Functionality Overview of the Excel Add-In
The Data Everywhere Excel Add-In is extremely powerful. This page serves as a quick guide and overview to the functionality of the add-in.
After installing the Excel Add-In, your first view of the Data Everywhere ribbon will look like this.
From left to right, we have the following groups of components, all of which are covered in more detail later in this document.
- Feeds Overview – this group of buttons allows you to insert existing feeds into your spreadsheet, as well as manage the feeds you have already inserted.
- Selected Feed – this group of buttons allows you to perform actions on the currently selected feed (if one is selected).
- Miscellaneous – Look here to login, logout, learn more about the add-in, or get help from our support site.
After logging into Data Everywhere by using the “Login” button, more buttons on the ribbon will become active.
This button allows you to insert an existing Data Everywhere feed into your workbook. This can be a feed you previously created, or one that has been shared with you by another Data Everywhere user.
When opened, the insert feed dialog will load the list of your available feeds from the Data Everywhere server. They can be searched and filtered by either name or description by using the Search… box at the top of the dialog.
When a feed is clicked, more details about the feed will be shown to you, such as the creator, creation date, and full description. Double clicking on the feed in the list will immediately insert the feed.
This dialog presents a few options at the bottom that control the behavior of the feed once it is present in your workbook.
- Do not notify me on updates – when the feed has been changed by you or someone else in another workbook, no automatic update or prompt will happen. The manage feeds dialog will have a refresh needed icon displayed next to the feed, and the “0 Updates Available” text in the Data Everywhere ribbon will change to indicate an update is available.
- Prompt me when updates are available – when the feed has been changed, a dialog box will show to give the user the option to update the data in their local spreadsheet.
- Update automatically – when the feed has been changed, the spreadsheet will be updated as soon as possible with the new data. Note that unpublished local changes to the feed may be lost using this option, and no prompt to the user will occur to let them know the data was changed.
- Insert feed as new worksheet – when inserting data, create a new worksheet with a representative name for the feed, and create a single data table on this sheet containing the incoming data. This is the safest and default option.
- Insert feed at current selection, overwriting any existing data – when inserting data, place it at the current cursor position in your Excel workbook. This option should be used with caution, as it can overwrite existing data if the incoming data is too large and does not fit.
Click this button to refresh all known feeds in your current workbook. If new data is available from the Data Everywhere server, it will replace the existing feed data in your workbook.
Click this button to publish all unpublished feeds in your current workbook.
The top of the publish feeds dialog box allows you to type an optional message describing the changes you are making when publishing. Best practice is to use something short and understandable, such as “Updated the Q1 projected head count”.
The bottom of the publish feeds dialog box allows you to select which feeds should be published. By default, Data Everywhere attempts to only select those which have been changed for publishing.
Clicking this button will launch the Manage Feeds dialog, where you can view and edit the known feeds in the current workbook.
The top of the manage feeds dialog lists all known feeds in the current workbook. The first column is an icon that describes the type and status of the feed. Hover the icon to get more details. The remaining columns should be self-descriptive. When a feed is clicked, more details about the feed will be shown to you, such as the creator, creation date, and full description. Additionally, you will be able to click the “View Online” link to view the feed on the Data Everywhere website.
An important note- if you notice a feed listed with an empty value in the “Refers To” column, this means Data Everywhere is unable to locate the feed in your workbook. If you have previously and purposefully deleted the data table or tab, the “Unlink” button can help clean out feeds that are no longer present in your workbook. However, if you are not sure why Data Everywhere cannot find the feed in your workbook, please contact Data Everywhere support so we can assist you.
The “Refresh” and “Edit” buttons correspond to the Selected Feed “Refresh” and “Edit Data” buttons, which are described in more detail below.
The “Unlink” button allows you to delete the connection between your workbook and Data Everywhere, leaving the data in your workbook but no longer being linked with the version in Data Everywhere. It is not easy to reestablish a link with existing data, so use this button with caution.
Click the “Manage my feeds online” link at the bottom of the dialog to be taken to your feeds page on the Data Everywhere website.
This group of buttons is only active when your Excel cursor is located within a Data Everywhere feed in your workbook, with the exception of the “Create” button.
Click this button to create a new Data Everywhere feed from the current selection. This will transform the selection into an Excel table, giving you the ability to mange and analyze your data.
The create feed dialog allows you to enter a required name and optional description for the data you are sharing. You can also set up any initial viewers and editors by entering email addresses in the viewers and editors text boxes and clicking the + button. The editors entry is hidden by default; click “Add more editors” to enter additional editors. The creator of the feed (you) is automatically an editor on any newly-created feed; this cannot be changed.
There is one option available in this dialog.
- Apply default data table formatting – unchecking this box will leave the selected range with its untouched original formatting. However, this makes it much harder to tell what data is and is not part of the Data Everywhere feed, so it is recommended you leave this checked unless you have explicit formatting needs.
Click this button to refresh the currently selected feed. This refresh button will the existing feed data in your workbook to be updated with the latest data from the Data Everywhere server, overwriting any local changes if any are present.
Click this button to publish the currently selected feed. The top of the publish feeds dialog box allows you to type an optional message describing the changes you are making when publishing. The bottom of the publish feeds dialog box allows you to select which feeds should be published. By default, Data Everywhere will only publish the currently selected feed when this publish button is clicked.
Clicking this button will launch an edit dialog allowing you to change the name, description, and other attributes of the currently selected feed.
Note that the name and description of a feed is shared with all viewers and editors of a feed. This means changing it in your workbook will change it for all users of this feed.
If you need to add additional viewers and editors to a feed, simply enter their email address in the textbox below the current list of viewers or editors and click the + button.
Notification settings can be adjusted in this dialog; these options are described in the “Insert Feed” section above.
Click this button to view the history of the currently selected feed on the Data Everywhere website. From there, you can view the revisions of the data over time, as well as explore and download old revisions and values.
These should be self-explanatory. If you do not already have a Data Everywhere account, you can sign up from the add-in by clicking the “Need an account?” link at the bottom of the login dialog. If you have forgotten your password, you can reset it by clicking the “Trouble logging in?” link.
This dialog box outlines basic information about copyright, licensing information, and the current version of the Data Everywhere add-in. It also provides some data that may be helpful to a Data Everywhere support representative in the course of troubleshooting or debugging any issues you may have with our add-in.
Additionally, there are a few configuration options available.
- Report Unexpected Errors – Reporting errors to our support channels will allow us to better diagnose and fix problems you may encounter. This allows us to correlate errors you are seeing with our logs to more quickly diagnose and fix problems.
- Share Feature Usage Data – Sharing feature usage data allows us to focus our efforts on improving the features you use the most. If you do not wish to share detailed featured usage info with us, please uncheck this box.
- Enable Debug Mode – Enable debug mode to help diagnose and fix errors encountered when using Data Everywhere. This option should not be used without consulting Data Everywhere support, as it may have performance and other implications.
If you’re unsure how to do something with Data Everywhere, our help and support site (which you’re reading now!) is just one click away.