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Figure 17-4: You can use the drop-down menu available with selected items to work
with that item.
Part II ¦ Collaborating and Integrating with Office 2003

You will find the Actions submenu, shown in the left pane in Figure 17-4, in the views of
many SharePoint libraries. Use the Alert me link to obtain an e-mail notification when items
are added, changed, or deleted. This is particularly useful for new announcements and to
keep your eye on documents, stored in a Document Library, that are modified by other
users. The Export to spreadsheet link allows you to export the list to Excel. You can use the
Modify settings and columns link to customize the display of the library and control many
aspects of the library (including specific permissions for the library, general library settings,
saving the list as a template, and modifying the list template). Explore what options are
available to you. Note that here the term “library” includes all WSS views that are presented
in a list format.

To add new items to an existing list, follow these steps:
1. Select the list by clicking its entry in the Quick Launch bar. You are presented
with a view similar to that shown in Figure 17-4. For Events, Announcements,
Links, and other lists shown in a Web part zone, you can select the item header in
the Web part zone to give a view as shown in Figure 17-4 (to work with
Announcements, for example, select Announcements by clicking the bold
Announcements heading).
2. Select the New Item icon. You are presented with a New Item form customized to
the particular type of list you are working with. For Events, Announcements, Links,
and other lists shown in a Web part zone, you can skip Step 1 and go directly to the
New Item form by selecting the relevant Add new link in the Web part zone (refer
to Figure 17-3).
3. Complete the New Item form with relevant data. Fields marked with a red asterisk
are required. You can also attach a file to the new item via the attach file icon.

For security purposes, Windows SharePoint Services, by default, blocks the saving and retriev-
ing of a number of file types. The SharePoint site administrator can configure the types of files
that are blocked. Consult your administrator if you want to work with blocked file types.

4. Select Save and Close.

Picture Libraries are a special type of list with unique features intended to suit the presenta-
tion of pictures and to integrate with Microsoft Picture Library. You can apply the same skills
you use to create and work with SharePoint lists to Picture libraries. Unique features of
Picture Libraries include the capability to edit pictures in the library directly with Microsoft
Picture Library; the capability to send pictures from the library directly to Outlook, Word,
Excel, or PowerPoint; the capability to download Full Size, Preview, or Thumbnail versions
of the pictures; and a new View Slide Show feature for a stunning presentation of your
Chapter 17 ¦ Windows SharePoint Services with Office System 401

Creating new Windows SharePoint Services
lists and libraries
Creating new Windows SharePoint Services lists and libraries is easy.
To create a new SharePoint list, follow these steps:
1. Click the bold Lists heading in the Quick Launch bar.
2. In the new Documents and Lists view, click Create List.
3. Choose the type of list you want to create by clicking it. You are presented with six
types of lists to choose from by default: Links, Announcements, Contacts, Events,
Tasks, and Issue Tracking.
4. In the New List Web form, enter a name and description for the list and choose
whether to include the list in the Quick Launch bar. A list description is not
5. Select Create.
New Document Libraries, Form Libraries, Picture Libraries, Discussions, and Surveys can
be created using steps similar to the previous ones. Just replace “Lists” with the type of
library you want to create in the previous steps and choose from the available library
templates for that library type in Step 3.

Libraries of any type can also be created via the Create link in the top bar of the Windows
SharePoint Services home page (see Figure 17-3). The Create link additionally allows you to
create a blank Web page, a Web Part Page, or a WSS Subweb. You can also create a
custom list via the Create link. Custom lists can be created from a basic list that you can add
columns to either using provided templates or in Datasheet view, or can be based on an
existing Excel spreadsheet that already contains the data you want in your list. A Web Part
Page is a special customized SharePoint page, composed from Web parts, that you can
create to consolidate dynamic information into one central location. Datasheet views are
discussed later in this chapter.

Working with Datasheet views and linking lists to Excel
and Access
The Windows SharePoint Services Datasheet view brings the power and familiarity of Excel
to list-type SharePoint libraries. The Datasheet view brings such features as Cut, Copy,
Paste, Fill, and AutoComplete to list-type libraries. Column and row resizing is
implemented, and you can sort and filter data in Datasheet view. Data analysis is available,
and you can chart the list with Excel, export and link the list to Excel, export the list to
Access, or create an Access or Excel PivotTable report from the list all from within
Datasheet view.
Part II ¦ Collaborating and Integrating with Office 2003

You work with the Datasheet view in much the same way you work with Excel. Cells can be
filled with data, and right-clicking areas of the Datasheet provides context-specific actions
for a single cell, an entire row or column, or the whole list.
To explore the power and some of the features of the lists Datasheet view and the high level
of integration with Excel, this section works through an example.
The example begins by opening Excel and creating a row of header information named
Month, Expenses, and Approved. In the first cell of the Month column, enter January. In the
first cell of the Expenses column, enter a currency such as $2687.43. Leave the first cell of
the Approved column blank. Next, save the Excel spreadsheet with an appropriate name.
You are now ready to create a new list from the Excel spreadsheet. In this example, you™ll
create the list from within Excel and link the WSS list to Excel so that updates made in
either the WSS list or the Excel spreadsheet can be synchronized with the other.
To create a new list from an Excel spreadsheet and link the spreadsheet to the new list,
follow these steps:
1. Open the Excel spreadsheet.
2. Select the cells with data.
3. From the Excel Data menu, select List_Create List.
4. In the new Create List dialog box, ensure the My List Has Headers checkbox is
selected and then press OK.
5. From the Excel Data menu or the List and XML toolbar, select List_Publish List.
If not already visible, the List and XML toolbar can be displayed by right-clicking
a toolbar and selecting it.
6. In the new Publish List to SharePoint - Step 1 of 2 dialog box, enter the location of
the SharePoint server, give the list a name, and enter a description (optional).
7. To ensure that a link is established between Excel and the new list, select the Link
to the new SharePoint list checkbox in the Publish List to SharePoint - Step 1 of 2
dialog box.
8. Select Next. The next Publish List to SharePoint - Step 2 of 2 dialog box gives you
the opportunity to review the data types that SharePoint Team Services V2 will use
for each column.
9. Select Finish.
Your new list can be accessed at any time by opening the original Excel spreadsheet,
selecting the list in Excel, and choosing Data_List_View List on Server from the Excel
main menu or by choosing List_View List on Server from the List and XML toolbar.

You can also create a new Windows SharePoint Services list from an Excel spreadsheet by
selecting Create from the site Home page and then selecting Import spreadsheet from the
Custom section of the Create Page Web page.
Chapter 17 ¦ Windows SharePoint Services with Office System 403

Now that you have the basis of your list created on the server, you are ready to work with
the Datasheet view of the list. You can view and edit any list in Datasheet view by selecting
the Edit in Datasheet link in the view of that list if it is provided.
First, let™s take a look at the Fill feature implemented with Datasheets. The Month column in
the Datasheet example is a prime candidate for demonstrating the Fill feature.
To use the Datasheet Fill feature, follow these steps:
1. Open the existing SharePoint list in Datasheet view.
2. Select the cell you want to use as the basis of the Fill and position your mouse at
the lower-right corner of that cell until the mouse pointer turns into a cross.
3. Left-click and drag the mouse cursor vertically down until you have filled the
number of cells you want.
4. Release the mouse button.
Figure 17-5 illustrates the procedure for using the Fill features with this example. Once the
cursor is released, the enclosed cells are filled with incremented months. Cells are incremented
only if SharePoint can predict some sort of pattern to the cells. If SharePoint cannot predict a
pattern, the Fill method duplicates the initial cell over the range of selected cells.

Figure 17-5: Drag and release to apply the fill to the Datasheet™s columns.
Part II ¦ Collaborating and Integrating with Office 2003

The Datasheet task pane is shown in Figure 17-5. The Office Links section of the task pane
allows you to export and report a list with Excel or Access. Use the Export and Link to Excel
option if you want to export and link an existing list to Excel. The task pane can be toggled on
and off via the Task Pane link in the top bar in Datasheet view or by clicking the Show Task Pane
arrow on the right side of the Datasheet component.

Next, you™ll change the format of the Approved column in the example to display a drop-
down menu with two options: Approved and Not Approved. Columns can be formatted in
Windows SharePoint Services in a number of formats. The complete list of formatting that
can be applied to columns is: Single line of text, Multiple lines of text, Choice (menu to
choose from), Number, Currency, Date and Time, Lookup (information already on this site),
Yes/No (checkbox), Hyperlink or Picture, and Calculated (calculation based on other
Note that the format that can be applied to a column depends on the type of list you are
working with and whether you are modifying an existing column or adding a new column.
To format a list column, follow these steps:
1. Open the list in Internet Explorer.
2. In the Actions submenu in the left pane, select Modify settings and columns by
clicking it.
3. In the new Customize page, in the Columns section, select the column you want to
modify by clicking its link.
4. In the Name and Type section of the new page, select the radio button for the type
of format you want to apply to the column. The page updates to provide options
specific to the type of formatting you want to apply.
5. Make any other changes that are required or appropriate. In the case of the Choice
(menu to choose from) format you enter each of your choices, on a separate line, in
the space provided, and can also choose a default value and whether the choice
appears as a Drop-Down menu, Radio Buttons, or Checkboxes that allow multiple
6. Press OK to return to the Customize page and then select the Go Back link to return
to the newly formatted list.
You can use the same basic procedure to add an existing column to a list. To add a new
column to a list, in the Columns section of the Customize page (Step 3), select Add a new
column instead of the column you want to modify. Adding a new column consisting of
calculations based on other columns is a particularly powerful feature of WSS.
Figure 17-6 shows the completed example with the drop-down menu of Approved and Not
Approved demonstrated. Additional expenses have been entered in the example to complete
the list.
Chapter 17 ¦ Windows SharePoint Services with Office System 405

Figure 17-6: A custom choice and calculated column implemented in Datasheet view

Note the additional calculated column, called Daily Average, in the list shown in
Figure 17-6. The Daily Average is simply Expense/30.
Calculated columns are added to lists using the same basic method you use to add any
column. When creating a calculated column, you are required to enter a formula for that
column and select the data type returned by that formula. In the above example, the formula
for the daily average was entered as =[Expenses]/30 and the data type returned was set
to number. The formula was entered by typing = into the Formula text box, selecting
Expense in the Insert Column list, clicking Add to Formula from below the Insert Column
list, and then typing /30 after [Expense] in the Formula text box.
Calculated columns support formulas using data in other columns and any Excel function
with the exception of the following: Now(), Today(), Me(), and Rand(). Select any
cell in a calculated column and the formula used is displayed in the status bar of the
Datasheet view. When you hover your cursor over a cell in a calculated column in Datasheet
view, the formula applied to that column is displayed as a ToolTip. Double-clicking in a cell
in a calculated column in Datasheet view displays the formula for that column, in the cell,
and allows you to edit it right there. The power of Excel is available with SharePoint lists.
Part II ¦ Collaborating and Integrating with Office 2003

Note also the Totals row in the list (shown in Figure 17-6). Totals can be calculated simply
by selecting the Totals link in the top bar of the Datasheet view. The type of Totals that can
be performed depends on the format of the columns in the list. In the case of the Month
column in this example, all you can do is to count the months or leave that cell blank. For
the Expense column, the Totals options available are None, Average, Count, Maximum,
Minimum, Sum, Standard Deviation, and Variance.
To select the Totals expression to use in a Totals row, select the cell in the Total row where
the Total will appear and select the type of calculation to be used from the drop-down menu
displayed (by pressing the arrow in the left of that cell).
Figure 17-7 shows the options available for the Totals on the Expense column of the Budget

Figure 17-7: You can perform basic statistical analysis on columns using a Totals row.

To update the value in a calculated cell, simply select another cell.
Chapter 17 ¦ Windows SharePoint Services with Office System 407

Now that you have an Excel spreadsheet linked to a SharePoint list, you can add data to the
list from within SharePoint or within Excel and easily synchronize those changes.
To synchronize a linked Excel spreadsheet with the SharePoint list it is linked to, follow
these steps:
1. Open the linked Excel spreadsheet with Excel.
2. Select the list in the Excel spreadsheet.
3. From the Data menu in Excel, select List_Synchronize List.
The preceding procedure applies for all Excel spreadsheets that are linked to SharePoint lists
and not just lists created from an Excel spreadsheet.

When a SharePoint list is created from an Excel list that contains a calculated column, WSS
converts all cells with individual formulas to values. Such converted columns cannot be refor-
matted into calculated columns in WSS. Calculated columns created in SharePoint, however,
when exported to and linked to Excel or synchronized with Excel retain their formulas for direct
use in Excel. If you want to work with a calculated column in both Excel and SharePoint, you
need to create the calculated column in SharePoint.

You can also synchronize an Access table that is linked to a SharePoint list. An Access table
can be created from and linked to a SharePoint list by using the Create Linked Table in
Access option (found in the Office Links section of the Datasheet task pane). An Access
table can also be created and linked to data stored on a SharePoint server via File_Get
External Data_Link Tables in the Access menu. In this case, you need to select SharePoint
Team Services in the Files of Type drop-down menu in the Link dialog box. Doing so opens
a new dialog box from which you can enter or select the SharePoint site.
To synchronize a linked Access table with its SharePoint list, first select Tools_Database
Utilities_Linked Tables Manager from the open, linked, Access database. Next, in the
Linked Table Manager dialog box, select the linked table or tables to be updated and then
select OK.

Collaborative Document Authoring
Windows SharePoint Services provides two features that facilitate collaborative document
authoring: Document Libraries and Shared Workspaces. Both provide the means in
SharePoint where workers, from any location able to access the SharePoint site, can share
documents in real time.
Document Libraries provide a central location intended to store and present almost any type
of file. The exceptions are those file types blocked by SharePoint and your administrator. A
Shared Workspace further enhances a Document Library by adding its own Tasks, Links,
and Members lists. A Shared Workspace is like its own little SharePoint site that focuses
exclusively on collaborative document authoring. Think of a Document Library like you
Part II ¦ Collaborating and Integrating with Office 2003

would the presentation area for your finished product, whereas a Shared Workspace is like
the back office where you do the majority of your work and collaboration. Although some
level of collaboration is supported in a Document Library, a Shared Workspace is
specifically tailored to document collaboration and provides a high level of integration with
supported Office 2003 applications.

Exploring Document Libraries and Shared Workspaces
Figure 17-8 shows a typical Document Library containing both an Excel spreadsheet and a
Word document.

Figure 17-8: Use a Document Library to store and present important documents.

A Document Library has a default appearance similar to SharePoint lists. The left bar in
Figure 17-8 contains an Actions submenu that can be used in the same manner as discussed
earlier for lists.
Chapter 17 ¦ Windows SharePoint Services with Office System 409

The uppermost bar in Figure 17-8 has the following options:
¦ New Document. Allows you to create a new document in the library using the
default template for that library. The default template for a library is usually
specified when a library is first created. Default Document Library templates can be
set to blank Microsoft Word, FrontPage, Excel, PowerPoint, Blank Page (.aspx Web
page), or Web Part Page documents.
¦ Upload Document. Allows you to upload any supported file to the library. You can
upload multiple files in an Explorer-like view by selecting Upload Multiple in the
Upload Document page that appears after selecting this option.
¦ New Folder. Allows you to create a new folder in the Document Library.
¦ Filter. Enables you to filter columns by adding drop-down filter choices next to the
properties column headings.
¦ Edit in Datasheet. Permits editing of editable document properties in Datasheet
view. You can also access the same features of Datasheet view previously
discussed in the section titled “Working with Datasheet views and linking lists to
Excel and Access.”
The list-type layout of a Document Library provides columns of document properties. By
default these include Type, Name, Modified, Modified By, and Checked Out To. You can
add columns of properties by using the Modify Settings and Columns link in the Actions
submenu shown in the left pane in Figure 17-8. Property columns that are added appear in
the Document Information tab of the Shared Workspace task pane in Word, Excel, or
PowerPoint. To display the Shared Workspace task pane in Word, Excel, or PowerPoint,
select View_Task Pane from the application™s menu and use the drop-down menu in the
task pane to select Shared Workspace.
You can display the drop-down menu shown in Figure 17-8 by selecting the cell in the
Name column of the document or file in question and then selecting the arrow at the right
side of that cell. This drop-down menu is the same regardless of whether you are working
with a file in a Document Library or a Shared Workspace.
The drop-down menu, shown in Figure 17-8, provides the following options:
¦ View Properties. Provides a new view with the document properties.
¦ Edit Properties. Allows you to edit editable document properties including the
filename and custom properties.
¦ Edit in. Allows you to open the file for editing in the application associated with it.
You can also open a file for editing by simply clicking it. The Edit in option is
available only for Microsoft Word, Excel, and PowerPoint documents.
¦ Delete. Allows you to delete a file if permissions allow.
¦ Check Out. Allows you to “check out” a document. A document can be checked
out from a Document Library in a similar way that a book is checked out from a
regular library. When you check out a document, you provide a long-term lock on
Part II ¦ Collaborating and Integrating with Office 2003

the file that prevents others from making changes to it while you want to work on
it. This options changes to Check In when a document is already checked out.
¦ Version History. When file versioning is enabled, this allows you to View,
Restore, or Delete specific versions of that file. You can view comments on the
file and enable file versioning for the Document Library that file is in via the
Modify Versioning Settings link that appears in the new page when you select
this option.

Note Versioning is not enabled by default when new Document Libraries or Shared Workspaces are

• Alert me. You can use this to receive an e-mail alert when the specific document is
changed or deleted or when a Web discussion on the document has changed.
• Discuss. Displays a discussion bar in Internet Explorer where you can comment on
and discuss the document with your colleagues. Inline discussions can be inserted
in HTML documents only. You can create a discussion about any type of document.
• Create Document Workspace. Allows you to create a Document Workspace
“around” a document in an existing Document Library. When working with a
document in a Shared Workspace created from a source file in a Document
Library, this option becomes Publish to Source Location and allows
synchronization between the file copy in the Document Workspace and the
original source file.
Figure 17-9 shows a typical Shared Workspace containing a central Word document and
other supporting files.
Chapter 17 ¦ Windows SharePoint Services with Office System 411

Figure 17-9: A Shared Workspace is specifically suited to collaborative
document authoring.

A Shared Workspace has an appearance similar to a SharePoint site. You can customize the
site and work with the features just as you would with a regular SharePoint home page.
From within the Shared Workspace you can add members, assign tasks, upload related
documents, add hyperlinks contacts and events, and create and participate in discussions and
surveys all from within Internet Explorer.
The high level of integration between a Shared Workspace and Office 2003 also allows you
to perform many of these tasks, and more that aren™t available via the Web interface, from
within the supported Office 2003 application.
Before delving into working with a Shared Workspace from within Office 2003 applications,
the next section takes a look at how to create your own Shared Workspace.
Part II ¦ Collaborating and Integrating with Office 2003

Creating Shared Workspaces
You can create a Shared Workspace using any of the following methods:
To create a Shared Workspace for an existing document in a Document Library, follow
these steps:
1. Connect to the SharePoint site with Internet Explorer and open the Document
Library containing the document you want to create a workspace from.
2. Hover your mouse over the Name cell in the name column for the document in
question and select Create Document Workspace from the drop-down menu (see
Figure 17-8).

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