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¦ You can enter the text into cells. This, however, is tedious and doesn™t allow much
formatting.
¦ You can use a text box. This is a good alternative, but it doesn™t offer many
formatting features.
¦ You can embed a Word document in your worksheet. This gives you full access to
all of Word™s formatting features.
To embed an empty Word document into an Excel worksheet, choose Excel™s Insert _ Object
command. In the Object dialog box, click the Create New tab and select Microsoft Word
Document from the Object type list.
The result is a blank Word document, activated and ready for you to enter text. Notice that
Word™s menus and toolbars replace Excel™s menus and toolbars. You can resize the document
as you like, and the words wrap accordingly.
You can embed many other types of objects, including audio clips, video clips, MIDI
sequences, and even an entire Microsoft PowerPoint presentation.
Microsoft Office includes several additional applications that you may find useful. For
example, you can embed a Microsoft Equation object in an Excel document to graphically
illustrate a formula that you use in a worksheet.

Some of the object types listed in the Object dialog box can result in quite useful and interesting
Tip
items when inserted into an Excel worksheet. If you™re not sure what an object type is, try
adding the object to a blank Excel workbook to see what is available.
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Working with XML Data
This section introduces the new XML features found in Excel 2003. This feature provides
another way to share data with other applications.

This section is relevant only to those who use Excel 2003. If you™re using Excel 2000 or Excel
New
2002, you™ll find that you can open some XML files in Excel (using the File _ Open command).
Feature
But the features described here will not work.


What is XML?
XML is a accepted standard that enables exchange of data between different applications.
XML is a markup language, just as HTML is a markup language.
XML uses tags to define elements within a document. XML tags define the document™s
structural elements and the meaning of those elements. Unlike HTML tags, which specify
how a document looks or is formatted, XML can be used to define the document structure
and content. Consequently, XML separates a document™s content from its presentation.
Following is a very simple XML file that contains data from an e-mail message.
<?xml version=”1.0" encoding=”UTF-8"?>
<message>
<to>Bill Smith</to>
<from>Mark Jackson</from>
<subject>Meeting date</subject>
<body>The meeting will be at 8:00 a.m. on Tuesday</body>
</message>

When the file is viewed in Internet Explorer, the browser displays it as a structured document
(as shown in Figure 12-6).




Figure 12-6: Internet Explorer displays XML files in a structured format.
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Unlike HTML, the XML specification does not specify the tags themselves. Rather, it
provides a standard way to define tags and relationships. Because there are no predefined
tags, XML can be used to model virtually any type of document.

This is an admittedly cursory overview of XML. Fact is, XML can be extremely complex. Many
Note
entire books are devoted to XML.

The two sections that follow consist of simplistic examples to give you a feel for how Excel
handles XML.

Importing XML data by using a map
This example uses the worksheet shown in Figure 12-7. This worksheet uses data in column
B to generate a loan amortization schedule. Assume that a back-end system generates XML
files, and each file contains data for a customer. An example of such a file is shown below:
<?xml version=”1.0"?>
<Customer>
<Name>Joe Smith</Name>
<AcctNo>32374-94</AcctNo>
<LoanAmt>$325,983</LoanAmt>
<IntRate>6.25%</IntRate>
<Term>30</Term>
</Customer>




Figure 12-7: This worksheet uses imported XML data.

This file has five data elements: Name, AcctNo, LoanAmt, IntRate, and Term. Two of the
fields (Prepared and Number of Pmt Periods) are calculated with formulas and are not
considered data elements.
The trick here is to be able to import files, such as this, and have the data sent to the
appropriate cells in the worksheet.
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The first step is to add a Map to the workbook. Make sure that XML Source is displayed in
the task pane (select Data _ XML _ XML Source).
To add the Map, follow these steps:
1. Click the Workbook Maps button at the bottom of the task pane. The XML Maps
dialog box appears.
2. Click Add to display the XML Source dialog box.
3. Select one of the customer XML files. The exact file doesn™t matter. This will be
used only to infer the schema.
4. Click OK to dismiss the XML Maps dialog box.
The task pane displays the data elements from the file (as shown in Figure 12-8).




Figure 12-8: The task pane shows the XML data elements.

The next step is to map the data elements to the appropriate worksheet cells.
1. In the task pane, click the Name element and drag it to cell B3.
2. Drag the AcctNo element to cell B5.
3. Drag the LoanAmt element to cell B6.
4. Drag the IntRate element to cell B7.
5. Drag the Term element to cell B8.
Finally, you can import an XML file. Choose Data _ XML _ Import, and select a customer
XML file. You™ll find that the data is fed into the appropriate cells. To calculate another
amortization schedule, just import another XML file.
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Importing XML data to a list
The example in the preceding section used XML files that contained only a single “record.”
XML files often contain multiple records, called repeating elements. Examples include a
customer list or data for all employees in an organization.
You can use Excel™s File _ Open command to open an XML file that contains repeating
elements. After you specify the filename, Excel presents the Open XML dialog box, as shown
in Figure 12-9. This dialog box has three options:
¦ As an XML List: The file opens, and Excel converts the data to a List Range.
¦ As a Read-Only Workbook: The data is imported into the worksheet, but the
workbook is read-only. This is to prevent you from accidentally over-writing the
original file.
¦ Use the XML Source Task Pane: Excel infers the schema for the XML data and
displays it in the task pane. (The data is not actually imported.) You can then map
the elements to cells and import the actual data.




Figure 12-9: The Open XML dialog box.

Figure 12-10 shows an XML file that has been imported to a worksheet.
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Figure 12-10: The imported XML data.


When displayed in the task pane, repeating elements use a different icon (a “double folder”).
Note
Nonrepeating elements display a single folder icon.


Exporting XML data from Excel
In order to export data to an XML file, you must add a map to the workbook, and the map
must correspond to your data. Then you can use the Data _ XML _ Export command to
create an XML file.
Contrary to what you may expect, it™s not possible to export an arbitrary range of data in
XML format. For example, if you create a List Range on your worksheet, you can™t export
that List Range to an XML file unless you add an appropriate map to your worksheet first.
And it™s not possible to create (or modify) a map using Excel.

If you use Excel™s File _ Save As command, you™ll notice that one of the options is XML
Note
Spreadsheet. This produces an XML file that uses Microsoft™s XMLSS schema. It will not export
the data to a “normal” XML file.

¦ ¦ ¦
13 CHAPTER



Team
Collaboration
on a Draft . . . .


PowerPoint In This Chapter


Presentation Sharing your
presentation on a LAN

Posting your
presentation to an
Exchange folder

Mailing a presentation

F
via e-mail
ew people these days create a presentation with no input or
feedback from another living soul. Presentations normally go
Adding, editing, moving,
through review cycle upon review cycle, and everybody gets to
and deleting comments
add his or her two cents about how to make the presentation
slides stronger and more meaningful.
Incorporating changes
from reviewers
The old way of reviewing was to print out and distribute hard
copies of a presentation and let everyone mark them up by hand.
Collaborating live using
Then some poor assistant or junior executive would have to
Windows Messenger
decipher all the handwritten notes (some of them directly
conflicting with others!) and make the changes in PowerPoint.
Fortunately, PowerPoint 2003 offers many more appealing . . . .
options for soliciting and receiving feedback on a presentation, as
you learn in this chapter.


Sharing Your Presentation File
on a LAN
If your company has a local area network (LAN), you can copy
the presentation file to a drive that everyone can access and let
whoever is interested in seeing it take a look. Interested people can
then either copy the presentation to their own PCs or view it
directly from the network.
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If not everyone has PowerPoint installed on their PCs, you might also want to place the
PowerPoint Viewer program on the network, so people without PowerPoint can review
the show.

Make sure you copy the presentation file to the network, rather than moving it there. That way,
if something happens to the networked copy or the whole network server goes down, you still
Caution
have access to your presentation. You might even want to rename the copy on the server so
you can tell, at a glance, which is the original version.


Sharing the presentation locally
In a large company, the network includes one or more servers, which are computers that do
nothing except run the network and serve up common files that multiple people need. If your
network includes a server, one of its hard disks is probably the best place to copy your
presentation file. That™s because everyone on the network already has access to the server, so
no special setup is necessary. See your network administrator for details.
However, if your company uses peer-to-peer networking, there may not be a server to which
you can copy the presentation. In that case, you must make one or more folders on your own
hard disk accessible to other network users.

Sharing in Windows 2000 or XP
If you have Windows 2000 or XP (and you probably do, because PowerPoint 2003 won™t run
on earlier Windows versions), here™s what you need to do to share a folder on your PC.
First open the list of network connections:
¦ In Windows 2000, choose Start_Settings_Network and Dial-Up Connections.
¦ In Windows XP, open Network Connections from the Control Panel.
Then right-click the LAN connection and choose Properties, and make sure that File and
Printer Sharing for Microsoft Networks is one of the installed services. See Figure 13-1. If it
isn™t, add it with the Install button. Then close all open dialog boxes.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 297




Figure 13-1: Make sure File and Printer Sharing is installed for the LAN connection.

Next, share the folder:
¦ In Windows 2000, right-click the folder and choose Sharing. Select the Share This
Folder option button, and enter a Share Name. See Figure 13-2. The default is for
others to have full access; if you want to change that, click the Permissions button
and clear the Full Control and Change check boxes. Then close all open dialog boxes.




Figure 13-2: Share a folder in Windows 2000.
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¦ In Windows XP, right-click the folder and choose Sharing and Security. Mark the
Share This Folder on the Network check box. Enter a Share Name for the folder. See
Figure 13-3. If others should be able to make changes, mark the Allow Network
Users to Change My Files check box. Then click OK.

Posting a presentation to an Exchange folder
If your company uses a Microsoft Exchange server to share files, you can easily post a
PowerPoint presentation there. (You can ignore this procedure if your company doesn™t use
Exchange.) To do so, follow these steps:
1. Open the presentation in PowerPoint.
2. Choose File_Send To_Exchange Folder. A list of folders appears.
3. Choose the folder you want to post the presentation to.
4. Click OK.




Figure 13-3: Share a folder in Windows 2000 or XP.
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Mailing a presentation via e-mail
You can attach a PowerPoint presentation file to an e-mail message, just as you can attach any
other file. If you use Outlook, for example, you can click the Insert File button on the toolbar
to attach a file to an e-mail message you are creating. See Figure 13-4.




Figure 13-4: Most e-mail programs, including Outlook, let you attach files to send along
with e-mail messages.

To send a presentation from PowerPoint, choose File_Send To and then choose Mail
Recipient (For Review) or Mail Recipient (As Attachment).
Both of these commands compose an e-mail message with the presentation file as an
attachment. The differences are as follows:
¦ The For Review command begins composing the message in Outlook with “Please
Review {presentation name}” as the subject, and with a message already filled into
the body. The As Attachment command makes the subject the presentation name by
itself and does not fill in a default body message.
¦ The For Review version of the attachment is a slightly larger file, containing
instructions for collecting the reviewers™ responses for later merging back into the
original file.
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¦ The For Review command opens a new Outlook message with HTML as the
message formatting. The As Attachment command starts the new message in plain
text format.

If you use For Review, you can then click the Attachment Options in the Outlook message
Tip composition window and then click Live Attachments. A copy of the attached file is then saved
in a team workspace. Recipients of the message are made members of that workspace auto-
matically, and they can either open the attachment as their own copy or they can follow a link in
the message to the workspace copy.


You can set up Outlook so that As Attachment works just like For Review. (It™s questionable
Note whether you would want to do this, however, as it™s nice to have the flexibility to choose.) In
Outlook, choose Tools_Options, and click the E-mail Options button on the Preferences tab. In
the dialog box that appears, click Advanced E-mail Options. Then in the dialog box that appears
next, mark the Add properties to attachments to enable Reply with Changes checkbox.


Sharing a Presentation in a Document Workspace
A document workspace is a common accessible location where you store files that you want
to make available to other people on a team. As a team you can then make edits to the
documents, review each other™s changes, deal with to-do items, retrieve contact information
for one another, and more.
Document workspaces are based on SharePoint Team Services (STS), a Microsoft server
technology that creates and maintains team spaces. You can log into an STS site from outside
of Office applications, and upload, download, and manage shared files that way, but you can
also do it from within most Microsoft Office applications. (For more information on
SharePoint, see Chapter 17 of this Super Bible eBook.)
To create a new workspace for the document, you must have access to an STS server. If you
do, choose Tools_Shared Workspace and then enter a name for the document workspace and
the address to the server on which you will store it. See Figure 13-5.

If you get an error about the site being a restricted or non-trusted site, set it up as a trusted site
Caution
in the Internet Options (from Internet Explorer, choose Tools_Internet Options).
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 301




Figure 13-5: Create a new shared workspace for a presentation on a SharePoint Team
Services server.

When a document with a shared workspace is open, you can access information about the
workspace from the Shared Workspace task pane, shown in Figure 13-6. Click a tab to see the
Status, Members, Documents, Links, and so on.




Figure 13-6: Information about the shared workspace is available through the Shared
Workspace task pane.
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You can also log into a SharePoint Team Services Web site independently of the application,
and then locate the file you want and click its hyperlink to open it. Notice in Figure 13-6, the
Open Site in Browser hyperlink. This will take you to the site. For example, Figure 13-7
displays the SharePoint Team Services list of shared documents, and the Rondo
Manufacturing presentation can be opened from there.

When you work with a document from a shared workspace, some extra commands become
Tip available. For example, you™ll find a Check Out command on the File menu that enables you to
“check out” the document so that nobody else can edit it until you are finished. This prevents
two people from making changes to the same document at the same time. You™ll also find a
Versions command on the File menu, from which you can select which version of the presenta-
tion to open. The latter works only if you enable version support for the document library from
within the SharePoint Team Services site administration.




Figure 13-7: Shared documents may be accessed from the Web site as well as from
within PowerPoint.
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STS is a powerful application for sharing all kinds of files, not just PowerPoint. There is
much more to it than can be covered in this chapter™s overview of sharing techniques. Explore
its features on your own if you have an STS server available.


Working with Comments
As you are soliciting feedback from reviewers, you might not want them to make changes
directly to the presentation. Instead, you might request that they use the Comments feature to
provide their feedback and leave the actual changes to you.
Comments are like yellow sticky-notes that people reviewing the presentation can add, letting
you know what they think about individual slides. You can see them in Normal view, but they
don™t show up in Slide Show view.

Adding a comment
Here are the steps for adding a comment:
1. Display the slide on which you want to add a comment.
2. Choose Insert_Comment, or click the New Comment button on the Reviewing
toolbar. A yellow box appears with your name in it.
3. Type your comment, as in Figure 13-8. When you are finished typing, click outside
the comment box.




Figure 13-8: Type a comment in the comment box.
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The comment floats on the slide, just like any other object. When you click away from it, it
disappears except for the small box with your initials and the comment number. For example,
in Figure 13-8, it™s FW2. To redisplay the full comment, click the little box. (Double-click if
you want to re-open it and add text.)

Moving, editing, and deleting comments
Figure 13-8 shows the Reviewing toolbar, which appears whenever you display or work with
comments. Figure 13-9 shows it again, with the buttons labeled that pertain to comments. The
other buttons, unavailable in Figure 13-9, are used for reviewing changes, as you will see
later in this chapter.




Figure 13-9: The Reviewing toolbar facilitates working with comments.

You can reposition a comment on the slide by dragging its box around. You might want to
place a comment next to the item to which it pertains.
To edit a comment, double-click it to open it (or select it and click the Edit Comment button
on the Reviewing toolbar) and then make your changes. If you edit someone else™s comment,
the initials change to your own and you become the “owner” of the comment.
To delete a comment, select it and press Delete (or click the Delete Comment button on the
Reviewing toolbar).
You don™t have to delete a comment in order to get it off the screen, however. To temporarily
hide all comments, choose View_Markup or click the Markup button on the Reviewing
toolbar. (Use that same command to turn them back on again.)

Reviewing comments
When you get a presentation back from a reviewer or from multiple reviewers, there will
likely be many comments. (Different users™ comments show up in different colors so you can
more easily distinguish them.)
You can page through the slides one by one, looking for comments, or you can use the Next
Comment and Previous Comment buttons on the Reviewing toolbar to move quickly to the
next or previous slide that contains a comment.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 305


Incorporating Changes from Reviewers
Suppose you distribute your presentation to several people for review. One way is to use the
File_Send To_E-mail Recipient (For Review), as you learned earlier in the chapter. You can
also simply send it as a normal e-mail attachment to someone, or even distribute it on a disk.
Now you™ve received two copies back from two different people. Each has made some
changes to the presentation. How do you merge all those changes back into your original and
sort them out? You do so using the Reviewing feature.

Merging review revisions
When you receive a revised presentation back via Outlook, and you open it from there, you
might see a message asking whether you want to merge the changes with your original. If you
get that, click Yes.
If you don™t get that message for some reason, you can do the same thing with the Compare
and Merge feature within PowerPoint:
1. Start with the original presentation file open in PowerPoint.
2. Choose Tools_Compare and Merge Presentations. A Choose Files to Merge with
Current Presentation dialog box opens. See Figure 13-10.
3. Select the presentation file(s) to merge and then click Merge.




Figure 13-10: Select one or more presentation files to merge with the original.


If all the revised copies still have the same filename, you will not be able to store them in the
Note
same folder with one another, so you will not be able to select them all in Step 3. Instead choose
one and click Merge, and then repeat Steps 2 and 3 for the next one from a different location.
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Accepting or rejecting revisions
The important thing to know about revisions is that they are not accepted automatically. By
default they do not appear at all, in fact. Your original presentation remains intact. When you
review the revisions, you have the opportunity to individually view and select the revisions
you want to apply. Any you do not choose are discarded.
To accept or reject changes:
1. Display a slide that contains revisions. You can tell because information about the
revision appears in the Revisions Pane.
2. Click the Revision icon on the slide to see a detailed list of the revisions for that
slide.
3. Mark the check boxes for the revisions you want to implement. When you mark one,
its change shows on the current slide. See Figure 13-11.




Figure 13-11: Accept or reject changes in the Revisions task pane.

4. To move to the next slide, click the Next button at the bottom of the Revisions pane
or simply click a different slide in the Slides pane.

Using the Reviewing toolbar for revisions
As you are reviewing the revisions, the Reviewing toolbar is active. Figure 13-12 shows
some of the buttons that come in handy during this phase.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 307

• Markup: Toggles all markup on/off, including both revision icons and comments.
• Apply: Applies all revisions to either the current slide or to the entire presentation.
(Open its drop-down list to choose which.)
• Unapply: Removes all revisions from either the current slide or from the entire
slide. (Again, open its drop-down list to choose which.)
• End Review: Completes the review process, removing all unapplied revisions.
Don™t do this until you are completely finished reviewing.
• Revisions Pane: Toggles the Revisions Pane on/off.




Figure 13-12: Some buttons on the Reviewing toolbar are active only when working with
revisions.


Finishing a review of revisions
When you have accepted all the revisions that you want, you can exit from the Compare and
Merge mode by clicking the End Review button on the Reviewing toolbar. A warning will
appear; click Yes. Now you™re back to normal, and the Reviewing toolbar disappears.


Live Collaboration with NetMeeting
PowerPoint 2003 supports NetMeeting, an application that you can use to collaborate in real-
time with other people online. It includes application sharing, a “whiteboard” for drawing, a
chat feature, and other handy activities.
In the past, Microsoft provided Internet Locator Service (ILS) public servers that you could
use for this, but nowadays Microsoft is encouraging everyone to move to Windows
Messenger instead, so they have discontinued support of public ILS servers. Therefore if you
want to use NetMeeting from PowerPoint, you must access your company™s own ILS server
or a third-party ILS server.
This chapter does not delve into NetMeeting specifics because it™s likely that most people will
use Windows Messenger instead. However, if you are interested in exploring NetMeeting on
your own, choose Tools_Online Collaboration_Meet Now.
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Live Collaboration with Windows Messenger
Windows Messenger is a real-time chat program that comes free with Windows XP. You can
also download it for free from Microsoft for any older 32-bit version of Windows.
Not only does Windows Messenger provide a means of chatting (that is, typing back and
forth in real-time), but it also allows you to share applications over the Internet. That™s where
its usefulness for PowerPoint comes in. If all the meeting participants are Windows
Messenger users, you can employ Windows Messenger to allow everyone to see and work
with your copy of PowerPoint. You can then maintain a separate chat window where you and
the other participants discuss the draft presentation.

Running Windows Messenger
To run Windows Messenger, choose it from the Start_All Programs menu. Some earlier
versions were called MSN Messenger rather than Windows Messenger; it™s the same thing.
To use Windows Messenger, you need a Microsoft .NET Passport. This is simple and free to
obtain. The first time you try to log into Windows Messenger, a wizard will walk you through
the process.
You also should have all the meeting participants added to your Contacts list. To add a
contact, click Add Contact in the Windows Messenger window (see Figure 13-13) and follow
the prompts in the wizard.




Figure 13-13: Add the meeting participants to your Contacts list if needed, so you can
then invite them to share applications with you.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 309


Actually having all the participants added to your Contacts list is not an absolute requirement.
Tip When selecting people with whom to share applications, you™ll find an Other tab; click it and you
can enter an e-mail address of a new contact. The new person must be a member of the
Microsoft .NET Messenger service.


Inviting someone to share PowerPoint
First, start PowerPoint and open the presentation you want to collaborate on. Then do the
following to invite someone else to see it:
1. From Windows Messenger, choose Actions_Start Application Sharing. A list
appears of your contacts who are online. See Figure 13-14.
2. Click the contact with whom you want to share and then click OK.




Figure 13-14: Select the online contact with whom you want
to share an application.

A Conversation window appears on your screen. At the same time, a Conversation
window appears on the other person™s PC, with hyperlinks to Accept or Decline your
request. See Figure 13-15. He or she clicks Accept to begin the application sharing.
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Figure 13-15: This is what the other person sees when you request an application
sharing session.

3. A Sharing box appears on your PC™s screen. Click PowerPoint and then click Share.
See Figure 13-16.
Also appearing on your screen at this point are the Sharing Session toolbar and the
conversation window, both also shown in Figure 13-16. You can click the App
Sharing button at any time to reopen the Sharing dialog box. The Close button
closes the application sharing session. The Whiteboard button opens the Whiteboard
application, discussed later in this chapter.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 311




Figure 13-16: Select the application to share (in this case PowerPoint).

4. Now restore the PowerPoint window and begin working in PowerPoint. The person
at the other end of the sharing connection will see everything you do in a Programs
window. Figure 13-17 shows what they see. If you share more than one applica-
tion, they see more than one window.
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Figure 13-17: This is what the other person sees while you are sharing an application.

5. Use the whiteboard and the Conversation window as needed to communicate. You
can also give the other person control of PowerPoint temporarily, as described in the
following section.
6. When you are finished, click the Close button on the Sharing Session toolbar to end
the application sharing.

Giving another participant control
Only one person can have control of the meeting at a time. By default, this is the person who
initiated the meeting. The person who has control can change views, show the presentation
in Slide Show view, advance the slides, skip to other slides, and so on. Everyone else can
only watch.
If you are holding a collaborative session, you might want to pass control to another meeting
participant so he or she can make a point or show an example. You can always take control
back later, as the meeting leader.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 313

To let someone else control the presentation (temporarily), follow these steps:
1. On the Sharing Session toolbar, click the App Sharing button to reopen the Sharing
dialog box (Figure 13-16).
2. Click the application to select it, and then click the Allow Control button. The
Control section changes to the commands shown in Figure 13-18.




Figure 13-18: When you allow control for an application, choices for administering
that control appear.

3. Mark either of the two check boxes as desired:
• Automatically Accept Requests for Control: This bypasses the confirmation
message that would normally appear on your screen when a participant requests
control.
• Do Not Disturb with Requests For Control Right Now: This prevents others
from requesting control (temporarily).

4. Click Close. Now you are ready to share control of the application.

To regain control at any time, the meeting leader can press Esc. This doesn™t work for other
meeting participants; they must wait until whoever is in control has ceded it before jumping in.
Note
If you are eager to gain control, you can make a comment to that effect using the Chat window,
described in the following section.
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Taking control as a participant
Someone else can take control on his or her own PC by following these steps:

1. Double-click the PowerPoint screen being displayed, or choose Control_Take
Control. Then wait for the person currently in control to respond to a confirmation
box that appears on his or her screen.
2. Once you are granted control, your mouse pointer begins working in the shared
application box. Make any edits you like.
3. When you are ready to cede control to some other participant, choose
Control_Release Control.

Chatting with other participants
The Conversation window is the main means of communication among participants. It
appears initially when you are setting up the application sharing; it is where the Accept and
Decline hyperlinks appear when you invite someone to application sharing.
You can chat by typing in this same window at any time during the application sharing. See
Figure 13-19. Just type in the bottom box and then press Enter to send your message.




Figure 13-19: Participants communicate through the Chat window.


Sometimes when you start chatting after sharing applications, Windows Messenger will log you
Caution
off and you™ll have to log back on again.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 315


Using the Whiteboard
The Whiteboard is a simple paint program that participants can use to share conceptual
drawings with one another during the meeting.
To use the whiteboard, click the Whiteboard button on the Sharing Session toolbar. A
Whiteboard window appears. It looks a lot like the Paint program that comes with Windows,
but has some additional features. See Figure 13-20.




Figure 13-20: Use the Whiteboard program to draw conceptual diagrams
during a meeting.

The Whiteboard is its own application, and there isn™t space to cover it fully in this book.
However, it is extremely intuitive to use, and you should not have any trouble with it. Select a
tool from the palette on the left, and if applicable, select a line thickness from the thicknesses
below the tools. Then, select a color from the color palette at the bottom. Finally, drag the
mouse on the drawing area to create lines, shapes, text, or whatever.
For example, Figure 13-20 shows a diagram using three ovals and two straight lines. Text tool
(A) was used to type some descriptions of the ovals.
You can have multiple pages of drawings and notes; to move to the next page, click the right
arrow button in the bottom-right corner.
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Ending an application sharing session
To end a session, you simply click the Close button on the Sharing Session toolbar.

If you used the Whiteboard during the session, a message appears asking whether you want to
Tip save your Whiteboard contents when you close the session. Click Yes or No. If you choose Yes,
it™ll be saved in Whiteboard (.NMW) format. You can reopen it later through Windows Messen-
ger. From Windows Messenger, choose Actions_Start Whiteboard, and then within Whiteboard
choose File_Open.

The Conversation window remains open after you terminate the sharing session. You can
save the chat text from the Conversation window by choosing File_Save. It™s saved in Text
(.TXT) format.
There™s a lot more you can do with Windows Messenger than has been covered in this brief
overview in this chapter. In addition, Microsoft is always updating that program, so by the
time you read this, Windows Messenger may look slightly different and have more features
than you saw here.


Summary
In this chapter you learned about many different ways of collaborating with other people on a
draft presentation. You learned how to e-mail presentation files, how to incorporate review
feedback with Compare and Merge, and how to hold online meetings with Windows
Messenger where you share control of a single copy of PowerPoint.

¦ ¦ ¦
14 CHAPTER



Integrating
FrontPage with
Office . . . .


Applications In This Chapter

Integrating Office
documents and images
into your FrontPage
Web site


S
Sending data from
uppose you have documents in Word, illustrations in
FrontPage input forms
PowerPoint, a brochure in Publisher, and a table in
to Office applications
Excel, and you need to integrate them all into your Web site.
This chapter shows you how to do just that. Along with
Including Office
integrating Office content into FrontPage Webs, you can ship
spreadsheets
FrontPage content back to Office. For example, you can dump
in Web pages
your FrontPage reports into Excel to analyze your database
of site files, or export collected FrontPage data to a Word
Adding Office charts
mail-merge file.
to Web pages
Finally, Office 2003 users can directly open spreadsheets and
PivotTables in your site right in Internet Explorer on Windows Connecting PivotTable
computers. Web components
to data sources
In Figure 14-1, for example, a visitor is calculating values in a
spreadsheet embedded in a Web page.
Displaying interactive
PivotTables
in Web pages

Integrating FrontPage
with Office XP

. . . .
Part II ¦ Collaborating and Integrating with Office 2003
318




Figure 14-1 You can provide interactivity for visitors by using an Office 2003 spreadsheet
Web component.



From Office to FrontPage
All Office 2003 applications have their own distinct methods for converting documents to
Web pages. Excel automatically generates Web sites that look like spreadsheets. Publisher
creates Web site folders full of files, with a separate Web page for each page of a
publication. PowerPoint Web sites look like slideshows; and Word, too, generates Web sites.
That™s all fine for people using those programs who aren™t demanding the capability to fine-
tune their Web page display. However, as a FrontPage-empowered Web designer, you may
want to select elements from Office applications to integrate into a Web site of your own
design.
Importing Web components from Office applications requires an understanding of how they
generate Web sites, where they stash the Web files, and how you can work around some of
the automation routines to import just what you want into your Web site.

Moving from Word to FrontPage
Actually, you can move text from a Word file into a FrontPage Web site in several different
ways. The quickest way is to copy text, although even this option presents several
alternatives that affect how the text format is translated to your Web page.
Chapter 14 ¦ Integrating FrontPage with Office Applications 319

Other options include saving the file as a text file or saving it as HTML. Each method has its
advantages and drawbacks, which are explored in this section.

Most methods of integrating Office documents into Webs involve the Import dialog box, which is
Note
discussed in the section “Importing files into Webs.”

Attaching text files to a Web site
If your Web design responsibilities include integrating many documents into a Web site, you
will very likely want to import large blocks of text from Word (or another word processor)
into FrontPage Web pages.
You have many options available for integrating word processing files into a Web site. If
you are presenting documents that don™t need any formatting or Web design features, you
can simply save your documents as text (.txt) files and import them into your Web site.
One drawback of using .txt file format is that when visitors see this text on a Web page, it
will be displayed in long lines, without text wrapping. You can easily import a Word file in
FrontPage.
1. Open a page and choose Insert _ File.
2. From the Files of Type drop-down list, choose Word from the list of file type
options.
3. Select a Word file, as shown in Figure 14-2. FrontPage will convert the Word file as
it is imported.




Figure 14-2 Inserting Word files in your Web site is a no-frills way to make a
document available to visitors.
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How Word creates HTML files
You can save Word files as HTML. Word 2003™s File _ Save as Web Page option converts
an open document to an HTML file (or, in some cases, to several files, including image
files). How good are the results? The resulting files often take some work to restore
formatting and images. Publisher 2003 does a cleaner job of converting document files to
Web pages. If you want to do complex page layout outside of FrontPage, Publisher is a
better choice than Word. However, if you want to convert a 50-page Word document to a
Web site, the Save as HTML option accomplishes the job in a hurry. In addition, you can
touch up the formatting in FrontPage Page view.
If you do save a Word file as HTML, the best way to work with it in FrontPage is to import
the HTML file (created by Word). Even after you import the file, however, FrontPage will
still identify this imported file as a Word file, and when you double-click on the file in
Folder or Navigation view, FrontPage launches Word again. To avoid having your file open
in Word, right-click on the file and choose Open With from the context menu. Then, select
FrontPage (instead of Word) to edit the file in FrontPage.
Word saves complex documents by generating several files. For example, long document
footers generate multiple footer files. Similarly, separate files are generated for embedded
image files. Word creates a new folder when these files are generated to keep them all
together. In that case, when you import a Word file that has been saved to HTML, you
import the entire folder. As you do, FrontPage retains the folder paths between the imported
page and linked images.

Copying and pasting text into Web pages
The easiest way to get word processing documents into FrontPage Web pages is simply to
copy and paste the text. First, copy all or part of a document into the Clipboard. Then, open
a page in FrontPage Page view and select Edit _ Paste Special. The Convert Text dialog
box appears, as shown in Figure 14-3.




Figure 14-3 You have several options for pasting copied text into a Web page.
Chapter 14 ¦ Integrating FrontPage with Office Applications 321

The following are the paste options:
¦ One formatted paragraph: Converts the text to one paragraph, replacing paragraph
marks in the copied text with forced line breaks.
¦ Formatted paragraphs: Copies the text, preserving formatting and paragraphs.

Note The difference between One Formatted Paragraph and Formatted Paragraphs is that the One
Formatted Paragraph option converts the copied text to a single paragraph.

¦ Normal paragraphs: Copies the text, converting it to the Normal style defined for
your Web site. If you assigned a theme with a defined Normal style, or if you
defined a Normal style yourself, those attributes are assigned to the copied text.
¦ Normal paragraphs with line breaks: Converts copied text to Normal style (like
the preceding option), but substitutes forced line breaks for paragraph breaks.
¦ Treat as HTML: Interprets any HTML code within copied text. You are unlikely to
use this option for imported Word text, unless you include HTML tags in your text.

Note
Use the Treat as HTML option when you copy HTML code into a FrontPage Web page.


Creating Web sites from Publisher files
Microsoft Publisher follows its own rules when it generates Web sites. Those sites are fine,
but they don™t integrate well into FrontPage.
When you save a Publisher publication as a Web page, a new folder with multiple files is
created. Publisher creates a new Web page for each page in your publication, and saves all of
them to a folder. Therefore, when you save a Publisher publication as a Web site, you
actually create and save to a folder, not to individual files.
To save your publication as a Web site in Publisher, select File _ Save as Web Page. You
need to do this even if you saved your file prior to converting it to Web pages. The Save as
Web Page dialog box prompts you to select a folder to which your many Web site files will
be saved. The Save as Web Page dialog box prompts you for a file folder, not a filename. Be
careful to save only one single set of Web files in a folder.

Publisher converts all embedded pictures into .gif format and stores them in the folder gen-
Note
erated for your saved Web site. Because not all images save well as .gif files, you can
substitute .jpeg files when necessary in FrontPage™s Page view.

What, then, is the best workaround if you have to convert Publisher files into FrontPage
Webs? If you can, obtain the original text and image files and, if necessary, copy and paste
them into FrontPage.
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Sending Excel objects to FrontPage
Excel offers three options for sending spreadsheets and charts to FrontPage Web pages:
¦ Use copy and paste to transfer selected cells or charts to a Web page.
¦ Save selected cells, sheets, or charts as Web pages.
¦ Save an entire worksheet, including all tabs, as a set of Web files.
Copying and pasting works fine for quick transferring of cells into a FrontPage table.
Copying charts works fine ” you simply transfer the chart into Page view as a picture that
can be edited or formatted using FrontPage™s picture formatting tools. For example, you can
copy a chart into FrontPage, assign a transparent background, save it as a .gif file, and
make it into an image map with linked hotspots.

Cross-
For a full discussion of all of FrontPage™s picture-editing features, see Chapter 12 of Wiley™s
Reference
FrontPage 2003 Bible.

To preserve cell formatting or to convert your entire spreadsheet (either one tab or all of
them) into a Web site, you can save your spreadsheet to an HTML file.

Copying tables into FrontPage
The quick and easy way to move a table into FrontPage is to copy the cells in Excel and
paste them into an open Web page in FrontPage. Copying and pasting cells preserves most
formatting, including font color, font size, alignment, shading, and border formatting. In
addition, you can always use FrontPage™s own table formatting to restore or add table and
cell formatting. Figure 14-4 shows a table from Excel moved into a FrontPage Web page.
Chapter 14 ¦ Integrating FrontPage with Office Applications 323




Figure 14-4 Charts copy and paste well in Office 2003 between Excel and FrontPage.


Exporting Excel sheets as HTML pages
You can send either a selected range of cells or an entire workbook to a Web page in Excel
by selecting File _ Save as Web Page from the Excel menu. If you first select the cells that
you want to convert, you can use the Selection Chart radio button in the Save As dialog box,
as shown in Figure 14-5.




Figure 14-5 You can send convert a selected range of cells into a chart with the Select
Chart option.
Part II ¦ Collaborating and Integrating with Office 2003
324

In the Save As dialog box, click the Selection: Chart button, choose a filename and
destination folder, and then click Save.
The Add Interactivity checkbox in the Save As dialog box creates a page with an Office
spreadsheet. For an explanation of how these interactive spreadsheets work in a Web page,
see the “Adding Office spreadsheets” section later in this chapter.

Sending charts to FrontPage
You can copy Excel charts into FrontPage Web pages through the Clipboard. The results
improved with Office 2003 ” copied charts come into FrontPage as nice, clean embedded
.gif images. When you save your page, you™ll be prompted to save the chart as well.
Another option is to save a selected chart as an HTML page in Excel.
To save a chart as an HTML page, follow these steps:
1. Open the Excel workbook and select the chart that you want to save.
2. Select File _ Save as Web Page. The Save As dialog box appears.
3. Click the Selection: Chart option button in the dialog box.
4. Select a folder in the Save In box to which you want to save your file.
5. Enter a filename for your chart in the File Name box, and click Save.
You can now import the HTML file into your FrontPage Web and use it in Web pages.

Saving Excel workbooks as folders
You can convert an Excel workbook with two or more tabs into a set of Web files. When you
do, Excel simulates a tabbed workbook that can be used to create a familiar format for Web
visitors who are used to looking up information in spreadsheets, as shown in Figure 14-6.
Chapter 14 ¦ Integrating FrontPage with Office Applications 325




Figure 14-6 You can use Excel to generate framed Web pages that look like workbooks.

To generate an Excel-based Web folder, follow these steps:
1. Open an Excel workbook with multiple tabs.
2. Select File _ Save as Web Page.
3. Select the Entire Workbook option button.
4. Navigate to the folder to which you want to save the generated Web files. Select
Save to save the entire workbook, or select Publish to save selected elements of the
workbook.
As you save or publish your workbook as a Web “page,” a set of files is generated in a
separate folder, which uses the name of your file followed by an underscore and the word
“files.” For example, if you save a workbook called Scores as a Web page, a folder is created
called Scores_files. That folder includes several files required for a Web site that is
based on your file. In addition, an .htm file is created in the parent directory (the one to
which you saved your file in the Save As dialog box), with the name of the file (for
example, Scores.htm).
When you import this generated Excel Web into FrontPage, you need both the .htm file
generated in the folder that you specify in the Save As dialog box and all the files in the
additional (_files) folder.
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From PowerPoint to FrontPage
PowerPoint in Office 2003 converts slideshows to HTML pages when you select File _
Save as Web Page. As with Excel, a whole batch of files, including HTML and image files,
is generated when you do this conversion. In fact, rather than saving a “file” to a “page,”
you save many files to a folder filled with Web pages and other files.
The folders generated by PowerPoint don™t mesh well with FrontPage Web sites. Basically,
PowerPoint gives you a highly specialized Web site with complex page designs and links.
Use PowerPoint™s Publish as Web Page option, shown in Figure 14-7, if you want a seamless
slideshow on your Web site.




Figure 14-7 PowerPoint can generate Web pages.


Converting slides to Web pages
You don™t have to convert an entire PowerPoint slideshow to a Web site. If you want only a
single slide, you can save that slide as a .gif or .jpg (or .png) image. These picture
files can then be added to a Web page just like any other image from a file.
To save a single slide as an image file, follow these steps:
1. Open the slideshow and the slide that you want to convert to a graphic file.
2. With the slide in view, select File _ Save As. The Save As dialog box opens.
3. From the Save as Type drop-down list, select an image file format, such as .jpeg
or .gif.
Chapter 14 ¦ Integrating FrontPage with Office Applications 327

4. Navigate to a file folder and enter a filename in the File Name box.
5. Click the Save button.
6. When prompted with a dialog box that asks if you want to export every slide in the
presentation, click No. You will save only the slide that you are viewing.

Integrating a slideshow into FrontPage
A useful Office-to-FrontPage option is converting PowerPoint slideshows into FrontPage
Webs. The result is a JavaScript-driven online slideshow with expanding outlines and a full
set of navigation buttons that enable you to jump around in your slideshow. Figure 14-8
shows a PowerPoint slideshow dumped into FrontPage.




Figure 14-8: PowerPoint can generate automated online slideshows.

To convert a slideshow into a Web-based slideshow, choose File _ Save as Web Page, and
click Publish (not Save).
In the Publish as Web Page dialog box (Office 2003 really means Publish as Web Site dialog
box), select the slides you wish to export to your new Web folder. Additional options enable
you to include (or exclude) speaker notes. The three option buttons in the Browser Support
area allow you to choose the generation of browsers for which you will generate Web pages.

Generally, selecting Microsoft Internet Explorer 4.0 or later won™t harm anything. This option will
Note
embed some features (such as expanding outlines) that are not recognized by older browsers.
Viewers using older browsers, however, will still see the content of your slideshow.
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After you select options in the Publish as Web Page dialog box, click the Publish button.
A set of HTML and image files will be generated. You can import these files into a
FrontPage Web.

Importing files into Webs
Each of the applications in Office 2003 that have been examined thus far can be used to
generate HTML files, and other Web files as well. You can use FrontPage™s Import menu to
integrate these generated Web pages or Web sites into FrontPage.
In many cases, when you import a file from Word, Excel, or PowerPoint, you must convert
the original file into an entire folder full of Web files. The folder will likely include image
files, but may also include scripts necessary to convert a slideshow, for example, into a Web
site. To import an entire folder, you can use the Folder option in the Import dialog box.
To import a file or folder with Office Web files into FrontPage, follow these steps:
1. With a Web already created, select File _ Import. The Import dialog box appears.
2. Click the Add File button to import one or more files, or click the Add Folder button
to import an entire folder with files.

If you import a folder, that folder becomes a folder in your FrontPage Web, and the files within
Note
it are kept together in the folder.

3. You can use the Add File and/or the Add Folder buttons as often as you want, until
you have selected all the files and/or folders that you want to import.
4. After you select your files, click OK in the Import dialog box to copy files to your
Web server or FrontPage Web folder.
If you are creating a new Web site from files generated by an Office 2003 application, you can
select File _ New _ Web and double-click the Import Web Wizard in the New dialog box.
The Import Web Wizard walks you through the process of selecting a folder to import.
You can also use the Import dialog box to add files to a Web generated from imported
files.
The following exercise requires a minimal knowledge of Word and Excel. If you can create
a simple document in Word and a small spreadsheet and graph in Excel, you can test
FrontPage™s ability to integrate these files into a Web site.

Importing Word and Excel files into a Web site
Here are the steps to bring Word and Excel files into your Web site:
1. Create a document in Word with text at the top of the page that says “Welcome to
My Web Site.” Add a line of text with your name.
Chapter 14 ¦ Integrating FrontPage with Office Applications 329

2. Assign a Heading 1 style to the top line of text, and a Heading 2 style to your name.
3. Add a paragraph of text below your name. Assign formatting to the text, such as
boldface, italic, font styles, and colors. Center all the text.
4. Select File _ Save as Web Page. Create a new folder called Web Files, and name
the file index. Click Save.
5. Create a new Excel workbook. In cell A1, enter Visitors this year. In cells A2, A3,
and A4, enter January, February, and March, respectively. In cells B2, B3, and
B4, enter numbers.
6. Click and drag to select cells A2 through B4 and click the Chart Wizard button in
the toolbar. In the first Chart Wizard dialog box, click Finish to accept the default
chart settings.
7. Leave Excel open. In FrontPage, select File _ New _ Web. Enter a filename for
your Web in the “Specify the location of the new web” box of the New dialog box.
8. Double-click the Import Web Wizard icon in the New dialog box.
9. Select the From a Source Directory of Files option button in the Import Web Wizard
dialog box.
10. Click the Browse button and navigate to the folder in which you saved your Word
file (Index.htm). Click OK in the Browse for Folder dialog box.
11. Click Next. The Add File to Import List dialog box displays all the files in the
folder, as shown in Figure 14-9. Click Next, and then click Finish.




Figure 14-9 Selecting files to import

12. Switch to Navigation view. Your imported Word file has become your home page.
Right-click on it and choose Open With from the context menu, and then select
FrontPage in the Open with Editor dialog box to open the page in Page view.
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Caution Double-clicking on the icon in Navigation view opens up the document in Word rather than in
FrontPage Page view.

13. Switch back to Excel. Select the chart and choose Edit _ Copy.
14. Switch to FrontPage and, in Page view, click to set the insertion point in your open
Web page. Select Edit _ Paste to insert the cells.
15. Save the Web page. The embedded chart will be saved as an image file.
The copied spreadsheet cells become a table in FrontPage, and the copied chart becomes an
embedded image file.


Adding Office Web Components to Web Pages
You can add spreadsheets, PivotTables, and graphs to FrontPage Web pages as interactive
elements. Visitors who have Office 2003 installed on their systems can come to your Web
site, enter data in a table, make calculations, and watch a graph display their input. Visitors
who don™t have Office 2003 can still download viewers that enable them to interact with
your spreadsheets, charts, and PivotTables.
You can place interactive PivotTables in Web pages. PivotTables summarize information
from spreadsheet or database tables and are somewhat complex. If, however, your visitors
want to synthesize data from a database live at your Web site, you can provide the tools to
do that.

Adding Office spreadsheets
You can use an interactive spreadsheet element that enables visitors to your Web site to
make all kinds of calculations. For example, you can create a worksheet on which a visitor
can calculate the cost of his or her purchase, including sales tax. You can protect some cells
and leave others open for visitor input.
To place a spreadsheet on your Web page, follow these steps:
1. Open a Web page.
2. Select Insert _ Web Component _ Spreadsheets and Charts, and click Office
Spreadsheet.
3. Click Finish to generate the spreadsheet.
4. Click and drag on side or corner handles to resize the spreadsheet, as shown in
Figure 14-10.
Chapter 14 ¦ Integrating FrontPage with Office Applications 331




Figure 14-10: It™s easy to embed and resize a spreadsheet in FrontPage.




Formatting Embedded Spreadsheets
Formatting, cell protection, and other display and function properties for embedded spreadsheet
components are controlled by a combination of ActiveX control properties and spreadsheet proper-
ties. There is no particular rhyme or reason as to which options are controlled where. Some options
can be defined in either dialog box, and some options (such as chart and cell protection) require
attributes from both dialog boxes.
Let™s face it ” embedded spreadsheets are not the most frequently used feature of FrontPage, and
Microsoft hasn™t paid the same level of attention to organizing their use that was devoted to more
popular features. However, If you persevere through both spreadsheet and ActiveX control proper-
ties, you can indeed create an interactive spreadsheet on your Web page.
The process of formatting an embedded spreadsheet is divided into two sections in this chapter:
defining ActiveX control properties and defining spreadsheet properties.
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Defining ActiveX control properties for a spreadsheet
You can control some of your spreadsheet attributes in the ActiveX Control Properties
dialog box. These properties include alignment (such as left or right), borders, and spacing
around the spreadsheet.
To define ActiveX control properties, follow these steps:
1. Right-click the spreadsheet and choose ActiveX Control Properties. The ActiveX
Control Properties dialog box appears, as shown in Figure 14-11.




Figure 14-11 Use the ActiveX Control Properties dialog box to define how your
spreadsheet will be displayed.

2. Use the dialog box to define any of the following attributes:
• In the Workbook tab, specify the spreadsheet name: A name is required if you
plan to link the spreadsheet to a chart (see “Adding Office charts,” later in this
chapter). You can also name sheets within the worksheet in this area. Use the
checkboxes in the Show/Hide area to display (or hide) scroll bars, a sheet selector
tab area, and a toolbar. Finally, choose one of the radio buttons to set calculations
to automatic or manual (you will probably want your spreadsheet to calculate
formulas automatically).

Note You aren™t likely to need the options in the Format or Formula tabs of the ActiveX Control
Properties dialog box. You can create formulas and define most formatting in the spreadsheet.

• In the Sheet tab, you can search your spreadsheet or use checkboxes to define
how sheets are displayed.
• The Import tab is used to import an existing XML file, and the Data Source tab is
used to connect your spreadsheet to an existing database.
Chapter 14 ¦ Integrating FrontPage with Office Applications 333

• The Object Tag tab (“tag” refers to the ActiveX control properties) defines the
width and height, alignment, and spacing around your spreadsheet. The Width
and Height boxes are an alternative way to size the spreadsheet (you can also
resize in Page view by clicking and dragging sizing handles). The relevant
options in the Alignment drop-down list are Left or Right. Use them to let text
flow around the spreadsheet. Border thickness defines the width of a border
around the spreadsheet. The HTML box defines a message, and URL displays if
a visitor™s browser doesn™t support interactive spreadsheets. The default HTML
informs visitors that they need a viewer to use this feature.
• The Advanced tab has some useful features, including the Autofit Spreadsheet
checkbox, which enables you to define your spreadsheet as a fixed percentage of
the browser window™s width.
• The Protection tab enables you to define what editing features are accessible to
visitors, including the capability to enter data in cells. You can modify the
protection you define in the ActiveX Control Properties dialog box in the
Spreadsheet Properties dialog box.
3. After you define properties, click Apply in the dialog box.
An embedded spreadsheet is shown in Figure 14-12.




Figure 14-12: This interactive spreadsheet can be edited both in FrontPage and in a
Web browser.
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334


Defining spreadsheet properties
You can enter text, values, and formulas the same way that you do in Excel. Many other
Excel functions are also available using the Commands and Options dialog box. Some, but
not all, of these property controls can be made available for visitors. For example, visitors
can be allowed to enter data into cells and change cell formatting, but visitors cannot be
given access to features such as Protection (a feature that defines which cells, if any, a visitor
can change).
Figure 14-13 shows the Commands and Options dialog box as it appears to visitors using
Internet Explorer 5.5 and later.




Figure 14-13: Most of the formatting attributes available in Excel are stashed in the
Commands and Options dialog box, which can be made available to visitors who have
Office 2003 on their computers.

The Format, Formula, Sheet, and Workbook sections of the Commands and Options dialog
box are available in browser windows provided that Commands and Options were enabled
in the Protection tab of the ActiveX Control Properties dialog box. Therefore, these features
are defined not only by the page author (you), but also by visitors who work on the
spreadsheet at your Web page.
A detailed description of all the features of the Commands and Options dialog box would
really require a book about Microsoft Excel, but here is a quick overview of the features
available in each tab:
Chapter 14 ¦ Integrating FrontPage with Office Applications 335

¦ The Cell Lock/Unlock Cells button in the Format tab enables you to disable
protection from selected cells. This feature is not available for visitors. The rest of
the Format tab has a fairly full-featured Formatting toolbar for defining font type,
style, size, and color. Other boxes in this section refine cell display. Of particular
usefulness is the Number Format drop-down list, which includes currency and date
formats.
¦ The Formula tab is redundant, because formulas are normally defined in cells.
¦ The Sheet, Workbook, Advanced, Import, and Data Source tabs duplicate the same
tab settings in the ActiveX Control Properties dialog box.
For an example of defining a spreadsheet Web component, see the exercise at the end of this
chapter.

For all practical purposes, you must publish your Web to a server with FrontPage 2002 or
Note
FrontPage 2000 extensions to link an embedded spreadsheet to an embedded chart. (There
are no new 2003 extensions.)

FrontPage will manage the process of connecting your data and your chart, as long as you
confine your work to a FrontPage extension site.

Adding Office charts
You can generate Office charts in FrontPage using three sources of data: a spreadsheet on
the Web page, data you enter specifically to be charted, or data from a server database.
The focus here is on Office charts that are linked to embedded spreadsheets in FrontPage.
These charts can interactively display spreadsheet content, enabling visitors who change
data in your spreadsheet to see the new data charted on the Web page.
To link a chart to a spreadsheet, follow these steps:
1. Start by creating an embedded spreadsheet in a Web page (see instructions in the
previous section). Be sure to name the sheet (in the Object Tag tab of the ActiveX
Control Properties dialog box, which you can access by right-clicking on your
selected chart).
2. Next, insert a chart. This can be done right next to the spreadsheet if you wish (as
illustrated in Figure 14-14). To insert the chart, select Insert _ Web Component _
Spreadsheets and Charts _ Office Chart. Click Finish. The Commands and Options
dialog box appears.
Part II ¦ Collaborating and Integrating with Office 2003
336




Figure 14-14: An interactive chart can be placed next to a spreadsheet.

3. In Area 1 of the Commands and Options dialog box, you have three options for a
data source for your chart:
• Choose the Data Typed into a Data Sheet option button to enter data to be
charted.
• Click the Data from a Database Table or Query option button to define a
connection to an online database.
• Click the Data from the Following Web Page Item option button to chart data
from an existing embedded spreadsheet. If you choose this option, you can select
from a displayed list of embedded spreadsheets. Use the Range button to define a
graphing range (in the form of A1:D4, for example, to graph cells A1 through
D4). You can name the range (the range name is defined in Excel).
4. Choose a chart type. Click outside the dialog box to display the chart.

Changing chart properties
You can resize a chart by selecting it and using the side or corner handles to change the size.
Other chart properties are defined in the ActiveX Control Properties dialog box.
To change chart properties using the ActiveX Control Properties dialog box, follow
these steps:
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1. Right-click in the chart and select ActiveX Control Properties from the context menu.
2. Use the options available in the different tabs of the ActiveX Control Properties
dialog box to change chart format or data. For example, use the Data Range area in
the Data Range tab to redefine the data to chart, as shown in Figure 14-15.




Figure 14-15 You can use the ActiveX Control Properties dialog box to redefine
different elements of a chart.


Note
Available chart options will vary depending on the type of chart and the data source.

Controlling charts using the chart menu
If you elect to display the toolbar (in the Show/Hide tab of the ActiveX Control Properties
dialog box), an active toolbar is associated with an embedded chart. The features you
controlled in the ActiveX Control Properties dialog box are now controlled by toolbar icons,
some of which are made available to visitors.
The chart toolbar™s active elements that are available in the FrontPage toolbar are shown in
Figure 14-16.
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338




Figure 14-16 Visitors can control calculation, sorting, and formatting.

After you create a linked chart, you ” or visitors ” can enter data in the spreadsheet and
see it graphed in the chart. Figure 14-17 shows a chart working interactively in a browser.




Figure 14-17 Graphing interactively in a browser
Chapter 14 ¦ Integrating FrontPage with Office Applications 339


Presenting a database table in a Web spreadsheet
If you have an Access (or another) database at your Web server, you can present the contents
of a table in that database in a spreadsheet. This first requires that you know how to import
or create a database on your Web site. Very briefly, this can be accomplished by simply
importing an existing database file (Access is the most hassle-free) into your Web using the
File _ Import menu command. Then, click the Add File button in the Import dialog box,
and navigate to your database file. After you select the database and click OK, follow the
prompts to create an online version of your database.
Alternatively, if you want to experiment with connecting a database to a spreadsheet before
you are ready to create an online database, you can use the sample database that comes with
FrontPage.
With a database imported into FrontPage (or using the sample database), follow these steps
to display the content of that database in a Spreadsheet Web component:
1. Open a new page in FrontPage. You will use this page to display the database
records in a database region.
2. Choose Insert _ Database _ Results.
3. If you have an imported (or FrontPage-generated) database, click Use an Existing
Database Connection and choose your installed database from the Use an Existing
Database Connection drop-down list. Alternately, click the Use a Sample Database
Connection (Northwind) radio button.

This step-by-step set of instructions zips past many database options, focusing instead on just
Note
creating a simple database region on which to base a spreadsheet.

4. Click Next. In the Step 2 Wizard dialog box, choose a table from the Record Source
drop-down list. Choose a table to display in your Web page database region.
5. Click Next. Accept the defaults in the Step 3 and Step 4 Wizard dialog boxes by
clicking Next.
6. In the Step 5 Wizard dialog box, choose the Display All Records Together option
button. Click Finish to generate a database region displaying the data from your
database. A database region is shown in Figure 14-18.
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340




Figure 14-18: This database region presents data that can be displayed in a linked
spreadsheet.


You can generate a database region only if you are connected to a Web server with FrontPage
Note
extensions. In addition, you won™t see the actual data until you preview your page in a Web
browser.

7. Save the page with the database region as an .asp file page, and then use it as a
base for spreadsheet data. Start by choosing File _ Save As, and choose Active
Server Pages from the Save As Type drop-down list in the Save As dialog box. Give

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