Microsoft® Office Excel 2003 Training

Using XML in Excel

SynAppSys Educational Services presents:

Using XML in Excel

Course contents

• Overview: XML in Excel 2003

• Lesson 1: The Excel approach to XML

• Lesson 2: Opening XML files as XML lists

(Continued on next slide.)

Using XML in Excel

Course contents, cont’d.

• Lesson 3: Creating XML maps with the XML Source task pane

• Lesson 4: Understand the XML Source task pane

Each lesson includes a list of suggested tasks and a set of test questions.

Using XML in Excel

Two new tools in Excel 2003 — XML lists and the XML Source task pane — make it easier than ever to use XML.

Overview: XML in Excel 2003

Learn the concepts behind these new tools, and how to use them to process XML data in Excel 2003.

Using XML in Excel

Course goals

• Create an XML list.

• Create an XML map.

• Import and export XML data to and from mapped data cells.

• Use the icons, controls, and options in the XML Source task pane.

Lesson 1

The Excel approach to XML

Using XML in Excel

The Excel approach to XML

An XML map is a set of links that you create between an XML schema and the cells in a worksheet.

If you don't have an XML schema, all you need is an XML data file. Excel will infer a schema from the structure of the tags in your data file.

When you work with XML in Excel, you use maps.

Using XML in Excel

Getting started using XML with Excel

To work with XML in Excel, you use an XML schema to create what Excel calls an XML map. XML maps link the cells in a worksheet to the items (also called elements) in a schema.

You then enter or import data into the mapped cells, work with that data, and then either save or export the data to an XML file.

Don't try to go anywhere in XML without a map.

Using XML in Excel

Getting started using XML with Excel

If you don't have a schema, don't worry. All you need is an XML data file. Excel infers a schema from the structure of the tags in the file and allows you to create a map.

You'll see that process in detail later in this course.Don't try to go

anywhere in XML without a map.

Using XML in Excel

XML maps, schemas, and data files

This illustration shows how a map links the items in a schema to cells in a worksheet. You can create a map by using any of these three sources:

Maps link elements in a schema to cells in a worksheet.

• A separate schema file (uses the .xsd extension)

• A schema embedded in an XML data file (uses the .xml extension)

• An XML data file with no schema other than its own tag structure

Using XML in Excel

Ways to create XML maps

Excel 2003 gives you two ways to get started with an XML map:

Open an XML data file as an XML list.

When you use this option, Excel creates the map for you automatically, and then imports all the data from the file into the list.

The XML Source task pane is the best option for putting XML to work in Excel 2003.

Using XML in Excel

Ways to create XML maps

Create a map by using the XML Source task pane.

This is a much more powerful and flexible option because you can create maps from schemas or data files. (When you create an XML list, you can only use a data file.) You can also select just the items from the schema or data file that you want to see.

The XML Source task pane is the best option for putting XML to work in Excel 2003.

Using XML in Excel

Entering, saving, and exporting XML data

Excel automatically loads all the data from the source file into your worksheet for you.

However, when you create a map by using the XML Source task pane, you either enter data manually or import it from an existing file.Excel provides

several ways to save and distribute your XML data.

Using XML in Excel

Entering, saving, and exporting XML data

Keep in mind that the underlying schema specifies the type of data you can enter into a mapped cell.

For example, if a schema specifies numeric values for a given cell and you enter text, Excel displays an alert.Excel provides

several ways to save and distribute your XML data.

Using XML in Excel

Entering, saving, and exporting XML data

When you're ready to save your data, Excel gives you several choices. You'll use these options the most:

Excel provides several ways to save and distribute your XML data.

• Save your data as an Excel workbook You do this by saving the file using any of the standard methods that Excel provides.

Using XML in Excel

Entering, saving, and exporting XML data

Excel provides several ways to save and distribute your XML data.

•Save your data as a separate XML file You do this by using the Save As command and selecting the XML Data file format.

•Export the data Exporting is another way to create a standard XML data file. The export process also removes any formatting and objects such as images.

Using XML in Excel

Suggestions for practice

1. List the ways you can create an XML map.

2. List the ways you can save XML data in Excel.

Using XML in Excel

Test 1, question 1

You create an XML map when you need to: (Pick one answer.)

1. Enter an array function (also called a CSE function).

2. Link cells in a worksheet with items in a schema and make use of XML data.

3. Use the XML Spreadsheet file format.

Using XML in Excel

Test 1, question 1: Answer

Link cells in a worksheet with items in a schema and make use of XML data.

And to create the map, all you need is a schema or a data file.

Using XML in Excel

Test 1, question 2

You must create a map before you can save a spreadsheet as an XML data file. (Pick one answer.)

1. True.

2. False.

Using XML in Excel

Test 1, question 2: Answer

True.

You can create two types of maps, and the next lessons explain how.

Lesson 2

Opening XML files as XML lists

Using XML in Excel

Opening XML files as XML lists

XML lists are new to Excel 2003. Opening an XML data file as an XML list is a quick way to browse the data in that file.

XML lists also make it easy for you to sort and filter data and to insert common calculations, such as totals and averages.Find facts and

answers quickly with an XML list.

Using XML in Excel

Opening files as XML lists

What is an XML list?

An XML list has the same look, feel, and features as an Excel list. You can sort, filter, and add common calculations like sums and averages to your data.

The only real difference between XML lists and Excel lists is the data source.

XML lists have the same look and feel as Excel lists, but they use XML files as their data source.

Using XML in Excel

Opening files as XML lists

When do you use an XML list?

You open an XML data file as an XML list when you want to view or work with the data in that file quickly, or when the file contains a small, straightforward data structure.XML lists have the

same look and feel as Excel lists, but they use XML files as their data source.

Using XML in Excel

Important points about XML lists

XML lists have the same look and feel as Excel lists, but they use XML files as their data source.

• You don't see the process, but Excel creates a map for you automatically when you open the data file as a list.

• The map becomes part of the workbook, and Excel saves any changes or new data to the workbook in the standard Excel file format (.xls).

• You can't export the data from the list, but you can import new or changed data into the list.

Using XML in Excel

Suggestions for practice

1. Name the only real difference between XML lists and Excel lists.

2. Describe when you would use an XML list.

3. Describe at least two important points about XML lists.

Online practice (requires Excel 2003)

Using XML in Excel

Test 2, question 1

Excel creates an XML map for you when you open a data file as an XML list. (Pick one answer.)

1. True.

2. False.

Using XML in Excel

Test 2, question 1: Answer

True.

Remember that Excel does all the work for you, you have no control over the map, and the map becomes part of the workbook.

Using XML in Excel

Test 2, question 2

You open an XML data file as an XML list when you need to: (Pick one answer.)

1. Apply a transform to it.

2. Quickly browse, sort, or filter data.

3. Export it for use by others.

Using XML in Excel

Test 2, question 2: Answer

Quickly browse, sort, or filter data.

You can also add totals, averages, and other common calculations to the list.

Lesson 3

Creating XML maps with the XML Source task pane

Using XML in Excel

Using the XML Source task pane

Using the XML Source task pane to create a map is the most powerful and flexible way to use XML in Excel 2003.

The options in this task pane enable you to be selective about which data you view.

The XML Source task pane is how you really put XML to work in Excel.

Using XML in Excel

Why create XML maps with the task pane?

Creating an XML map with the XML Source task pane takes a bit of time and effort, but the results are much more powerful. You can:

Maps link the items in a schema with the cells in a worksheet.

• Display only the data you want to see by dragging the elements you need onto your worksheet.

Using XML in Excel

Why create XML maps with the task pane?

Maps link the items in a schema with the cells in a worksheet.

• Save or export the mapped data as standard XML, which means that other users or systems can process it.

• Refresh the data in mapped cells as needed.

Using XML in Excel

An example of a map at work

Here's a common example of how you might use a map. Say that one of your customers sends purchase orders in the form of XML files created in Microsoft Office Word 2003.

Maps can help you use XML data from any number of sources.

Using XML in Excel

An example of a map at work

Your shipping department appreciates the use of XML, but it uses Excel to track all orders and shipments. So, you create a map to make the data usable in Excel.

Maps can help you use XML data from any number of sources.

Using XML in Excel

An example of a map at work

In this particular case, the items in the file created with Word are mapped to specific cells in a worksheet.

The employees in the shipping department then put the worksheets to use as needed to retrieve ordered items and track shipments.

Maps can help you use XML data from any number of sources.

Using XML in Excel

Suggestions for practice

1. List a few results you can achieve by creating an XML map with the XML Source task pane.

2. Describe a scenario in which you might use an XML map.

Online practice (requires Excel 2003)

Using XML in Excel

Test 3, question 1

You export data when you need to: (Pick one answer.)

1. Empty the workbook to make room for new data.

2. Make the data available to other users or systems.

3. Create tables in a relational database.

Using XML in Excel

Test 3, question 1: Answer

Make the data available to other users or systems.

You export data to an XML file so that other systems or users can process it.

Using XML in Excel

Test 3, question 2

When you first create a map, the mapped cells remain empty because: (Pick one answer.)1. Networks aren't engineered to provide data

while you create a map.

2. Excel requires you to filter the data first.

3. Schemas don't contain data.

Using XML in Excel

Test 3, question 2: Answer

Schemas don't contain data.

Schemas contain rules for what can and can't reside in an XML data file. That's why you have to import data into the mapped cells after you create the map.

Lesson 4

Understand the XML Source task pane

Using XML in Excel

Understand the XML Source task pane

Now that you've had a chance to use the XML Source task pane, take a deeper look at the controls it provides.

You’ll see what the icons in the element list mean, and how to use the various XML Source options.Learn the ins and outs

of the XML Source task pane.

Using XML in Excel

The controls in the XML Source task pane

You can open the task pane in several ways:

Controls and other elements in the XML Source task pane

• Press SHIFT + F1.

• From the Data menu (XML submenu, XML Source command).

• With the Use the XML Source task pane command in the Open XML dialog box (File menu, Open command).

Using XML in Excel

The controls in the XML Source task pane

1. List of XML maps that you or others have added to the workbook. Use the list to select a given map.

2. Element list. A hierarchical list of the elements in an XML schema.

Controls and other elements in the XML Source task pane

Controls and elements in the XML Source task pane:

Using XML in Excel

The controls in the XML Source task pane

3. Set options for using the XML Source task pane.

4. Open the XML Maps dialog box.

5. Before you export data from mapped cells, this option validates your data against the schema used to create the map.

Controls and other elements in the XML Source task pane

Using XML in Excel

What do all those icons mean?

There are a number of icons in the XML Source task pane. What icons you see in the task pane depends on the schemas that you use to create maps.

The following table lists and describes all of the possible icons in the XML Source task pane.

The icons in the element list indicate the type of element you're adding to a map.

Using XML in Excel

Icons in the elements list

Icon Element type Icon Element typeParent element Repeating child element

Required parent element

Required repeating child element

Repeating parent element

Attribute

Required repeating parent element

Required attribute

Child element Simple content in a complex structure

Required child element

Required simple content in a complex structure

Using XML in Excel

Understand the task pane options

Options for the XML Source task pane

1.Preview Data in Task Pane When checked, displays sample data in the element list.

2.Hide Help Text in the Task Pane When checked, hides the Help text that appears below the element list in the task pane.

To see these options, click the Options button in the XML Source task pane.

Using XML in Excel

Understand the task pane options

Options for the XML Source task pane

3.Automatically Merge Elements When Mapping When checked, Excel creates an XML list when you place repeating elements next to each other on a row.

4.My Data Has Headings When checked, Excel uses the existing column headings in a worksheet when you map repeating elements.

Using XML in Excel

Understand the task pane options

Options for the XML Source task pane

5.Hide Border of Inactive Lists When checked, this option hides the border of a list or a single-mapped cell when you select a cell outside of the list or the single-mapped cell.

Using XML in Excel

Suggestions for practice

1. Name both ways that you can open the XML Source task pane.

2. Describe how you can view the options for the XML Source task pane.

3. List a few of the options for the task pane, and what they do.

Using XML in Excel

Test 4, question 1

This icon represents a required child element: (Pick one answer.)

1. True.

2. False.

Using XML in Excel

Test 4, question 1: Answer

False.

This is a basic child element icon. (If it were required, there would be a red star in one corner.) Chances are, you’ll map child elements more than any others.

Using XML in Excel

Test 4, question 2

You can add any number of XML maps to a worksheet. (Pick one answer.)

1. True.

2. False.

Using XML in Excel

Test 4, question 2: Answer

True.

Keep in mind that adding dozens of maps can make the workbook hard for others to use.

Using XML in Excel

Quick Reference Card

For a summary of the tasks covered in this course, view the Quick Reference Card.