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Figure 7-4. The Import Data dialog box lets you decide where to place your data. By default, most lists export to tables. The second half of the dialog box lets you choose whether to place the list in an existing worksheet, a new worksheet, or a new workbook. If you start the export process with Excel open, you can select any of these options. But if you begin your export without first opening Excel, SharePoint skips this dialog box and adds the list data to a new workbook with a single sheet containing the list data beginning in cell A1. Before clicking OK to begin the actual export of data to Excel, you can click the Properties button in this dialog box. This button opens a dialog box named Connection Properties. At the top of the dialog box, you can find the connection name along with an optional description. The rest of the dialog box consists of two tabbed pages. In the first tab, you cannot edit most of the data fields. However, you should find two fields in the Refresh control area that you can edit. The first field allows you to enable background refresh. Basically, this option allows you to continue to use Excel while the query executes. Unless you have a very large list from which to refresh your Excel data, the query execution time may not matter much to you.

You can limit this growth by specifying the number of major and minor versions of a page you want to retain You can even determine who can view minor versions However, most people limit the viewing of minor versions to only those people with content creation rights and approvers (if approvers are used) You learned about the value of approving content changes If your library has content approval turned on, even saving a major version of the page does not make it visible to the average site visitor Rather, the page must first be reviewed by an approver who must approve the page before it can be published to your site Content approval appears most frequently on published sites used as part of an intranet or even an Internet in which the department or company wants to ensure that the content is accurate and appropriate for distribution to others.

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The second option that you can set is Refresh the data when opening the file. If you do not select this option, Excel stores a local copy of the current data when you save the spreadsheet and displays that same data the next time you open the spreadsheet, regardless of what changes have occurred in the original SharePoint list. Of course, you could always manually refresh the data by clicking the Refresh button in the External Table Data group of the Table Tools Design Ribbon. But by selecting this option, you could save time and reduce uncertainty of the current data values by telling Excel to refresh the data automatically each time you open the spreadsheet.

You then saw that the Recycle Bin encountered previously for libraries also works for web pages It allows you or the site owner to recover accidently deleted pages for up to 30 days after they have been deleted, depending on how your SharePoint administrator has configured your site Finally, you looked at some of the social enhancements to pages the ability to add tags and notes to pages Tagging of pages has become increasingly popular, and public tagging can help associate your pages with other similar content pages SharePoint provides a web part called the Tag Cloud web part that can display this relationship.

This introduction to SharePoint, provided in the first three chapters, does not cover everything you can do with libraries, lists, and pages, but it lays a framework for the next group of chapters, which focus on how to work with these objects using several Microsoft Office tools..

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Note Excel does not automatically refresh data from a SharePoint list. That accounts in part for the use of

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