Publish a workbook to Excel Services

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If you have access to Excel Services, which is a server running Microsoft Office SharePoint Server 2007 that is capable of running Excel Calculation Services, you can publish a workbook to that server so that other users can access all or parts of the data that it contains in a browser by using Microsoft Office Excel Web Access.

When you publish a workbook to Excel Services, the entire workbook is published on the server, but you can define the parts of the workbook (such as individual worksheets, named ranges, or charts) that you want Excel Services to display in Microsoft Office Excel Web Access. By displaying only specific parts of the workbook and by using Office SharePoint Server 2007 permissions to help protect the workbook from unauthorized access, you can keep data in the workbook confidential while enabling authorized users to refresh, recalculate, and interact with the viewable data.

You can also define parameters. Parameters are single cells that can have their values defined by Microsoft Office Excel Web Access users. You can use parameters to expose cells that can drive workbook calculation, such as a what-if analysis that is using the values that users enter in cells that are specified as parameters.

Important: The ability to publish an Excel workbook to Excel Services is available only in Microsoft Office Ultimate 2007, Microsoft Office Professional Plus 2007, Microsoft Office Enterprise 2007, and Microsoft Office Excel 2007.

  1. Create a new workbook and enter the data that you want to provide, or open an existing workbook that you want to publish to Excel Services.

  2. If you plan to define parameters, name the cells that you want to be editable.

    Note: You can define parameters only if you have named single cells that contain values on the worksheet. You cannot define parameters for named ranges of more than one cell.

    To name cells, do the following:

    1. On the worksheet, select the cell that you want to make editable in the browser and Microsoft Office Excel Web Access.

    2. On the Formulas tab, in the Defined Names group, click Define Name.

      The Defined Names group on the Formulas tab

    3. In the Name box, type the name that you want to use for the parameter.

    4. Click OK.

  3. Click Microsoft Office Button Office button image , click the arrow next to Publish, and then click Excel Services under Distribute the document to other people.

    Note: If the Excel Services option is unavailable, your version of Office Excel 2007 does not support publishing a workbook to Excel Services. Find links to more information about sharing workbooks in the See Also section.

  4. In the File name box, enter the path to the server and accept the suggested name for the workbook, or type a new name if needed.

    If needed, locate the destination. On a computer that is running Windows Vista, locate or type the path to the server in the Address bar. On a computer that is running Microsoft Windows XP, locate the server in the Save in list, or type the path to the server before the file name. For example, type http://server/site/file name

    Note: Excel can publish a workbook to the server only in the Microsoft Office Excel 2007 XML-based file format (.xlsx) or Office Excel 2007 Binary file format (.xlsb).

  5. Click Excel Services Options.

  6. On the Show tab, do the following:

    • To show the entire workbook in Excel Services, select Entire Workbook in the list box.

    • To show only specific worksheets in Excel Services, select Sheets in the list box, and then clear the check boxes for the sheets that you do not want to make visible.

      Note: By default, all sheets are selected. To quickly make all sheets viewable again after you clear some of the check boxes, you can select the All Sheets check box.

    • To show only specific items (such as named ranges, charts, tables, or PivotTables) in Excel Services, select Items in the Workbook in the list box, and then select the check boxes of the items that you want to show.

      Note: If you select items that have the same name, only one of these items will be available in Excel Services. To show all of the items in Excel Services, you must rename the items so that each item has a unique name. You can rename tables on the Design tab in the Properties group, rename PivotTables on the Options tab in the PivotTable group, and rename charts or PivotCharts on the Layout tab in the Properties group. Duplicate items, such as named ranges, can be renamed on the Formulas tab in the Defined Names group.

  7. To define parameters, click the Parameters tab.

    Note: You can define parameters only if you have named single cells that contain values on the worksheet. You cannot define parameters for named ranges that contain more than one cell.

  8. Click Add, and then select the check box of the parameter that you want to add.

  9. Click OK.

  10. Click Save.

  11. To verify that the viewable areas of the workbook are displayed correctly in the browser, select the Open this workbook in my browser after I save check box.


    • The entire workbook is always shown when you open it in Excel, where you can make changes to the content as needed. When you update the content and save the workbook, the changes are automatically reflected on the server.

    • By using Microsoft Office Excel Web Access in their browsers, other users can view and analyze the worksheet data that is shown. They can interact with it by using some Excel functionality, such as sorting and filtering data, or by using PivotTable drill-down features. If you set parameters for named cells in the workbook, the users can also edit those cells and define values.

    • When the workbook is published to Excel Services, you can use Office SharePoint Server 2007 functionality to manage and configure Excel Services or to set permissions to help prevent unauthorized access to the workbook. For more information, see Office SharePoint Server 2007 Help.

    • If Microsoft Office Excel Web Access users do not have permission to open the workbook in Excel, they can create a workbook snapshot of the values that they can see in Microsoft Office Excel Web Access. For more information on creating workbook snapshots, see Microsoft Office Excel Web Access Help.

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