Microsoft Office Tutorials and References
In Depth Information
Controlling Workbook Viewing
By working with versions, you can further control workbook authoring and publishing. Just as content
approval is integrated with versioning, so is workflow. You can use the workflow to approve or reject
publishing of major versions of a document.
This concludes the first part of controlling workbook distribution, namely the author’s side. The focus
has been on controlling who can publish a workbook for broad consumption, as well as on controlling
the workbook itself by ensuring that it is approved prior to being broadly available and by maintaining
version history. In the next section, you learn how to control who can view the workbook.
Controlling Workbook Viewing
The second part of controlling workbook distribution is controlling who can see workbooks and what they
can do with them. Assume that you have a workbook that has been published to Excel Services. The
workbook was published by an authorized author, because you gave the author at least Contributor permissions
to the location on the server. In addition, the workbook itself has gone through an approval workflow and
all the appropriate people have taken a look and approved that this is, in fact, the official copy.
If anyone can download the workbook and edit it, you are back to square one. You have multiple copies
of the workbook, and you cannot guarantee that people are all looking at the same, sanctioned copy.
What you need is the ability to limit access to the workbook and ensure that users are always looking
at the sanctioned copy stored on the server.
The View Only Permission
As you learned in Chapter 8, the View Only permission is a new permission that limits users to viewing
documents using server-side file handlers. In the case of Excel workbooks, this means using Excel
Services. In the following Try It Out, you learn how to give the users who are viewing workbooks this
permission only, so they are always viewing the latest sanctioned workbook copy on the server.
When you install Office SharePoint Server, a new user group is created for you: the Viewers group. Users
in this group have only the View Item permission and cannot download or open files on the client. You
can manage which users have View Only permissions to a site, document library, or specific file by either
adding them to the Viewers group and verifying that the group has access to the resource, or by explicitly
granting them permissions to the resource.
For this exercise, you must have access to a different user account than your own. You will be giving that
user lesser permissions than what you have in order to demonstrate View Item permissions. If this isn’t
possible, either work with a peer, or follow the exercise through the accompanying figures.
Try It Out Setting View Item Permissions
To set View Item permissions, follow these steps:
Open the Sales Reports document library in the browser and go to the Settings page by selecting
the Document Library Settings option from the Settings drop-down menu.