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Using Office applications with SharePoint 2013 : Integrating Excel with SharePoint (part 3) - Analyzing SharePoint list data in Excel

4/20/2014 3:19:15 AM
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Analyzing SharePoint list data in Excel

Excel makes it possible for users to create a one-way connection to data that resides in a SharePoint list, so that once changes are made to the list, they can be introduced to the Excel spreadsheet automatically. With this type of one-way connection, the Excel spreadsheet will always be current because the SharePoint site will overwrite any data in the worksheet with the latest SharePoint list data. This makes it easy for users to avoid the pitfalls of emailing Excel attachments to multiple users, managing the retrieval of those updated files, and performing the daunting task of updating the “master” copy in an efficient and accurate manner.

With these two options, you have a choice whether or not to have the data in the Excel spreadsheet updated after a change is made in a SharePoint list. If you want to keep it updated, a one-way connection can be created. If not, you can simply export the table data to a SharePoint site without creating this connection.

You can make the connection between list data and Excel in the browser by clicking Export To Excel on the List or Library tab in the Connect & Export group. Once the data has been copied into the Excel workbook, then, from within Excel, you can use the Refresh command on the Refresh split button on the Design tab in the External Table Data group, as shown in Figure 6.

A screenshot of the Excel Design tab with the Refresh split button selected.

Figure 6. Use commands in the External Table Data group on the Design tab to unlink the data in the Excel workbook with the data held in the SharePoint list, open the connected list in the browser, and export table data to SharePoint and to a Visio PivotDiagram.

You can also configure the connection properties using the Connection Properties dialog box, as shown in Figure 7, which opens when you click Connection Properties on the Refresh split button.

A screenshot of the Connection Properties dialog box, with the Definition tab selected.

Figure 7. Use the Connection Properties dialog box to enable background refresh, authentication, and the connection string.

 
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