Office 2003 XML for Power Users

MATTHEW MACDONALD

Office 2003 XML for Power Users

Copyright ©2004 by Matthew MacDonald

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DOI 10.1007/978-1-4302-0707-8

Originally published by Apress in 2004.

ISBN 978-1-59059-264-9 ISBN 978-1-4302-0707-8 (eBook)

For Faria

Contents at a Glance

About the Author ...............................................................................................xiii

About the Technical Reviewer ......................................................................xv

Acknowledgments ................................................................................................xvii

Introduction ........................................................................................................xix

Chapter 1 Understanding XML ...................................................................1

Chapter 2 XML Schema ................................................................................37

Chapter 3 Mapping XML in Excel ..........................................................79

Chapter 4 Mapping XML in Word ..........................................................121

Chapter 5 Exporting and Importing XML in Access ...................153

Chapter 6 WordML and SpreadsheetML ...............................................173

Chapter 7 Transforming XML .................................................................215

Chapter 8 Managing Workflow with XML Web Services ...............249

Chapter 9 InfoPath ..................................................................................285

Index ......................................................................................................................315

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Contents

About the Author ...............................................................................................xiiiAbout the Technical Reviewer ......................................................................xvAcknowledgments ................................................................................................xviiIntroduction ........................................................................................................xix

Chapter 1 Understanding XML ............................................................1

A Brief History of XML ....................................................................................1The XML Philosophy .............................................................................................2

XML vs. HTML ....................................................................................................4What XML Is Not ....................................................................................................5The Rules of XML ..................................................................................................7

The Document Prolog ........................................................................................7Elements and Tags ..............................................................................................9Element Contents .............................................................................................11Element Relations ............................................................................................12Attributes ..........................................................................................................14Entity References ..............................................................................................16Comments .........................................................................................................17Well-Formed XML ............................................................................................19

Types of XML Documents ..................................................................................20Data-Centric XML ............................................................................................20Document-Centric XML ..................................................................................23

XML Namespaces ....................................................................................................25Namespaces and Attributes .............................................................................29Testing Namespaces .........................................................................................30

The Promise of XML in Office 2003 ..........................................................30Word ..................................................................................................................31Excel ..................................................................................................................32Access ................................................................................................................33Visio ...................................................................................................................33PowerPoint, Outlook, and FrontPage ..............................................................34InfoPath .............................................................................................................34

The Last Word ......................................................................................................35

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Chapter 2 XML Schema ............................................................................37

The Role of XML Schema ..................................................................................38XML Schema and Other Standards .................................................................39Testing a Schema ..............................................................................................39

Basic Schemas ......................................................................................................41Validating with the Simple Schema ................................................................42

Simple and Complex Types ..............................................................................44Anonymous and Named Types .......................................................................46Groups and Sequences ....................................................................................51Minimums, Maximums, and Lists ..................................................................54Mixed Content Type .........................................................................................56Attributes ..........................................................................................................58The Any Element ..............................................................................................60

Data Types .............................................................................................................61Numeric Data Types .........................................................................................61String Types .......................................................................................................63Date and Time Types ........................................................................................63The Boolean Type .............................................................................................64Binary Types ......................................................................................................64A Typed Schema ...............................................................................................65

Deriving Custom Data Types ..........................................................................67Restricting String Length .................................................................................68Restricting Number Ranges .............................................................................69Restricting Values with Enumerations ............................................................70Restricting Values with Patterns ......................................................................70

Schemas and Namespaces ..................................................................................72Locating Schemas ................................................................................................74The Last Word ......................................................................................................77

Chapter 3 Mapping XML in Excel ...................................................79

XML Lists ...............................................................................................................80Importing and Exporting a Basic XML List ....................................................80Editing, Refreshing, and Exporting the List ....................................................83Sorting and Filtering Lists ................................................................................86

Mapping Cells to XML .......................................................................................89Importing Complex Structures .....................................................................92

Tables and Headers ..........................................................................................92Multitabular Data .............................................................................................96Relational (or Nested) Data .............................................................................99Irregular Rows .................................................................................................102

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Importing XML Documents with Schemas ..................................................102Aggregating and Analyzing XML .................................................................107

The Total Row .................................................................................................107Calculated Columns, Formulas, and Charts ................................................108

Data Mining .........................................................................................................112Retrofitting Existing Templates .....................................................................113Getting the Data in Visual Basic 6 .................................................................116

The Last Word ....................................................................................................118

Chapter 4 Mapping XML in Word ...................................................121

Viewing an Ordinary XML File ...................................................................122Mapping XML with a Schema ..........................................................................124

Managing the Schema Library ......................................................................126Creating an XML Document with a Schema ................................................128Saving Mapped XML ......................................................................................132Opening Mapped XML ...................................................................................134Schema Validation ..........................................................................................135Using Schemas with Mixed Mode .................................................................138Elements with Attributes ...............................................................................138Using Multiple Schemas ................................................................................140

Hybrid Word XML Documents ..........................................................................143The Memo Template Solution .......................................................................143Placeholders and Tag View ............................................................................148Document Protection ....................................................................................149Gaps in the Word 2003 XML Support ............................................................151

The Last Word ....................................................................................................152

Chapter 5 Exporting and Importing XML in Access .....153

Exporting XML ....................................................................................................154The Exported XML ..........................................................................................155The XML Schema ...........................................................................................157The XSL Transform .........................................................................................159Exporting Related Tables ...............................................................................160Other Export Options .....................................................................................165Customizing Exported XML with a Query ....................................................167

Importing XML ....................................................................................................169Programmatic Importing and Exporting ..................................................171The Last Word ....................................................................................................172

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Chapter 6 WordML and SpreadsheetML ......................................173

The Role of WordML and SpreadsheetML ..................................................173How the Office XML Formats Work ...............................................................174

Dissecting SpreadsheetML ............................................................................176A Simple SpreadsheetML Document ............................................................177Spreadsheets with Noncontiguous Ranges ..................................................182Numbers and Formulas .................................................................................183Formatted Spreadsheets ................................................................................185Mapped Spreadsheets ....................................................................................187

Dissecting WordML ...........................................................................................188A Simple WordML Document ........................................................................190Formatted Documents ...................................................................................194Documents with Graphics .............................................................................197Mapped Documents ......................................................................................199Getting More Information About WordML Structures ................................201

Programming with the Office XML Formats ...........................................202Mining Data ....................................................................................................202Creating Documents ......................................................................................209

The Last Word ....................................................................................................213

Chapter 7 Transforming XML ...........................................................215

The XSL Standard ..............................................................................................216The Role of XSLT .............................................................................................217

XSLT Basics .........................................................................................................218The Empty Stylesheet .....................................................................................218Building Basic Templates ...............................................................................220Copying Node Values .....................................................................................224Applying Templates ........................................................................................226Conditional Templates ...................................................................................229XSLT and Namespaces ...................................................................................230

Converting XML to HTML ................................................................................230HTML and Tables ...........................................................................................233Changing the Structure of XML .....................................................................236

XSLT with WordML and SpreadsheetML ......................................................236Office and XSLT ..............................................................................................237XSLT in Word ...................................................................................................241Changing WordML to Your Custom XML .....................................................246

The Last Word ....................................................................................................248

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Chapter 8 Managing Workflow with XML Web Services ....249

An Overview of the Expense Report Workflow .....................................250Installing the Prerequisites ...................................................................254

Internet Information Services .......................................................................255.NET Framework and Web Matrix .................................................................256The SOAP Toolkit ............................................................................................257

Building the Expense Report Workflow ..................................................258Creating the Database ....................................................................................258Creating the Web Service Objects .................................................................262Creating the Web Service ...............................................................................264Exposing the Web Service ..............................................................................268Creating the Excel VBA Macro .......................................................................271Running a Test ................................................................................................277Creating the Summary Web Page ..................................................................278

Other Scenarios ................................................................................................283The Last Word ....................................................................................................284

Chapter 9 InfoPath ................................................................................285

An Overview of InfoPath ..............................................................................285When to Use InfoPath ....................................................................................286The Limits of InfoPath ...................................................................................287

Designing InfoPath Forms ............................................................................288Creating a Form Based on a Schema ............................................................290Filling Out the Form .......................................................................................296Complex Forms ..............................................................................................298Publishing Forms ...........................................................................................303

InfoPath and Web Services ..........................................................................305Designing a Query Form ................................................................................309Designing a Data Form ..................................................................................311Submitting an Expense Report ......................................................................312

The Last Word ....................................................................................................313

Index ....................................................................................................................315

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About the Author

Matthew MacDonald is an author, educator, and MCSDdeveloper. He’s a regular contributor to programming journals such as Inside Visual Basic, and the author of several books about .NET programming, including TheBook of VB .NET (No Starch), ASP.NET: The Complete Refer-ence (Osborne McGraw-Hill), and Microsoft .NET DistributedApplications (Microsoft Press). In a dimly remembered pastlife, he studied English literature and theoretical physics.

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About the Technical Reviewer

John Paul Mueller is a hands-on programmer/author whohas written 61 books and over 200 articles to date on topicsthat range from networking to artificial intelligence; fromdatabase management to heads-down programming. Hiscurrent books include Web Matrix Developer’s Guide fromApress, several C# developer guides, a small business andhome office networking guide, a book on SOAP, and Win-dows XP user guides. John has provided technical editing

services to more than 30 authors, as well as both Database Advisor and CoastCompute magazines. He has additionally contributed articles to SQL Server Profes-sional, Visual C++ Developer, and Visual Basic Developer. He currently edits the.NET electronic newsletter for Pinnacle Publishing. Sign up for John’s free newslet-ter, .NET Developer eXTRA, at http://www.freeenewsletters.com/. For updates andother book information, visit John’s web site at http://www.mwt.net/~jmueller/.

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Acknowledgments

NO AUTHOR COULD complete a book without a small army of helpful individuals. I’m deeply indebted to the whole Apress team, including Laura Cheu and BethChristmas, who helped everything move swiftly and smoothly; John Mueller, whoperformed expert tech review; Ami Knox, who performed the copy edit with anunerring light touch; and many other individuals who worked behind the scenesindexing pages, drawing figures, and proofreading the final copy. I owe a specialthanks to Gary Cornell, who always offers invaluable advice about projects and the publishing world. He’s helped to build a truly unique company with Apress.

Finally, I’d never write any book without the support of my wife and these special individuals: Nora, Razia, Paul, and Hamid. Thanks everyone!

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Introduction

SINCE ITS INTRODUCTION in the late 1990s, XML has revolutionized the way data isstored, manipulated, and shared. XML has made it possible for applications writ-ten in different programming languages (and running on different operating sys-tems) to exchange any type of information. XML also allows differentorganizations to “glue” together their business processes, so that a purchase orderfrom one company can flow seamlessly into the inventory management system ofanother. At the same time, a host of XML-related standards has sprung up, defin-ing standards for everything from real estate listings to vector graphics.

Of course, along with all these remarkable developments is one significantcatch. If you want to harness the full features of XML, you need to write your ownsoftware. For example, if you want to funnel an expense report into an automatedpayment system, you need to create an application that can read the original for-mat of the expense report (which might be Microsoft Excel or Word), and manu-ally convert it into the appropriate XML representation. This type of application isdifficult to create and even more difficult to maintain. It’s also extremely fragile,meaning that minor changes in the layout of the source document can easily leadto conversion errors.

Life becomes even trickier if you want to create a workflow that sends datathrough several different people. For example, if an expense report needs to becreated by an employee, verified by a team leader, and authorized by a supervisor,you’ll need to convert the document to XML and then back to its original Officeformat several times. The current generation of Office applications just isn’tdesigned with this type of scenario in mind. Every time you convert Office data toXML, you lose important formatting details, versioning information, macro code,and other Office-specific features. The result is that XML, which is widely touted asa universal language, is used mostly by application programmers—not by knowl-edge workers and business professionals.

Office 2003 promises to change all this, and bring XML to a whole new audi-ence: Word and Excel power users. These users can now harness the benefits ofXML without needing to write conversion macros or full-fledged applications. Ofcourse, you’ll still need to understand the fundamentals of XML, and how they areimplemented in Office, which is where this book fits into the picture. In this book,you’ll find a complete introduction to XML and related standards like XMLSchema and XML Transformations. You’ll also learn how XML technology isembedded into the Office 2003 application family.

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As you’ll discover throughout this book, the new XML features in Office 2003are nothing short of revolutionary. Here are a few things that the new XML supportin Office 2003 allows you to do:

• Edit standard XML files with all the tools of Word and Excel (like formulasand the spell checker).

• Take existing Word or Excel documents and output all or some of the con-tent into any type of XML. This allows you to “plug” your documents intobusiness processes and workflows. For example, your purchase order can be fed into any inventory management system, just by mapping the spreadsheet cells to the appropriate parts of a custom XML document.

• Take your XML and format it in a variety of ways. For example, you can cre-ate a Word document that contains a newspaper article, and convert it intorich HTML for a web site without disrupting the original format or using aline of code.

• Create “hybrid” XML documents that contain your data and the rich formatting information required for Office applications. This allows you to convert your data to XML and back to its native Office format, withoutcausing the slightest change or loss of information.

• Mine the data in an XML Office document, using custom macros or applica-tions—on any platform. For example, you could create a Visual Basic appli-cation that can read information about resume candidates from a series ofWord resume documents.

• Create rich Word or Excel documents using any programming language,without even needing to have Office installed. All you need to do is generatethe right XML.

You’ll learn about all of these techniques in this book.

NOTE It’s estimated that there is more data in Microsoft Excel spreadsheets thanall the relational databases in the world combined, and Microsoft Word containseven more information. Opening up that data to other applications, platforms,and processes will take some time, but it could completely change the face ofenterprise computing.

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Who Should Read This Book

This book is aimed at experienced Office users who want to use XML to unlock thedata in Office spreadsheets and documents. You don’t need to have any experiencewith XML in order to use this book, as it explains XML in detail. You also won’tneed to understand any type of programming, although basic knowledge of VisualBasic, VBScript, or Visual Basic .NET will help you use some of the more advancedtips and tricks shown in this book. Most of these examples are left to the end ofeach chapter. While impressive, they are entirely optional!

The one exception to this rule is Chapter 8, which shows how you can managedocuments in an enterprise environment using Web services. I’ll develop thisapproach using the freely downloadable .NET Framework and the free ASP.NETWeb Matrix development tool. In order to reap the full benefits of this example,you’ll need to get your hands dirty with a little Visual Basic .NET code.

What This Book Teaches You

This book provides the following:

• A detailed description of XML, and related standards like XML Namespaces,XML Schema, and XML Transformations. I’ll also explain the philosophybehind XML, and when and why you should use it.

• A thorough explanation of the new XML mapping features in Word andExcel, and the XML importing and exporting features in Access.

• A close look at the WordML and SpreadsheetML formats, which allow you tostore rich Word and Excel documents entirely in XML.

• An introduction to InfoPath, Microsoft’s newest addition to the Office fam-ily, which allows you to create rich forms quickly for entering XML data.

• Code examples that mine XML data, generate Office documents dynami-cally, and use Web services to transmit data in large organizations.

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What This Book Doesn’t Teach You

Of course, it’s just as important to point out what this book doesn’t contain:

• An explanation of the basics of .NET, or any programming language. Office 2003 has a rich extensibility model that can be used with various languages and platforms, but this book won’t explain them. (Apress pro-vides many other fine books to fill this role.)

• A description of other new Office 2003 features (ones that don’t involveXML). Also, this book won’t use the more advanced Smart Document tech-nology, which allows you to create XML expansion packs using full-fledgedprogramming languages like Visual Basic 6 or Visual Basic .NET.

• A description of every possible related XML standard. Although I’ll dissectthe essentials, there are far too many related standards to cover in a singlebook!

Companion Content

In order to learn XML and its related standards, you need to see sample documentsthat show different formats, approaches, and content. In keeping with this philoso-phy, this book is packed full of a variety of realistic XML examples. Many of thechapters in this book present examples with sample XML files. You can downloadthese files with the companion content for this book. Look for the files for a partic-ular chapter in a directory named after the chapter. For example, Chapter 03\ willcontain the initial Office and XML files you need to walk through the examples inChapter 3. In addition, the companion content includes all the code examples pre-sented in this book. To download these files, surf to http://www.prosetech.com or theApress site at http://www.apress.com.

System Requirements

In order to use this book, you need the full Professional Edition or Enterprise Editionof Office 2003. The other Office versions (including Standard, Small Business, andStudent and Teacher) don’t provide the full XML features that this book explores.Also, you’ll find that InfoPath is only included with the Enterprise Edition. Thus, if you’re using the Professional Edition, you can safely skip Chapter 9. For moreinformation about different Office versions and what they include, refer tohttp://www.microsoft.com/office/editions/howtobuy/compare.mspx.

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All of the normal Office 2003 system requirements apply (as listed onhttp://www.microsoft.com/office). In addition, you’ll see small code examplesthroughout this book that have been created using Visual Basic 6 or Visual Basic.NET. To run the .NET examples, you need to have the .NET runtime, which isabout 23MB. If you don’t already have it, you can install it using Windows Updateby following these steps:

1. Go to the Windows Update web site. You can select Windows Update fromthe Start menu, or just go directly to http://windowsupdate.microsoft.comusing your browser.

2. Scan for updates.

3. Select .NET Framework Version 1.1.

4. Choose to install it.

Additionally, if you have the Visual Basic 6 or Visual Basic .NET developmenttools installed, you’ll be able to open the projects and look at the source code forthese examples.

The case study in Chapter 8 has the following additional requirements:

• Internet Information Services (IIS): IIS is an optional component includedwith the Windows XP Professional and Windows 2000 Professional operatingsystems. It can be installed using the Add/Remove Windows Componentssection of the Add or Remove Programs dialog box.

• Web Matrix: This is the development tool you use to create .NET web appli-cations. It’s freely downloadable from http://www.asp.net.

• The SOAP Toolkit: This component allows applications to communicatewith Web services. It’s freely downloadable from http://msdn.microsoft.com/downloads/list/websrv.asp.

All of these components are free, and the installation and setup process forthem is described in more detail in Chapter 8.

In addition, you might want to use some of the Office 2003 web downloads thatare provided by Microsoft. These include Software Development Kits (SDKs) andContent Development Kits (CDKs) that show additional examples with Word andExcel XML, as well as full-blown sample applications written in various program-ming languages. For more information, refer to the list of downloads on Microsoft’sMSDN site, at http://msdn.microsoft.com/downloads/list/office2k3.asp.

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Feedback

You can send complaints, adulation, and everything in between directly toapress@prosetech.com. I can’t solve your Office problems or critique your custommacro code, but I will benefit from information about what this book did right andwrong (and what it may have done in an utterly confusing way). Changes will beincorporated into future editions of this book.

Chapter Overview

This book is designed to give you the essentials you need to start using XML inOffice 2003 as quickly as possible. I recommend that you read the chapters inorder, because later chapters often rely on the background presented in the earlierchapters. If you are new to XML, you’ll need to start with Chapter 1 and Chapter 2,which explain XML and its philosophy, before you get a chance to dig into anyOffice applications.

The next few sections give you a chapter-by-chapter preview of what’s ahead.

Chapter 1: Understanding XML

This chapter presents XML from the ground up. You’ll learn how XML works, andwhy it’s so important to have a standard way to create structured documents.You’ll also learn about the different types of XML documents that are possible, and see examples of data-oriented and narrative-style documents. The chapteralso describes XML Namespaces, which allows you to distinguish and identify dif-ferent XML-based formats, and introduces the promise of XML in Office 2003.

Chapter 2: XML Schema

XML is a flexible tool for structuring documents. Unfortunately, that very flexibilitycan lead to problems. Or to put it another way: with developers around the worldcreating their own XML languages, how do you allow them to communicate withone another? The answer is to define your document structure with an XML schema.In this chapter, you’ll learn the basics of schema language, including ways to definestructure, set data types, and apply more advanced rules.

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Chapter 3: Mapping XML in Excel

Now that you’ve learned the basics of XML and XML Schema, it’s time to put yourknowledge to work with Office 2003. In this chapter, you’ll learn how you can mapan XML structure to a spreadsheet. This opens up two important opportunities.First of all, you can use Excel to graph and analyze XML data—even if this XMLdata is retrieved dynamically from a business application or the Internet. Sec-ondly, you can use mapping to export the data in existing spreadsheets to XML.This allows other applications to process that data, rather than leaving it trappedinside Excel’s proprietary format.

Chapter 4: Mapping XML in Word

Word also provides features that allow you to map XML structures to Word docu-ments. These features revolve around one new innovation: Word’s schema library.Once a schema is imported into the library, you can use it to open existing XMLfiles or map new Word documents. In this chapter, you’ll learn how to master theschema library, and use it to export XML. You’ll also learn how to build a templatethat looks like an ordinary Word document, but contains hard-wired XML map-ping information.

Chapter 5: Exporting and Importing XML in Access

The XML features in Access stop far short of Word and Excel’s mapping features,but they still provide a few interesting tricks. Notably, you can export databaserecords into XML documents, complete with schemas that describe the structureof these documents. You can also perform the same task in reverse, and load adatabase with information extracted from an XML file.

Chapter 6: WordML and SpreadsheetML

WordML and SpreadsheetML are two specialized XML languages that preserve allthe information in Word documents and Excel spreadsheets. If you save your doc-uments using these standards—and it only requires a few extra mouse clicks—you’ll get pure XML content without losing information like rich formatting, styles,or graphics. This opens up some interesting possibilities for interacting with cus-tom applications that can use the WordML and SpreadsheetML standards to

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extract data from your Office files, or generate new documents on the fly. Thischapter dissects both languages.

Chapter 7: Transforming XML

In the business world, different applications use different types of XML, and it’soften important to be able to transform one type of XML into another. The stan-dard that makes this type of transformation possible is the Extensible StylesheetLanguage (XSL), and you’ll get a solid introduction to it in this chapter.

Chapter 8: Managing Workflow with XML Web Services

Now that you’ve learned about the various core XML standards and the OfficeXML features, how do you put it all together? In this chapter, you’ll see one possi-ble answer, with a custom solution that automates part of an expense report work-flow. It uses Excel mapping, Web services, a little custom macro code, and an XSLTstylesheet to create a web page.

Chapter 9: InfoPath

InfoPath is Microsoft’s newest Office application, and it’s designed to solve XMLdata-entry challenges that are awkward or tedious with applications like Word andExcel. Using InfoPath, you can create interactive forms based on any XML schema.Other users can then fill out these forms and submit their data directly to a Webservice. All in all, InfoPath just might help you automate the process of collectingdata in an organization.

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