Use of Workbook

Question

Hi All
I want to put two Queries in BEx into a single workbook.So finally when I am running that workbook ,result of these two Queries with Overwriting the Existing cells can be obtained.
can any one of you please let me know how to use this with Workbook.
Is it possible to do this using workbook.I have not used workbook ever. If poossible can any one of you provide me a document regarding how to use workbook.
Regards
Ashish

Answer 1

BW 1.2B Report Development Tools 2u20131
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Overview ..................................................................................................................2u20132
Before Getting Started............................................................................................2u20133
Creating a Workbook: An Overview......................................................................2u20135
Step 1: Starting the BEx Analyzer .........................................................................2u20136
Step 2: Creating a Workbook Template................................................................2u20137
Step 3: Saving the Template to the InfoCatalog ................................................2u201312
Step 4: Inserting Queries into the Workbook.....................................................2u201314
Step 5: Adding Visual Basic Functionality to Workbook..................................2u201316
Step 6: Saving the Workbook to the InfoCatalog ..............................................2u201323
Review....................................................................................................................2u201325
In this chapter you will learn:
Œ  How to create a workbook
template using the BEx
Analyzer
Œ  How to insert a query (or
queries) into a workbook
Œ  How to save a workbook
template to the
InfoCatalog
Œ  How to add pushbuttons
and textboxes to a
workbook template using
simple Visual Basic
commands
Chapter 2: Creating Workbooks
Overview
Reporting Made Easy 2u20132
2YHUYLHZ
Chapter 1 presented an overview of BWu2019s architecture, concepts, and terminology. In this
chapter you will learn how to use the Business Information Warehouse to create workbooks
(or reports).
As shown in the graphic below, creating a workbook in the BW is essentially a five-step
process:
To help you get started with the Business Information Warehouse, we have organized the
material as follows:
Chapter 2: Creating Workbooks
Chapter 3: Creating Queries
Chapter 4: Working with the BEx Browser
Chapter 5: Special Topics (including tips & tricks)
In this chapter you will be working with the BEx Analyzer and Microsoft Excel. With the
help of a business scenario (see next page), we will show you three guided tours:
<  Creating a workbook template
<  Inserting an existing query into a workbook
You are here
Enable access to a workbook
through the BEx Browser
Enable access to a workbook
through the BEx Browser
Create a new query or
modify an existing query
Create a new query or
modify an existing query
Enhance workbook layout
and functionality (optional)
Enhance workbook layout
and functionality (optional)
Insert desired query (or queries)
into a workbook
Insert desired query (or queries)
into a workbook
Create a workbook
template (optional)
Create a workbook
template (optional)
Chapter 2
Chapter 3
Chapter 4
1
2
3
4
5
Chapter 2: Creating Workbooks
Before Getting Started
BW 1.2B Report Development Tools
2u20133
<  Using Visual Basic to add workbook functionality
In chapter 3 you will learn how to work with queries. In chapter 4 you will see how to
access workbooks through the BEx Browser.
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Before you start building workbooks, it is useful to understand the following:
<  What is the business scenario? (see below)
<  What does the finished workbook look like? (see next page)
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Take a few minutes to familiarize yourself with the business scenario shown below. All the
guided tours in chapters 2 through 4 are built around this business scenario.
  Bungee Software, Inc. develops and markets games for personal computers. Best-selling
titles such as Portal Kombat, Barrio Brothers, and Kung Fu Grandma have helped Bungee
Software become a leading supplier of computer games. However, the company is
currently facing increased competition from Pixialated, Inc. To protect its market share,
Bungee Software has formed a task force to explore ways to streamline its sales processes.
The company has discovered that collecting and disseminating sales data to executives
consumes considerable time and resources. The task force believes that easier access to
sales and profit analysis information would save time and help executives with salesplanning
activities.
Some of the key questions the executives typically ask are:
<  How does the sales revenue for 1998 compare with 1997 sales?
<  What is the annual gross profit?
<  What is the sales volume for the top products?
<  What is the sales volume for the top customers?
<  Which sales representative/manager is responsible for declining sales volume?
After evaluating its information needs, Bungee Software has decided to develop the
following reports in the Business Information Warehouse:
<  Sales Analysis Report (in this example, 1998 vs. 1997)
<  Gross Profit Analysis Report
  1RWH  The workbook you are about to develop is based on the SAP-delivered SD
DemoCube Workbook (in the SAP DemoCube channel). To follow the guided tours
covered in chapters 2-4, make sure that the DemoCube is active and loaded with the data
on your BW system. For more information on activating the SAP DemoCube, see chapter
5 or contact your SAP system administrator.
Chapter 2: Creating Workbooks
Before Getting Started
Reporting Made Easy 2u20134
$ 4XLFN /RRN DW WKH 2XWSXW
The SD DemoCube Workbook we are about to build contains two reports (or worksheets):
Sales Analysis Report and Gross Profit Analysis Report.
The screenshots below show what each of these reports looks like. Take a few minutes to
familiarize yourself with the layout and structure of the finished reports.
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Sales Revenue for 1997 and 1998
Percent change Gross Profit
Analysis
pushbutton
launches the
second report
Gross Profit
Analysis in the
workbook.
Text area
shows
comments that
explain report
data.
Sales Analysis
pushbutton
returns you to
the first report
Gross Profit Analysis
by Sales Organization.
Text area
shows
comments that
explain report
data.
Right-click the mouse to
drill down by sales
organization, distribution
channel, division, industry,
material, and more.
Pushbuttons to launch
other views of the data.
Chapter 2: Creating Workbooks
Creating a Workbook: An Overview
BW 1.2B Report Development Tools
2u20135
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Now that you are familiar with the sample reports shown in the previous section, you are
ready to create a workbook. If you have access to a Business Information Warehouse
system, you may want to follow along.
Shown below are the steps for creating a workbook (based on the business scenario):
Save the workbook to InfoCatalog Save the workbook to InfoCatalog
Add Visual Basic
functions to the workbook
Add Visual Basic
functions to the workbook
Insert query into the workbook Insert query into the workbook
Save the workbook template
to InfoCatalog
Save the workbook template
to InfoCatalog
Create a workbook template Create a workbook template
Start BEx Analyzer Start BEx Analyzer 1
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4
If you plan to follow the guided tour on your own system, make sure that the BW
frontend components are properly installed on your computer. If necessary, contact your
system administrator for assistance.
To check if the BW frontend is installed on your computer, choose Start ® Programs ®
SAP BW Front-end.
If you do not find the SAP BW Frontend, try searching for SAP BW components under
other SAP logon menus.
Chapter 2: Creating Workbooks
Step 1: Starting the BEx Analyzer
Reporting Made Easy 2u20136
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1. From your Windows desktop, choose Start ® Programs ® SAP Front-end BW.
2. Choose SAP Business Explorer Analyzer.
3. If you see a warning message about macros in Microsoft Excel, choose Enable Macros to
continue.
Microsoft Excel opens with the add-in SAP Business Explorer toolbar in the main window.
About the BEx Analyzer
The structure of BW workbooks is defined using the Business Explorer (BEx) Analyzer.
You can define queries, graphics and other elements, and insert them into workbooks.
The result of a query is presented in an Excel Worksheet. The BEx Analyzer is
implemented as an u201Cadd-inu201D for Microsoft Excel, and links queries to cells in Excel
workbooks. Thus, you evaluate query data by navigating through the query in an Excel
worksheet.
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The SAP Business Explorer toolbar integrates BW reporting functionality in the Microsoft
Excel environment. The BEx toolbar enables filtering, sorting, drilldown, currency
translation, computation of results, use of attributes and hierarchies, saving and managing
workbooks, and more. In addition to the Toolbar, you can still use the full Excel
functionality.
Business Explorer Toolbar
Chapter 2: Creating Workbooks
Step 2: Creating a Workbook Template
BW 1.2B Report Development Tools
2u20137
New
Select from
InfoCatalog
Save to
InfoCatalog
Refresh
query
Undo OLAP
function
for active
cell
Tools
Change
query
Change
formatting Settings
Help
to create a new workbook
to change the existing query
to select and execute workbooks from the BW
InfoCatalog
to work with active cells to enable
functions such as computation of results,
drilldown, filtering, sorting, currency
translation, etc.
to save the current workbook to either the BW
Enterprise InfoCatalog or the user Favorites
to alter the font properties, background
color, and other formatting options in a
workbook
to refresh/update data in a query from the
source(s).
to insert/delete queries, attach charts,
display the header information of a query,
and set the password in the active Excel
workbook
to undo one navigation step
to make configuration settings for data
refreshing, connection to the BW server,
and more
  1RWH  As we start building a workbook template, it is important to recognize that a
workbook template is no more than an empty worksheet with some formatting; it does
not include any embedded queries. Creating queries is covered later in chapter 3.
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After you have logged on to the BEx Analyzer, you are ready to start building your
workbook template.
  1RWH  Building a template is not mandatory when you are working with the Business
Information Warehouse. If you do not want to create a template at this time, you can
jump ahead to chapter 3 to learn about building queries.
Chapter 2: Creating Workbooks
Step 2: Creating a Workbook Template
Reporting Made Easy 2u20138
The process of designing your workbook template can be divided into the following
substeps:
1. Format the background
2. Hide the Excel toolbars
3. Insert company logo
4. Save the template to the InfoCatalog
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Start from the BEx Analyzer environment in Microsoft Excel.
1. In Microsoft Excel, choose
New from the standard
Excel toolbar. A new
spreadsheet workbook
appears.
2. Choose Format ® Sheet ®
Background.
3. Choose C:Program
FilesMicrosoft
OfficeClipartBackground
Wheat.
Note: If the BW frontend is
installed on a drive other than
C, use the appropriate drive
letter. You can choose any
background you like.
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3
Chapter 2: Creating Workbooks
Step 2: Creating a Workbook Template
BW 1.2B Report Development Tools
2u20139
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To add make your workbook easier to use, you may want to consider hiding some of the
window views.
1. Choose Tools ® Options.
2. In the Options window,
select the View tab.
3. Deselect Gridlines, Row &
column headers, Outline
symbols, Zero values,
horizontal Scroll bar, and
Vertical scroll bar. Do not
deselect the Sheet tabs.
4. Choose OK to save the
new options.
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2
3
4
Chapter 2: Creating Workbooks
Step 2: Creating a Workbook Template
Reporting Made Easy 2u201310
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To make it easier for your users to use the workbook, you may want to consider hiding
some of the Excel toolbars.
1. Choose View ® Toolbars
and deselect Standard and
Formatting toolbars. Do
not deselect the Business
Explorer toolbar.
Your Excel worksheet should
look like the one shown at
right. Notice that the
horizontal and vertical scroll
bars, row and column
headers, formatting toolbar,
and gridlines are now hidden.
,QVHUWLQJ &RPSDQ /RJR
To further customize your workbooks, you can add your company logo (or other graphical
elements) to the workbook template. You have three options:
<  Insert the logo in workbook template and save it to the InfoCatalog.
<  Insert the logo and save the workbook as a Microsoft Excel template on your local drive.
<  Upload the logo file to the BW system to have it appear in the BEx Browser (for more
information see chapter 5).
1
Chapter 2: Creating Workbooks
Step 2: Creating a Workbook Template
BW 1.2B Report Development Tools
2u201311
1. Copy the logo (or other
graphics) to your
clipboard using the copy
command (for example,
Ctrl+C in Windows) in
your graphics application
(for example, Microsoft
Paint, PowerPoint, etc.) .
2. Paste the clipboard
contents into your
workbook template. In
this example, the Bungee
Software logo was created
in PowerPoint and pasted
to the template. Using
drag-and-drop, position
the logo as needed.
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In step 3 below you will learn how to save the workbook template to the InfoCatalog. To
reuse the template later, you may also want to save a copy of the template on your local
drive.
1. Choose File ® Save As
2. In Save as type choose
Template (*.xlt)
3. In File name, enter a name
for the template (for
example,
Bungee_Template.xlt)
4. Choose Save.
  +LQW  To create a new workbook (based on the saved template), simply choose File ® New.
From the popup window, choose Bungee_template.xlt.
2
Chapter 2: Creating Workbooks
Step 3: Saving the Template to the InfoCatalog
Reporting Made Easy 2u201312
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Saving the template to the InfoCatalog will enable others to use the template for report
creation. Additionally, it helps maintain a uniform "look-and-feelu201D for all reports in a
company.
1. From the template view,
choose Save to save it
to the InfoCatalog button.
2. Choose Add as new
workbook under the General
tab.
3. Enter a New Title (for
example, Bungee
Template).
4. Choose the Access in
InfoCatalog tab.
5. To make the workbook
template available to
others, choose in (public)
enterprise catalog.
6. Choose OK.
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Chapter 2: Creating Workbooks
Step 3: Saving the Template to the InfoCatalog
BW 1.2B Report Development Tools
2u201313
7. The SAP Logon window
appears and prompts you
to log on to the BW
system. Choose the
system you want to use.
8. Choose OK.
Note: If you are already
logged on to a BW system,
you will not see the logon
window.
9. Enter the client number,
your user name,
password, and language
key.
10. Choose OK.
Your workbook template has
now been save to the
InfoCatalog.
If you are unsuccessful in logging on to the BW system after following steps 7
through 9 above, go to the SAP logon pad you normally use and log on to the
BW system.
To check if the template is
available in the InfoCatalog,
follow the steps below:
11. Switch to the BW system.
12. Choose .
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Chapter 2: Creating Workbooks
Step 4: Inserting Queries into the Workbook
Reporting Made Easy 2u201314
The Bungee Template is now a
part of the Enterprise
InfoCatalog. You can allow
the user community to freely
access the template to build
reports.
The option to save the workbook to the Enterprise InfoCatalog may depend on
the authorization settings in individual user profiles. If you cannot save to the
Enterprise InfoCatalog, please see your system administrator.
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Queries pull together the data needed to build reports. The Business Information
Warehouse delivers many predefined queries. You can also design your own queries or
modify existing queries (see chapter 3).
To insert a query, start from
the BEx Analyzer. Although
you can insert a query into
any Excel spreadsheet, we
will show how to insert a
query into the newly created
Bungee template.
1. Choose the cell where the
query is to be inserted.
2. Choose Tools.
3. Choose Insert Query.
The newly created workbook
template is now available in
the InfoCatalog.
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2
3
Chapter 2: Creating Workbooks
Step 4: Inserting Queries into the Workbook
BW 1.2B Report Development Tools
2u201315
4. In the SAP BEx: Select
Query window, open the
folder
0D_SAP_DEMOCUB to
view the nested hierarchy,
(for example, 0D_SD ®
0D_DECU for the Sales
Analysis Report).
5. Choose the query you
want to use (for example,
0D_SD_DEMO_Q0001).
6. Choose Open.
After inserting a new query,
your workbook should look
like the one shown at right.
7. Choose Sheet 2 to insert
the second query (Gross
Profit Analysis).
8. Repeat steps 2 through 4
to create the second
worksheet.
9. Repeat step 5 above but
choose
0D_SD_DEMO_Q0002
instead.
  1RWH  You can insert more than one query into a workbook.
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Chapter 2: Creating Workbooks
Step 5: Adding Visual Basic Functionality to Workbook
Reporting Made Easy 2u201316
Inserting a Query into the Workbook Template
To insert a query into the workbook template, shown below is another approach:
<  Choose Settings from the BEx toolbar and select Select workbook on New.
<  Choose New from the BEx toolbar. It will prompt you to choose a previously saved
workbook template from the InfoCatalog.
<  Select a query and choose Enter.
The query is inserted into the selected workbook template. Based on the new settings, in
future you will be prompted to choose a workbook template from the InfoCatalog every
time you choose New on the BEx toolbar.
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As shown in the business scenario on page 2u20132, Bungee Softwareu2019s workbook design calls
for pushbuttons to allow easy navigation between the two reports. Additionally, the reports
contain a textbox to allow annotations and commentary. To achieve this, you can add Visual
Basic functionality to the workbook template.
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1. To continue working with
the workbook template
(using the SAP-delivered
DemoCube template),
start from the Business
Explorer Analyzer
window.
2. To create a pushbutton,
choose View ® Toolbars
® Control Toolbox.
2
Chapter 2: Creating Workbooks
Step 5: Adding Visual Basic Functionality to Workbook
BW 1.2B Report Development Tools
2u201317
3. From the Control Toolbox,
choose Command
Button.
4. Click to select an area
where you want to
position the first
pushbutton.
5. To edit the title of the
command button, choose
the Command Button,
right-click the mouse, and
choose Command Button
Object ® Edit.
6. Enter a name for the
pushbutton. In our
example, since we plan to
use this pushbutton to
launch the Sales Analysis
report, we call it Sales
Analysis.
7. Drag it to the lower left
corner of the spreadsheet
(or other desired
location).
8. Repeat steps 2 through 7
to create the second
pushbutton (Gross Profit
Analysis).
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Chapter 2: Creating Workbooks
Step 5: Adding Visual Basic Functionality to Workbook
Reporting Made Easy 2u201318
9. Choose Sheet1 of the
workbook, right-click the
mouse, and choose
Rename.
10. Rename Sheet1. In this
example, it has been
named Sales Analysis.
11. Repeat steps 9 through 10
to rename the second
worksheet (Gross Profit
Analysis).
12. To delete the extra
worksheet, Sheet3, choose
Sheet 3, right-click the
mouse, and select Delete.
13. To define an action for the
pushbutton, double-click
the Sales Analysis
pushbutton (or choose the
Sales Analysis pushbutton,
right-click the mouse, and
choose View Code).
9
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Chapter 2: Creating Workbooks
Step 5: Adding Visual Basic Functionality to Workbook
BW 1.2B Report Development Tools
2u201319
14. To link the Sales Analysis
pushbutton to the Sales
Analysis worksheet and
specify that the Sales
Analysis worksheet is to
be activated when the
pushbutton is clicked,
insert
Worksheets(u201CSales
Analysisu201D). Activate
15. Choose View Microsoft
Excel to return to the BEx
Analyzer.
16. Repeat steps 12 through
14 to define the action for
the second pushbutton
(Gross Profit Analysis) to
the second worksheet
(Gross Profit Analysis).
17. Position the cursor and
create a report title (for
example, Sales
Analysis Report).
18. To change the font
properties (font color
etc.), choose the Sales
Analysis pushbutton,
right-click the mouse and
choose Properties.
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Chapter 2: Creating Workbooks
Step 5: Adding Visual Basic Functionality to Workbook
Reporting Made Easy 2u201320
19. From the Alphabetic tab,
choose BackColor, then
click the selection button
and choose ToolTip.
20. To change the font color,
go to ForeColor, click the
selection button, and
choose the Highlight
option.
21. Choose Close to exit
the Properties screen.
22. Repeat steps 18 through
21 to set the font color in
Properties for the second
pushbutton (Gross Profit
Analysis).
23. To test the action of the
Sales Analysis and Gross
Profit Analysis
pushbuttons, choose
Exit Design Mode from the
Control Toolbox.
Optional: You may want to
hide the sheet tabs at the
bottom of the screen.
24. To hide the sheet tabs,
choose Tools ® Options
from the Excel menu bar.
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Chapter 2: Creating Workbooks
Step 5: Adding Visual Basic Functionality to Workbook
BW 1.2B Report Development Tools
2u201321
25. Choose the View tab.
26. Deselect Sheet tabs.
27. Choose OK.
The pushbuttons in the
workbook template for
Bungee Software are now
operational.
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1. To create a textbox,
choose in the Control
Toolbox.
2. Position the cursor in a
cell. Then, click the
mouse, hold it, and drag
it to create the area of the
textbox.
3. Choose the textbox, rightclick
the mouse and
choose Properties.
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Chapter 2: Creating Workbooks
Step 5: Adding Visual Basic Functionality to Workbook
Reporting Made Easy 2u201322
4. Choose the Alphabetic tab.
5. Choose MultiLine and
change the option to True.
6. Choose ScrollBars and
change the option to 3 u2013
fmScrollBarsBoth.
7. Close the Properties
screen.
8. To add (or edit) text,
choose the textbox, rightclick
the mouse, and
choose TextBox Object ®
Edit.
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Chapter 2: Creating Workbooks
Step 6: Saving the Workbook to the InfoCatalog
BW 1.2B Report Development Tools
2u201323
9. In the textbox, enter the
explanatory text to
support report data.
10. Choose Exit Design
Mode in the Control
Toolbox to end design
changes.
11. Close the Control Toolbox.
12. From the BEx Toolbar,
choose Save.
13. Enter a new workbook
name and save it to the
InfoCatalog.
The Sales workbook for Bungee Software is now ready for use. We have added the functions
needed to build a sample workbook (based on the business scenario on page 2u20132).
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1. To save the workbook to
the InfoCatalog, choose
Save to InfoCatalog.
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Chapter 2: Creating Workbooks
Step 6: Saving the Workbook to the InfoCatalog
Reporting Made Easy 2u201324
2. You can either save your
workbook as a new
workbook or overwrite an
existing workbook. For
this example, choose Add
as new workbook.
3. Enter a title for the new
workbook, for example
Bungee Sales
Workbook.
4. Choose OK.
5. To give other users access
to this workbook, choose
in (public) enterprise catalog
from the Access in
InfoCatalog tab.
6. Choose OK.
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Chapter 2: Creating Workbooks
Review
BW 1.2B Report Development Tools
2u201325
5HYLHZ
<  Creating a workbook in BW is a five-step process:
Œ  Step 1: Create a workbook template (optional).
Œ  Step 2: Insert desired query (or queries) into a workbook.
Œ  Step 3: Enhance workbook layout and functionality using Visual Basic commands
(optional).
Œ  Step 4: Create a new query (or modify an existing query).
Œ  Step 5: Enable access to the workbook through the BEx Browser.
<  The sample workbook covered in this guidebook is based on the SAP-delivered SD
DemoCube Workbook.
<  A workbook can contain more than one query.
<  The Business Explorer toolbar integrates BW reporting functionality in the Microsoft
Excel environment.
<  To create a workbook, follow these steps:
Œ  Step 1: Start BEx Analyzer.
Œ  Step 2: Create a workbook template (optional).
Œ  Step 3: Save the workbook template to the InfoCatalog.
Œ  Step 4: Insert a query (or queries) into a new workbook.
Œ  Step 5: Add Visual Basic functions (optional).
Œ  Step 6: Save the new workbook to the InfoCatalog.
<  When designing the workbook template, you can easily:
Œ  Format the background
Œ  Hide Excel toolbars
Œ  Insert company logo
<  You can use Visual Basic commands to add pushbuttons, textboxes, and other functions
to enhance your workbook.
Chapter 2: Creating Workbooks
Review
Reporting Made Easy 2u201326