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Chapter 11: Controlling Workbook Distribution
11
Controlling Workbook
Distribution
In the previous two chapters, you used Excel to publish workbooks to the server, and then used
Excel Services to view and interact with the workbooks in the browser. One of the key benefits Excel
Services provides is allowing you to control and manage workbook distribution. In this chapter, you
learn how to do this by using Office SharePoint Server’s security, collaboration, and document
management functionality, together with Excel Services functionality. The primary goal is to give
the workbook author control over who sees the workbook and which version of the workbook
they see. This control should put an end to the worries of having multiple versions of the truth
caused by sending workbooks around in e-mails and copying them from file share systems.
There are two parts to controlling workbook distribution. First, you must control who can publish
workbooks and provide ways to review workbooks prior to their being made available for others
to see. Then, you must control who can see the workbooks. This chapter discusses the functionality
that supports these two parts. In particular, you learn how to do the following:
Control who can publish workbooks
Use content approval and approval workflows to review workbooks
Use check-in, check-out, and versioning
Control who can view workbooks using the View Only Permission
Use workbook snapshots
Subscribe to alerts and RSS feeds to know when workbooks are updated
Audit workbook use
Controlling Workbook Authoring
There are a number of reasons you may want to control workbook distribution. The primary one
is verifying that all the recipients of a workbook are viewing the same, sanctioned workbook. By
doing this, you eliminate having multiple versions of the workbook being viewed by different
people, or people viewing out-of-date workbooks. A second reason is controlling who actually
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