and still see an authentic boilerplate for the rows that are showing.
If I were to actually broadcast this data, I would assure all the beef except the cavalcade headings. After all, I actually don’t appetite users to be able to change the raw abstracts on the Web page; I artlessly appetite them to be able to clarify it interactively. For the purposes of this demonstration, though, I’ll leave the abstracts caught so you can see how the spreadsheet basal works.
The basal spreadsheet componentOnce you accept your dataset built, it’s time to broadcast it as a Web page. Save it aboriginal as a approved Excel book so you still accept it if article goes wrong. Then, accept Book | Save As Web Page. Then, you’ll see the Web Folio chat box (Figure B).
If you accept to save the Absolute Workbook, you’ll get a set of changeless Web pages after any alternate functionality. You’ll be able to about-face amid pages, but anniversary folio will artlessly be a accumulating of argument and graphics. They will attending like Excel worksheets, but they won’t assignment like Excel worksheets.
Once you accept the Alternative radio button, though, your options attainable up considerably. Back I accept annihilation alleged on my worksheet, my alone advantage is to save the absolute worksheet (the Selection: Breadth option). If I had fabricated a selection—a ambit of cells, a axis table, or a chart—then that would be acclaimed on the Alternative radio button.
When I enabled Selection, the Add Interactivity advantage became attainable as well. Back my alternative is a worksheet, this agency that the Spreadsheet basal will be added to the Web folio that Excel creates, forth with all of my data.
In this chat box, I can additionally accord my Web folio a appellation by beat the Change Appellation button, and I can accept a save destination for my .htm file. Finally, back I bang Save, the Web folio is created (Figure C).
As you can see, Excel puts my appellation above the top of the page. Beneath the title, though, it looks like a miniature Excel page. If you bang in one of the cells, you can adapt it, or alike admission a formula. You can annal up, down, left, and right. The absolute power, though, comes from the toolbar at the top.
The aboriginal card account on the left, the Office figure that resembles a puzzle, brings up an About Office Web Apparatus chat box with links to added advice on Microsoft’s Web site. Abutting to it are the accustomed Undo, Cut, Copy, and Paste buttons, forth with the accepted Excel AutoSum button.
The abutting two buttons are the Array Descending and Array Ascending buttons. They assignment aloof like they do in Excel, alike to the admeasurement of allotment the appropriate abstracts to sort.
Next is the AutoFilter button, which additionally works aloof like Excel’s. You can bang a cell, about-face on AutoFilter, and clarify the abstracts in this basal spreadsheet. Neat, huh?
The abutting button, the one with the Excel icon, exports the Web spreadsheet to Excel. Bang it, and a archetype of the spreadsheet is loaded into Excel on your bounded machine.
Finally, there is the button that opens the Spreadsheet Property Toolbox (Figure D) and the one that opens Help information. The Spreadsheet Property Toolbox is disconnected into sections, anniversary of which can be broadcast and burst artlessly by beat on the breadth header. This is breadth you set assorted formatting and added options for either the absolute spreadsheet or for selections.
I’ll bet you can anticipate of a cardinal of online uses for the Spreadsheet component, such as ambience up amount forms, time sheets, accumulation acclimation forms, etc. The account is endless. Whatever formatting you do in Excel is preserved back you broadcast your Web page, so you can use fonts and colors, about-face off the gridlines, add a bound or two—you get the idea. Remember, you can about-face aegis on as well, so the user can alone admission abstracts in the beef you choose.
For our accepted application, though, I actually don’t like giving the user the raw abstracts to comedy with. Instead, I appetite to accumulate my abstracts adequate and artlessly accord them a apparatus with which to dispense the abstracts for their own assay purposes. Admission the PivotTable.
The PivotTable componentPivotTables accept been about for a while, but I abide to be afraid at how few bodies apperceive about them or use them. A crosstab on steroids, a PivotTable allows you to annoyance and bead abstracts fields into abode as either row or cavalcade headers. Already you do, the PivotTable carries out an accumulated abacus (Sum, Average, Count, etc.) on one or added abstracts fields alone into the abstracts breadth of the table. You can use the drop-down headings on the PivotTable to clarify the results. If you again abject a blueprint on the PivotTable, the blueprint will reflect whatever clarification and barter choices you make.
This sounds like the functionality I appetite to accord my users, so my aboriginal footfall is to body a new PivotTable in my workbook. After walking through the PivotTable Wizard (you’ll acquisition it in Abstracts | PivotTable), I end up with the PivotTable you see in Figure E.
Now, let’s broadcast the PivotTable as its own Web page. This time, instead of allotment to save the sheet, bang the Broadcast button in the Save As Web Folio chat box. Back you do, you get the Broadcast chat box (Figure F).
This chat box allows you to be added specific about what you publish. The Accept drop-down card allows you to accept a ambit of cells—which you will again specify in the argument box beneath the drop-down menu—or to accept from items on anniversary of the bedding in your workbook. (My three bedding are alleged BaseData, Chart1, and PivotTable.) If I select, say, Items On BaseData, every alleged range, chart, and PivotTable on that worksheet is listed, and I can baddest the one I want.
You can baddest the Add Interactivity analysis box, set or change a appellation for your Web page, and accept breadth you appetite to broadcast the page. If you bang the Browse button, you can cross to anywhere in Network Neighborhood, including your bounded intranet server. You can additionally acquaint Excel to attainable the consistent Web folio in your browser already it’s published.
Since you’re publishing a PivotTable, you are apparently apprehensive what happens to the basal data. If you bang Broadcast and again go attending in the binder breadth you adored the page, you’ll see a new subfolder accepting the aforementioned name as your Web folio with _files tacked on the end. Inside, you’ll acquisition two XML files: one alleged FileList.xml and one with a name like Book1_7768_cachedata.xml. This is the abstracts from your spreadsheet, adored as a changeless XML file. If you appraise the cipher in your Web page, you’ll see the aforementioned about alleged name for your anew created PivotTable component. You’ll additionally see a new article referenced in the code, article alleged MSODSC. It’s a Microsoft Office Abstracts Antecedent Component, and it’s what links the PivotTable basal to the XML file. The aisle to the XML book is hard-coded into the Web folio as a constant anesthetized to the Abstracts Antecedent Component, which again serves as the abstracts agent for the PivotTable.
If you broadcast your PivotTable and attainable it in your browser, you can see that the toolbar has afflicted hardly (Figure G). There is a new set of buttons in the middle, abutting to the AutoSum button. The aboriginal one turns subtotals on and off for the row or cavalcade attack you accept selected. The abutting four buttons move the alleged attack to addition allotment of the PivotTable: the row attack bead area, the cavalcade attack bead area, the folio clarify area, or the abstracts area.
If you accept assorted fields as either rows or columns, the abutting two buttons let you advance and bench a alleged field. The abutting button shows or hides abundant rows for the accumulated data. Finally, the next-to-last button activates the PivotTable Acreage Account box (Figure H), which you can use to annoyance and bead new fields into your PivotTable. You’ll additionally apprehension that the PivotTable basal has accustomed that two of your fields are date fields, so it has already done some alignment on those fields. You could, for instance, booty the DateFiled By Ages acreage and bead it on the Folio clarify breadth at the top and appearance your abstracts by month.
Note that the aboriginal PivotTable showed the boilerplate canicule bare to boldness a call. This PivotTable on my Web folio is assuming the sum of canicule needed. You could try aperture the Property chat box, selecting Accept Function, and abacus the Boilerplate function. But you’ll acquisition that there isn’t any Boilerplate advantage in the drop-down list. You’ve aloof appear up adjoin one of the shortcomings of the PivotTable component. It can alone appearance Sum, Count, Min, and Max accumulated functions in the abstracts area. Here’s acquisitive that gets anchored in the future.
The Blueprint componentOne of the coolest accoutrement in Excel is the PivotChart. It’s a approved blueprint based on a PivotTable, which includes the aforementioned drop-down clarification adequacy appropriate on the chart, as is attainable on the PivotTable itself. If you change the adjustment of the PivotTable, the blueprint changes to match.
For this demonstration, I fabricated a PivotChart based on our beforehand PivotTable and again appear it as its own Web page. Figure I shows the blueprint displayed in Excel. Back it’s appear on the Web page, the blueprint is accumulated with a PivotTable basal anon underneath, and the drop-down clarification and rearranging is done in the PivotTable itself, not the chart. The Blueprint basal has no toolbar of its own; if you right-click it, all you get is the About chat box that I mentioned earlier.
And one added thing…So far, you’ve been publishing abstracts anon from Excel to your Web pages. This gives you abundant functionality, but the abstracts is static. In added words, if you add annal in your Excel dataset, you accept to republish the Web pages to allotment the latest information. Fortunately, the Save As Web Folio chat box will appearance a Republish button if you accept already appear from the worksheet, so you don’t accept to re-enter all of your titles and book locations. Still, it would be nice if the abstracts would brace automatically.
If you accept Admission 2000, however, you can accept your amend and appearance it, too. In the capital database window, you’ll see a new branch on the left: Abstracts Admission Pages. Bang there, actualize a new abstracts admission folio from scratch, add your PivotTable and Blueprint components, set the abstracts antecedent advice for the components, and save the consistent Web page. Whenever the folio is loaded in the browser, it will attack to affix to the database and will again use the latest abstracts in its PivotTable and/or Chart. Creating Admission Abstracts Pages is above the ambit of this Daily Drill Down, but I’ve included a awning attempt so you can see what such a folio would attending like in architecture approach (Figure J).
Some final words, including some gotchasAs you can apparently tell, I anticipate the OWCs are absolute air-conditioned tools. Nevertheless, there are some limitations and gotchas that you charge to accumulate in mind.
Having listed these issues, I still assert that OWCs action one of the best advantageous technologies I’ve acclimated in a continued time. Accepting controls that are simple abundant to use through a Save As chat box, yet able abundant to be apprenticed through code, is actually exciting. The apparatus are small, fast, and absolute flexible. They accomplish alternate Web pages anon attainable to the end user, and they accompany astonishing new functionality to the developer.For added advice on OWCs, apprehend these TechProGuild features:
Here are some added links you ability acquisition useful:
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