Add an Excel Web Access Web Part to a page

Important    Before you can display a workbook in an Excel Web Access Web Part, you must publish the workbook to Excel Services or upload the workbook to a document library on the site.

This procedure describes the specific steps that you have to take to add an Excel Web Access Web Part to an existing Web Part page. To add a Web Part to a page, you must belong to the default <Site Name> Members SharePoint group for the site.

If no appropriate page exists, you might have to create a site page.

To add an Excel Web Access Web Part to a Web Part page, take these steps.

  1. In the Quick Launch pane, click All Site Content. Then, on the All Site Content page, click Create.
  2. On the Create page in the Pages and Sites list, click Web Part Page.
  3. In the zone where you want to add the Excel Web Access Web Part, click Add a Web Part to display the Web Part Picker.
  4. In the Categories pane of the Web Part Picker, click Business Data. In the Web Parts pane, click Excel Web Access. Then, click Add.

This adds the Web Part to the page and displays the Select a Workbook pane.

Connect a workbook to a Web Part

  1. In the Excel Web Access Select a Workbook pane, click the link Click here to open the tool pane. The page changes to Edit mode, and displays the Excel Web Access tool pane.
    1. In the Workbook Display section in the Workbook text box, enter the URL or UNC of the workbook. If you do not know the URL, you can click the browse button, and then select the workbook that you want to use in the Select an Asset -- Web Page Dialog window.
    2. In the Named Item box, type the name of a named item in the workbook (such as a defined name, the name of a chart, table, PivotTable, or PivotChart) that you want displayed in the web part.
    3. In the Toolbar and Title Bar section and in the Navigation and Interactivity section, select one or more properties that you want to enable. If you want to disable a property, clear the associated check box.

To save changes and exit Web Part Edit mode, you can click OK at the bottom of the Web Part tool pane. Or, to stop editing and view the workbook in Display mode, click Stop Editing.

This displays the Web Part that you configured to use its associated workbook on the page.

Publish a workbook to SharePoint Server and then display items from the workbook in multiple locations

You can create a single Excel workbook that contains a variety of elements and publish the workbook to a SharePoint site. Some elements, such as charts, PivotTables and PivotCharts, and Excel tables, have unique names assigned to them automatically by Excel when you create them. These names can be important in the publish process. There may be other elements, such as worksheets, ranges of data, and sparklines, for which you must create defined names so that the publish process recognizes them as available items. After you publish your workbook with the items you want to include, you can display those items on various SharePoint pages by connecting the workbook and a single item to an Excel Web Access web part. This enables you to reuse these items in multiple locations.

  1. In your Excel workbook, identify the worksheets, charts, tables, and any other elements that you want to publish.
  2. As needed, define an element you want to publish as a named item. To do this, use the following procedure:
    1. Identify a chart, table, a range of cells, or a worksheet that you want to define as a named item. Then, select a range of cells that contains the information you want to include in the named item.To define an entire worksheet as a named item, select an empty cell in the worksheet and press CTRL+A.
    2. On the Formulas tab, in the Defined Names group, click Define Name. The New Name dialog box appears.
    3. In the Name box, type a name for the item.
    4. In the Scope list, select Workbook. It's important that you select Workbook so that you can locate the named item outside of the worksheet that contains it. For example, if you want to display a named item in an Excel Web Access Web Part and its scope is not set to Workbook, you will not see the item in the list of Named Items in the Excel Web Access Web Part.
    5. Use the Refers to box to confirm that the range of selected cells that is correct. Make adjustments as necessary. For example, if you want to include a PivotChart report alongside a PivotTable report, make sure that both reports fit inside the range of cells that is listed in the Refers to box.
    6. Click OK to close the New Name dialog box.
  3. Repeat Step 2 for each item that you want to define as a named item.
  4. After you have finished defining named items, publish the workbook to SharePoint Server. To do this, use the following procedure:
  1. On the File tab, click Save & Send, and then click Save to SharePoint.
  2. In the Save to SharePoint section, click Publish Options.
  3. In the Publish Options dialog box, on the Show tab, use the list to select Items in the Workbook.
  4. Select the named items in the list that you want to publish, and then click OK. Note that you can choose between named items in the workbook or specific (or all) worksheets in this dialog box, but you can't specify a combination of worksheets and items. For this reason, we recommend assigning a defined name to a worksheet if you want to publish entire worksheets in addition to other items, such as charts and tables.
  5. In the Save to SharePoint section, click Browse for a location, and then click Save As. The Save As dialog box opens.
  6. In the Save As dialog box, specify the following options:
    1. In the address box, type the URL to a SharePoint document library. The URL resembles http://<server name>/<SharePoint site name>/< document library>.
    2. In the File name box, type a name for the Excel workbook.
  7. Click Save to publish the workbook.
5. Use Excel Web Access web parts to display the named item(s) that you have defined on one or more SharePoint sites. For information about how to do this, see Display a workbook in an Excel Web Access Web Part