Saving Excel Documents to the Web

You can publish an Excel document to the World Wide Web so that other people on the Web can see your work. To place Web pages on the Web, you need to have an ISP that provides you with space for Web pages, or you need access to a Web service established at your company. You can ask the Webmaster (or whoever manages the Web servers) at your company where to place your Web pages.

You can use an existing Excel document for a Web page by saving it as a Web page. Excel closes the document and reopens it in Hypertext Markup Language (HTML) format. The alternative is to create your own Web page in Excel from scratch and then format it the way you want. No matter which method you use, you can publish many types of Excel documents on the Internet?for example, an annual report or a database.

You can even add audio and video to your Web page in Excel. That way, the reader of your Web page can play a sound file or view a video while visiting the Web site. You can use the Insert, Object command to insert sound and video clips into your Web page.

Understanding HTML Formatting

Every Web page is basically a plain text file with additional formatting instructions for the text, graphics, and links. This file is called the HTML source because the instructions are written in HTML format. The way a Web page looks on the Web is similar to the way it looks in Excel's Web Page Preview.

When you save a document in HTML format, Excel saves any graphics and other objects in separate files.

Saving as a Web Document

You can convert an Excel document into a Web page by selecting File, Save as Web Page. Excel saves your workbook with the file type MHT, the Web Archive format. For example, My Web Database.mht. The MHT file type saves text and images in a single file that you can send as an attachment in an email message.

In the following To Do exercise, you convert the My Database workbook into a Web page. Be sure to open the My Database workbook before you start the exercise.

To Do: Save as a Web Document
  1. Choose File, Save as Web Page. The Save as Web Page dialog box pops up (see Figure 24.5). It looks the same as a Save As dialog box except for the HTML document choice in the Save as Type list.

    Figure 24.5. The Save As dialog box for saving an Excel document as a Web document.


  2. Type My Web Database in the File Name text box.

  3. Click the Save button. If you are advised that the Custom Views feature will not be saved in the HTML file, click Yes to continue saving. Excel converts the document to HTML format so it can be published on the Web. The document appears with the name My Web Database.mht in the title bar.

Previewing Your Document in Web Page Preview

The Web Page Preview in Excel enables you to see your document as it will look in a Web browser. A browser is a program with which you can read information on the Internet. This preview makes the data (text and numbers) easy to read because it wraps to fit the window. You cannot edit and format data in Web Page Preview.

Your Web page might look different in a browser such as Internet Explorer than it does in Excel, depending on how your browser interprets HTML codes.

To look at your document in Web Page Preview, choose File, Web Page Preview. Excel shows the document in the Web Page Preview window (see Figure 24.6). By default, Excel shows you the Web page the way it would look in the Microsoft Internet Explorer window even if you use a different browser.

Figure 24.6. The Web Page Preview window.


You can use the scroll bar to see the rest of the document. To close Web Page Preview, click the Close (x) button in the upper-right corner of the Microsoft Internet Explorer window.

    Part I: Excel Basics