Use Excel data with Lotus Notes views and field exchange

Microsoft Office Excel 2003

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To display data from a workbook in a Notes view, you must first to define a name for the data you want to view that corresponds to a corresponding field in Lotus notes, and you must define a custom file property that corresponds to the properties in Lotus Notes
  1. Insert a Microsoft Excel workbook in a Notes document, or if you don't have a Notes document already set up with a rich text field for the workbook, create a Notes form that includes a workbook.

    Show How?

    1. In Lotus Notes, click the database you want.
    2. Follow the steps for your version of Lotus Notes:

      ShowLotus Notes 4.x

      1. Open the document or form where you want to insert the workbook, do one of the following:

        Document    On the Create menu, click a Lotus Notes form that includes an editable rich text field. Click in the rich text field, and then click Object on the Create menu.

        Existing form    On the View menu, click Design. Under Design in the navigation pane, click Forms. Double-click the form.

        New form    On the Create menu, point to Design , and then click Form.

      2. Do one of the following:

        Insert a new blank workbook    Click Create a new object, and then click Microsoft Excel Worksheet in the Object type box.

        Embed a copy of an existing workbook    Click Create an object from a file, and then type the name of the workbook in the File box, or click Browse to select from a list.

      3. Do one of the following:

        Select the sheet to display    Double-click the Excel object, and then click a different sheet.

        Display a workbook icon    Select the Display as icon check box.

      ShowLotus Notes 3.x

      1. Open the document or form where you want to insert the workbook, do one of the following:

        Document    On the Compose menu, click a Lotus Notes form that includes an editable rich text field, and then click in the rich text field.

        Existing form    On the Design menu, click Forms, click a form in the Forms box, click Edit, and then click where you want the workbook to appear.

        New form    On the Design menu, click Forms , click New (or click a form in the Forms box and click New Copy), and then click where you want the workbook to appear.

      2. On the Edit menu, point to Insert, and then click Object.
      3. In the Object Type box, click Microsoft Excel Worksheet.
      4. To change how the workbook will appear, click Display Format, select the format you want, and then click OK.
      5. Do one of the following:

        Insert a new blank workbook    Click OK.

        Embed a copy of an existing workbook    Click Choose File, select the workbook you want from the list, and then click OK.

      6. To select the worksheet to display in the document, double-click the Excel object, and then click a different sheet.
  2. Do one of the following:

    Lotus Notes 4.x    Right-click the embedded workbook in the document or form, and then click Open on the shortcut menu.

    Lotus Notes 3.x    Double-click the embedded workbook in the document or form.

  3. In Excel, click the worksheet or chart sheet that contains the data you want to use in Lotus Notes, and then select the data.

    If any of the data cells are protected or contain formulas, the field will be updated in only one direction— from Excel to Notes. If you change the field in Notes, the change won't be reflected in Excel.

  4. In the Name box on the formula bar, type a name, and then press ENTER.
  5. On the File menu, click Properties.
  6. Click the Custom tab.
  7. In the Name box, type a name for the custom file property.
  8. Select the Link to content check box.
  9. In the Value box, type the name that you defined in step 4, and then click Add.
  10. In Notes, create the corresponding field in the Notes form. In the Name box, type the Excel custom file property name (not the Excel defined name).
  11. Select the properties that you want to include in the view. In addition to custom file properties, you can also display many of the workbook file properties, such as the title and author of the workbook.

ShowUpdate fields that use Field Exchange

  1. Determine whether the fields you want to update are one-way or two-way.

    The following fields are two-way: Title, Subject, Author, Keywords, Comments, Manager, Company, Category, and custom properties. All other fields are one-way.

  2. Do one of the following:

    One-way fields    Update one-way fields from workbook properties.

    ShowHow?

    1. Do one of the following:

      Lotus Notes 4.x    Right-click the Microsoft Excel workbook inserted as an embedded object in the Notes document or form, and then click Open on the shortcut menu.

      Lotus Notes 3.x    Double-click the Microsoft Excel workbook inserted as an embedded object in the Notes document or form.

    2. On the File menu in Excel, click Properties.
    3. Change the information in any file property fields you previously defined.
    4. To update the Lotus Notes fields associated with the property fields, save and close the workbook and return to Lotus Notes.

    Two-way fields    Use the above method to update two-way fields from workbook properties; or update workbook properties from the Lotus Notes fields.

    ShowHow?

    1. In Lotus Notes, open the document that contains the field you want to update.
    2. Select the text in the field you want to update.
    3. Type the new information between the field brackets.
    4. To update the properties in the workbook, double-click the embedded Excel workbook in the Notes document or form.
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