MicroStrategy Office User Guide

MicroStrategy Office User Guide Version: 9.2.1 Document Number: 09290921

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CONTENTS Document description... xiii About this book...xv Additional formats...xvi How to find business scenarios and examples...xvi What s new in this guide...xvi Prerequisites... xvii Who should use this guide... xviii Resources...xix Documentation...xix Education... xxvii Consulting...xxviii International support...xxviii Technical Support...xxviii Feedback...xxxiii 1. Getting Started with MicroStrategy Office Introduction... 1 What is MicroStrategy Office?... 2 Examples of tasks performed with MicroStrategy Office... 4 How MicroStrategy Office provides access to business data... 5 Before you use MicroStrategy Office... 6 Confirming that MicroStrategy Office is installed... 7 Installing MicroStrategy Office... 8 Accessing MicroStrategy Office from a Microsoft Office product... 11 Logging in to a project in MicroStrategy Office... 13 Logging in to multiple projects... 17 2011 MicroStrategy, Inc. v

Contents MicroStrategy Office User Guide Switching between projects... 18 Disconnecting from projects... 18 Changing your login password... 19 Exploring MicroStrategy Office... 20 Modifying the layout of MicroStrategy Office... 22 Searching for MicroStrategy objects... 22 Determining how reports are run... 23 Running reports in workbooks, presentations, and Word documents... 24 Publishing Intelligent Cubes using MicroStrategy Office... 28 Deleting reports from workbooks, presentations, and Word documents... 30 Refreshing reports to retrieve the latest data... 31 Refreshing all reports and documents... 32 Refreshing specific reports and documents... 33 Determining the order in which reports are refreshed... 33 Using the History List... 34 2. Determining How Reports And Documents Are Displayed Introduction... 37 Determining the placement and maximum size of reports and documents... 38 Specifying a display type in which to view reports and documents... 39 Setting a default report display type... 40 Examples of report display types... 41 Displaying multi-layout Report Services Documents... 48 Adding reports as static pictures or embedded Excel workbooks... 49 Applying formatting defaults to reports before they are run... 50 Controlling when and which sections of reports and documents are displayed... 50 Determining what report data appears on its own page... 52 Clearing a report or report data... 57 Working with prompted reports and documents... 58 Reusing and sharing prompt answers... 60 Answering prompted reports and documents... 63 Choosing a style of prompt... 64 Allowing users to rename History List messages using a prompt... 65 vi 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Contents Displaying last update, filter, and other report details... 67 Including report details for page-by report data... 69 Displaying additional grid and column details... 70 Maintaining notes in MicroStrategy Office reports and documents... 73 3. Using MicroStrategy Office in Excel Building and analyzing workbooks that contain business data Introduction... 75 Building report-filled Excel workbooks... 76 Adding reports and documents to a workbook... 77 Creating and editing reports and documents in a workbook... 84 Moving, resizing, and formatting reports in a workbook... 85 Example: Building a dashboard-style Excel workbook... 87 Saving and securing a report-filled workbook... 91 Analyzing and working with Excel workbooks that contain business data... 92 Refreshing and reformatting data in a workbook... 93 Example: Creating reports and slicing-and-dicing using Excel PivotTables and PivotCharts... 94 Example: Ranking and reducing result sets using Excel s auto-filtering functionality... 100 Example: Adding new metrics and calculations to report data... 104 4. Using MicroStrategy Office in PowerPoint Creating and working with presentations that contain business data Introduction... 105 Creating report-filled PowerPoint presentations... 107 Adding reports and documents to a presentation... 108 Determining the placement and scale of reports... 114 Example: Creating a personalized, auto-generated presentation... 119 Creating static presentations for non-microstrategy Office users... 124 Saving and securing a report-filled presentation... 124 Using PowerPoint presentations that contain business data... 124 Refreshing and reformatting data in a presentation... 125 Working with PowerPoint presentations that contain Microsoft Smart Tags... 127 2011 MicroStrategy, Inc. vii

Contents MicroStrategy Office User Guide 5. Using MicroStrategy Office in Word Designing and working with rich Word documents that contain business data Introduction... 129 Creating report-filled Word documents... 132 Adding reports and documents to a Word document... 132 Moving, resizing, and formatting reports in a Word document... 137 Example: Creating a report-filled Word document... 140 Saving and securing a report-filled document... 144 Working with Word documents that contain business data... 144 Refreshing and reformatting data in a Word document... 145 6. Formatting, Editing, and Creating Reports and Objects Introduction... 147 Formatting reports... 148 Specifying formatting defaults for reports before they are run... 149 Formatting specific reports after they are run... 157 Resizing reports... 162 Resizing reports and documents in Excel... 163 Resizing reports and HTML documents in PowerPoint and Word... 163 Resizing grid reports with long column or row names... 163 Resizing chart fonts automatically... 166 Moving reports... 167 Moving reports in Excel... 167 Moving reports in PowerPoint and Word... 169 Creating and editing reports and documents... 169 Creating and editing reports using MicroStrategy Office... 170 Creating and editing documents using MicroStrategy Office... 172 Creating and editing prompts... 174 Understanding prompt types... 175 Creating a hierarchy qualification prompt... 178 Creating an attribute qualification prompt... 181 Creating an attribute element list prompt... 186 Creating a metric qualification prompt... 190 Creating an object prompt... 193 Creating a value prompt... 196 Editing prompts... 200 Creating and editing filters... 201 Understanding filter types... 201 viii 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Contents Filtering data based on attribute forms: Attribute form qualifications... 204 Filtering data on attribute elements: Attribute element list qualifications... 205 Filtering data by comparing attributes: Attribute-toattribute qualifications... 206 Filtering data by comparing metrics: Metric-to-metric qualifications... 208 Filtering data based on report results: Shortcut-to-areport qualifications... 209 Filtering data based on an existing filter: Shortcut-to-afilter qualifications... 210 Editing existing filters... 212 7. Securing and Distributing Data Data security, Smart Tags, and adding reports to Outlook Introduction... 215 Securely distributing business data... 216 Excluding MicroStrategy Office login information when saving Microsoft files... 216 Clearing report and document data to control user access... 217 Determining if and how all report data is refreshed... 219 Controlling if report data can be modified... 224 Sending Office Documents that include Flash-enabled documents... 227 Distributing report data using Microsoft Outlook... 231 Using Microsoft Smart Tags as links to projects and reports... 233 Using Smart Tags as report placeholders... 234 Using Smart Tags as project name placeholders... 238 Viewing a list of enabled Smart Tags... 242 Removing Smart Tags... 243 Refreshing reports exported from MicroStrategy Web... 245 Delivering refreshable reports via Web and Narrowcast Server... 246 Packaging MicroStrategy Flash dashboards... 247 8. Installing and Administering MicroStrategy Office Introduction... 249 Installing MicroStrategy Office... 250 Installing MicroStrategy Office with the rest of the MicroStrategy platform... 250 Allowing users to install MicroStrategy Office from a 2011 MicroStrategy, Inc. ix

Contents MicroStrategy Office User Guide common location... 250 Installing and configuring MicroStrategy Web Services... 251 Installation locations for MicroStrategy Web Services... 251 Verifying your Web Services installation in ASP.net... 252 Verifying your Web Services installation in J2EE... 253 Adding or editing project sources for MicroStrategy Web Services... 254 Establishing connectivity to MicroStrategy applications... 255 Connecting MicroStrategy Office to MicroStrategy Web Services... 255 Connecting MicroStrategy Office and MicroStrategy Web... 257 Using the project source name to connect to an Intelligence Server... 258 User authentication and security overview... 258 Security workflows... 259 Controlling user access to functionality: Privileges... 262 Determining how users log in to MicroStrategy Office... 263 Enabling authentication modes in MicroStrategy Office... 265 Allowing users to log in without a password... 268 Allowing Windows NT users to automatically connect to projects... 269 Allowing users to log in to MicroStrategy Office with Tivoli or SiteMinder credentials... 270 Displaying all projects in a project source before login... 271 Using MicroStrategy Office in a multilingual environment... 272 A. Customizing MicroStrategy Office Introduction... 273 Customizing MicroStrategy Office toolbar and menu options... 273 Customizing MicroStrategy Office icons, text, and documentation... 274 Storing customizations... 275 Customizing images in MicroStrategy Office... 276 Customizing text strings in MicroStrategy Office... 277 Customizing documentation in MicroStrategy Office... 279 B. Server-based Configuration Introduction... 281 Using server-based configuration in MicroStrategy Office... 282 Exporting existing settings... 282 Modifying the configuration file... 283 x 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Contents Importing the configuration file... 286 C. Security and Scalability for MicroStrategy Web Services Introduction... 289 Setting up SSL for encryption... 289 Generating an SSL Certificate Request... 290 Submitting a Certificate Request... 292 Installing the SSL certificate on the Web Server... 293 Configuring the MWS application to require SSL access... 294 Testing SSL access to Web Services... 295 Configuring MicroStrategy Office to use an HTTPS URL... 295 Adding your Enterprise CA as a trusted certificate authority... 296 Setting up Web Services on a web farm... 297 Installing and configuring MicroStrategy Web Services... 297 Configuring the cluster and servers for network load balancing... 298 D. Troubleshooting MicroStrategy Office Introduction... 301 Enabling logging and running diagnostics... 301 MicroStrategy Office issues... 302 MicroStrategy Office toolbar is not appearing in Microsoft Excel, PowerPoint, or Word... 303 Smart Tags are not displayed or are working incorrectly... 305 Dashboard documents are not displayed in Microsoft Excel, PowerPoint, or Word... 305 Glossary... 307 Index... 313 2011 MicroStrategy, Inc. xi

Contents MicroStrategy Office User Guide xii 2011 MicroStrategy, Inc.

PREFACE Document description The MicroStrategy Office User Guide provides information on how to use MicroStrategy Office to add, organize, format, and perform other tasks with MicroStrategy reports and documents in Microsoft Excel workbooks, PowerPoint presentations, Word documents, and Outlook emails. This guide is intended for several different types of users, including business users who will use MicroStrategy Office to design Excel workbooks, PowerPoint presentations, and so on that include MicroStrategy reports and documents. It also addresses business users who intend to use Microsoft Excel, PowerPoint, Word, or Outlook to analyze, work with, present, or distribute the data within those reports and documents, even if they do not have MicroStrategy Office installed. The MicroStrategy Office User Guide walks you through examples of the kinds of business tasks you can perform using MicroStrategy Office with Microsoft Excel, PowerPoint, Word, and Outlook. Specifically, this guide includes the following: Chapter 1, Getting Started with MicroStrategy Office, provides an overview of MicroStrategy Office and examples of tasks you can perform with it. This chapter also discusses how MicroStrategy Office works with Microsoft products and the rest of the MicroStrategy platform. In addition, it outlines the essential and highest-level tasks you perform with MicroStrategy Office, regardless of the Microsoft product with which you use it. This chapter is directed at first-time MicroStrategy Office users, as well as users who need a refresher on how to access MicroStrategy reports, add them to their Microsoft products, and refresh data. 2011 MicroStrategy, Inc. xiii

Preface MicroStrategy Office User Guide Chapter 2, Determining How Reports And Documents Are Displayed, builds on a portion of the content in the previous chapter by discussing the ways in which you can add reports and documents to Excel workbooks, PowerPoint presentations, and Word documents. It also explains how to run prompted reports and reports with page-by elements, and create ad-hoc reports. Chapter 3, Using MicroStrategy Office in Excel, discusses how to add MicroStrategy reports and documents to Excel workbooks and provides examples of how to create report-filled dashboards and scorecards. It also provides examples of how to analyze and work with report data in Excel and retrieve the latest data from the data warehouse or other data sources. Chapter 4, Using MicroStrategy Office in PowerPoint, discusses how to add MicroStrategy reports and documents to PowerPoint presentations and provides an example of how to create a prompted presentation that addresses multiple audiences. It also highlights different ways in which you can work with report-filled PowerPoint presentations and retrieve the latest data from the warehouse or other data sources. Chapter 5, Using MicroStrategy Office in Word, discusses how to add MicroStrategy reports and documents to Word documents and provides an example of how to create a rich, report-filled Word document. It also highlights different ways in which you can work with the Word documents and retrieve the latest data from the warehouse or other data sources. Chapter 6, Formatting, Editing, and Creating Reports and Objects, discusses different ways you can format, resize, and position reports within your Excel workbooks, PowerPoint presentations, and Word documents. Chapter 7, Securing and Distributing Data, provides information about how security is applied to the business data in your Excel workbooks, PowerPoint presentations, Word documents, and Outlook emails. It also discusses how to modify how those files are opened, refreshed, and formatted by other users and provides information on how to distribute reports using Microsoft Outlook, use MicroStrategy Office with MicroStrategy Web, and more. Chapter 8, Installing and Administering MicroStrategy Office, discusses administrative tasks such as configuring connectivity, user permissions, authentication options, and use in a multilingual environment. Appendix A, Customizing MicroStrategy Office, explains how you can modify the MicroStrategy Office toolbar options and menu. It also provides information on where you can learn how to use the xiv 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Preface MicroStrategy Office API to create custom workbooks, presentations, and other business applications. Appendix B, Server-based Configuration, discusses how server-based configuration allows an administrator to control MicroStrategy Office settings on multiple users machines. It also shows you how to create a central configuration file, how to modify the settings within the file, and how to deploy it to MicroStrategy Web Services to distribute it to all MicroStrategy Office users. Appendix C, Security and Scalability for MicroStrategy Web Services, discusses various security models that can be applied to MicroStrategy Web Services. It discusses how to configure SSL for encryption, and how to run MicroStrategy Web Services on a web farm. Appendix D, Troubleshooting MicroStrategy Office, discusses how to run diagnostics to troubleshoot MicroStrategy Office issues, and lists several MicroStrategy Technical Notes with information about MicroStrategy Office issues. Steps for all functionality in MicroStrategy Office is available in the MicroStrategy Office online help. Technical terms that need more clarification are defined in the glossary section of this guide. Information about the MicroStrategy Office API is available in the MicroStrategy Developer Library (MSDL), which is sold as part of the MicroStrategy SDK. About this book This book is divided into chapters that begin with a brief overview of the chapter s content. The following sections provide the location of additional examples, list prerequisites for using this book, and describe the user roles the information in this book was designed for. Dates in the MicroStrategy Tutorial project are updated to reflect the current year. The sample documents and images in this guide, as well as the procedures, were created with dates that may no longer be available in the Tutorial project. Replace them with the first year of data in your Tutorial project. 2011 MicroStrategy, Inc. About this book xv

Preface MicroStrategy Office User Guide Additional formats This book is also available as an electronic publication in the Apple ibookstore, and can be read on an iphone or ipad with the ibooks app installed. To download this book, search for the book s title in the ibookstore search bar, or scan the QR code below using your device's camera. How to find business scenarios and examples Within this guide, many of the concepts discussed are accompanied by business scenarios or other descriptive examples. Many of the examples use the MicroStrategy Tutorial, which is MicroStrategy s sample warehouse, metadata, and project. An introduction to the MicroStrategy Tutorial can be found in the MicroStrategy Basic Reporting Guide. Other examples in this book use the Analytics Modules, which include a set of precreated sample reports, each from a different business area. Sample reports present data for analysis in such business areas as financial reporting, human resources, and customer analysis. What s new in this guide MicroStrategy 9.2.1 Any updates to this guide were minor and not directly related to MicroStrategy 9.2.1. For a list of new features in MicroStrategy 9.2.1, see the MicroStrategy Readme for that release. MicroStrategy 9.2.0 Create and edit prompts using the MicroStrategy Office prompt editor (see Creating and editing prompts, page 174). xvi About this book 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Preface Create and edit filters using the MicroStrategy Office filter editor (see Creating and editing filters, page 201). MicroStrategy Office now automatically creates Microsoft Excel Named Ranges when reports are executed and refreshed. These Named Ranges can be used in a variety of Excel-based manipulations (see Analyzing and working with Excel workbooks that contain business data, page 92). You can configure MicroStrategy Office to display all projects in a project source before a user logs in to MicroStrategy Office. This login workflow is similar to the login workflow used in MicroStrategy Web (see Determining how users log in to MicroStrategy Office, page 263). Non-Flash mode documents can be displayed using Open Office XML (see Adding non-flash Report Services documents to an Excel workbook, page 80, Adding a non-flash view of Report Services documents to a PowerPoint presentation, page 112, and Adding a non-flash view of Report Services documents to a Word document, page 136). Import server configurations that have been previously exported (see Importing the configuration file, page 286). Administer and set up security and scalability for MicroStrategy Web Services to support MicroStrategy Office (see Installing and configuring MicroStrategy Web Services, page 251, and Appendix C, Security and Scalability for MicroStrategy Web Services). Note that the MicroStrategy Web Services Administration Guide has been deprecated. It is recommended that you use the above sections while administering MicroStrategy Web Services. Prerequisites Before working with this guide, you should: Know how to use Microsoft Excel, PowerPoint, Word, and Outlook, depending on the Microsoft product with which you are using MicroStrategy Office. Know how to use Microsoft Excel PivotTables and PivotCharts to resize, format, and analyze data, if you intend to use these Excel features. The prerequisites listed below apply only to users who have access to MicroStrategy Office and intend to use it to add MicroStrategy reports to workbooks, presentations, Word documents, or Outlook emails. You should: 2011 MicroStrategy, Inc. About this book xvii

Preface MicroStrategy Office User Guide Have MicroStrategy Office and MicroStrategy Web Services installed and configured. See Chapter 1, Getting Started with MicroStrategy Office for more information. MicroStrategy Web Services is typically installed on a separate machine from MicroStrategy Office. For more information, contact your Web administrator. Have access to at least one MicroStrategy project. Be familiar with your MicroStrategy project folder structure and the location of reports and documents. Understand what MicroStrategy prompts are and how to answer them. See the MicroStrategy Basic Reporting Guide for an introduction to prompts. Understand basic MicroStrategy terminology such as Intelligence Servers, project sources, Report Services documents, and so on. See the MicroStrategy Basic Reporting Guide for an introduction to the MicroStrategy environment. Who should use this guide This document is designed for all users who require an understanding of how to use MicroStrategy Office with Microsoft Excel, PowerPoint, Word, and Outlook. It also addresses users who intend to work with MicroStrategy report data from their Microsoft products, but who may not have access to MicroStrategy Office. Specifically, the following users should read this guide: Business users who intend to create, analyze, present, refresh, or distribute Excel workbooks, PowerPoint presentations, Word documents, and Outlook emails that contain MicroStrategy reports or documents. This guide assumes these users have MicroStrategy Office installed and configured on their machines and can therefore access MicroStrategy projects and run reports and documents from their Microsoft products. xviii About this book 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Preface Business users who intend to analyze, format, and present Excel workbooks, PowerPoint presentations, Word documents, and Outlook emails that contain MicroStrategy reports or documents. This guide assumes that these users have access to Microsoft Office products such as Excel, but do not necessarily have access to other MicroStrategy Office products and therefore may not be able to add MicroStrategy reports to workbooks, presentations, Word documents, or Outlook emails. Resources Documentation MicroStrategy provides both manuals and online help; these two information sources provide different types of information, as described below: Manuals: In general, MicroStrategy manuals provide: Introductory information and concepts Examples and images Checklists and high-level procedures to get started The steps to access the manuals are described in Accessing manuals and other documentation sources, page xxv. Most of these manuals are also available printed in a bound, soft cover format. To purchase printed manuals, contact your MicroStrategy account executive or email documentationfeedback@microstrategy.com. Help: In general, MicroStrategy help provides: Due Detailed steps to perform procedures Descriptions of each option on every software screen to translation time, manuals in languages other than English may contain information that is one or more releases behind. You can see the version number on the title page of each manual. For the most up-to-date translations, refer to the MicroStrategy Knowledge Base. 2011 MicroStrategy, Inc. Resources xix

Preface MicroStrategy Office User Guide MicroStrategy overview and evaluation Introduction to MicroStrategy: Evaluation Guide Instructions for installing, configuring, and using the MicroStrategy Evaluation Edition of the software. This guide also includes a detailed, step-by-step evaluation process of MicroStrategy features, where you perform reporting with the MicroStrategy Tutorial project and its sample business data. MicroStrategy Evaluation Edition Quick Start Guide Overview of the installation and evaluation process, and additional resources. Evaluate MicroStrategy for Linux Guide: In a Windows or Linux Environment with the MicroStrategy Evaluation Edition Virtual Appliance Evaluate MicroStrategy for Linux, in a Microsoft Windows or Linux environment, with the MicroStrategy Evaluation Edition Virtual Appliance. This guide provides all details to download, activate, and evaluate MicroStrategy software running in a Linux environment. MicroStrategy Reporting Suite: Quick Start Guide Evaluate MicroStrategy as a departmental solution. Provides detailed information to download, install, configure, and use the MicroStrategy Reporting Suite. MicroStrategy Mobile Suite: Quick Start Guide Evaluate MicroStrategy Mobile as a departmental solution. Provides detailed information to download, install, configure, and use the MicroStrategy Mobile Suite. Manuals for query, reporting, and analysis MicroStrategy Installation and Configuration Guide Information to install and configure MicroStrategy products on Windows, UNIX, Linux, and HP platforms, as well as basic maintenance guidelines. MicroStrategy Upgrade Guide Instructions to upgrade existing MicroStrategy products. xx Resources 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Preface MicroStrategy Project Design Guide Information to create and modify MicroStrategy projects, and understand facts, attributes, hierarchies, transformations, advanced schemas, and project optimization. MicroStrategy Basic Reporting Guide Instructions to get started with MicroStrategy Desktop and MicroStrategy Web, and how to analyze data in a report. Includes the basics for creating reports, metrics, filters, and prompts. MicroStrategy Advanced Reporting Guide: Enhancing Your Business Intelligence Application Instructions for advanced topics in the MicroStrategy system, building on information in the Basic Reporting Guide. Topics include reports, Freeform SQL reports, Query Builder reports, filters, metrics, Data Mining Services, custom groups, consolidations, and prompts. MicroStrategy Report Services Document Analysis Guide: Analyzing Data with Report Services Documents Instructions for a business analyst to execute and analyze a document in MicroStrategy Desktop and MicroStrategy Web, building on basic concepts about projects and reports presented in the MicroStrategy Basic Reporting Guide. MicroStrategy Report Services Document Creation Guide: Creating Boardroom Quality Documents Instructions to design and create Report Services documents, building on information in the MicroStrategy Report Services Document Analysis Guide. MicroStrategy OLAP Services Guide Information on MicroStrategy OLAP Services, which is an extension of MicroStrategy Intelligence Server. OLAP Services features include Intelligent Cubes, derived metrics, derived elements, dynamic aggregation, view filters, and dynamic sourcing. MicroStrategy Office User Guide Instructions for using MicroStrategy Office to work with MicroStrategy reports and documents in Microsoft Excel, PowerPoint, Word, and Outlook, to analyze, format, and distribute business data. 2011 MicroStrategy, Inc. Resources xxi

Preface MicroStrategy Office User Guide MicroStrategy Mobile Analysis Guide: Analyzing Data with MicroStrategy Mobile Information and instructions for using MicroStrategy Mobile to view and analyze data, and perform other business tasks with MicroStrategy reports and documents on a mobile device. MicroStrategy Mobile Design and Administration Guide: A Platform for Mobile Intelligence Information and instructions to install and configure MicroStrategy Mobile, as well as instructions for a designer working in MicroStrategy Desktop or MicroStrategy Web to create effective reports and documents for use with MicroStrategy Mobile. MicroStrategy System Administration Guide: Tuning, Monitoring, and Troubleshooting your MicroStrategy Business Intelligence System Concepts and high-level steps to implement, deploy, maintain, tune, and troubleshoot a MicroStrategy business intelligence system. MicroStrategy Supplemental Reference for System Administration: VLDB Properties, Internationalization, User Privileges, and other Supplemental Information for Administrators Information and instructions for MicroStrategy administrative tasks such as configuring VLDB properties and defining data and metadata internationalization, and reference material for other administrative tasks. MicroStrategy Functions Reference Function syntax and formula components; instructions to use functions in metrics, filters, attribute forms; examples of functions in business scenarios. MicroStrategy MDX Cube Reporting Guide Information to integrate MicroStrategy with MDX cube sources. You can integrate data from MDX cube sources into your MicroStrategy projects and applications. Manuals for Analytics Modules Analytics Modules Installation and Porting Guide Customer Analysis Module Reference Sales Force Analysis Module Reference xxii Resources 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Preface Financial Reporting Analysis Module Reference Sales and Distribution Analysis Module Reference Human Resources Analysis Module Reference Manuals for Narrowcast Services products MicroStrategy Narrowcast Server Getting Started Guide Instructions to work with the tutorial to learn Narrowcast Server interfaces and features. MicroStrategy Narrowcast Server Installation and Configuration Guide Information to install and configure Narrowcast Server. MicroStrategy Narrowcast Server Application Designer Guide Fundamentals of designing Narrowcast Server applications. MicroStrategy Narrowcast Server System Administrator Guide Concepts and high-level steps to implement, maintain, tune, and troubleshoot Narrowcast Server. MicroStrategy Narrowcast Server Upgrade Guide Instructions to upgrade an existing Narrowcast Server. Software Development Kits MicroStrategy Developer Library (MSDL) Information to understand the MicroStrategy SDK, including details about architecture, object models, customization scenarios, code samples, and so on. MicroStrategy Web SDK The Web SDK is available in the MicroStrategy Developer Library, which is sold as part of the MicroStrategy SDK. Narrowcast Server SDK Guide Instructions to customize Narrowcast Server functionality, integrate Narrowcast Server with other systems, and embed Narrowcast Server functionality within other applications. Documents the Narrowcast 2011 MicroStrategy, Inc. Resources xxiii

Preface MicroStrategy Office User Guide Server Delivery Engine and Subscription Portal APIs, and the Narrowcast Server SPI. Documentation for MicroStrategy Portlets Enterprise Portal Integration Help Information to help you implement and deploy MicroStrategy BI within your enterprise portal, including instructions for installing and configuring out-of-the-box MicroStrategy Portlets for several major enterprise portal servers. This resource can be accessed using the MicroStrategy Product Manuals page, as described in Accessing manuals and other documentation sources, page xxv. Documentation for MicroStrategy GIS Connectors GIS Integration Help Information to help you integrate MicroStrategy with Geospatial Information Systems (GIS), including specific examples for integrating with ESRI mapping services. This resource can be accessed using the MicroStrategy Product Manuals page, as described in Accessing manuals and other documentation sources, page xxv. Help Each MicroStrategy product includes an integrated help system to complement the various interfaces of the product as well as the tasks that can be accomplished using the product. Some of the MicroStrategy help systems require a web browser to be viewed. For supported web browsers, see the MicroStrategy Readme. MicroStrategy provides several ways to access help: Help button: Use the Help button or? (question mark) icon on most software windows to see help for that window. xxiv Resources 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Preface Help menu: From the Help menu or link at the top of any screen, select MicroStrategy Help to see the table of contents, the Search field, and the index for the help system. F1 key: Press F1 to see context-sensitive help that describes each option in the software window you are currently viewing. For MicroStrategy Web, MicroStrategy Web Administrator, and MicroStrategy Mobile Server, pressing the F1 key opens the context-sensitive help for the web browser you are using to access these MicroStrategy interfaces. Use the Help menu or? (question mark) icon to access help for these MicroStrategy interfaces. Accessing manuals and other documentation sources The manuals are available from your MicroStrategy disk or the machine where MicroStrategy was installed. Adobe Acrobat Reader is required to view these manuals. If you do not have Acrobat Reader installed on your computer, you can download it from http://get.adobe.com/reader/. The best place for all users to begin is with the MicroStrategy Basic Reporting Guide. To access the installed manuals and other documentation sources, see the following procedures: To access installed manuals and other documentation sources on Windows, page xxv To access installed manuals and other documentation sources on UNIX and Linux, page xxvi To access installed manuals and other documentation sources on Windows 1 From the Windows Start menu, choose Programs (or All Programs), MicroStrategy, then Product Manuals. A page opens in your browser showing a list of available manuals in PDF format and other documentation sources. 2 Click the link for the desired manual or other documentation source. 2011 MicroStrategy, Inc. Resources xxv

Preface MicroStrategy Office User Guide 3 If you click the link for the Narrowcast Services SDK Guide, a File Download dialog box opens. This documentation resource must be downloaded. Select Open this file from its current location, and click OK. If bookmarks are not visible on the left side of an Acrobat (PDF) manual, from the View menu click Bookmarks and Page. This step varies slightly depending on your version of Adobe Acrobat Reader. To access installed manuals and other documentation sources on UNIX and Linux 1 Within your UNIX or Linux machine, navigate to the directory where you installed MicroStrategy. The default location is /opt/microstrategy, or $HOME/MicroStrategy/install if you do not have write access to /opt/microstrategy. 2 From the MicroStrategy installation directory, open the Documentation folder. 3 Open the Product_Manuals.htm file in a web browser. A page opens in your browser showing a list of available manuals in PDF format and other documentation sources. 4 Click the link for the desired manual or other documentation source. 5 If you click the link for the Narrowcast Services SDK Guide, a File Download dialog box opens. This documentation resource must be downloaded. Select Open this file from its current location, and click OK. If bookmarks are not visible on the left side of an Acrobat (PDF) manual, from the View menu click Bookmarks and Page. This step varies slightly depending on your version of Adobe Acrobat Reader. xxvi Resources 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Preface Documentation standards MicroStrategy online help and PDF manuals (available both online and in printed format) use standards to help you identify certain types of content. The following table lists these standards. These standards may differ depending on the language of this manual; some languages have rules that supersede the table below. Type bold italic Courier font Indicates Button names, check boxes, options, lists, and menus that are the focus of actions or part of a list of such GUI elements and their definitions Text to be entered by the user Example: Click Select Warehouse. Example: Type cmdmgr -f scriptfile.scp and press Enter. New terms defined within the text and in the glossary Names of other product manuals When part of a command syntax, indicates variable information to be replaced by the user Example: The aggregation level is the level of calculation for the metric. Example: Type copy c:\filename d:\foldername\filename Calculations Code samples Registry keys Path and file names URLs Messages displayed in the screen Example: Sum(revenue)/number of months. + A keyboard command that calls for the use of more than one key (for example, SHIFT+F1) A note icon indicates helpful information for specific situations. A warning icon alerts you to important information such as potential security risks; these should be read before continuing. Education MicroStrategy Education Services provides a comprehensive curriculum and highly skilled education consultants. Many customers and partners from over 800 different organizations have benefited from MicroStrategy instruction. For a detailed description of education offerings and course curriculums, visit http://www.microstrategy.com/education. 2011 MicroStrategy, Inc. Resources xxvii

Preface MicroStrategy Office User Guide Consulting MicroStrategy Consulting Services provides proven methods for delivering leading-edge technology solutions. Offerings include complex security architecture designs, performance and tuning, project and testing strategies and recommendations, strategic planning, and more. For a detailed description of consulting offerings, visit http://www.microstrategy.com/consulting. International support MicroStrategy supports several locales. Support for a locale typically includes native database and operating system support, support for date formats, numeric formats, currency symbols, and availability of translated interfaces and certain documentation. MicroStrategy is certified in homogeneous configurations (where all the components lie in the same locale) in the following languages English (US), French, German, Italian, Japanese, Korean, Portuguese (Brazilian), Spanish, Chinese (Simplified), Chinese (Traditional), Danish, and Swedish. A translated user interface is available in each of the above languages. For information on specific languages supported by individual MicroStrategy system components, see the MicroStrategy readme. MicroStrategy also provides limited support for heterogeneous configurations (where some of the components may lie in different locales). Please contact MicroStrategy Technical Support for more details. A translated user interface is available in each of the above languages. Technical Support If you have questions about a specific MicroStrategy product, you should: 1 Consult the product guides, Help, and readme files. Locations to access each are described above. 2 Consult the MicroStrategy Knowledge Base online at https://resource.microstrategy.com/support. A technical administrator in your organization may be able to help you resolve your issues immediately. xxviii Resources 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Preface 3 If the resources listed in the steps above do not provide a solution, contact MicroStrategy Technical Support directly. To ensure the most productive relationship with MicroStrategy Technical Support, review the Policies and Procedures document in your language, posted at http://www.microstrategy.com/support/policies. Refer to the terms of your purchase agreement to determine the type of support available to you. MicroStrategy Technical Support can be contacted by your company s Support Liaison. A Support Liaison is a person whom your company has designated as a point-of-contact with MicroStrategy s support personnel. All customer inquiries and case communications must come through these named individuals. Your company may designate two employees to serve as their Support Liaisons, and can request to change their Support Liaisons two times per year with prior written notice to MicroStrategy Technical Support. It is recommended that you designate Support Liaisons who have MicroStrategy Administrator privileges. This can eliminate security conflicts and improve case resolution time. When troubleshooting and researching issues, MicroStrategy Technical Support personnel may make recommendations that require administrative privileges within MicroStrategy, or that assume that the designated Support Liaison has a security level that permits them to fully manipulate the MicroStrategy projects and has access to potentially sensitive project data such as security filter definitions. Ensure issues are resolved quickly Before logging a case with MicroStrategy Technical Support, the Support Liaison may follow the steps below to ensure that issues are resolved quickly: 1 Verify that the issue is with MicroStrategy software and not a third party software. 2 Verify that the system is using a currently supported version of MicroStrategy software by checking the Product Support Expiration Schedule at http://www.microstrategy.com/support/expiration.asp. 3 Attempt to reproduce the issue and determine whether it occurs consistently. 4 Minimize the complexity of the system or project object definition to isolate the cause. 2011 MicroStrategy, Inc. Resources xxix

Preface MicroStrategy Office User Guide 5 Determine whether the issue occurs on a local machine or on multiple machines in the customer environment. 6 Discuss the issue with other users by posting a question about the issue on the MicroStrategy Customer Forum at https://resource.microstrategy.com/forum/. The following table shows where, when, and how to contact MicroStrategy Technical Support. If your Support Liaison is unable to reach MicroStrategy Technical Support by phone during the hours of operation, they can leave a voicemail message, send email or fax, or log a case using the Online Support Interface. The individual Technical Support Centers are closed on certain public holidays. North America EMEA: Europe The Middle East Africa Email: support@microstrategy.com Web: https://resource.microstrategy.com/support Fax: (703) 842 8709 Phone: (703) 848 8700 Hours: 9:00 A.M. 7:00 P.M. Eastern Time, Monday Friday except holidays Email: eurosupp@microstrategy.com Web: https://resource.microstrategy.com/support Fax: +44 (0) 208 711 2525 The European Technical Support Centre is closed on national public holidays in each country. Phone: Belgium: + 32 2792 0436 France: +33 17 099 4737 Germany: +49 22 16501 0609 Ireland: +353 1436 0916 Italy: +39 023626 9668 Poland: +48 22 321 8680 Scandinavia & Finland: +46 8505 20421 Spain: +34 91788 9852 The Netherlands: +31 20 794 8425 UK: +44 (0) 208 080 2182 International distributors: +44 (0) 208 080 2183 Hours: United Kingdom: 9:00 A.M. 6:00 P.M. GMT, Monday-Friday except holidays EMEA (except UK): 9:00 A.M. 6:00 P.M. CET, Monday-Friday except holidays xxx Resources 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Preface Asia Pacific Latin America Email: apsupport@microstrategy.com Web: https://resource.microstrategy.com/support Phone: Australia: +61 2 9333 6499 Korea: +82 2 560 6565 Fax: +82 2 560 6555 Japan: +81 3 3511 6720 Fax: +81 3 3511 6740 Singapore: +65 6303 8969 Fax: +65 6303 8999 Asia Pacific (except Australia, Japan, Korea, and Singapore): +86 571 8526 8067 Fax: +86 571 8848 0977 Hours: Japan and Korea: 9:00 A.M. 6:00 P.M. JST (Tokyo), Monday-Friday except holidays Asia Pacific (except Japan and Korea): 7 A.M.-6 P.M. (Singapore) Monday-Friday except holidays Email: latamsupport@microstrategy.com Web: https://resource.microstrategy.com/support Phone: LATAM (except Brazil and Argentina): +54 11 5222 9360 Fax: +54 11 5222 9355 Argentina: 0 800 444 MSTR Fax: +54 11 5222 9355 Brazil: +55 11 3054 1010 Fax: +55 11 3044 4088 Hours: Latin America (except Brazil): 9:00 A.M. 7:00 P.M. (Buenos Aires), Monday-Friday except holidays Brazil: 9 A.M. - 6 P.M. (São Paulo), Monday Friday except holidays Support Liaisons should contact the Technical Support Center from which they obtained their MicroStrategy software licenses or the Technical Support Center to which they have been designated. Required information when calling When contacting MicroStrategy Technical Support, please provide the following information: Personal information: Name (first and last) Company and customer site (if different from company) Contact information (phone and fax numbers, e-mail addresses) Case details: Configuration information, including MicroStrategy software product(s) and versions 2011 MicroStrategy, Inc. Resources xxxi

Preface MicroStrategy Office User Guide Full description of the case including symptoms, error messages(s), and steps taken to troubleshoot the case thus far Business/system impact If this is the Support Liaison s first call, they should also be prepared to provide the following: Street address Phone number Fax number Email address To help the Technical Support representative resolve the problem promptly and effectively, be prepared to provide the following additional information: Case number: Please keep a record of the number assigned to each case logged with MicroStrategy Technical Support, and be ready to provide it when inquiring about an existing case Software version and product registration numbers of the MicroStrategy software products you are using Case description: What causes the condition to occur? Does the condition occur sporadically or each time a certain action is performed? Does the condition occur on all machines or just on one? When did the condition first occur? What events took place immediately prior to the first occurrence of the condition (for example, a major database load, a database move, or a software upgrade)? If there was an error message, what was its exact wording? What steps have you taken to isolate and resolve the issue? What were the results? System configuration (the information needed depends on the nature of the problem; not all items listed below may be necessary): Computer hardware specifications (processor speed, RAM, disk space, and so on) xxxii Resources 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Preface Network protocol used ODBC driver manufacturer and version Database gateway software version (For MicroStrategy Web-related problems) browser manufacturer and version (For MicroStrategy Web-related problems) Web server manufacturer and version If the issue requires additional investigation or testing, the Support Liaison and the MicroStrategy Technical Support representative should agree on certain action items to be performed. The Support Liaison should perform any agreed-upon actions before contacting MicroStrategy Technical Support again regarding the issue. If the Technical Support representative is responsible for an action item, the Support Liaison may call MicroStrategy Technical Support at any time to inquire about the status of the issue. Feedback Please send any comments or suggestions about user documentation for MicroStrategy products to: documentationfeedback@microstrategy.com Send suggestions for product enhancements to: support@microstrategy.com When you provide feedback to us, please include the name and version of the products you are currently using. Your feedback is important to us as we prepare for future releases. 2011 MicroStrategy, Inc. Feedback xxxiii

Preface MicroStrategy Office User Guide xxxiv Feedback 2011 MicroStrategy, Inc.

1 1.GETTING STARTED WITH MICROSTRATEGY OFFICE Introduction This chapter presents an overview of MicroStrategy Office and how it works with the MicroStrategy platform to provide Office Intelligence from within Microsoft Excel, PowerPoint, Word, and Outlook in the form of MicroStrategy reports and documents. It also familiarizes you with the fundamentals of using MicroStrategy Office in Excel, PowerPoint, and Word by describing the most common MicroStrategy Office tasks. This material is intended for MicroStrategy Office users who want to run reports or documents in Excel workbooks, PowerPoint presentations, or Word documents. It is recommended that you review this chapter before proceeding to the following Microsoft product-specific chapters since you perform the tasks discussed in this chapter the same way, regardless of the Microsoft products in which you are working. Prerequisites You must have MicroStrategy Office installed and configured on your machine to perform the tasks in this chapter. You must also have access to at least one MicroStrategy project, and have the MicroStrategy 2011 MicroStrategy, Inc. 1

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide privilege named Use Office. The Use Office privilege allows you to access MicroStrategy projects from MicroStrategy Office. For more information, contact your administrator. If you do not have MicroStrategy Office but intend to analyze reports in workbooks, presentations, and so on, proceed to the Microsoft product-specific chapters in this guide for information on how to analyze and use files that contain MicroStrategy report data. Specifically, this chapter includes the following: What is MicroStrategy Office?, page 2 Examples of tasks performed with MicroStrategy Office, page 4 How MicroStrategy Office provides access to business data, page 5 Before you use MicroStrategy Office, page 6 Accessing MicroStrategy Office from a Microsoft Office product, page 11 Logging in to a project in MicroStrategy Office, page 13 Exploring MicroStrategy Office, page 20 Determining how reports are run, page 23 Running reports in workbooks, presentations, and Word documents, page 24 Deleting reports from workbooks, presentations, and Word documents, page 30 Refreshing reports to retrieve the latest data, page 31 Using the History List, page 34 What is MicroStrategy Office? MicroStrategy Office is a product that allows you to run, edit, and format MicroStrategy reports and documents in Microsoft Excel, PowerPoint, Word, and Outlook, so that you can easily analyze, explore, present, and distribute business data. You can connect to and browse through any MicroStrategy projects to which you have access from these Microsoft Office products, and then run 2 What is MicroStrategy Office? 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 MicroStrategy reports, HTML documents, or Report Services documents into your workbook, presentation, Word document, or email. A MicroStrategy Office menu item and toolbar appear in Microsoft Excel, PowerPoint, and Word after MicroStrategy Office is installed on a machine. The MicroStrategy Office toolbar and menu (shown below in Excel) allow you to access the MicroStrategy platform from your Microsoft Office product. Once you log in to one or more MicroStrategy projects using MicroStrategy Office, you can add any report or document to which you have access to your Excel workbooks, PowerPoint presentations, Word documents, or Outlook emails. You can then organize, present, distribute, and refresh report data, and perform other tasks with the reports and documents. Any MicroStrategy reports and documents you add to your Excel workbooks, PowerPoint presentations, and so on become linked to the data sources that store the data which appears on the reports. This means that when you or your colleague open the workbook or presentation that includes the MicroStrategy reports, you can refresh the reports and documents to ensure they contain the most updated information from data sources. For information about refreshing workbooks, presentations, and so on using MicroStrategy Office, see Refreshing reports to retrieve the latest data, page 31. Moreover, if your colleague only has privileges to access data related to your company s Northeast region, for example, he or she will only see Northeast region data on the report, regardless of any other data that may exist in the report. This occurs because MicroStrategy security at the folder, object, and data level are enforced. For more information about security in Excel workbooks, PowerPoint presentations, and Word documents that contain MicroStrategy reports, see Securely distributing business data, page 216. 2011 MicroStrategy, Inc. What is MicroStrategy Office? 3

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide Examples of tasks performed with MicroStrategy Office You can perform a variety of business tasks using MicroStrategy Office from within your Microsoft Office products. The following scenario presents a typical workflow of how you might use MicroStrategy Office with Microsoft Excel. It is intended to give you a general idea of how MicroStrategy Office is commonly used. Details about how to perform the following tasks are discussed later in this guide. 1 A manager creates a new workbook in Microsoft Excel. She then uses the MicroStrategy Office toolbar to log in to her MicroStrategy project and finds the reports she wants to add to the workbook. She decides that each report should be placed on its own worksheet and adjusts the MicroStrategy Office preferences accordingly. 2 When she runs the MicroStrategy reports in the workbook they remain connected to the data warehouse. This ensures that she and other MicroStrategy users can later open the workbook, log in to MicroStrategy Office, and refresh the reports in the workbook to retrieve the latest business data from the data warehouse. 3 The manager formats the colors and fonts of each worksheet and adds a title and her company logo to the workbook, thus creating a professional, report-filled book. 4 To secure the workbook, the manager clears the data from the reports in it using MicroStrategy Office. Although the data in the reports is no longer displayed in the workbook, a connection remains between the workbook and the report data in the data warehouse. These links are saved for future use, and allow the information to be restored by a user who has access to the appropriate data in the data warehouse. 5 The manager sends the blank workbook to a sales executive. After the sales executive receives the blank workbook, logs in to MicroStrategy Office, and refreshes the data, the reports are displayed with the latest data from the warehouse. 6 The sales executive uses Excel's functionality to analyze, sort, and format the reports. He analyzes the data using Excel Pivot Tables, PivotCharts, sorting, and filtering. 4 Examples of tasks performed with MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 For more details about tasks you can perform in Microsoft Excel, see Chapter 3, Using MicroStrategy Office in Excel. The following chapters provide walkthroughs and examples of business scenarios in which MicroStrategy Office is commonly used: Chapter 3, Using MicroStrategy Office in Excel Chapter 4, Using MicroStrategy Office in PowerPoint Chapter 5, Using MicroStrategy Office in Word Chapter 7, Securing and Distributing Data The examples and scenarios are intended to explain how MicroStrategy Office works, what you can create with it, and how you can analyze and work with MicroStrategy report data. How MicroStrategy Office provides access to business data This section presents a general overview of how MicroStrategy Office provides secure access to MicroStrategy reports and documents, even if MicroStrategy Office is the only MicroStrategy product on your machine. After MicroStrategy Office is installed, a MicroStrategy Office menu and toolbar appear in your Microsoft products, as shown below. You use the MicroStrategy Office menu or toolbar to log in to one or more MicroStrategy project sources that are connected to MicroStrategy Intelligence Server. When you successfully log in to a MicroStrategy project source, Intelligence Server gives you access to your MicroStrategy projects. After you log in to a project, you can view and work with the folders, reports, and documents to which you have access. When you view reports and documents in workbooks, presentations, or Word documents, you can only see data to which you have access. This 2011 MicroStrategy, Inc. How MicroStrategy Office provides access to business data 5

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide access is provided by virtue of the fact that MicroStrategy Office is connected to Intelligence Server, which secures data by enforcing each user s MicroStrategy privileges. For example, you create an Excel workbook that contains monthly shipping reports for every region in the United States. You decide to share the workbook on a file server so that your colleague can access it. However, he only has access to shipping data for the Northeast region that he manages. Although your reports contain shipping data for every region, once he opens and refreshes your Excel workbook, he only sees data for the Northeast region. This occurs because all folder, object, and data security and access privileges configured in MicroStrategy are applied when you use MicroStrategy Office. Securing and distributing workbooks, presentations, Word documents, and Outlook emails that contain business data is discussed in detail in Chapter 7, Securing and Distributing Data. The connection between MicroStrategy Office and Intelligence Server is established through MicroStrategy Web Services, which must be installed by your Web administrator in either a Windows.NET or J2EE environment. Specific information about how MicroStrategy Web Services interacts with MicroStrategy Office in.net and J2EE environments is available in the MicroStrategy Web Services Administration Guide. Before you use MicroStrategy Office Both MicroStrategy Office and MicroStrategy Web Services must be successfully installed and configured before you can access MicroStrategy Office from within Microsoft Excel, PowerPoint, Word, or Outlook. Connectivity must also be established between MicroStrategy Office and various MicroStrategy components. A connection between MicroStrategy Office and MicroStrategy Web is required to allow MicroStrategy Office users to create and edit reports and MicroStrategy Report Services documents using MicroStrategy Office. For information about configuring connectivity in MicroStrategy Office, see Establishing connectivity to MicroStrategy applications, page 255. For information about installing MicroStrategy Office, see Accessing MicroStrategy Office from a Microsoft Office product, page 11. 6 Before you use MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 Note the following: MicroStrategy Web Services is usually installed and maintained by your Web administrator, and is generally not installed on the machine on which you are using MicroStrategy Office. You may be prompted to upgrade MicroStrategy Office after you log in to a MicroStrategy project using the MicroStrategy Office toolbar or menu in Microsoft Excel, PowerPoint, or Word. For more information on upgrading MicroStrategy Office, refer to the Upgrading MicroStrategy on Windows, UNIX, or Linux chapter in the MicroStrategy Upgrade Guide. Confirming that MicroStrategy Office is installed Your Web administrator should have already installed and configured MicroStrategy Web Services, and may have also already installed and configured MicroStrategy Office on your machine. However, you may want to perform the following steps to confirm that MicroStrategy Office is installed on your machine. To confirm whether or not MicroStrategy Office is installed on your machine 1 From the Windows Start menu, select Settings, and then Control Panel. 2 Double-click the Add/Remove Programs icon. 3 Do one of the following: If MicroStrategy Office is listed in the list of installed programs, MicroStrategy Office is installed on your machine. For information on accessing MicroStrategy Office from your machine, see Accessing MicroStrategy Office from a Microsoft Office product, page 11. If MicroStrategy Office is not listed, refer to Installing MicroStrategy Office, page 8 for information on installing MicroStrategy Office. 2011 MicroStrategy, Inc. Before you use MicroStrategy Office 7

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide Installing MicroStrategy Office If MicroStrategy Office is not already installed on your machine, you can install it by doing one of the following, depending on your environment and requirements: Installing MicroStrategy Office with the rest of the MicroStrategy platform, page 8 Installing only MicroStrategy Office from a network location or disk, page 8 Installing MicroStrategy Office from Web, page 9 Installing MicroStrategy Office with the rest of the MicroStrategy platform If you intend to install several MicroStrategy products on your machine at the same time, including MicroStrategy Office, install MicroStrategy Office with the rest of the MicroStrategy platform. For specific information about installing the MicroStrategy platform, see the Installing MicroStrategy on Windows chapter of the MicroStrategy Installation and Configuration Guide. When MicroStrategy Office is installed alongside the rest of the MicroStrategy platform, about 300 MB of hard drive space is required to store common MicroStrategy files. Installing only MicroStrategy Office from a network location or disk If MicroStrategy Office is the only MicroStrategy product you intend to install on your machine, consider installing a stand-alone version of MicroStrategy Office as described below. You can install a stand-alone version of MicroStrategy Office in the following ways: Your administrator may have provided you with a network location from which you can install MicroStrategy Office. For more information, contact your administrator. 8 Before you use MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 If you have access to the MicroStrategy installation disk, you can install MicroStrategy Office directly from it, as described in the procedure below. You are not required to have a MicroStrategy license key to install the stand-alone version of MicroStrategy Office using the installation process described below. Also, MicroStrategy common files that typically require about 300 MB of space are not installed on your machine. To install MicroStrategy Office from the MicroStrategy installation disk 1 Log on to the machine where you are installing MicroStrategy Office. To install MicroStrategy Office, you must have administrative privileges on the machine on which you are installing the product. 2 Exit all Windows and Microsoft Office applications before beginning the installation process. 3 Insert the MicroStrategy installation disk into the disk drive and close the MicroStrategy Main Menu window that opens automatically. 4 Browse to the Installations\Office folder on the MicroStrategy installation disk. 5 Run MicroStrategyOffice.msi. The MicroStrategy Office installation wizard opens. If.NET Framework 3.5 and Web Services Enhancements (WSE) 3.0 are not already installed on your machine, they are installed automatically with MicroStrategy Office during the installation procedure. 6 Follow the instructions within the MicroStrategy Office wizard to install MicroStrategy Office on your machine. Installing MicroStrategy Office from Web If MicroStrategy Office is not already installed on your machine, you can install it from MicroStrategy Web if you have access to Web and your Web 2011 MicroStrategy, Inc. Before you use MicroStrategy Office 9

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide administrator has made the Install MicroStrategy Office link available in Web. If you are a Web administrator and want to allow Web users to install MicroStrategy Office, see the Deploying MicroStrategy Web and Web Universal chapter of the MicroStrategy Installation and Configuration Guide for the necessary steps. When you install MicroStrategy Office from the Install MicroStrategy Office link in Web, MicroStrategy Office is installed as a stand-alone product on your machine. You can install MicroStrategy Office on your machine even if no other MicroStrategy products are installed on your machine. Note the following requirements: You must have.net Framework 3.5 installed on your machine to use MicroStrategy Office. Note that.net Framework is not installed automatically for you during the Office installation from Web. Contact your administrator if you have any questions. You must also have Web Services Enhancements (WSE) 3.0 or higher installed on your machine to use MicroStrategy Office. If you do not have WSE on your machine, it is installed automatically when you install MicroStrategy Office from MicroStrategy Web. To install MicroStrategy Office from MicroStrategy Web 1 Run MicroStrategy Web. For these steps, refer to the MicroStrategy Basic Reporting Guide. 2 Navigate to either the project selection or login page. 3 Look for an Install MicroStrategy Office link at the top right of the page. If the link is available, you can install MicroStrategy Office on your local machine from Web. To do so, click the Install MicroStrategy Office link. The MicroStrategy Office installation page appears. Proceed to the next step. If the link is not available, your Web administrator has not enabled MicroStrategy Office installation from Web. To gain access to MicroStrategy Office, contact your Web administrator. 4 On the MicroStrategy Office installation page, click the Install button. The MicroStrategy Office installation wizard opens. 10 Before you use MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 5 Follow the instructions within the MicroStrategy Office installation wizard to install MicroStrategy Office on your machine. Accessing MicroStrategy Office from a Microsoft Office product You can access MicroStrategy Office from Microsoft Excel, PowerPoint, and Word after MicroStrategy Office is installed on your machine. (For steps to confirm that MicroStrategy Office is installed on your machine, see Confirming that MicroStrategy Office is installed, page 7 in Chapter 1, Getting Started with MicroStrategy Office.) You can access MicroStrategy Office from the following locations: MicroStrategy menu in Excel, PowerPoint, and Word. (The MicroStrategy menu in Excel is shown below.) You use the MicroStrategy menu to log in to MicroStrategy projects; access MicroStrategy reports and documents; place them in your Excel workbooks, PowerPoint presentations, and Word documents; refresh them; and so on. 2011 MicroStrategy, Inc. Before you use MicroStrategy Office 11

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide MicroStrategy Office toolbar The MicroStrategy Office toolbar provides you another way to access the same functionality offered by the MicroStrategy Office menu. Note The MicroStrategy Office toolbar is enabled by default in your Microsoft products after MicroStrategy Office is installed. the following: The names of the options on the MicroStrategy Office toolbar and some of the options on the MicroStrategy menu can be customized, as explained in Customizing MicroStrategy Office toolbar and menu options, page 273 of Appendix A, Customizing MicroStrategy Office. This guide refers to the buttons and options as they are displayed in the images above. You can also access the MicroStrategy Office toolbar from Microsoft Outlook, as explained in Distributing report data using Microsoft Outlook, page 231 in Chapter 7, Securing and Distributing Data. The following procedure provides steps to display the MicroStrategy Office toolbar if it is not already displayed in your Microsoft product. To enable the MicroStrategy Office toolbar in your Microsoft products 1 Open Microsoft Excel, PowerPoint, or Word. 2 If you do not see the MicroStrategy Office toolbar in the toolbars area, from the View menu, point to Toolbars, and then select MicroStrategy Office. The MicroStrategy Office toolbar appears. If MicroStrategy Office is not displayed in the list of toolbars, from the Start menu on your desktop, select Programs, MicroStrategy, Office, and then Configuration. In the Load area of the General folder, ensure that the check box for your specific Microsoft product is selected. For example, ensure that the Load in PowerPoint check box is selected if the MicroStrategy Office toolbar is not displayed in PowerPoint. Click OK. After you close and reopen your Microsoft product, the MicroStrategy Office toolbar appears. 12 Before you use MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 For specific information about using MicroStrategy Office in Excel, PowerPoint, and Word, refer to those Microsoft product-specific chapters in this guide. For information on using MicroStrategy Office with Microsoft Outlook, see Distributing report data using Microsoft Outlook, page 231 of Chapter 7, Securing and Distributing Data. Logging in to a project in MicroStrategy Office Once you have access to the MicroStrategy Office toolbar or menu from your Microsoft product, you are ready to log in to a project in MicroStrategy Office. You must log in to a MicroStrategy project to gain access to any MicroStrategy reports or documents that you intend to display in your Microsoft product. Depending upon the way that your administrator has configured authentication in MicroStrategy Office, you may be required to provide several different sets of usernames and passwords before you can access a project in MicroStrategy Office. You may be prompted for any of the following information: Your Tivoli or SiteMinder username and password Your MicroStrategy Web Services username and password Your username and password for the MicroStrategy project that you are accessing For information about the different types of authentication available in MicroStrategy Office, see Determining how users log in to MicroStrategy Office, page 263. For steps to log in to a MicroStrategy project, see the procedure below. To avoid being required to enter your project password to connect to a MicroStrategy project, you can save your project password in MicroStrategy Office. For steps, see To save your project password, page 16. To avoid being required to enter your MicroStrategy Web Services password upon logging in to MicroStrategy Office, see To save your MicroStrategy Web Services password, page 16. 2011 MicroStrategy, Inc. Logging in to a project in MicroStrategy Office 13

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide You can configure MicroStrategy Office to automatically connect to the last project that you visited. For steps, see To automatically connect to the last visited project, page 16. If the project is not available, the Connect to Project dialog box will be displayed, as described below. To log in to a MicroStrategy project in MicroStrategy Office 1 Open Microsoft Excel, PowerPoint, or Word. Logging into a MicroStrategy project from Microsoft Outlook is discussed in Distributing report data using Microsoft Outlook, page 231 of Chapter 7, Securing and Distributing Data. 2 On the MicroStrategy Office toolbar, click MicroStrategy. The Connect to Project dialog box opens. The left side of the dialog box lists any available MicroStrategy project sources to which you are connected. If the toolbar is not displayed, see Accessing MicroStrategy Office from a Microsoft Office product, page 11 to enable it. 3 If prompted, type your User name and Password in the appropriate areas and click OK. 4 From the project source list on the left, select the MicroStrategy project source to connect to. 14 Logging in to a project in MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 5 If prompted, type your Login ID and Password in the Authentication area and click Get Projects. A list of every project to which you have access appears, as shown below. 6 From the project list, double-click the project that contains the reports or documents you want to display in your Microsoft product. MicroStrategy Office opens. The Shared Folders list is open by default. You may be prompted to upgrade MicroStrategy Office after you log in to a MicroStrategy project. For more information on upgrading MicroStrategy Office, refer to the Upgrading MicroStrategy on Windows, UNIX, or Linux chapter in the MicroStrategy Upgrade Guide. 7 Navigate through the folders to browse reports and documents. Or, from the View menu, you can select the MicroStrategy folder that holds the report you want to work with. To view your list of folders in a folder tree format, from the View menu, select Show Folder Tree. To display hidden reports and documents, from the Tools menu, select Options. In the MicroStrategy Office Options dialog box that opens, expand the General folder, then the View folder, and select the Show hidden objects check box. For details about the folders and shortcuts available in MicroStrategy Office, see Exploring MicroStrategy Office, page 20. 2011 MicroStrategy, Inc. Logging in to a project in MicroStrategy Office 15

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide To save your project password 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 3 In the General folder, expand Security. 4 Select Login. 5 In the Project section, select Remember my project password. 6 Click OK. The MicroStrategy Office Options dialog box closes. To save your MicroStrategy Web Services password 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 3 In the General folder, expand Security. 4 Select Login. 5 In the Web Services section, select Remember my Web Services password. 6 Click OK. The MicroStrategy Office Options dialog box closes. To automatically connect to the last visited project 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 16 Logging in to a project in MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 3 In the General folder, expand Security. 4 Select Login. 5 In the Project section, select Automatically connect to my last visited project. 6 Click OK. The MicroStrategy Office Options dialog box closes. Logging in to multiple projects Excel workbooks, PowerPoint presentations, and Word documents can contain report data from multiple MicroStrategy projects. For example, you can use MicroStrategy Office to log in to a human resources project, run reports in a workbook, and then log in to a supply chain project and run reports from that project. Reports from each project are placed within the same workbook. When you or other users refresh the workbook to retrieve the latest data from the data warehouse, the reports are updated regardless of whether they came from the same project. The following procedure describes how to log in to multiple MicroStrategy projects at the same time. To log in to multiple projects 1 Log in to a MicroStrategy project. MicroStrategy Office opens. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 2 From the File menu, select Connect to New Project. The Connect to Project dialog box opens. 3 From the left, select the MicroStrategy project source to which to connect. 4 From the project list on the right, select the name of the project to which to connect and click OK. You are logged in to the new project. If your login ID and password for the new project differ from the project which you are currently logged in to, you are prompted to enter your login ID and password to log in to the project. Enter your login ID and password and click OK to log in to the new project. 2011 MicroStrategy, Inc. Logging in to a project in MicroStrategy Office 17

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide Switching between projects You can remain logged into multiple projects at once and switch from one to the other as you design your workbook, presentation, or Word document. For example, you can log in to a project, run reports in a presentation, and then log in to another project. Unless you disconnect from the first project, you remain logged into it. To switch from the current project to another project 1 When logged in to multiple MicroStrategy projects, from the View menu in MicroStrategy Office, select Projects. A list of available projects opens. Any projects with a True listed in the Connected field are projects you are currently connected to. 2 Double-click the project that you want to switch to. MicroStrategy Office opens, displaying the project s folders, reports, and documents. Disconnecting from projects You can disconnect from the MicroStrategy project source and project in which you are working. Once you disconnect from a project, you can either log back in to the same project or log in to one or more MicroStrategy projects to which you have access. To disconnect from a MicroStrategy project 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 From the File menu, select Disconnect from Project. You are disconnected from the project and the Connect To Project dialog box opens. The Connected field within the Connect To Project dialog box informs you if you are connected to a project. If you are connected, the field reads True, and if you are not, it reads False. 18 Logging in to a project in MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 You can also disconnect from a MicroStrategy project source entirely, closing all connections to MicroStrategy projects within that project source. This allows you to select and log in to another project source, to access additional MicroStrategy projects. To disconnect from a MicroStrategy project source 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy. 2 From the File menu, select Disconnect from Project Source. The Connect To Project dialog box opens. For information on logging into another project source and project, see Logging in to a project in MicroStrategy Office, page 13. Changing your login password It is possible to change your login password using MicroStrategy Office. Periodically changing your password helps to keep your access to MicroStrategy Office secure. To change the login password in MicroStrategy Office 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 Click MicroStrategy on the MicroStrategy toolbar. 4 Select Tools and then Change Password. 5 Enter your old password in the Old Password field and then enter out new password in the New Password and Confirm Password fields. 6 Click OK to save your changes and close the dialog box. You will be prompted to enter your new password the next time you login to a MicroStrategy project. 2011 MicroStrategy, Inc. Logging in to a project in MicroStrategy Office 19

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide Exploring MicroStrategy Office After you log in to a MicroStrategy project, MicroStrategy Office opens, as shown below. MicroStrategy Office consists of the following: The Shortcut Bar on the left, which includes the following shortcuts: If the Shortcut Bar is not displayed, from the View menu, select Show Shortcut Bar. My Reports: This area lists the folders, shortcuts, reports, and documents that can be viewed only by you. These are the objects that reside within the My Personal Objects\My Reports folder in MicroStrategy Desktop. Shared Reports: This area lists the folders, shortcuts, reports, and documents to which you and other users have access. These are the objects that reside within the Public Objects\Reports folder in MicroStrategy Desktop. 20 Exploring MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 (Excel/Word/PowerPoint) Reports: This area displays a list of the reports and documents that currently reside in your Excel workbook, PowerPoint presentation, or Word document. In the image of the MicroStrategy dialog box shown previously in this section, notice that the shortcut icon on the left reads Excel Reports since MicroStrategy Office is being accessed from Excel. This list is blank if you have not run any reports or documents in your Microsoft product. History List: This area displays a list of all the reports and documents that currently reside in your MicroStrategy History List. Running reports to the History List is convenient because the reports are run in the background as you perform other tasks. Unread messages are displayed in bold font. This is also where you retrieve any scheduled reports or other reports you sent to your History List. For information about using History Lists in MicroStrategy, Using the History List, page 34. Projects: This area displays all available projects for the connected project source. Search Results: This area displays the results of the last search run in MicroStrategy Office. Smart Tags: This area displays the list of reports and projects that have been defined as Smart Tags. This shortcut is only visible if the Show Smart Tag menus check box in the General > View preferences folder is selected. The folder area on the right, which is where you browse for and run reports and documents. The status bar at the bottom, which provides the following information: The project source in which you are currently connected. For example, this reads MicroStrategy Tutorial (localhost) in the image above. The project in which you are currently connected. For example, this reads MicroStrategy Tutorial in the image above. Your user name. For example, this reads officedesigner in the image above. The folder you are currently browsing. For example, this reads Shared Reports in the image above. For specific details about the MicroStrategy Office interface, refer to the MicroStrategy Office online help. To open the online help, click the Online help icon at the top of MicroStrategy Office. 2011 MicroStrategy, Inc. Exploring MicroStrategy Office 21

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide Modifying the layout of MicroStrategy Office You can modify the overall layout of the MicroStrategy Office interface. For example, you can determine which folder opens by default and whether or not folders are displayed in a folder tree format. To modify the overall layout of MicroStrategy Office 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 In the General folder, expand the View folder. 3 Make selections from the View Options and Folder Display areas. For example, you can do the following: Determine if folders, reports, and objects are displayed with folder trees and details by selecting Full, Desktop, Web, Compact, or Custom view. Enable or disable the compact folder tree by selecting the Show compact folder tree check box. 4 For details about each setting, access the MicroStrategy Office online help by pressing F1. Searching for MicroStrategy objects If you are having difficulty locating a MicroStrategy object in MicroStrategy Office, you can run a search for it. You can search for folders, reports, Report Services documents, HTML documents, filters, and prompts. It is also possible to navigate to the folder that contains the object that is returned by your search. To search for objects 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 22 Exploring MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 From the Tools menu, select Search. The Search dialog box opens. 4 Enter search criteria to search by name, description, and location. For specific details about searching for objects using MicroStrategy Office, press F1 to access the MicroStrategy Office online help. 5 To access additional search conditions, click Advanced. For example, you can specify the type of object or owner of the object for which you are running the search. 6 Once you are finished creating your search, click Find Now. MicroStrategy Office runs the search and returns a list of objects that match your search criteria. To navigate to the folder containing the search result item 1 Run a search as described in To search for objects, page 22. 2 Right-click the result item and select Go to Folder. The contents of the folder that contains the selected result item is displayed. Determining how reports are run Once you log in to a MicroStrategy project and access MicroStrategy Office, you are ready to run reports and documents in your Excel workbook, PowerPoint presentation, or Word document. However, before you create Excel workbooks, PowerPoint presentations, and Word documents that contain MicroStrategy reports and documents, you should first think about how you want the reports and documents to be run in your Microsoft Office product. You can save time by answering the following questions and setting MicroStrategy Office preferences accordingly before you run reports or documents. In Excel, should each report be placed on its own worksheet or in a specific cell? 2011 MicroStrategy, Inc. Determining how reports are run 23

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide In PowerPoint, should each report be placed on the current, previous, or next slides? Should the details of each report be displayed alongside each report? Will reports with objects in their page-by field run each page-by element on its own page? Do I want to manually control when and how reports are run? Several of the MicroStrategy Office preferences affect how grid and graph reports are run into your Excel workbooks, PowerPoint presentations, and Word documents, as explained in Chapter 2, Determining How Reports And Documents Are Displayed. The MicroStrategy Office options are applied to every report and document in your workbook, presentation, or Word document you run after making changes. Follow the procedure below to access the MicroStrategy Office preferences, which you can use any time as you design your workbook, presentation, or Word document. To access MicroStrategy Office preferences 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. For specific details about each preference, press F1 to access the MicroStrategy Office online help. Running reports in workbooks, presentations, and Word documents Once you log in to a MicroStrategy project and access your list of folders, shortcuts, reports, and documents, you are ready to run reports and documents in your Microsoft product. 24 Running reports in workbooks, presentations, and Word documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 You can specify different display types in which a report is displayed in your Microsoft product. For example, you can choose to run a report as an Excel PivotTable, as a Chart, or in an Outline display. The report display type you choose determines the extent to which you can format and work with the report. For steps, see To run a report or document in your Microsoft product, page 25. See Examples of report display types, page 41 to view examples of each display type. It is also possible to run a report and display it as an Adobe PDF. This creates a snapshot of a report or document in a widely-recognized format, making it ideal for distributing to customers or other end users that do not need to interact with the data. See To run a report or document to a PDF, page 28 for steps. Finally, you can use MicroStrategy Office to publish Intelligent Cubes. For more information, see Publishing Intelligent Cubes using MicroStrategy Office, page 28. Note the following: If any of the reports or documents contain prompts, you are prompted to make selections in the prompt before it is run. For more information, see Chapter 2, Determining How Reports And Documents Are Displayed. If any of the reports or documents contain objects within the page-by field, you can determine which subsets of data appear on separate pages in your Microsoft product. For more information, see Chapter 2, Determining How Reports And Documents Are Displayed. If a report or document is run as a PDF, the data may not be interacted with once the PDF is produced. The PDF may not be refreshed, and will not be displayed in your MicroStrategy Office report list. To run a report or document in your Microsoft product 1 Open Microsoft Excel, PowerPoint, or Word. Logging into a MicroStrategy project from Microsoft Outlook is discussed in Distributing report data using Microsoft Outlook, page 231. 2011 MicroStrategy, Inc. Running reports in workbooks, presentations, and Word documents 25

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide 2 On the MicroStrategy Office toolbar, click MicroStrategy. The Connect to Project dialog box opens. The left side of the dialog box lists any available MicroStrategy project sources to which you are connected. 3 From the project source list on the left, select the MicroStrategy project source to which to connect. 4 Enter your MicroStrategy Login ID and Password in the Authentication area and click Get Projects. A list of every project to which you have access appears. 5 From the project list, double-click the project that contains the reports or documents you want to display in your Microsoft product. The Connect to Project dialog box closes, MicroStrategy Office opens, and the Shared Folders list is open by default. 6 Navigate to the report or document to add to your Microsoft product. 7 Do one of the following: Double-click the report or document to add it to your Microsoft Excel workbook, PowerPoint presentation, or Word document. This runs the report in a default display type, which is determined by the format of the report in MicroStrategy. For example, a MicroStrategy graph report is run in a Chart display type. (For steps to change the default display type, see Setting a default report display type, page 40.) Right-click the report or document (or multi-select several reports and documents) to choose a specific display type in which to add them to your Microsoft product. For example, you can run the report as a Grid and Chart or as a PivotTable. You can also send reports and documents directly to the History List. See Examples of report display types, page 41 to view examples of each display type. 26 Running reports in workbooks, presentations, and Word documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 8 A progress window opens, showing you which reports and documents are being run, when they are run, their report format, ID, and other details, as shown below. The Fetch Details progress bars at the bottom show what percentage of each page in the report is displayed. 9 Once they are all run, the reports and documents are placed within your Excel worksheet, PowerPoint presentation, or Word document. Depending on your user preferences, the reports and documents may be placed in separate Excel worksheets or PowerPoint presentation slides. For information on selecting a display type in which to run reports, controlling when and which sections are run, creating on-the-fly ad-hoc reports, and more, see Working with prompted reports and documents, page 58 of Chapter 2, Determining How Reports And Documents Are Displayed. You can determine how many reports can be run at once by adjusting the Maximum number of concurrent setting in the General folder of the MicroStrategy Office Options dialog box. 2011 MicroStrategy, Inc. Running reports in workbooks, presentations, and Word documents 27

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide To run a report or document to a PDF 1 Open Microsoft Excel, PowerPoint, or Word. Logging into a MicroStrategy project from Microsoft Outlook is discussed in Distributing report data using Microsoft Outlook, page 231. 2 On the MicroStrategy Office toolbar, click MicroStrategy. The Connect to Project dialog box opens. The left side of the dialog box lists any available MicroStrategy project sources to which you are connected. 3 From the project source list on the left, select the MicroStrategy project source to which to connect. 4 Enter your MicroStrategy Login ID and Password in the Authentication area and click Get Projects. A list of every project to which you have access appears. 5 Select the project that you want to connect to and click OK. The Connect to Project dialog box closes, and MicroStrategy Office opens. 6 From the project list, browse to the report you want to run and right-click it. Select Run to PDF. A progress window opens and tracks the progress of the execution of the report or document. 7 The report or document opens in a PDF reader. The report or document can now be saved or distributed. Publishing Intelligent Cubes using MicroStrategy Office Publishing an Intelligent Cube in MicroStrategy Office is achieved the same way that reports and documents are executed. An Intelligent Cube is a collection of metrics, attributes, and other data that can be shared across multiple reports. If an Intelligent Cube contains all of the information required for a report, the report will execute against the Intelligent Cube instead of executing against the data warehouse. For more information about Intelligent Cubes, see the MicroStrategy OLAP Services Guide. 28 Running reports in workbooks, presentations, and Word documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 When an Intelligent Cube has been published using MicroStrategy Office, it appears in your list of MicroStrategy Office reports and documents. From here, it can be refreshed in the same way as a report or document. For steps to publish an Intelligent Cube, see the following procedure. Prerequisites: In order to publish an Intelligent Cube, you must have the Web Execute Cube Report privilege To publish an Intelligent Cube in MicroStrategy Office 1 Open Microsoft Excel, PowerPoint, or Word. Logging into a MicroStrategy project from Microsoft Outlook is discussed in Distributing report data using Microsoft Outlook, page 231. 2 On the MicroStrategy Office toolbar, click MicroStrategy. The Connect to Project dialog box opens. The left side of the dialog box lists any available MicroStrategy project sources to which you are connected. 3 From the project source list on the left, select the MicroStrategy project source to which to connect. 4 Enter your MicroStrategy Login ID and Password in the Authentication area and click Get Projects. A list of every project to which you have access appears. 5 From the project list, double-click the project that contains the Intelligent Cube that you want to publish. The Connect to Project dialog box closes, MicroStrategy Office opens, and the Shared Folders list is open by default. 6 Navigate to the Intelligent Cube that you want to publish, and double-click. A progress window opens, showing you which Intelligent Cube is being published, when it is run, and other details. 7 When the Intelligent Cube has been published, the progress window closes. The Intelligent Cube can now be found in the MicroStrategy Office reports folder. 2011 MicroStrategy, Inc. Running reports in workbooks, presentations, and Word documents 29

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide Deleting reports from workbooks, presentations, and Word documents Once reports are run in your Excel workbooks, PowerPoint presentation, or Word document, you can delete them one-by-one or all at once. However, the reports are linked to MicroStrategy and your data sources to ensure that you can refresh them and retrieve the most updated data, as described in Refreshing reports to retrieve the latest data, page 31. Because of this connection, you cannot permanently delete a report by simply deleting it from Microsoft Excel. The reports reappear when they are refreshed. However, in Microsoft PowerPoint and Word you can permanently delete the report by selecting and deleting it. To permanently remove the reports and the connection that exists between the reports and MicroStrategy, you must use MicroStrategy Office to delete the reports as described in the following steps. To delete reports from Excel workbooks, PowerPoint presentations, and Word documents 1 Open the workbook, presentation, or Word document that contains the report(s) you want to delete. 2 On the MicroStrategy Office toolbar, click Reports. The Reports dialog box opens, displaying a list of all the reports currently in your workbook, presentation, or Word document. Icons are displayed next to the name of each report, specifying the display type in which the report is displayed. For example, there are different icons for PivotTables, Quick Grids, Charts, and so on. 3 Select the report or multi-select the reports to delete. 4 Right-click one of the reports and select Delete from the right-click menu. The report(s) are permanently deleted from the Excel workbook, PowerPoint presentation, or Word document. Any worksheets, slides, or Word document pages that contained the reports are not deleted automatically; you must manually delete these from your Microsoft product. You can clear report data from your workbooks, presentations, and Word documents without permanently deleting the connection between the report 30 Deleting reports from workbooks, presentations, and Word documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 and MicroStrategy. Clearing data allows you to distribute the file to others as a blank workbook, presentation, or Word document. When other users open the file, they must log in to MicroStrategy before they can see any data. For more information about clearing and refreshing data, see Distributing report data using Microsoft Outlook, page 231. Refreshing reports to retrieve the latest data You can refresh the reports and documents in your workbooks, presentations, or Word documents to retrieve the most updated data available from the data warehouse or other data sources. When you work with MicroStrategy Office from your Microsoft products, you are connected to the MicroStrategy platform, which provides access to your reports and documents. When you add MicroStrategy reports and documents to your Excel workbooks, PowerPoint presentations, and Word documents, the reports and documents in those files remain linked to the data sources that contain their business data. In MicroStrategy Office, this is known as persistence. Persistence ensures that the reports and documents maintain a link to the data warehouse; this, in turn, allows you to refresh the workbooks, presentations, and Word documents. A report or document s display properties are also saved on the Intelligence Server For example, you place several reports into a Microsoft PowerPoint presentation. In a few months, you open the presentation, log in to MicroStrategy using MicroStrategy Office, and refresh the data within the reports. The most current report data is gathered from data sources and updated in your reports. Data is refreshed because a link from your data sources is persisted in your PowerPoint presentation. If you can clear the reports from the workbook or presentation and save it, the next time you open the workbook or presentation, the reports are displayed with the most updated business data. To learn how to clear reports and documents from your Excel worksheets, PowerPoint presentations, and Word documents to secure data, see Clearing report and document data to control user access, page 217. Information about each report in the workbook, presentation, or Word document is also persisted so that the report or document retains its original formatting and behavior after it is refreshed. Persisted report properties also include the project source name, project name, and authentication mode 2011 MicroStrategy, Inc. Refreshing reports to retrieve the latest data 31

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide used when the report or document was initially run. For more information about persisted report properties, see Modifying how individual reports are refreshed, page 223. Suppose you email the presentation to colleagues so they can review it. If they have MicroStrategy Office installed on their machine, they can also refresh the data. Therefore, this refresh functionality can be used by both business analysts who receive the Excel workbook, PowerPoint presentation, or Word document and have access to MicroStrategy Office, as well as designers that create the actual workbooks, presentations, and Word documents. For steps to refresh all the reports in your workbook, presentation, or Word document, see Refreshing all reports and documents, page 32. For steps to refresh specific reports and documents in your workbook, presentation, or Word document, see Refreshing specific reports and documents, page 33. If persistence is not enabled, you and other users cannot refresh reports within the Excel workbook, PowerPoint presentation, or Word document. To learn how to adjust refresh and persistence settings in your workbook, presentation, or Word document, refer to Determining if and how all report data is refreshed, page 219 and Modifying how individual reports are refreshed, page 223. Refreshing all reports and documents The following procedure describes how to refresh the business data within all the reports and documents in your Microsoft products. To refresh all reports and documents in the Microsoft product 1 Open the workbook, presentation, or Word document that contains the reports and documents you want to refresh. 2 On the MicroStrategy Office toolbar, click Refresh. Or, from the MicroStrategy menu in your Microsoft product, select Refresh Workbook/Presentation/Document (depending on your Microsoft Office product). A progress window appears, showing you which reports are being refreshed. The reports and documents are refreshed with the latest data from the data warehouse or other data sources. 32 Refreshing reports to retrieve the latest data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 Refreshing specific reports and documents You can also select specific reports to refresh if you only want to update the data of those reports. To refresh specific reports and documents in the Microsoft product 1 Open the workbook, presentation, or Word document that contains the reports and documents you want to refresh. 2 On the MicroStrategy Office toolbar, click Reports. The Reports dialog box opens and displays a list of the reports that are currently in your Microsoft product appears. 3 Right-click the report to refresh or multi-select and right-click multiple reports. 4 Select Refresh Report. A progress window appears, showing you which reports are being refreshed. The reports and documents are refreshed with the latest data from the data warehouse or other data sources. You can modify how and when individual reports are refreshed, as explained in Modifying how individual reports are refreshed, page 223. Determining the order in which reports are refreshed Once reports are run in a workbook, presentation, or Word document, you can determine the order in which those reports are refreshed. This is convenient if you want certain prompted reports to be presented to users before others. You determine the order of how reports are refreshed by assigning a rank to each report. A report with a rank of 1 is run first, and so on. Reports that are not assigned a rank are run in your Microsoft product in the order in which they appear in the workbook, presentation, or Word document. 2011 MicroStrategy, Inc. Refreshing reports to retrieve the latest data 33

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide To determine the order in which reports are refreshed 1 Open a workbook, presentation, or Word document that contains at least one report. 2 On the MicroStrategy Office toolbar, click Reports. The Reports dialog box opens and displays a list of the reports that are currently in your Microsoft product. 3 Right-click the report to be refreshed before all others and select Properties. The Report Properties dialog box opens. 4 In the Rank field located in the Report Settings area, enter the number 1 to specify that the report is the first report that should be refreshed. 5 If desired, rank the other reports in the workbook, presentation, or Word document by following steps 3 and 4. If you have reports you want to run last, you can rank them with negative numbers. Any reports ranked with a negative number run after reports that are not ranked. A report with a rank of -1 runs before a report with a rank of -2, and so on. Using the History List The History List is a folder where users put report and document results for future reference. Each user has a unique History List. The History List folder can be found on the left side of the MicroStrategy Office interface. MicroStrategy Office can be configured to automatically send any reports or documents that are executed to the History List. For steps, see To automatically send reports and documents to the History List, page 35. It is also possible to execute individual reports and documents and send them to the History List. For steps, see To send an individual report or document to the History List, page 35. Once a report or document has been sent to the History List, it is known as a History List message. It is possible to modify History List messages in the History List. If you right-click the History List message, you can rename it, delete it, or mark it as read or unread. 34 Using the History List 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Getting Started with MicroStrategy Office 1 Prompted reports and documents can be renamed when the prompts are answered. For more information about prompts, see Chapter 2, Determining How Reports And Documents Are Displayed. You can also configure your History List to only display unread History List messages. This can be useful if you use your History List extensively, and it tends to become filled with old messages that you no longer need to refer to. For steps, see To display only unread History List Messages, page 36. To automatically send reports and documents to the History List 1 Log in to MicroStrategy Office through the Microsoft Office application of your choice. Logging in to MicroStrategy Office is covered in detail in Logging in to a project in MicroStrategy Office, page 13 2 From the Tools menu, select Options. The MicroStrategy Office Options window opens 3 On the left side of the window, expand General, and select History List. 4 Select Automatically send reports and documents to History List during execution. 5 Click OK. The MicroStrategy Office Options window closes. To send an individual report or document to the History List 1 Log in to MicroStrategy Office through the Microsoft Office application of your choice. Logging in to MicroStrategy Office is covered in detail in Logging in to a project in MicroStrategy Office, page 13 2 Connect to the project that contains the report or document that you want to send to the History List, and browse to the report or document. 3 Right-click the report or document, and select Run to History List. A window opens that displays the progress of the report as it is being executed. When the report or document has executed, the progress window closes. 2011 MicroStrategy, Inc. Using the History List 35

1 Getting Started with MicroStrategy Office MicroStrategy Office User Guide 4 The report or document is now stored in your History List folder. To display only unread History List Messages 1 Log in to MicroStrategy Office through the Microsoft Office application of your choice. Logging in to MicroStrategy Office is covered in detail in Logging in to a project in MicroStrategy Office, page 13 2 From the Tools menu, select Options. The MicroStrategy Office Options window opens 3 On the left side of the window, expand General, and select History List. 4 Select Show only unread History List items. 5 Click OK. The MicroStrategy Office Options window closes. 36 Using the History List 2011 MicroStrategy, Inc.

2 2.DETERMINING HOW REPORTS AND DOCUMENTS ARE DISPLAYED Introduction This chapter provides information on different ways in which you can run reports and documents in your Microsoft Excel workbooks, PowerPoint presentations, and Word documents. It expands on what you learned in Determining how reports are run, page 23 of Chapter 1, Getting Started with MicroStrategy Office. It also highlights different ways you can control the initial formatting of reports and documents. For example, you can determine whether reports retain their MicroStrategy formatting when run or if they are displayed as an Excel PivotTable. For information about moving, resizing, and formatting reports and documents that already reside in a workbook, presentation, or Word document, see Chapter 6, Formatting, Editing, and Creating Reports and Objects. This chapter assumes MicroStrategy Office is installed and configured on your machine, you have the MicroStrategy privilege named Use Office, and you can log in to at least one MicroStrategy project. The Use Office privilege allows you to access MicroStrategy projects from MicroStrategy Office. For more information, contact your administrator. 2011 MicroStrategy, Inc. 37

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide Specifically, this chapter includes the following: Determining the placement and maximum size of reports and documents, page 38 Specifying a display type in which to view reports and documents, page 39 Adding reports as static pictures or embedded Excel workbooks, page 49 Applying formatting defaults to reports before they are run, page 50 Controlling when and which sections of reports and documents are displayed, page 50 Determining what report data appears on its own page, page 52 Clearing a report or report data, page 57 Working with prompted reports and documents, page 58 Displaying last update, filter, and other report details, page 67 Maintaining notes in MicroStrategy Office reports and documents, page 73 Determining the placement and maximum size of reports and documents Before you run a report or document, you can decide where the report will be placed in your workbook, presentation, or Word document. For example, you can determine if you want to run every report on its own worksheet or in a worksheet cell that you select. You can also configure the maximum size of the reports and documents, which determines how many pages of a report s result set are displayed in your workbook, presentation, or Word document. Configuring the maximum size of reports and documents is especially useful if you want to ensure all of the rows of a large report are displayed. It is also convenient if you only want to see a certain number of the columns and rows of a large report. 38 Determining the placement and maximum size of reports and documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 To determine the placement and maximum size of reports and documents in workbooks, presentations, and Word documents 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 Expand the folder of the Microsoft product in which you are working. For example, if you are accessing MicroStrategy Office from Microsoft PowerPoint, expand the PowerPoint folder. 5 Select Placement to define how the report or document is placed in the Excel workbook or Powerpoint presentation. You cannot define placement settings for Microsoft Word. For specific details about each setting, press F1 to access the MicroStrategy Office online help. 6 Select Size to define how the report or document is resized in the Excel workbook, PowerPoint presentation, or Word document. For specific details about each setting, press F1 to access the MicroStrategy Office online help. 7 Click OK to close the MicroStrategy Office Options dialog box. 8 Run a report or document. The reports and documents are placed and sized according to the preferences you specified. Specifying a display type in which to view reports and documents Before you run MicroStrategy reports, you can select from several display types to determine what your report looks like and how it functions in your Excel workbook, PowerPoint presentation, or Word document. In Microsoft Excel, PowerPoint, and Word, graphs are often referred to as charts. For example, you can select a new pie chart type in Excel. 2011 MicroStrategy, Inc. Specifying a display type in which to view reports and documents 39

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide For example, you can run a report as a Microsoft Excel PivotTable, which lets you work with the individual rows and data of that table from Excel, PowerPoint, or Word. Or, you might run a report as a Grid and Chart to view both the grid and graph of a report side-by-side, which allows you to change the graph type (to a pie chart, for example) using your Microsoft Office product. To specify a display type in which to run reports and HTML documents 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 Navigate to the reports or HTML documents to run in your Microsoft product. You cannot specify a display type for Report Services documents. When they are run, they are displayed as they appear in MicroStrategy Desktop or MicroStrategy Web. 4 Right-click one or more reports and HTML documents and specify a display type in which to run them by selecting Run report to (display type name). The report or HTML document is run in the selected display type. Refer to Examples of report display types, page 41 for examples of each of these formats and information on how to configure each to accommodate your reporting requirements. You can also change the display type of reports and documents after they are run. For more information, see Formatting specific reports after they are run, page 157. Setting a default report display type When you double-click a report or right-click a report and select Run Report, the selected report is run in a default display type. You can specify what this default display type is. 40 Specifying a display type in which to view reports and documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 For example, suppose you want to double-click a report and have it always run as a PivotTable. In this case, you can set PivotTable as your default report display type. To specify a default report display type 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 Expand the General folder. 5 From the Default display type drop-down list in the Defaults area, select a default report display type. To ensure that the report display type matches the format in the report definition, select Implicit from the drop-down list. 6 Click OK to close the MicroStrategy Office Options dialog box. The change is applied to any reports and documents you run. Examples of report display types You can run a report in several different formats. The display type you select determines how the report is displayed and the extent to which the report can be formatted, sized, moved, and so on in your Microsoft product. For information on specifying a display type in which to run reports and HTML documents, see Specifying a display type in which to view reports and documents, page 39. To specify a different default display type, see Setting a default report display type, page 40. The following list provides examples of the same report run in different formats to illustrate the characteristics of each display type. 2011 MicroStrategy, Inc. Specifying a display type in which to view reports and documents 41

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide Grid: Report results are displayed in a grid format, in the same format as they appear in MicroStrategy reports. Before you run a report as a Grid, you can configure several layout and formatting options for Grids from the Grid folder within the MicroStrategy Office Options dialog box. For specific details about each setting, press F1 to access the MicroStrategy Office online help. Chart: Report results are displayed as Microsoft Office charts. Select this mode if you are executing a MicroStrategy graph report into your workbook, presentation, or Word document. When you run a report in a Chart display type, you can use your Microsoft products to change the 42 Specifying a display type in which to view reports and documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 chart type (to a pie chart, for example), or format the chart s colors, and other elements. Note the following: You can specify a default chart type in which to run your MicroStrategy reports and HTML documents. To do so, in the MicroStrategy Office Options dialog box, expand the General folder, and then the Chart folder. From the Default chart type drop-down list, select a chart type. You can also specify a default size for MicroStrategy reports run as Charts. To do so, in the MicroStrategy Office Options dialog box, in the General folder, expand the Chart folder and expand the Size folder. In the Default Chart Size fields, specify the size of the chart. You can also use the AutoScale option to automatically size the fonts in the charts. For more information, see Chapter 6, Formatting, Editing, and Creating Reports and Objects. To display charts in your workbooks, presentations, and Word documents as images instead of editable objects, in the General folder, expand the Chart folder. Select the Display charts as images check box and specify an image format. This is helpful if you do not want others to re-format the business data within the report or create PivotCharts from the data. Enabling this setting 2011 MicroStrategy, Inc. Specifying a display type in which to view reports and documents 43

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide also results in better performance and a chart that looks exactly like it does in MicroStrategy Desktop. For more information, see Controlling if report data can be modified, page 224. Grid and Chart: Report results are displayed as grids and Microsoft Office charts. Outline: Report results are displayed in MicroStrategy outline mode. With outline mode enabled, you can reveal and hide data using the expand and collapse buttons on the left, respectively. For more information about MicroStrategy outline mode, refer to the MicroStrategy Basic Reporting Guide. PivotTable: Report results are displayed in Excel PivotTables. PivotTables are interactive tables that allow you to rotate rows and columns, filter data by displaying different pages, summarize data and 44 Specifying a display type in which to view reports and documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 totals, and more. For more information about PivotTables, refer to the Microsoft Office online help. Before you run a report as a PivotTable, you can specify several layout and formatting options for PivotTables from the PivotTables folder in the MicroStrategy Office Options dialog box. For specific details, press F1 from any MicroStrategy Office screen to access the MicroStrategy Office online help. PivotChart: Report results are displayed in Excel PivotCharts. PivotCharts allow you to change the chart type (to a pie chart, for example), format various elements of the chart, display and show data, 2011 MicroStrategy, Inc. Specifying a display type in which to view reports and documents 45

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide and more. For more information about PivotCharts, refer to the Microsoft Office online help. PivotTable and PivotChart: Report results are displayed in both Excel PivotTables and PivotCharts. For more information about PivotTables and PivotCharts, refer to your Microsoft Office documentation. Flattened: In Flattened reports, report results are displayed with all attributes and metrics flattened side-by-side on one axis. Also, any subtotals within the report are not displayed. Run your report or HTML document in this display type if you intend to use Excel s drop-down lists 46 Specifying a display type in which to view reports and documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 to filter, hide or show data, and more. For more information about filtering in Excel, refer to your Microsoft Office documentation. Quick Grid: In Quick Grids, report results are displayed in a CSV format. The report itself is bulk-loaded into Excel in one fetch, which results in the report being executed quickly. However, formatting from the report definition, such as fonts, colors, and thresholds is not applied. You can apply formatting to Quick Grids using Microsoft Excel s AutoFormats. You can also use Excel to analyze, sort, and work with data in the grid. For more information about sorting, filtering, and subtotaling data in Excel, refer to your Microsoft Office documentation. For examples of 2011 MicroStrategy, Inc. Specifying a display type in which to view reports and documents 47

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide ways to use Excel to analyze your reports, see Building report-filled Excel workbooks, page 76. Before you run a report as a Quick Grid, you can configure several layout and formatting options for Quick Grids from the Quick Grid folder in the MicroStrategy Office Options dialog box. For specific details, press F1 from any MicroStrategy Office screen to access the MicroStrategy Office online help. Displaying multi-layout Report Services Documents Report services documents can be designed to contain multiple layouts. This allows the document designer to use different layouts on different pages of the document. There are a variety of configurations that can be made to determine how multi-layout Report Services Documents are handled by MicroStrategy Office. Multi-layout Report Service document settings can be accessed through the MicroStrategy Office Options window. For steps to access the Office Options window, and for a description of each of the options, see the procedure below. 48 Specifying a display type in which to view reports and documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 To configure how multi-layout Report Services Documents are displayed in MicroStrategy Office 1 Log in to MicroStrategy Office. 2 From the MicroStrategy menu, select Options. The MicroStrategy Office Options window opens. 3 In the MicroStrategy Office Options window, expand General, then Document, and select Layout. 4 Configure how the document will be displayed by using the following options: Select Display default layout to display documents in the layout that they were created in. Select Display all layouts to display the document Select Prompt to select layouts to choose the layouts when the document executes. Adding reports as static pictures or embedded Excel workbooks You can add reports to your Word documents and PowerPoint presentations as either of the following: Static pictures, which do not allow you and other users to modify the report data, although you can perform basic image formatting using Microsoft Office Embedded, interactive Excel workbooks, which allow you and other users to modify the report data and format sections of the report. Due to issues with Microsoft Office when using embedded workbooks, MicroStrategy recommends adding reports as static pictures. Refer to Controlling if report data can be modified, page 224 for more details about these options and for steps to modify how reports are added to PowerPoint and Word. 2011 MicroStrategy, Inc. Adding reports as static pictures or embedded Excel workbooks 49

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide Applying formatting defaults to reports before they are run You can specify certain aspects of how reports are formatted in your Excel workbook, PowerPoint presentation, or Word document before you run them. For example, you can: Ensure that various aspects of MicroStrategy report formatting are applied to the executed reports and documents. Ensure that a border is added around the results of every grid report. For information on specifying these formatting options before you run reports, see Specifying formatting defaults for reports before they are run, page 149. Controlling when and which sections of reports and documents are displayed When you run a report or document into Excel, PowerPoint, or Word, the data that it contains must be retrieved, or fetched, from your data warehouse or other sources. You may have noticed the term fetch in the Execution Status dialog box that opens when you run a report or document. As each report is run, the Execution Status dialog box (shown below) keeps track of what percentage of 50 Applying formatting defaults to reports before they are run 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 each report has been run and other details such as when report execution began and ended. You can choose between Smart or Manual Fetch in the Execution Status dialog box that opens when you run a report, as shown at the bottom-right of the image above. Some reports are quite large, and therefore, can affect the performance of Intelligence Server and Web Services if they are not divided into smaller chunks before they are displayed. For this reason, when MicroStrategy Office 9.X incrementally fetches data, reports are divided into pages, and the pages are divided into individual blocks, which can consist of multiple fetches. One page is equivalent to the data in a report s page-by field. For example, a report with no objects in its page-by field, consists of only one page in MicroStrategy Office. Each fetch represents a call that is made to Web Services to retrieve data. By default, reports are run one after the other until all of the reports are displayed in the workbook, presentation, or Word document. In other words, the reports are incrementally fetched until they appear in Excel, PowerPoint, or Word or you cancel the operation. MicroStrategy Office automatically fetches the next block without waiting for your input, by default. This is known as Smart Fetch. However, if you want to be prompted to retrieve each individual block, you can switch to Manual 2011 MicroStrategy, Inc. Controlling when and which sections of reports and documents are displayed 51

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide Fetch. Enabling Manual Fetch is convenient if you know you are executing a large report and want to control when sections of it are retrieved. If any of the reports are prompted or contain page-by objects, you can continue executing the reports by following the instructions in Working with prompted reports and documents, page 58 and Working with prompted reports and documents, page 58, respectively. To determine when sections of reports are run 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13 in Chapter 1, Getting Started with MicroStrategy Office.) 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 Expand the Incremental Fetch folder and choose the type of incremental fetch to use. Smart Fetch is enabled, by default. You have the option to see a preview of the report data as it is executing. This is known as using Preview Fetch. In the Preview field, specify how many rows of the report you want to preview. For specific details about each incremental fetch option, press F1 to see the Help. Determining what report data appears on its own page When MicroStrategy reports are created in MicroStrategy Desktop and MicroStrategy Web, report designers often place report objects such as attributes in the page-by fields of the reports grids. A report analyst can work with objects in the page-by field to select and display subsets of report results as separate pages. When you try to run a report that contains data in its page-by field into your Microsoft product, by default, MicroStrategy Office prompts you to 52 Determining what report data appears on its own page 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 determine what subsets of the report results should be displayed on separate pages. Consider the following example. The image below shows a Supplier Sell Through Analysis report in MicroStrategy Desktop. The report contains two attributes, Year and Category, within its page-by field. Since the Category attribute is on the page-by field, you can select a different category, such as Electronics, to display data that corresponds to that category. 2011 MicroStrategy, Inc. Determining what report data appears on its own page 53

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide When you run this same report, you are presented with the following screen. This Select Pages dialog box is essentially asking you, Which data would you like to display on its own Excel worksheet, PowerPoint slide, or Word document page? You use the drop-down lists at the top to select which subsets of the report data to display. For example, data for Electronics in 2004 and data for Books in 2004 has been selected, as shown in the image above. This means that the electronics and books data will each appear on its own Excel worksheet, PowerPoint slide, or Word document page once the report is run, depending on your report placement settings. When you add a subset of data, a check mark automatically appears next it, as shown above. The check mark signifies that the data will be shown on its Excel worksheet, PowerPoint presentation slide, or Word document page. To specify that the data is not shown in your Microsoft product, clear the check box. If you add more than one subset of data, you can determine if one set of data is displayed before or after another set. For example, in the image above, 2004 electronics data will be viewed on the first page and 2004 books data will be viewed on the next page, as shown in the image below. To specify the 54 Determining what report data appears on its own page 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 order of the sets of data, select a set of data and use the up and down arrows appropriately. If subtotals and totals are available within the Select Pages dialog box, you can designate separate pages for those subtotals and totals as well. The following image provides an example of this report in Microsoft Excel, but keep in mind that you can run reports with objects in their page-by fields the same way in PowerPoint and Word. Notice that the books data is displayed on one worksheet (as shown on the left) and the Electronics data is displayed on a separate worksheet (as shown on the right). Whether or not you are given a choice to specify pages for a MicroStrategy report with page-by objects is determined by settings within the Page-by folder in the MicroStrategy Office Options dialog box. For details about each preference, press F1 from any MicroStrategy Office screen to access the MicroStrategy Office online help. 2011 MicroStrategy, Inc. Determining what report data appears on its own page 55

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide The following procedure illustrates how to make selections when you are asked which data to display on separate pages after you run a report with objects in its page-by field. To determine which data appears on its own page 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 Navigate to any MicroStrategy report that contains objects within its page-by field. 4 Determine where each page of the report will be placed within the workbook or presentation by doing one of the following: To specify page-by placement options for Excel, expand the General and Excel folders, and then the Placement folder. Select from the Page-by Placement options. For details about each option, press F1 to access the MicroStrategy Office online help. To specify page-by placement options for PowerPoint, expand the General and PowerPoint folders, and then the Placement folder. Select from the Multiple Report Placement options. For details about each option, press F1 to access the MicroStrategy Office online help. In Word, each report page is placed within its own document page, by default. 5 Double-click the report to run it in your Microsoft product. The Select Pages for (report name) dialog box opens. 6 From each drop-down list, select the subset data to display on its own page. For example, you can select 2004 from the Year drop-down list and electronics from the Category menu to designate that you want to see 2004 electronics data displayed on its own page. 7 Once you make your selections, click Add. The specific subset of data you chose is added to the Select Pages dialog box. 8 Once you are finished, click OK to run the report into your Excel workbook, PowerPoint presentation, or Word document. Each selected 56 Determining what report data appears on its own page 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 subset of data is added to the Excel worksheets, PowerPoint slides, or Word document pages. If you clear a page-by report from your workbook, presentation, or Word document, a placeholder marks the location of the report. This placeholder lists the name of the page-by report so that you know where the report was located before you cleared it. If you do not want placeholders displayed in your file, access the Page-by folder in the MicroStrategy Office Options dialog box. Clear the Keep placeholder for cleared pages check box. Clearing a report or report data When you run a report in Microsoft Excel, Power Point, or Word, you have the option to fully clear the report or clear the data from the report. Clearing a report or its data is useful if you run a report that contains sensitive or privileged information. You can clear the report or the data before you close the report so that no other users can view the information. To clear the report 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 Double-click a report to run it. 4 From the MicroStrategy toolbar menu, click Reports. 5 Right-click the report that you would like to clear, and then click Clear Report. All of the information on the report will be cleared. 6 Click Refresh Report to view the data. 2011 MicroStrategy, Inc. Clearing a report or report data 57

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide To clear metric data from a report 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 Double-click a report to run it. 4 From the MicroStrategy toolbar menu, click Reports. 5 Right-click the report that you would like to clear, and then click Clear Report Data. The metric data will be cleared. 6 Click Refresh Report to view the data. Working with prompted reports and documents Some of the reports and documents you try to add into your Microsoft products may require you to answer prompts before they are run. Therefore, when you choose to run the reports or documents, you must make selections in their prompts before the report or document is added to your Excel workbook, PowerPoint presentation, or Word document. You answer prompts in different ways depending on the specific type of prompt within the report or document. For information on answering prompts in reports and documents, see the Accessing New Data chapter of the MicroStrategy Basic Reporting Guide. Consider the following example. You run a report, Departures by Region - Monthly Trend, into a Microsoft PowerPoint presentation. The report, however, is prompted, and therefore requires you to make prompt selections 58 Working with prompted reports and documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 before the report is run. In this case, you must select the year for which you want to see report data, as shown in the image below. MicroStrategy Office can retain selected prompt answers when the report is re-prompted during the same session. The following procedure provides steps to make selections for prompted reports in MicroStrategy Office. To make selections in prompted reports and documents 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 Browse to and run a prompted report or document in your Microsoft products. (For these steps, see Running reports in workbooks, presentations, and Word documents, page 24.) 2011 MicroStrategy, Inc. Working with prompted reports and documents 59

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide As the reports are run, a prompt selection screen appears for each report that requires you to make selections in the prompt. 4 Make selections in the prompt screens. For specific information about answering prompts in reports and documents, see the Accessing New Data chapter of the MicroStrategy Basic Reporting Guide. 5 Click Execute Report to finish running the report in your Microsoft Excel workbook, PowerPoint presentation, or Word document. The reports are added to your workbook, presentation, or Word document. Reusing and sharing prompt answers It is often convenient to reuse prompts answers in your reports if you intend to analyze the same sets of data in the reports every time you refresh them. For example, you add several prompted reports to an Excel workbook. After you answer each report s prompts, the reports are displayed in the workbook. In an hour, you want to refresh the reports in the workbook so that you are presented with the most updated data from the warehouse. Before you refresh the reports, however, you can choose to save your prompt answers so that you do not have to answer the prompts for each report again. If you select to reuse prompt answers, any prompts that have been previously answered during the session will not require you to answer them. Your previous answers are applied. When you specify to reuse prompt answers in the MicroStrategy Office Options dialog box, you also have the option to share prompt answers amongst the different reports in your file. When you share prompt answers, prompt answers are automatically selected for common prompts among subsequently executed reports. The answers you select for the first report are applied to any remaining prompted reports when you are running multiple reports. For example, you run three prompted reports in a PowerPoint presentation. If you have not specified to reuse or share prompt answers, each report prompts you to select a month and region to determine which data is displayed on the report. You answer the prompts and the reports are displayed accordingly in the presentation. When you refresh the presentation, you are prompted again to answer the prompts for each report. However, since the reports contain prompts that have common questions (in this case, one prompt question is For what month and region should data be 60 Working with prompted reports and documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 retrieved? ), the prompt answers from the first report can be applied to or shared with the other reports the next time you refresh them. In other words, you answer the prompts for the first report, but are not prompted for the other reports. Your original prompt answers are shared from one report to the next. To specify that the prompt answers are shared, you make the appropriate selections in the MicroStrategy Office Options dialog box, as explained in the procedure below. You have the following options for reusing prompt answers and sharing prompt answers amongst reports. Consider these options in regard to the example above, in which three reports that all have the same prompts are run: Do not reuse or share prompt answers: If the prompt answers are not reused or shared, you are prompted for all three reports. Reuse prompt answers: If the prompt answers from the reports are reused, you are only prompted for the reports once during the session when executing or refreshing the three reports. Share prompt answers (when executing multiple reports and documents): If prompt answers are shared, you are prompted every time the report is run or refreshed. However, if you run or refresh the three reports at the same time, the prompts are only displayed once for all three reports. To re-use or share prompt answers 1 Open a workbook, presentation, or Word document that contains prompted reports. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 3 In the General folder, expand the Prompt folder. 4 Do one of the following: To re-use prompt answers: Select the Reuse prompt answers check box, if it is not already selected. To share prompt answers: Clear the Reuse prompt answers check box, if it is already selected. Then, select the Share prompt answers check box. 2011 MicroStrategy, Inc. Working with prompted reports and documents 61

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide You can also ensure that each prompted report is answered with the default prompt answers by selecting the Always use default answer check box. 5 Click OK to close the MicroStrategy Office Options dialog box. Prompt answers are only reused during the same session. If you close the Microsoft Office product with which you are working and refresh a prompted report, you will be prompted. Clearing saved prompt answers After you have reused prompt answers in reports, you can choose to clear these prompt answers from MicroStrategy Office. When you clear a prompt answer, it is no longer applied to prompted reports in MicroStrategy Office. For example, you select Reuse prompt answers from the MicroStrategy Office Options page, run a prompted report, and provide the Year 2005 as one prompt answer and the Northeast region as another prompt answer. MicroStrategy Office keeps track of these prompt answers and lists them in the Clear Saved Prompt Answers dialog box. From the Clear Saved Prompt Answers dialog box, you can select which prompt answers to delete from MicroStrategy Office. The prompt answers you delete will not be reused in any prompted reports you run in the future. To clear saved prompt answers 1 Open an Excel workbook, a PowerPoint presentation, or Word document that contains prompted reports. 2 On the MicroStrategy Office toolbar, click the MicroStrategy button. MicroStrategy Office opens. 3 From the Workbook, Presentation, or Document menu (depending on your Microsoft Office product), select Clear Saved Prompt Answers. The Clear Saved Prompt Answers dialog box opens. 4 From the list of saved prompt answers, select the check boxes of the prompt answers you want to delete, and click Clear Selected. To delete all prompt answers from the list, select Clear All. 62 Working with prompted reports and documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 5 Click Close to close the Clear Saved Prompt Answers dialog box. Answering prompted reports and documents Answering prompted reports and documents allows you to personalize the way that you view your report and document results. MicroStrategy Office is unique in that it can have multiple prompt answers in one report. You can also have multiple personal prompt answers within one prompt. To answer a personal prompt in MicroStrategy Office 1 Open an Excel workbook, a PowerPoint presentation, or Word document that contains prompted reports or documents. 2 On the MicroStrategy Office toolbar, click the MicroStrategy button. MicroStrategy Office opens. 3 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 4 Browse to and run a prompted report or document in your Microsoft products. (For these steps, see Running reports in workbooks, presentations, and Word documents, page 24.) As the reports are run, a prompt selection screen appears for each report that requires you to make selections in the prompt. 5 Answer the prompt by selecting a personal prompt answer from the drop-down menu. You can select Edit to rename or delete your personal prompt answers. The drop-down menu is only displayed if the prompt is configured to allow multiple personal prompt answers. For more information about answering personal prompts, see the Accessing Data chapter of the MicroStrategy Basic Reporting Guide. 6 Select Execute Report to save the personal prompt answer and execute the report. 2011 MicroStrategy, Inc. Working with prompted reports and documents 63

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide Choosing a style of prompt There are two different styles in which prompts can be displayed in MicroStrategy Office. The image of the prompted report in Working with prompted reports and documents, page 58 shows an example of a MicroStrategy Office style of prompt in MicroStrategy Office. It is also possible to display prompts in the same style used in MicroStrategy Web, as shown below. To choose a style for prompts in MicroStrategy Office 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 Select the Prompt folder, and then choose a style of prompt from the Prompt Style area: Office style prompts are similar to the prompts used in MicroStrategy Desktop. The prompt name and title are displayed, and the prompts 64 Working with prompted reports and documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 are displayed in the order in which they appear in the report definition. This is the default prompt style. Web style prompts are similar to the prompts used in MicroStrategy Web. Only the prompt titles are displayed, and the prompts are displayed with the required prompts first. You can select Always display required prompts first if you want the prompts that require an answer for the report or document to be displayed before prompts that are not required. 5 Click OK to close the MicroStrategy Office Options dialog box. Allowing users to rename History List messages using a prompt If a prompted report is being sent to a user s History List, the report can be renamed when the user answers the prompt. For more information about History Lists, see Chapter 1, Getting Started with MicroStrategy Office. 2011 MicroStrategy, Inc. Working with prompted reports and documents 65

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide When a user runs a report with a prompt and the user has allowed History List message renaming, the prompt will display as shown below: If a user types in the Report Messages Name text box, the name that is specified will be used when the report appears in the user s History List. The following procedure explains how to make this configuration. To allow users to rename History List messages using a prompt 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 Under Report Message, select Prompt. 66 Working with prompted reports and documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 5 Select Allow renaming of the report/message from the prompt. 6 Click OK. The MicroStrategy Office Options window closes. Displaying last update, filter, and other report details Before you run reports and documents in your Excel workbook, PowerPoint presentation, or Word document, you can ensure that each report s details are displayed alongside the reports. You can display and determine an order for various report details, including the following. An example showing most of these options is displayed below. Project Header: The header defined for all reports in the current project. Export Header: The header of the current report. Can be displayed simultaneously with the Project Header. Report Title: The title of the report. Report Description: The short description of the report. Report Filter: Any filters used in the report. Report Limits: Any limits on metrics used in the report. Report Data: The report itself. Cannot be removed from display. Fetch Details: Reports that are incrementally fetched may only display partial results. Fetch details show the percentage of the report results that are displayed. Last Update Time: Date the report was last run. Export Footer: The footer of the current report. Can be displayed simultaneously with the Project Footer. Project Footer: The footer defined for all reports in the current project. MicroStrategy Office supports auto-text in report details and replaces them with pertinent information when they are displayed in headers and footers. HTML and images are not supported, and any HTML tags in a header or footer are removed. 2011 MicroStrategy, Inc. Displaying last update, filter, and other report details 67

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide When enabled, the report details that you select appear next to each report or document in the order that you specify. An example of these report details is shown below. To display last update, filter, and details of a report or document 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 In the General folder, expand the Report Detail folder. 5 Select the Display report details check box. 68 Displaying last update, filter, and other report details 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 6 To display the details as a comment in the upper-left hand cell in Excel, select the Display as comments check box. Note the following: If you select the Display as comments check box, the report details are not displayed in Word or PowerPoint. You can enable or disable different types of report details by selecting the check boxes next to the corresponding details. 7 Highlight a report detail and use the up and down arrows on the left to change the order of the details. 8 Click OK to close the MicroStrategy Office Options dialog box. 9 Run one or more reports or documents. The details of the report or document are displayed next to it, or as a comment. Including report details for page-by report data When you run a report that has objects in its page-by field, each set of page-by data is placed on its own worksheet, presentation slide, or page, depending on your Microsoft product. You can choose to display the title of that page-by field above its related report data. For example, if the page-by data contains data about the supplier, DSS Appliance Co., you can ensure that Supplier DSS Appliance Co. is displayed above the report. To display the title of a page-by section of data 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 In the General folder, expand the Report Detail folder. 2011 MicroStrategy, Inc. Displaying last update, filter, and other report details 69

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide 5 Make the necessary selections in the Page-by Details area. For specific details about each setting, press F1 to access the MicroStrategy Office online help. For information about executing reports with objects in their page-by fields, see Working with prompted reports and documents, page 58. Displaying additional grid and column details You can display additional details about each grid report s grid and column headers. For example, you can specify that any attribute forms and descriptions of attributes and metrics are displayed at the top of each grid report. For information about displaying these details above each grid report in your Excel workbook, PowerPoint presentation, or Word document, refer to the following sections. Displaying the attribute forms of a grid report You can specify that attribute forms are displayed at the top of each of the grid reports in your workbook, presentation, or Word document. The attribute forms are displayed in the same way as they are in MicroStrategy Desktop and MicroStrategy Web. For conceptual information about attribute forms, see the MicroStrategy Project Design Guide. You can also display or hide the attribute forms of specific grid reports after they are run. For more information, see Formatting specific reports after they are run, page 157. To display attribute forms for every grid report 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 Before you run reports in the workbook, presentation, or Word document, on the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 70 Displaying last update, filter, and other report details 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 4 In the General folder, expand the Grid folder. 5 Select the Show attribute form headers check box. 6 Click OK to close the MicroStrategy Office Options dialog box. 7 Run one or more grid reports. The attribute forms of each report are labeled in the report grid row and column header at the top of each report. Displaying attribute and metric descriptions You can display the descriptions of attribute and metrics in grid reports in your workbooks. The attribute and metric descriptions are displayed as comments in the report header cells in the workbook. You can also display the attribute and metric descriptions of specific grid reports after they are run. For more information, see Formatting specific reports after they are run, page 157. To display report header descriptions for every grid report 1 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 Before you run reports in the workbook, presentation, or Word document, on the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 In the General folder, expand the Grid folder. 5 Select the Show header descriptions check box. 6 Click OK to close the MicroStrategy Office Options dialog box. 7 Run one or more grid reports. When the grid report is run, any descriptions within its report header are added to the workbook cell s comments. 2011 MicroStrategy, Inc. Displaying last update, filter, and other report details 71

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide 8 To run the new report, click Execute Report. The new report is run in your Microsoft product. For example, since the Age Range and City attributes were selected in the prompt, they appear on the report. Displaying metric data only It is possible to display only the metric data contained in a MicroStrategy grid report if the report is added to a document, workbook or presentation in MicroStrategy Office. This is helpful if you plan on creating a new Excel workbook, and then exporting the data contained in the Excel workbook to an existing spreadsheet that already contains the column and row names for the data. This feature can also be useful for security reasons. The following procedure explains how to display only the metric data in a workbook, document, or presentation that is created using MicroStrategy Office. 72 Displaying last update, filter, and other report details 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Determining How Reports And Documents Are Displayed 2 To display only the metric values of a grid report 1 Log in to MicroStrategy Office. 2 From the Tools menu, select Options. The MicroStrategy Office Options window opens. 3 On the left side of the window, expand General, and select Grid. 4 On the right side of the window, select Show metric values only. 5 Click Apply. 6 Click OK. The MicroStrategy Office Options window closes. Maintaining notes in MicroStrategy Office reports and documents Notes can be added to track changes on a report or document. The Notes pane displays the notes or comments added to the report or document, and allows you to add new notes. This enables multiple users that are working on the same report or document to communicate with each other. When a note is added to a report or document, it is stored in the metadata. Because the notes that are associated with reports or documents are stored in a central location, they can be shared between MicroStrategy Web, Desktop, and Office. Notes are displayed with the user s login name as well as the time and date that the note was added. This helps to track when comments were made, and who made them. Prerequisites The View Notes privilege is required for users to view notes. The Add Notes privilege is required for users to add notes. The Edit Notes privilege is required for users to edit notes. 2011 MicroStrategy, Inc. Maintaining notes in MicroStrategy Office reports and documents 73

2 Determining How Reports And Documents Are Displayed MicroStrategy Office User Guide To open the Notes Window 1 Log in to MicroStrategy Office, and browse to the report or document that you want to view, edit or add notes to. 2 Select the report or document, and, from the View menu, select Notes. The Notes window opens, as shown below: 3 Add a new note, or edit existing notes by doing the following: To add a new note, type in the blank text field at the bottom of the window and click Submit. The note is now displayed in the Notes section in the top of the window. To edit an existing note, click Edit. 4 Click OK. The Notes window closes. 74 Maintaining notes in MicroStrategy Office reports and documents 2011 MicroStrategy, Inc.

3 3.USING MICROSTRATEGY OFFICE IN EXCEL Building and analyzing workbooks that contain business data Introduction Building Microsoft Excel workbooks that contain MicroStrategy reports and documents is convenient if you and other users intend to use Excel to organize, analyze, and work with the business data within those reports. This chapter guides you in using MicroStrategy Office to build Microsoft Excel workbooks that contain MicroStrategy reports and documents. It also provides tips and examples on how to use Excel to analyze and work with the business data within those reports. The tasks within this chapter focus on and apply to the following types of users: MicroStrategy Office users who access MicroStrategy projects to run reports within Excel workbooks. If this describes your intended use, start with Building report-filled Excel workbooks, page 76 to learn how to build effective workbooks in Excel and see some examples of the kinds of tasks you can perform using MicroStrategy Office in Excel. Then, proceed to Analyzing and working 2011 MicroStrategy, Inc. 75

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide with Excel workbooks that contain business data, page 92 to learn about the different ways in which you can use Excel to analyze and work with MicroStrategy reports contained in workbooks. It is assumed you know how to use MicroStrategy Office to connect to MicroStrategy projects, run reports and documents, access preferences, and refresh data. If you need a refresher on any of these tasks, see Chapter 1, Getting Started with MicroStrategy Office. Business analysts who do not have access to MicroStrategy Office, but intend to analyze and format report data within the Excel workbooks. If this describes your intended use, proceed to Analyzing and working with Excel workbooks that contain business data, page 92 to learn about the different ways in which you can use Excel to analyze and work with MicroStrategy reports contained in workbooks. Building report-filled Excel workbooks To perform the tasks outlined in this section, MicroStrategy Office must be installed and configured on your machine. You must be able to log in to at least one MicroStrategy project and have the necessary MicroStrategy privilege named Use Office. The Use Office privilege allows you to access MicroStrategy projects from MicroStrategy Office. For more information, contact your administrator. This section shows you how to add MicroStrategy reports and documents to Excel workbooks. It also provides an example of how you can use MicroStrategy Office in Excel to create dashboards and scorecards to present your report data. Microsoft Excel workbooks that contain MicroStrategy reports and documents can be used for a variety of purposes, as illustrated in the following example. Suppose you are putting together an Excel workbook for other regional sales managers. The managers are interested in viewing yearly sales data from a variety of perspectives, and therefore require that the Excel workbook contain several reports and documents. To build the workbook, you open Excel, create a new workbook, access the MicroStrategy Office toolbar, and run MicroStrategy reports and documents in the workbook. In Microsoft Excel, you can add graphics, a header and 76 Building report-filled Excel workbooks 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Excel 3 footer, and other elements to give the workbook a consistent, professional look and feel. Once the reports and documents are added to Excel, you and the other sales managers can use Microsoft Excel s functionality to filter, sort, use PivotTables, and perform other analytical tasks within the workbook. For example, if you added a MicroStrategy graph report to the workbook, you can use Excel to change the chart type from a bar graph to a pie chart, format colors, sort data, and so on. You can also use Excel s PivotTable functionality to add and remove data from the grid reports, show and hide columns, adjust the display of the grids, and more. Examples of how to analyze and work with Excel workbooks are provided in Analyzing and working with Excel workbooks that contain business data, page 92. Adding reports and documents to a workbook You can log in to MicroStrategy Office and add reports, HTML documents, and Report Services documents to a Microsoft Excel workbook. Refer to the following sections for the necessary steps: Adding reports and HTML documents, page 78 Adding non-flash Report Services documents to an Excel workbook, page 80 Adding a Flash view of a Report Services document to an Excel workbook, page 83 You can add reports and documents to a Microsoft Excel workbook only if you have the appropriate MicroStrategy permissions to run the reports and documents. 2011 MicroStrategy, Inc. Building report-filled Excel workbooks 77

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide Adding reports and HTML documents The procedure below describes how to add reports or HTML documents to an Excel workbook. To add MicroStrategy reports and HTML documents to a workbook 1 Open Microsoft Excel and create a blank workbook. 2 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 3 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 4 Browse to or search for the report or document to add to the Excel workbook. 5 Run a report or document by doing one of the following: Double-click a report or document to add it to your Excel workbook. This runs the report in a default display type, which is determined by the format of the report in MicroStrategy. For example, a MicroStrategy graph report is executed in a Chart display type. For information about changing the default display type, see Setting a default report display type, page 40. Right-click the report or document (or multi-select several reports and documents) to choose a specific display type in which to add them to your workbook. For example, you can run a report as a Grid and Chart or as a PivotTable. By default, all reports, including reports within HTML documents, are placed on their own worksheets within the Excel workbook. For example, a MicroStrategy grid report may appear on one worksheet as an Excel PivotTable and a graph report may be placed on another worksheet as a Chart, as shown below. 78 Building report-filled Excel workbooks 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Excel 3 In the workbook shown below, each report is displayed in its own worksheet in the workbook. The first report is displayed as a PivotTable. 2011 MicroStrategy, Inc. Building report-filled Excel workbooks 79

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide The second report is displayed as a Graph, as shown below. For information on modifying where reports and documents are placed within Excel workbooks and their maximum size, see Determining the placement and maximum size of reports and documents, page 38. You can have certain words and phrases link to specific reports and projects. This Microsoft Office feature, Smart Tags, allows you to associate MicroStrategy reports with specific phrases. For information on including Smart Tags in your workbook to provide users with links to reports and projects, see Using Microsoft Smart Tags as links to projects and reports, page 233. Adding non-flash Report Services documents to an Excel workbook In Excel workbooks, you can run any Report Services documents to which you have access. This allows you and other users to format and view the data in Microsoft Excel. You can add any type of Report Services document to an Excel workbook, as long as the MicroStrategy Report Services document includes reports from the same project. For example, you can add one Report Services document that contains three different reports from your human resources project. 80 Building report-filled Excel workbooks 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Excel 3 However, you cannot add a document that contains reports from both your human resources and marketing projects. When a non-flash Report Services document is added to an Excel workbook, charts can be displayed one of three ways. For more information, see Formatting chart images in non-flash documents, page 82. Before running adding a non-flash mode document, you can configure it to display using Open Office XML. This configuration must be made before you run the HTML document. To be able to display a non-flash document using Open Office XML, you must be running Microsoft Office 2007 or higher, as well as MicroStrategy Web Services and Intelligence Server 9.2 or higher. For steps, see To display a non-flash document using Open Office XML, page 81. To display a non-flash document using Open Office XML 1 Open Microsoft Excel. 2 Click Options on the MicroStrategy Office toolbar. The MicroStrategy Office Options dialog box opens. 3 Expand General, then Document. 4 Select Use Open Office XML for view mode rendering. 5 Click OK. The MicroStrategy Office Options dialog box closes. To add a non-flash Report Services document to your Excel workbook 1 Open Microsoft Excel and create a blank workbook. 2 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 3 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 4 Browse to or search for the document to add to the Excel workbook. 2011 MicroStrategy, Inc. Building report-filled Excel workbooks 81

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide 5 Right-click the document and select Run Document to View Mode. If any reports within the document contain prompts, you must answer them before the reports are executed. For information about executing prompted reports and documents, see Working with prompted reports and documents, page 58. Formatting chart images in non-flash documents When a non-flash Report Services document is added to an Excel workbook, charts contained within the Report Services document can be configured to be either images, live charts (can be altered), or they can inherit the default from the document definition. Prerequisites: Microsoft Office XP or Microsoft Office 2003 Microsoft Office 2007 Service Pack 1 or higher. To configure charts in non-flash Report Services documents, open the MicroStrategy Office Options window, and select Document. The following options are available: Display chart as image: This option displays an image of the chart that was created when the document was designed. This option is useful because it allows chart types that are not supported in Microsoft Office to appear exactly as they do in MicroStrategy Web or Desktop. Display live chart: This option allows charts to be formatted and otherwise altered when displayed in MicroStrategy Office. Not all chart types are supported as live charts in MicroStrategy Office. For more information, see Chapter 2, Determining How Reports And Documents Are Displayed. Use default from document definition: This option inherits the chart settings from document definition. For example, if the document is configured to display charts as images, charts will be displayed as images when you add a non-flash Report Services document to your workbook. 82 Building report-filled Excel workbooks 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Excel 3 Adding a Flash view of a Report Services document to an Excel workbook Some Report Services documents have Flash Mode enabled within them. This allows document analysts and other users to view the document in Flash Mode in MicroStrategy Web. You can add these Flash-enabled Report Services documents to an Excel workbook. A document designer can ensure that a document can be viewed in Flash Mode by enabling Flash Mode in the Document Properties dialog box in MicroStrategy Web or Desktop. For more information, see the MicroStrategy Document Creation Guide. Including too many Flash-enabled documents in an Excel workbook can cause the Flash-enabled documents to fail to execute or refresh. The number of Flash-enabled documents that can be included in an Excel workbook is limited by several factors, including the size of each Flash-enabled document, the number of widgets in each Flash-enabled document, and so on. The procedure below describes how to add Flash-enabled Report Services documents to an Excel workbook. For steps to add a non-flash Report Services document, see Adding non-flash Report Services documents to an Excel workbook, page 80. Prerequisites To add and view Flash-enabled documents, you must have Adobe Flash Player installed on your machine. If Flash Player is not installed, a dialog opens when you run a Flash-enabled document. The dialog provides a link to the Adobe download web site, from which you can install Flash Player. For information on certified and supported versions of Adobe Flash Player, see the MicroStrategy Readmes. To add Flash-enabled Report Services document to an Excel workbook 1 Open Microsoft Excel and create a blank Excel workbook. 2 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 3 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 2011 MicroStrategy, Inc. Building report-filled Excel workbooks 83

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide 4 Browse to or search for the Flash-enabled document to add to the Excel workbook. In the folder lists, Flash documents are displayed with the following icon. 5 Double-click the document to add it to your Excel workbook. The document is run in Flash Mode, by default. You can also run the document in a Grid display type by right-clicking it and selecting Run Report to Grid. This causes the document to be displayed in a static view mode, similar to a document exported from MicroStrategy Web. If you intend to send the workbook to other users, refer to Sending Office Documents that include Flash-enabled documents, page 227 for information about ensuring that the recipients can view the Flash-enabled documents in the workbook. Creating and editing reports and documents in a workbook You can create reports and documents in an Excel workbook by launching MicroStrategy Web in Office. MicroStrategy Web will actually open in Office so that you can create reports and documents in the same way that you would in Web. If you save the report or document in the Shared Folder, it will save in Office, Web, and Desktop. This way, you can access these reports in any environment in which you are working. To create a report or document using MicroStrategy Office in Excel 1 Open Microsoft Excel. 2 Click Options on the MicroStrategy Office toolbar. 3 Select the Server folder from the folder list to the left. 4 Enter the name of the machine where you can access MicroStrategy Web in the Web URL field and then click OK. After you have configured the Web URL, the option to create new reports and documents will be available. 84 Building report-filled Excel workbooks 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Excel 3 5 Click File and then point to New. 6 From the menu, select either Report, Report from Template, Document, or Document from Template. 7 Create the report or document as you would in MicroStrategy Web. See the MicroStrategy Web Help for more information. Moving, resizing, and formatting reports in a workbook Once reports and documents are placed within your Excel spreadsheet, you can resize them, add titles and other text around data, and format other aspects of the Excel spreadsheet. Setting scaling options for reports displayed as charts in Excel You can scale MicroStrategy reports that are displayed as charts in an Excel spreadsheet by using the Excel Scale Options dialog box. Scaling options include setting reports to a percentage of their original size, or to a fixed width and height. You can scale reports displayed as charts, including bar charts, pie charts, line charts, and other MicroStrategy graphs. 2011 MicroStrategy, Inc. Building report-filled Excel workbooks 85

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide You can set charts to either retain their current size in Excel when reports are refreshed, or revert to the size saved in the report properties. To access the Excel Scale Options 1 Open MicroStrategy Office, if it is not already open. On the MicroStrategy Office toolbar, click MicroStrategy. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 Expand the Excel category and select Scale. The Excel Scale Options are displayed. 86 Building report-filled Excel workbooks 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Excel 3 The following table contains scaling changes that you can make to reports that are displayed as charts using the Excel Scale Options: End Goal Scale chart by a percentage of its original size Scale chart to a fixed width and height Discard changes to the chart size when it is refreshed Keep the current chart size in Excel Steps 1 Type the desired width as a percentage. 2 Type the desired height as a percentage. 3 To maintain the aspect ratio of the report, select Lock aspect ratio. 1 Select a measurement unit. 2 Type the desired width. 3 Type the desired height. 1 Select the Recalculate scale on refresh check box. When the report is refreshed, any changes to the scale that have been made in Excel are discarded. The report reverts to the scale that is defined in the report properties. 1 Clear the Recalculate scale on refresh check box. Charts retain their current size in Excel when they are refreshed. The following contains additional information on formatting reports in Excel: For information on manually resizing reports using the Excel resize handles, see Resizing reports, page 162. For steps to move reports in a spreadsheet, see Moving reports in Excel, page 167. For information on modifying display properties such as whether the report is displayed as an image, applying borders, or applying AutoFit to rows and columns, see Formatting specific reports after they are run, page 157. For steps to ensure the formatting changes above are not lost after refreshing a report, see Formatting specific reports in Excel, page 159. Example: Building a dashboard-style Excel workbook You can design in-depth, report-filled Excel workbooks as scorecards and dashboards. These scorecards and dashboards can include your company s logo, headers, footers, and any other graphics to produce a consistent report book. 2011 MicroStrategy, Inc. Building report-filled Excel workbooks 87

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide You can use MicroStrategy Office to include multiple reports in a workbook and Microsoft Excel to format each worksheet giving the workbook a consistent look and feel. The following procedure walks you through an example of how to create an Excel workbook that contains multiple reports and presents a dashboard view of your data. To create a scorecard or dashboard using MicroStrategy Office in Excel 1 Open Microsoft Excel and create a new workbook. 2 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 3 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 4 When creating scorecards and dashboards, it is recommended that all reports have the same look and feel. To make sure all the reports have the same formatting applied to them, on the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens; in the General folder, expand the Grid folder. 5 Do one of the following: Clear the Apply formatting from report definition check box to ensure that all of the reports that you run in the workbook have the same plain formatting applied to them. Select the Apply formatting from report definition check box and select the check boxes of the MicroStrategy formatting to maintain in the reports. For example, you can ensure that each report s MicroStrategy currency formatting is applied, but not its font styles. For details about each setting, press F1 to access the MicroStrategy Office online help. When you select the Apply formatting from report definition check box, you can also select the Apply formatting from report definition on refresh check box to ensure that MicroStrategy report formats are reapplied to reports after a refresh, overriding any of your existing changes. 6 Use Microsoft Excel to add worksheets, headers, footers, and to format other elements of the workbook. 88 Building report-filled Excel workbooks 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Excel 3 Refer to the following image as an example of different ways in which you can format an Excel dashboard. This worksheet represents the cover page of the workbook and provides links to other worksheets in the workbook and additional information. 7 Log in to the MicroStrategy project that contains the reports or documents to add to the workbook, and run them in the workbook. The following images show examples of ways in which you can present report data. As you design your scorecard or dashboard, you may find it more convenient to specify with your cursor the location in which reports should be executed in Excel. 2011 MicroStrategy, Inc. Building report-filled Excel workbooks 89

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide This sample worksheet contains reports that were added, resized, and reformatted using Excel. For example, notice that the two graphs at the top of the worksheet are Excel bar graphs. 90 Building report-filled Excel workbooks 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Excel 3 This worksheet presents additional grid reports. You can use the MicroStrategy Office API to create interactive, custom products to accommodate your reporting requirements. For more information about the MicroStrategy Office API, refer to Chapter A, Customizing MicroStrategy Office. Saving and securing a report-filled workbook You can save your report-filled workbook at any time using Microsoft Excel. When you save the workbook, all formatting is saved, as is the the position of your reports and documents. The properties of each report in the workbook are also saved. These properties determine how the report is accessed, how it can be modified, and more, as explained in Modifying how individual reports are refreshed, page 223. 2011 MicroStrategy, Inc. Building report-filled Excel workbooks 91

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide You can secure the data within your Excel workbook in several ways once you save it and are ready to distribute it to others. For more information, refer to Chapter 7, Securing and Distributing Data. Analyzing and working with Excel workbooks that contain business data This section provides you with examples of how to sort, filter, and perform other analytical tasks using Microsoft Excel with MicroStrategy report data. This section applies to the following types of business users: MicroStrategy Office users who create Excel workbooks for personal use or to distribute to others. These users log in to MicroStrategy projects and run reports and documents in Excel workbooks. During the process of creating a report-filled workbook, these users may also decide to use Excel to add metrics, sort data, format PivotTables, and perform other analysis. Users who do not have access to MicroStrategy Office, but intend to use, sort, and perform other tasks with Excel workbooks that contain report data from MicroStrategy. These users can perform these tasks using Microsoft Office functionality. Depending on how the Excel workbook was designed, you may not be able to format, edit, or resize the workbook. Some designers lock these capabilities before distributing business data. In this case, you can only view, but not edit, the report data within the Excel workbook. Each time a report is run in Microsoft Excel, an Excel Named Range is automatically created for each report result. The Named Ranges are updated to reflect changes in result size or location each time a report is refreshed. Named Ranges can be used for a variety of Microsoft Excel-based tasks, such as running macros and Power Pivot models. For more information about using Named Ranges in Microsoft Excel, refer to your Microsoft Office documentation. 92 Analyzing and working with Excel workbooks that contain business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Excel 3 Refreshing and reformatting data in a workbook When you access an Excel workbook that contains MicroStrategy report data, you may be able to refresh and reformat a report s layout within it. Refer to the table below to learn whether or not you can refresh and reformat the MicroStrategy reports and documents within your Excel workbooks. MicroStrategy Office user? Yes No Able to Refresh Reports and Documents? Yes. If you have MicroStrategy Office, you can refresh the reports and documents contained in the Excel workbook. No. If you do not have MicroStrategy Office, you cannot refresh the reports and documents within the Excel workbook. This means you cannot obtain the most current data from the data warehouse or other data sources. The report data within the workbook is intended for analytical use only. Note: If you do not have MicroStrategy Office, any Flash-enabled documents included in the workbook are not displayed. Able to Format Reports and Documents? Yes. For information on formatting all reports and documents, refer to Chapter 6, Formatting, Editing, and Creating Reports and Objects. For information on formatting specific reports and documents, see Formatting specific reports in Excel, page 159. Depends on the following: The workbook designer may have adjusted the security settings of the Excel workbook so that you can view, but not edit, the data, graphics, or other elements of the workbook. If not, you may be able to format certain aspects of the reports in the Excel workbook, depending on how the workbook creator secured the file. For information on formatting reports and documents, refer to Chapter 6, Formatting, Editing, and Creating Reports and Objects. Note: If you can edit the reports and documents, you can use Excel to sort, filter, and perform other analytical tasks with the report data. For more information, refer to the following sections in this chapter. Refreshing reports and documents in a workbook The following procedure guides you in refreshing the business data within all the reports and documents in your Excel workbook. For conceptual information about refreshing reports, see Refreshing reports to retrieve the latest data, page 31. 2011 MicroStrategy, Inc. Analyzing and working with Excel workbooks that contain business data 93

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide To refresh all of the reports and documents in an Excel workbook 1 On the MicroStrategy Office toolbar, click Refresh. Or, from the MicroStrategy menu, select Refresh Workbook in your Microsoft product. A progress window is displayed, showing you which reports are being refreshed. The reports and documents are refreshed with the latest data from the data warehouse or other data sources. You can also select specific reports to refresh if you only want to update the data of a specific report. To refresh specific reports and documents in an Excel workbook 1 On the MicroStrategy Office toolbar, click Reports. The Reports dialog box opens. A list of the reports that currently reside in your Excel workbook appears. 2 Right-click the report or multi-select and right-click the reports to refresh. 3 Select Refresh Report. A progress window is displayed, showing you which reports are being refreshed. The reports and documents are refreshed with the latest data from the data warehouse or other data sources. Example: Creating reports and slicing-and-dicing using Excel PivotTables and PivotCharts PivotTables and Pivot Charts are Excel features allowing you to perform a wide variety of analytical tasks such as sorting, filtering, and so on. When MicroStrategy reports are run in Excel as Excel PivotTables or PivotCharts, you can slice-and-dice the reports and data to uncover and highlight specific report data. You can take advantage of Microsoft Excel s native PivotTable and PivotChart functionality to create your own custom reports from the MicroStrategy data in the workbook. 94 Analyzing and working with Excel workbooks that contain business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Excel 3 A MicroStrategy report must be executed as a PivotTable or PivotChart before you can analyze and work with the PivotTable or PivotChart in Excel. For information on how to run MicroStrategy reports in different formats, see Working with prompted reports and documents, page 58. The Microsoft Excel examples in this section may not necessarily reflect the features and functionality of the most current release of Microsoft Excel. For updated information on features and their corresponding documentation, refer to your Microsoft Excel documentation. These examples do not represent every task you can perform in Excel; they serve only as examples on working with MicroStrategy report data in Excel. For example, the Customer Sales by Age report below was run in an Excel workbook as a PivotTable. Notice from the image that the columns have 2011 MicroStrategy, Inc. Analyzing and working with Excel workbooks that contain business data 95

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide drop-down lists. The PivotTable menu opens by default once the report is executed. 96 Analyzing and working with Excel workbooks that contain business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Excel 3 In the PivotTable, you can choose to add individual elements into the table. Notice that the Quarter and Age 40 and Over columns were dragged from the PivotTable menu to the PivotTable, adding data to the report. 2011 MicroStrategy, Inc. Analyzing and working with Excel workbooks that contain business data 97

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide If desired, you can format the look of your report data by selecting a new Excel report format, as shown in the image below. 98 Analyzing and working with Excel workbooks that contain business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Excel 3 You can also create a PivotChart from the PivotTable. When you do so, the PivotChart is placed on a separate sheet in the workbook, as shown in the image below. Suppose you want to see only bar graph data for Sum of Age 19 and Under and Sum of Age 20-39. You can choose to hide specific data from view, as shown in the following image. 2011 MicroStrategy, Inc. Analyzing and working with Excel workbooks that contain business data 99

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide Notice in the image below that the bar graph PivotChart displays only the data specified. Example: Ranking and reducing result sets using Excel s auto-filtering functionality You can filter and rank your report data in a number of ways using Microsoft Excel s auto-filtering feature. This technique is particularly beneficial with large datasets. The Microsoft Excel examples shown in the following procedure may not necessarily reflect the features and functionality of the most current release of Microsoft Excel. For updated information on features and their corresponding documentation, refer to your Microsoft Excel documentation. The following procedure and example is intended to familiarize you with how you can use auto-filtering to analyze MicroStrategy report data. 100 Analyzing and working with Excel workbooks that contain business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Excel 3 To rank and reduce result sets using Excel s auto-filtering with MicroStrategy report data 1 Do one of the following: If you have MicroStrategy Office, run a report in a Microsoft Excel workbook. If you are analyzing an existing report in a workbook, proceed to the next step. A New Hires by Division human resources report is provided below as an example. 2 Highlight the entire report result set. Then, from the Data menu, select Filter, and then select AutoFilter. Drop-down list arrows appear next to 2011 MicroStrategy, Inc. Analyzing and working with Excel workbooks that contain business data 101

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide each column in the report, as shown below. Select a drop-down arrow to begin filtering and ranking on that column s data. 3 Choose the filtering criteria. You can choose to filter on specific elements, perform a ranking, or use filtering comparisons such as greater than, less than, and between. In this example, the Employee column is ranked so 102 Analyzing and working with Excel workbooks that contain business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Excel 3 that only the top five values are visible on the report, as shown in the following images. You can perform many other tasks using Microsoft Excel s filtering capabilities. Refer to your Microsoft Excel documentation for procedures, tips, and examples. In MicroStrategy Office, you can ensure that the AutoFilter dialog box opens automatically when reports are executed in a Flattened display. To do so, from the MicroStrategy Office Options dialog box, in the 2011 MicroStrategy, Inc. Analyzing and working with Excel workbooks that contain business data 103

3 Using MicroStrategy Office in Excel MicroStrategy Office User Guide General folder, expand the Grid folder. Select the AutoFilter flattened reports check box. Example: Adding new metrics and calculations to report data While analyzing report data, you may wish to add new metrics, calculations, and data based on the existing MicroStrategy report in the workbook. You can use Microsoft Excel to add new metrics and calculations to existing MicroStrategy reports in Excel. After adding these new calculations and metrics, you can save the workbook, refresh it, and the additional calculations outside of the report cells are retained. Any calculations you add to MicroStrategy reports using Excel are not saved in MicroStrategy. They are only saved on your hard drive, within the workbook itself. The Microsoft Excel examples in this section may not necessarily reflect the features and functionality of the most current release of Microsoft Excel. For updated information on features, refer to your Microsoft Excel documentation. To add new metrics and calculations to existing MicroStrategy report data 1 Do one of the following: If you have MicroStrategy Office, run a report in a Microsoft Excel workbook. If are analyzing an existing report in a workbook, proceed to the next step. 2 Add a new calculation. For example, based on the data in the report, you may wish to add a standard deviation calculation to gain further insight into the data. Or, you may be interested in seeing a Percent to Total calculation. Refer to your Microsoft Excel documentation to learn how to add new calculations to workbooks and the proper formulas to use for each. 104 Analyzing and working with Excel workbooks that contain business data 2011 MicroStrategy, Inc.

4 4.USING MICROSTRATEGY OFFICE IN POWERPOINT Creating and working with presentations that contain business data Introduction The primary purpose of adding MicroStrategy reports to PowerPoint presentations is to present the business data within those reports to your colleagues and other users. This chapter guides you in using MicroStrategy Office to build Microsoft PowerPoint presentations that contain MicroStrategy reports. It also provides examples of how to then refresh different sets of data to accommodate multiple audiences. It is assumed you know how to use MicroStrategy Office to connect to MicroStrategy projects, run reports and documents, access preferences, and refresh data. If you need a refresher on any of these tasks, see Chapter 1, Getting Started with MicroStrategy Office. The image below provides an example of how PowerPoint presentations that contain MicroStrategy reports are commonly designed. The presentation 2011 MicroStrategy, Inc. 105

4 Using MicroStrategy Office in PowerPoint MicroStrategy Office User Guide contains multiple MicroStrategy reports that provide a variety of business data related to Phoebe s book store. On the surface, the presentation contains static images, text, and report data. However, suppose Phoebe needs to present this data in a meeting. Just before the meeting, she can use MicroStrategy Office to refresh the data within the presentation, retrieving the most current business data from the data warehouse and other sources. This ensures that the presentation contains the most updated information available at the time. If Phoebe needed to, she could save the report and email it to her team. If her team members have access to MicroStrategy Office, they can view the presentation and refresh the data themselves. Refer to Creating report-filled PowerPoint presentations, page 107 for more examples of how to create report-filled presentations in PowerPoint. The tasks within this chapter focus on and apply to the following types of users: MicroStrategy Office users who log in to MicroStrategy projects, run reports in presentations, and design other elements of the presentations. 106 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in PowerPoint 4 These users may also plan to present the data themselves or send the presentation to other users. If this describes your intended use, start with Creating report-filled PowerPoint presentations, page 107 to learn how to build effective presentations in PowerPoint and see some examples of the kinds of tasks performed using MicroStrategy Office in PowerPoint. Then, proceed to Using PowerPoint presentations that contain business data, page 124. It is assumed these users know how to use MicroStrategy Office to connect to MicroStrategy projects, run reports and documents, access preferences, and refresh data. For a refresher on these tasks, see Chapter 1, Getting Started with MicroStrategy Office. Presenters who do not have access to MicroStrategy Office, but intend to present PowerPoint presentations that contain business data. If this describes your intended use, proceed to Using PowerPoint presentations that contain business data, page 124 to learn about how to refresh and use PowerPoint presentations that contain business data. Creating report-filled PowerPoint presentations To perform the tasks outlined in this section, MicroStrategy Office must be installed and configured on your machine. You must also be able to log in to at least one MicroStrategy project and have the MicroStrategy privilege named Use Office. The Use Office privilege allows you to access MicroStrategy projects from MicroStrategy Office. For more information, contact your administrator. The goal of this section is to guide you in adding MicroStrategy reports to a PowerPoint presentation. This section also provides examples to highlight different ways in which these presentations are commonly used. Microsoft PowerPoint presentations that contain MicroStrategy reports can be used for a variety of purposes. If you have access to MicroStrategy Office, you can design a PowerPoint presentation, add reports to it using MicroStrategy Office, and then either present the information yourself or distribute it to others. One business task commonly performed with MicroStrategy Office in PowerPoint involves creating an auto-generated presentation. For example, you can add prompted reports to a presentation to ensure that every time 2011 MicroStrategy, Inc. Creating report-filled PowerPoint presentations 107

4 Using MicroStrategy Office in PowerPoint MicroStrategy Office User Guide you and other users refresh the presentation, you control what data is displayed on the presentation. This is convenient because you can potentially use one presentation instead of several different presentations to present data to different audiences. An example of how to create these personalized, auto-generated presentations is provided in Example: Creating a personalized, auto-generated presentation, page 119. You can also set up the reports in the presentation so that the data in them changes according to who refreshes the report. For example, suppose you create a presentation that includes the same MicroStrategy reports for 10 different managers. Each manager needs to present inventory data to their regions employees. Prior to delivering the presentation, each manager opens the presentation, logs into MicroStrategy Office, and is prompted to make selections for each report. Each manager can select only data that is relevant to their intended audience, for example, Southwest inventory data. The reports are executed with the selected data and the manager can present the information. The presentation looks like it was tailored just for that audience although it consists of the same reports as every other manager s presentation. These examples assume that the prompted reports were already created in MicroStrategy Desktop. Adding reports and documents to a presentation You can log in to MicroStrategy Office and add reports, HTML documents, and Report Services documents to a Microsoft PowerPoint presentation. Refer to the following sections for steps to add reports and documents to Microsoft PowerPoint: Adding reports and HTML documents, page 109 Adding a Flash view of a Report Services document to a PowerPoint presentation, page 110 Adding a non-flash view of Report Services documents to a PowerPoint presentation, page 112 You can add reports and documents to a presentation only if you have the appropriate MicroStrategy permissions to run the reports and documents. 108 Creating report-filled PowerPoint presentations 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in PowerPoint 4 Adding reports and HTML documents The procedure below describes how to add reports or HTML documents to a PowerPoint presentation. Best Practices: If any of the columns within the grid reports you run are not wide enough to fit all of the text or data within the cell, re-execute the report and set the AutoFit Column report property to True. For more information about using the AutoFit property, refer to Resizing grid reports with long column or row names, page 163. If you are executing a graph report into your presentation in a Chart display type, it is recommended you expand the Charts folder in the MicroStrategy Office Options dialog box and select the Display Charts as images check box. This ensures that the graph report is displayed more clearly and at a higher resolution. It is recommended that you insert all reports in PowerPoint as static bitmaps. To do so, do the following before running the reports: open the MicroStrategy Office Options dialog box, and in the General folder, expand the Security and Modification folders. Select the Static picture check box and, from the drop-down list, the Bitmap option. If you are running an HTML document, each graph and grid report within the HTML document is displayed on its own slide, by default. To modify where the reports are placed, expand the General and PowerPoint folders in the MicroStrategy Office Options dialog box and make the appropriate selections from the Multiple Report Placement options. You can have certain words and phrases link to specific reports and projects. This Microsoft Office feature, Smart Tags, allows you to associate MicroStrategy reports with specific phrases. For information on including Smart Tags in your presentation to provide users with links to reports and projects, see Using Microsoft Smart Tags as links to projects and reports, page 233. Adding a Flash-enabled Report Services document is discussed in Adding a Flash view of a Report Services document to a PowerPoint presentation, page 110. 2011 MicroStrategy, Inc. Creating report-filled PowerPoint presentations 109

4 Using MicroStrategy Office in PowerPoint MicroStrategy Office User Guide To add MicroStrategy reports or HTML documents to a presentation 1 Open Microsoft PowerPoint and create a blank presentation. 2 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 3 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 4 Browse to or search for the report or document to add to the PowerPoint presentation. 5 Run a report or document by doing one of the following: Double-click a report or document to add it to your PowerPoint presentation. The report is run in a default display type, which is determined by the format of the report in MicroStrategy. For example, a MicroStrategy graph report is run in a Chart display type. For information about changing the default display type, see Setting a default report display type, page 40. Right-click the report or document (or multi-select several reports and documents) to choose a specific display type in which to add them to the presentation. For example, you can run a report as a Grid and Chart or as a PivotTable. By default, all reports, including reports within HTML documents, are placed on the next slides, with one report or document per slide. Adding a Flash view of a Report Services document to a PowerPoint presentation You can add a Flash view of Report Services document to a PowerPoint presentation. A document designer can ensure that a document can be viewed in Flash Mode by enabling Flash Mode in the Document Properties dialog box in MicroStrategy Web or Desktop. For more information, see the MicroStrategy Report Services Document Creation Guide. Including too many Flash-enabled documents in a PowerPoint presentation can cause the Flash-enabled documents to fail to execute 110 Creating report-filled PowerPoint presentations 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in PowerPoint 4 or refresh. The number of Flash-enabled documents that can be included in a PowerPoint Presentation is limited by several factors, including the size of each Flash-enabled document, the number of widgets in each Flash-enabled document, and so on. The procedure below describes how to add a Flash view of Report Services documents to a PowerPoint presentation. To add a Flash view of a Report Services document to a PowerPoint presentation To add and view Flash-enabled documents, you must have Adobe Flash Player installed on your machine. If Flash Player is not installed, a dialog opens when you run a Flash-enabled document. The dialog provides a link to the Adobe download website, from which you can install Flash Player. For information on certified and supported versions of Adobe Flash Player, see the MicroStrategy Readmes. 1 Open Microsoft PowerPoint and create a blank presentation. 2 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 3 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 4 Browse to or search for the Flash-enabled document to add to the PowerPoint presentation. In the folder lists, Flash documents are displayed with the following icon. 5 Double-click the document to add it to your PowerPoint presentation. The document is run in Flash Mode. 6 In PowerPoint, switch to Slide Show mode to view the Flash-enabled document. In Slide Show mode, the Flash dashboards become interactive and animated. If you intend to send the presentation to other users, refer to Sending Office Documents that include Flash-enabled documents, page 227 for information about ensuring that the recipients can view the Flash-enabled documents in the presentation. 2011 MicroStrategy, Inc. Creating report-filled PowerPoint presentations 111

4 Using MicroStrategy Office in PowerPoint MicroStrategy Office User Guide Adding a non-flash view of Report Services documents to a PowerPoint presentation It is possible to add a static view of a Report Services document by running the document in View mode. For steps, see To add a non-flash Report Services document to a Microsoft PowerPoint presentation, page 112. When a non-flash Report Services document is added to a Power Point presentation, charts can be displayed one of three ways. For more information, see Formatting chart images in non-flash documents, page 113. Before running adding a non-flash mode document, you can configure it to display using Open Office XML. This configuration must be made before you run the HTML document. To be able to display a non-flash document using Open Office XML, you must be running Microsoft Office 2007 or higher, as well as MicroStrategy Web Services and Intelligence Server 9.2 or higher. For steps, see To display a non-flash document using Open Office XML, page 112. To display a non-flash document using Open Office XML 1 Open Microsoft PowerPoint. 2 Click Options on the MicroStrategy Office toolbar. The MicroStrategy Office Options dialog box opens. 3 Expand General, then Document. 4 Select Use Open Office XML for view mode rendering. 5 Click OK. The MicroStrategy Office Options dialog box closes. To add a non-flash Report Services document to a Microsoft PowerPoint presentation 1 Open Microsoft Power Point and create a blank presentation. 112 Creating report-filled PowerPoint presentations 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in PowerPoint 4 2 On the MicroStrategy Office toolbar, click MicroStrategy. The Connect to Project dialog box opens. 3 From the project source list on the left, select the MicroStrategy project source to which you want to connect. 4 Enter your MicroStrategy Login ID and Password in the Authentication area and click Get Projects. A list of every project to which you have access appears. 5 From the project list, double-click the project that contains the document you want to display in your PowerPoint presentation. You are connected to the project and MicroStrategy Office opens. 6 Browse to or search for the document to add to the Word document. 7 Right-click the document and select Run Document to View Mode. The document is displayed in the Microsoft PowerPoint presentation. Formatting chart images in non-flash documents When a non-flash Report Services document is added to Power Point presentation, charts contained within the Report Services document can be configured to be either images, live charts (can be altered), or they can inherit the default from the document definition. Prerequisites: Microsoft Office XP or Microsoft Office 2003 Microsoft Office 2007 Service Pack 1 or higher. To configure charts in non-flash Report Services documents, open the MicroStrategy Office Options window, and select Document. The following options are available: Display chart as image: This option displays an image of the chart that was created when the document was designed. This option is useful because it allows chart types that are not supported in Microsoft Office to appear exactly as they do in MicroStrategy Web or Desktop. Display live chart: This option allows charts to be formatted and otherwise altered when displayed in MicroStrategy Office. Not all chart types are supported as live charts in MicroStrategy Office. For more information, see Chapter 2, Determining How Reports And Documents Are Displayed. 2011 MicroStrategy, Inc. Creating report-filled PowerPoint presentations 113

4 Using MicroStrategy Office in PowerPoint MicroStrategy Office User Guide Use default from document definition: This option inherits the chart settings from document definition. For example, if the document is configured to display charts as images, charts will be displayed as images when you add a non-flash Report Services document to your workbook. Determining the placement and scale of reports Once reports and documents are placed within your PowerPoint presentation, you can resize them, add titles and other text around data, and format other aspects of the PowerPoint presentation. Basic repositioning and resizing is done using the standard procedures detailed in your Microsoft PowerPoint documentation. This includes clicking and dragging an object to move it, stretching the object, and so on. Titles and text are also added to slides according to your PowerPoint documentation. You can use MicroStrategy Office to adjust the default scale and position of reports before they are added to a PowerPoint presentation. For steps, see the following sections: Determining the scale of reports in a PowerPoint presentation, page 114 Determining the position of reports in a PowerPoint presentation, page 117 Determining the scale of reports in a PowerPoint presentation You can scale reports in a PowerPoint presentation before they are run by using the PowerPoint Scale Options dialog box. The Scaling options include setting reports to a percentage of their original size, or to a fixed width and height. By default, reports too large to be displayed on a single slide will run off the edge. You can scale your reports to ensure they always fit within the dimensions of the slide. All types of reports can be scaled, including: Charts: Bar graphs, pie charts, line graphs, and other MicroStrategy graphs. 114 Creating report-filled PowerPoint presentations 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in PowerPoint 4 Non-charts: Grids, PivotTables, Quick Grids, and non-flash Report Services documents. Flash document size is determined by the Flash Size settings in the PowerPoint Size Options dialog box. For specific details on each setting, press F1 to access the MicroStrategy Office Help. You can set reports to either retain their current size in PowerPoint when reports are refreshed, or revert to the size saved in the report properties. To access the PowerPoint Scale Options 1 Open MicroStrategy Office, if it is not already open. On the MicroStrategy Office toolbar, click MicroStrategy. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 Expand the PowerPoint category and select Scale. The PowerPoint Scale Options are displayed. 2011 MicroStrategy, Inc. Creating report-filled PowerPoint presentations 115

4 Using MicroStrategy Office in PowerPoint MicroStrategy Office User Guide The following table contains scaling changes that you can make to reports and documents using the PowerPoint Scale Options: End Goal Scale report by a percentage of its original size Scale report to a fixed width and height Scale report to fit the dimensions of a slide Allow report to exceed the dimensions of a slide Discard changes to the report size when it is refreshed Retain the current report size on refresh Steps 1 To scale: Charts: Select Percentage of original width x height under Chart Scale. Non-charts: Select Percentage of original width x height under Non-Chart Scale. 2 Type the desired width as a percentage. 3 Type the desired height as a percentage. 4 To maintain the aspect ratio of the report, select Lock aspect ratio. For a definition of chart versus non-chart reports, see Determining the scale of reports in a PowerPoint presentation, page 114. 1 To scale: Charts: Select Fixed width x height under Chart Scale. Non-charts: Select Fixed width x height under Non-Chart Scale. 2 Select a measurement unit. 3 Type the desired width. 4 Type the desired height. For a definition of chart versus non-chart reports, see Determining the scale of reports in a PowerPoint presentation, page 114. 1 Select the Don t exceed slide dimensions check box. 2 Type the desired report dimensions as a percentage which fits on the slide. 1 Clear the Don t exceed slide dimensions check box. Reports larger than the size of a slide now run off the edge. 1 Select the Recalculate scale on refresh check box. When the report is refreshed any changes to the scale that have been made in PowerPoint are discarded. The report reverts to the scale that is defined in the report properties. 1 Clear the Recalculate scale on refresh check box. Reports retain their current size in PowerPoint when they are refreshed. The following contains additional information on formatting reports in PowerPoint: Reports placed into a PowerPoint presentation as static pictures can only have basic image formatting. For steps to test whether a report is displayed in PowerPoint as a static picture or an embedded Excel workbook, see Formatting specific reports in PowerPoint and Word, page 160. For information on manually resizing reports using the PowerPoint resize handles, see Resizing reports, page 162. 116 Creating report-filled PowerPoint presentations 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in PowerPoint 4 For steps to move reports in a presentation, see Moving reports in PowerPoint and Word, page 169. For information on modifying display properties such as whether the report is displayed as an image, applying borders, or applying AutoFit to rows and columns, see Formatting specific reports after they are run, page 157. Determining the position of reports in a PowerPoint presentation You can determine where reports are placed within PowerPoint slides when the reports are run. The positioning options that you choose are applied to all reports and documents that are added to a PowerPoint presentation. By default, reports are placed 20 points offset from the top left corner, both horizontally and vertically, and the position is recalculated when the reports are refreshed. Use the following steps to change this default positioning. To change the default report position in PowerPoint 1 Open MicroStrategy Office, if it is not already open. On the MicroStrategy Office toolbar, click MicroStrategy. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 2011 MicroStrategy, Inc. Creating report-filled PowerPoint presentations 117

4 Using MicroStrategy Office in PowerPoint MicroStrategy Office User Guide 4 Expand the PowerPoint category and select Position. The PowerPoint Position Options are displayed, as shown below. 5 Depending upon where you want to position the report, do one or more of the following: To set the horizontal position of the report: In the Horizontal area, select a reference point in the From drop-down menu on the right. Then select a unit of measurement from the center drop-down menu, and enter the number of units in the text box on the left. To set the vertical position of the report: In the Vertical area, select a reference point in the From drop-down menu on the right. Then select a unit of measurement from the center drop-down menu, and enter the number of units in the text box on the left. To center a report on the slide, select the Center on slide check box. Selecting this option centers the report on the slide regardless of the other positioning options you have chosen. 6 To automatically revert reports to their original positions when the report is refreshed, select the Recalculate position on refresh check box. 7 Click OK. The MicroStrategy Office Options dialog box closes. 118 Creating report-filled PowerPoint presentations 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in PowerPoint 4 Example: Creating a personalized, auto-generated presentation Recall the example of Phoebe s book store from the introduction to this chapter. Suppose Phoebe has several meetings this week: one with customers from the Northeast region, one with customers from the Southeast region, and one with customers from the Northwest region. She wants to present information about each region s performance to its respective customers. In this situation, one might create three separate PowerPoint presentations to present to the customers from each region. However, this example illustrates how you can create one presentation that contains prompted MicroStrategy reports, and then answer the prompts to accommodate a specific audience. The presentation contains the same reports, but depending on your prompt answers, you dynamically choose which data is displayed at a given time. You can present the new set of data yourself or distribute the presentation to colleagues that have MicroStrategy Office, who can then refresh and present the report data. The following procedure walks you through an example of how to create a PowerPoint presentation that contains multiple reports that can be reprompted to address different audiences. To create a personalized, auto-generated presentation This procedure assumes that the prompted reports being added to the presentation were already created in MicroStrategy Desktop. 1 Open Microsoft PowerPoint and create a new presentation. 2 Design the overall look and feel of each slide by applying PowerPoint templates, adding background colors, your company logo, and other 2011 MicroStrategy, Inc. Creating report-filled PowerPoint presentations 119

4 Using MicroStrategy Office in PowerPoint MicroStrategy Office User Guide elements to the presentation. Refer to the following image for an example. For this presentation, Phoebe plans to select different prompt answers based on the information she wishes to present to the different groups of customers. Therefore, she should specify that her prompt answers are not reused every time the presentation is refreshed. This ensures that she is prompted when she refreshes the presentation, at which point she can choose to display new sets of data for each customer group. 3 If MicroStrategy Office is not already open, on the MicroStrategy Office toolbar, click MicroStrategy to open it. 4 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 5 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 6 In the General folder, expand the Prompt folder. 7 Clear the Reuse Prompt Answers check box to ensure that you are not reprompted after refreshing reports. For more information about reusing prompt answers, see Reusing and sharing prompt answers, page 60. 120 Creating report-filled PowerPoint presentations 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in PowerPoint 4 Phoebe knows that some reports in her project use different colors and autostyles, but she wants each report in the presentation to look the same. This way, the presentation has a professional and consistent look and feel. She can specify which, if any, MicroStrategy report formatting is displayed when the report is run in her presentation; this ensures that all reports have the same formatting. 8 To specify which MicroStrategy report formatting is applied to reports, and in the General folder, expand the Grid folder. Adjust the settings in the Report Formatting area. For example, you can ensure that MicroStrategy currency formatting remains, but not color formatting. For details about each setting, press F1 to access the MicroStrategy Office online help. 9 Click OK to close the MicroStrategy Office Options dialog box. 10 Run the prompted reports in the PowerPoint presentation. For steps to run reports in PowerPoint presentations, see Adding reports and documents to a presentation, page 108. 11 Make selections in the prompt to determine what data appears on the report. For example, in the following images, the Sales By Region report prompts on region, so you can determine the region for which data is displayed. In this case, suppose Phoebe wants to display the Northeast region only; therefore, she selects the appropriate prompt answer as shown above. 2011 MicroStrategy, Inc. Creating report-filled PowerPoint presentations 121

4 Using MicroStrategy Office in PowerPoint MicroStrategy Office User Guide When the report runs, data from the Northeast region only is displayed, as shown below. However, unlike the example shown above, you can place multiple reports on a slide. 12 Resize, reposition, and reformat the grid and graph reports as desired. 13 Save the presentation once you finish designing it and adding reports. Suppose Phoebe uses this presentation during her meeting with customers from the Northeast region. Tomorrow, however, she must present sales data to a group of her customers from the Southeast region. She can simply refresh the presentation and enter a new prompt answer to ensure that the Southeast data is displayed on the presentation. 14 To refresh prompted reports, do one of the following: Refresh and reprompt all of the reports in the presentation by clicking the Refresh button on the MicroStrategy Office toolbar. Refresh and reprompt specific reports by clicking the Reports button on the MicroStrategy Office toolbar, right-clicking the reports to refresh and selecting Refresh Report. 122 Creating report-filled PowerPoint presentations 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in PowerPoint 4 15 You are prompted to make selections for each report. For example, this time, you can select the Southeast region in the Sales By Region report prompt. When the report runs, data for the Southeast region only is displayed, as shown in the image below. Although this is the same PowerPoint presentation that once displayed information about the Northeast region, it now displays data for a different audience, customers from the Southeast region. 2011 MicroStrategy, Inc. Creating report-filled PowerPoint presentations 123

4 Using MicroStrategy Office in PowerPoint MicroStrategy Office User Guide Creating static presentations for non-microstrategy Office users When you share or send a PowerPoint presentation to users who do not have access to MicroStrategy Office, the presentation they receive is static. This means the users cannot refresh the data within the presentation to retrieve updated data from the data warehouse or other sources. Saving and securing a report-filled presentation You can save your report-filled presentation at any time using Microsoft PowerPoint. When you save the presentation, all formatting is saved, as well as the position of your reports and documents. The persisted properties of each report in the presentation are also saved. These properties determine if and how the report is accessed, modified, and refreshed, as explained in Modifying how individual reports are refreshed, page 223. You can secure the data within your presentation in several ways once you save it and are ready to distribute it to others. For more information, refer to Chapter 7, Securing and Distributing Data. Using PowerPoint presentations that contain business data PowerPoint presentations that contain MicroStrategy report data can be used in a number of ways. You may receive the PowerPoint document from a colleague via email or access it yourself from a secure file server. This section discusses some of the tasks you can perform using a PowerPoint presentation that contains MicroStrategy report data. This section applies to the following types of business users: MicroStrategy Office users who design PowerPoint presentations that contain business data. These users log in to MicroStrategy projects, run reports and documents into PowerPoint presentations, and refresh the report data within the reports. 124 Using PowerPoint presentations that contain business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in PowerPoint 4 Users who do not have access to MicroStrategy Office, but intend to present the report data within PowerPoint presentations. Depending on how the PowerPoint presentation was designed, you may not be able to format or edit the presentation. Some designers lock these capabilities before distributing business data. In this case, you can only view, but not edit, the report data within the presentation. Refreshing and reformatting data in a presentation When you access a PowerPoint presentation that contains MicroStrategy report data, you may be able to refresh and reformat the data within it. Refer to the table below to learn about whether or not you can refresh and reformat the MicroStrategy reports and documents within your PowerPoint presentation. MicroStrategy Office user? Yes No Able to Refresh Reports and Documents? Yes. If you have MicroStrategy Office, you can refresh the reports and documents contained in the presentation. No. If you do not have MicroStrategy Office, you cannot refresh the reports and documents within the presentation. This means you cannot obtain the most current data from the data warehouse or other data sources. You can only open the PowerPoint presentation and analyze and present the data within it. Note: If you do not have MicroStrategy Office, any Flash-enabled documents included in the presentation are not displayed. Able to Format Reports and Documents? Yes. For information on formatting all reports and documents, refer to Chapter 6, Formatting, Editing, and Creating Reports and Objects. For information on formatting specific reports and documents, see Formatting specific reports in PowerPoint and Word, page 160. Depends on the following: The presentation designer may have adjusted the security settings of the PowerPoint presentation so that you can view, but not edit, the data, graphics, or other elements of the presentation. If not, you may be able to format certain aspects of the reports in the presentation, depending on how the presentation creator secured the file. If you can edit the presentation, refer to Chapter 6, Formatting, Editing, and Creating Reports and Objects for more information about how to format and resize the reports in your presentation. 2011 MicroStrategy, Inc. Using PowerPoint presentations that contain business data 125

4 Using MicroStrategy Office in PowerPoint MicroStrategy Office User Guide Refreshing reports and documents in a presentation The following procedure guides you in refreshing the business data within all the reports and documents in your PowerPoint presentation. For conceptual information about refreshing reports, see Refreshing reports to retrieve the latest data, page 31. To refresh all the reports and documents in a PowerPoint presentation 1 On the MicroStrategy Office toolbar, click Refresh. A progress window appears, showing you which reports are being refreshed. The reports and documents are refreshed with the latest data from the data warehouse or other data sources. You can also select specific reports to refresh if you only want to update the data of a specific report. To refresh specific reports and documents in a PowerPoint presentation 1 On the MicroStrategy Office toolbar, click Reports. The Reports dialog box opens. A list of the reports that currently reside in your PowerPoint presentation appears. 2 Right-click the report or multi-select and right-click the reports to refresh. 3 Select Refresh Report. A progress window appears, showing you which reports are being refreshed. The reports and documents are refreshed with the latest data from the data warehouse or other data sources. 126 Using PowerPoint presentations that contain business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in PowerPoint 4 Working with PowerPoint presentations that contain Microsoft Smart Tags The PowerPoint presentation you are accessing may contain words and phrases that are underlined. These links may be Smart Tags, a Microsoft feature commonly used in Microsoft Excel, Word, PowerPoint, and Outlook. You must have Microsoft Office 2003 or higher to view and use Smart Tags in Microsoft PowerPoint. For information about Smart Tags, refer to your Microsoft Office documentation. For information and an example of how to work with reports with Smart Tags and then access the reports, see Using Microsoft Smart Tags as links to projects and reports, page 233. 2011 MicroStrategy, Inc. Using PowerPoint presentations that contain business data 127

4 Using MicroStrategy Office in PowerPoint MicroStrategy Office User Guide 128 Using PowerPoint presentations that contain business data 2011 MicroStrategy, Inc.

5 5.USING MICROSTRATEGY OFFICE IN WORD Designing and working with rich Word documents that contain business data Introduction The primary purpose of adding MicroStrategy reports to Word documents is to produce a professional business analysis document that combines report data with supporting text. For example, you can create strategy or planning documents, annotated business reports, or regulatory forms that contain data in both graph and grid formats. You can then add text next to each graph or grid to help explain the data to users and provide background information. If you have access to MicroStrategy Office, you can refresh reports within Word documents to retrieve the latest data from data sources. This chapter guides you in using MicroStrategy Office to build rich Microsoft Word documents that contain MicroStrategy reports. It provides examples and walkthroughs of how to create report-filled Word documents. 2011 MicroStrategy, Inc. 129

5 Using MicroStrategy Office in Word MicroStrategy Office User Guide The following example highlights the type of Word documents you can create using MicroStrategy Office in conjunction with Microsoft Word. 130 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Word 5 The tasks within this chapter focus on and apply to the following types of users: MicroStrategy Office users who log in to MicroStrategy projects, run reports in Word documents, and design other elements of the Word documents. These users may also plan to use the document themselves or send the document to other users. If this describes your intended use, start with Creating report-filled Word documents, page 132 to learn how to build effective documents in Word and see some examples of the kinds of tasks you can perform using MicroStrategy Office in Word. Then, proceed to Working with Word documents that contain business data, page 144. It is assumed these users know how to use MicroStrategy Office to connect to MicroStrategy projects, run reports and documents, access preferences, and refresh data. For a refresher on these tasks, see Chapter 1, Getting Started with MicroStrategy Office. 2011 MicroStrategy, Inc. 131

5 Using MicroStrategy Office in Word MicroStrategy Office User Guide Business analysts who do not have access to MicroStrategy Office, but intend to analyze data within the Word documents. If this describes your intended use, proceed to Working with Word documents that contain business data, page 144 to learn about how you can use Word documents that contain MicroStrategy reports. Creating report-filled Word documents To perform the tasks outlined in this section, MicroStrategy Office must be installed and configured on your machine. You must also be able to log in to at least one MicroStrategy project and have the MicroStrategy privilege named Use Office. The Use Office privilege allows you to access MicroStrategy projects from MicroStrategy Office. For more information, contact your administrator. The goal of this section is to guide you in adding MicroStrategy reports to a Word document. This section also provides examples to highlight different ways in which these report-filled Word documents are commonly used. Recall the example and images of the professional business document in the introduction to this chapter. Microsoft Word documents that contain MicroStrategy reports can be used for a variety of purposes. If you have access to MicroStrategy Office, you can design a Word document that includes your company logo and other images, add reports to the document using MicroStrategy Office, and then distribute the document to others. Users that have MicroStrategy Office and browse the Microsoft Word document can analyze and refresh the data within the report. Adding reports and documents to a Word document You can log in to MicroStrategy Office and add reports, HTML documents, and Report Services documents to a Microsoft Word document. Refer to the following sections for the necessary steps: Adding reports and HTML documents, page 133 Adding a Flash view of a Report Services document to a Word document, page 135 132 Creating report-filled Word documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Word 5 Adding a non-flash view of Report Services documents to a Word document, page 136 You can add reports and documents to a Word document only if you have the appropriate MicroStrategy permissions to run the reports and documents. Adding reports and HTML documents The procedure below describes how to add reports or HTML documents to a Word document. Best Practices: It is recommended that you insert all reports in Word as static bitmaps. To do so, from the MicroStrategy Office Options dialog box, in the General folder, expand the Security and Modification folders. Select the Static picture check box and, from the drop-down list, select the Bitmap option. It is recommended that you include graphs as images unless you need to modify the graphs in Word. The graph images will display more quickly and more closely match the appearance of the graphs in MicroStrategy Desktop and Web. To do so, expand the General folder, and then the Charts folder in the MicroStrategy Office Options dialog box, and select the Display Charts as images check box. You can have certain words and phrases link to specific reports and projects. This Microsoft Office feature, Smart Tags, allows you can to associate MicroStrategy reports with specific phrases. For information on including Smart Tags in your presentation to provide users with links to reports and projects, see Using Microsoft Smart Tags as links to projects and reports, page 233. Adding a Flash-enabled Report Services document is discussed in Adding a Flash view of a Report Services document to a Word document, page 135. To add MicroStrategy reports or HTML documents to a Word document 1 Open Microsoft Word document and create a blank document. 2 On the MicroStrategy Office toolbar, click MicroStrategy. The Connect to Project dialog box opens. 2011 MicroStrategy, Inc. Creating report-filled Word documents 133

5 Using MicroStrategy Office in Word MicroStrategy Office User Guide 3 From the project source list on the left, select the MicroStrategy project source to which to connect. 4 Enter your MicroStrategy Login ID and Password in the Authentication area and click Get Projects. A list of every project to which you have access appears. 5 From the project list, double-click the project that contains the reports or documents you want to display in your Microsoft product. You are connected to the project and MicroStrategy Office opens. 6 Browse to or search for the report or document to add to the Word document. 7 Click a location in the Word document to specify where the first report should be placed. If you intend to add text around your report, create a table and place your cursor in it to ensure the report is placed in the desired location within the table. The tables provide a structure in which you can place reports, text, and other graphics. You can use other sections of the table to add text, and so on, as demonstrated in Example: Creating a report-filled Word document, page 140. 8 Run a report or document by doing one of the following: Double-click a report or document to add it to your Word document. The report is run in a default display type, which is determined by the format of the report in MicroStrategy. For example, a MicroStrategy graph report is run in a Chart display type. For information about changing the default display type, see Setting a default report display type, page 40. Right-click the report or document (or multi-select several reports and documents) to choose a specific display type in which to add them to the Word document. For example, you can run a report as a Grid and Chart or as a PivotTable. By default, the first report or document is placed in the location in which you placed your cursor. All other reports and documents are placed on subsequent pages. 134 Creating report-filled Word documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Word 5 Adding a Flash view of a Report Services document to a Word document You can add Flash-enabled Report Services documents to a Microsoft Word document using MicroStrategy Office.The following procedure describes how to add Flash-enabled Report Services documents in such a way that they can be viewed in Flash mode. Including too many Flash-enabled documents in a Word document can cause the Flash-enabled documents to fail to execute or refresh. The number of Flash-enabled documents that can be included in an Word document is limited by several factors, including the size of each Flash-enabled document, the number of widgets in each Flash-enabled document, and so on. To add a Flash view of Report Services document to a Word document To add and view Flash-enabled documents, you must have Adobe Flash Player installed on your machine. If Flash Player is not installed, a dialog opens when you run a Flash-enabled document. The dialog provides a link to the Adobe download website, from which you can install Flash Player. For information on certified and supported versions of Adobe Flash Player, see the MicroStrategy Readmes. 1 Open Microsoft Word and create a blank Word document. 2 On the MicroStrategy Office toolbar, click MicroStrategy. The Connect to Project dialog box opens. 3 From the project source list on the left, select the MicroStrategy project source to which you want to connect. 4 Enter your MicroStrategy Login ID and Password in the Authentication area and click Get Projects. A list of every project to which you have access appears. 5 From the project list, double-click the project that contains the reports or documents you want to display in your Word document. You are connected to the project and MicroStrategy Office opens. 2011 MicroStrategy, Inc. Creating report-filled Word documents 135

5 Using MicroStrategy Office in Word MicroStrategy Office User Guide 6 Browse to or search for the Flash-enabled document to add to the Word document. In the folder lists, Flash documents are displayed with the following icon. 7 Right-click the document and select Run Document to Flash View. The Report Services Document is added to the Microsoft Word document. If you intend to send the Word document to other users, refer to Sending Office Documents that include Flash-enabled documents, page 227 for information about ensuring that the recipients can view the Flash-enabled documents in the Word document. Adding a non-flash view of Report Services documents to a Word document It is possible to add a static view of a Report Services document by running the document in View mode. If the document you select to run in View mode contains items in the group-by field, each group-by element is displayed on its own page. For steps to add a non-flash Report Services document to a Microsoft Word document, see To add a non-flash Report Services document to a Microsoft Word document, page 137. Before running adding a non-flash mode document, you can configure it to display using Open Office XML. This configuration must be made before you run the HTML document. To be able to display a non-flash document using Open Office XML, you must be running Microsoft Office 2007 or higher, as well as MicroStrategy Web Services and Intelligence Server 9.2 or higher. For steps, see To display a non-flash document using Open Office XML, page 136. To display a non-flash document using Open Office XML 1 Open Microsoft Word. 136 Creating report-filled Word documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Word 5 2 Click Options on the MicroStrategy Office toolbar. The MicroStrategy Office Options dialog box opens. 3 Expand General, then Document. 4 Select Use Open Office XML for view mode rendering. 5 Click OK. The MicroStrategy Office Options dialog box closes. To add a non-flash Report Services document to a Microsoft Word document 1 Open Microsoft Word and create a blank Word document. 2 On the MicroStrategy Office toolbar, click MicroStrategy. The Connect to Project dialog box opens. 3 From the project source list on the left, select the MicroStrategy project source to which you want to connect. 4 Enter your MicroStrategy Login ID and Password in the Authentication area and click Get Projects. A list of every project to which you have access appears. 5 From the project list, double-click the project that contains the document you want to display in your Word document. You are connected to the project and MicroStrategy Office opens. 6 Browse to or search for the Report Services Document to add to the Word document. 7 Right-click the document and select Run Document to View Mode. The document is displayed in the Microsoft Word document. Moving, resizing, and formatting reports in a Word document Once reports and documents are placed within your Word document, you can resize them, add titles and other text around data, and format other aspects of the Word document. 2011 MicroStrategy, Inc. Creating report-filled Word documents 137

5 Using MicroStrategy Office in Word MicroStrategy Office User Guide Setting scaling options for reports in Word You can scale reports in a Word document by using the Word Scale Options dialog box. Scaling options include setting reports to a percentage of their original size, or to a fixed width and height. By default, reports too large to be displayed on a single page will run off the edge. You can scale your reports to ensure they always fit within the dimensions of the page. All types of reports can be scaled, including: Charts: Bar graphs, pie charts, line graphs, and other MicroStrategy graphs. Non-charts: Grids, PivotTables, Quick Grids, and non-flash Report Services documents. Flash document size is determined by the Flash Size settings in the Word Size Options dialog box. For specific details on each setting, press F1 to access the MicroStrategy Office Help. You can set reports to either retain their current size in Word when reports are refreshed, or revert to the size saved in the report properties. 138 Creating report-filled Word documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Word 5 To access the Word Scale Options 1 Open MicroStrategy Office, if it is not already open. On the MicroStrategy Office toolbar, click MicroStrategy. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 Expand the Word category and select Scale. The Word Scale Options are displayed. The following table contains scaling changes that you can make to reports and documents using the Word Scale Options: End Goal Scale report by a percentage of its original size Scale report to a fixed width and height Scale report to fit the dimensions of a page Allow report to exceed the dimensions of a page Steps 1 To scale: Charts: Select Percentage of original width x height under Chart Scale. Non-charts: Select Percentage of original width x height under Non-Chart Scale. 2 Type the desired width as a percentage. 3 Type the desired height as a percentage. 4 To maintain the aspect ratio of the report, select Lock aspect ratio. For a definition of chart versus non-chart reports, see Setting scaling options for reports in Word, page 138. 1 To scale: Charts: Select Fixed width x height under Chart Scale. Non-charts: Select Fixed width x height under Non-Chart Scale. 2 Select a measurement unit. 3 Type the desired width. 4 Type the desired height. For a definition of chart versus non-chart reports, see Setting scaling options for reports in Word, page 138. 1 Select the Don t exceed page dimensions check box. 2 Type the desired report dimensions as a percentage which fits on the page. 1 Clear the Don t exceed page dimensions check box. Reports larger than the size of a page now run off the edge. 2011 MicroStrategy, Inc. Creating report-filled Word documents 139

5 Using MicroStrategy Office in Word MicroStrategy Office User Guide End Goal Discard changes to the report size when it is refreshed Retain the current report size on refresh Steps 1 Select the Recalculate scale on refresh check box. When the report is refreshed, any changes to the scale that have been made in Word are discarded. The report reverts to the scale that is defined in the report properties. 1 Clear the Recalculate scale on refresh check box. Reports retain their current size in Word when they are refreshed. The following contains additional information on formatting reports in Word: Reports placed into a Word document as static pictures can only have basic image formatting. For steps to test whether a report is displayed in Word as a static picture or an embedded Excel workbook, see Formatting specific reports in PowerPoint and Word, page 160. For information on manually resizing reports using the Word resize handles, see Resizing reports, page 162. For steps to move reports in a document, see Moving reports in PowerPoint and Word, page 169. For information on modifying display properties such as whether the report is displayed as an image, applying borders, or applying AutoFit to rows and columns, see Formatting specific reports after they are run, page 157. Example: Creating a report-filled Word document The following procedure walks you through an example of how to create a Word document that contains multiple reports, text, a header, and other graphics. Refer to your Microsoft documentation for the necessary steps to perform the following tasks in Word. To create and refresh a richly-formatted, report-filled Word document 1 Open Microsoft Word and create a new document. 140 Creating report-filled Word documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Word 5 2 Access the Header/Footer properties and insert your company s logo or another graphic into the document s header, as shown in the example below. You can also add page numbers, the name of the document, and other content to the document s footer (not shown). 3 Create tables to define the overall structure of the current page in your Word document. The tables allow you to better position text around your reports and other graphics. You can also type some initial text into the tables, as shown below. 4 Place your cursor into the table cell in which you want to place a report. For example, notice in the image above that the cursor is placed in the top left table cell in the document. 5 On the MicroStrategy Office toolbar, click MicroStrategy. The Connect to Project dialog box opens. 2011 MicroStrategy, Inc. Creating report-filled Word documents 141

5 Using MicroStrategy Office in Word MicroStrategy Office User Guide 6 From the project source list on the left, select the MicroStrategy project source to which to connect. 7 Enter your MicroStrategy Login ID and Password in the Authentication area and click Get Projects. A list of every project to which you have access appears. 8 From the project list, double-click the project that contains the reports or documents that you want to display in your Word document. You are connected to the project and MicroStrategy Office opens. 9 Run the reports in the Word document. For steps to run reports in Word documents, see Adding reports and documents to a Word document, page 132. 10 The reports are placed in your cursor s location. Repeat these steps for each table cell in which you want to place a report, then resize and reposition as necessary. 11 Add any supporting text or graphics to the Word document and modify the chart type of the grids and graphs as desired. 142 Creating report-filled Word documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Word 5 12 Create additional pages within the Word document using the previous steps in this procedure. The pages of a sample document are shown below. 13 To refresh the reports in the document so that they contain the latest data from the warehouse or other data sources, on the MicroStrategy Office toolbar, click Refresh. Each report is refreshed and remains in its original location. 14 Once you are finished designing and refreshing your Word document, save it. You can now print or distribute the Word document to your colleagues. If your colleagues have access to MicroStrategy Office, they can refresh the data in the reports and view data to which they have access, as explained in Securely distributing business data, page 216. 2011 MicroStrategy, Inc. Creating report-filled Word documents 143

5 Using MicroStrategy Office in Word MicroStrategy Office User Guide Saving and securing a report-filled document You can save your report-filled Word document at any time using Microsoft Word. When you save the Word document, all formatting is saved, as well as the position of your reports and documents. The persisted properties of each report in the document are also saved. These properties determine how the report is accessed, how it can be modified, and more, as explained in Modifying how individual reports are refreshed, page 223. You can secure the data within your Word document in several ways once you save it and are ready to distribute it to others. For more information, refer to Chapter 7, Securing and Distributing Data. Working with Word documents that contain business data You may receive a Word document that contains business data from a colleague via email or access it yourself from a secure file server. Word documents that contain report data can be used in a number of ways, as discussed in this section. This section applies to the following types of business users: MicroStrategy Office users who create Word documents that contain business data. These users log in to MicroStrategy projects, and intend to refresh the report data within the Word document, as well as analyze the report data. These users can refresh the data using MicroStrategy Office and perform the other tasks using Microsoft Office functionality. Users who do not have access to MicroStrategy Office, but intend to simply analyze the report data within the document. These users can perform these tasks using Microsoft Office. Depending on how the Word document was designed, you may not be able to format or edit the document. Some designers lock these capabilities before distributing business data. In this case, you can only view, but not edit, the report data within the Word document. 144 Working with Word documents that contain business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Using MicroStrategy Office in Word 5 Refreshing and reformatting data in a Word document When you access a Word document that contains MicroStrategy report data, you may be able to refresh and reformat the data within it. Refer to the table below to determine whether or not you can refresh and reformat the MicroStrategy reports and documents within your Word document. MicroStrategy Office user? Yes No Able to Refresh Reports and Documents? Yes. If you have MicroStrategy Office, you can refresh the reports and documents contained in the Word document. No. If you do not have MicroStrategy Office, you cannot refresh the reports and documents within the Word document. This means you cannot obtain the most current data from the data warehouse or other data sources. You can only open the Word document and analyze the data within it. Note: If you do not have MicroStrategy Office, any Flash-enabled documents included in the Word document are not displayed. Able to Format Reports and Documents? Yes. For information on formatting all reports and documents, refer to Chapter 6, Formatting, Editing, and Creating Reports and Objects. For information on formatting specific reports and documents, see Formatting specific reports in PowerPoint and Word, page 160. Depends on the following: The Word document designer may have adjusted the security settings of the Word document so that you can view, but not edit, the data, graphics, or other elements of the document. If not, you may be able to format certain aspects of the reports in the Word document, depending on how the document creator secured the file. If you can edit the document, refer to Formatting specific reports in PowerPoint and Word, page 160 for more information on how to format and resize the reports in your document. Refreshing reports and documents in a Word document The following procedure guides you in refreshing the business data within all the reports and documents in your Word document. For conceptual information about refreshing reports, see Refreshing reports to retrieve the latest data, page 31. 2011 MicroStrategy, Inc. Working with Word documents that contain business data 145

5 Using MicroStrategy Office in Word MicroStrategy Office User Guide To refresh all of the reports and documents in a Word document 1 On the MicroStrategy Office toolbar, click Refresh. Or, from the MicroStrategy menu in Word, select Refresh Document. A progress window appears, showing you which reports are being refreshed. The reports and documents are refreshed with the latest data from the data sources. You can also select specific reports to refresh if you only want to update the data of a specific report. To refresh specific reports and documents in a Word document 1 On the MicroStrategy Office toolbar, click Reports. The Reports dialog box opens. A list of the reports that currently reside in your Word document appears. 2 Right-click the report or multi-select and right-click the reports to refresh. 3 Select Refresh Report. A progress window appears, showing you which reports are being refreshed. The reports and documents are refreshed with the latest data from the data warehouse or other data sources. 146 Working with Word documents that contain business data 2011 MicroStrategy, Inc.

6 6.FORMATTING, EDITING, AND CREATING REPORTS AND OBJECTS Introduction This chapter provides information on different ways you can format and relocate MicroStrategy reports and documents within Microsoft Excel workbooks, PowerPoint presentations, and Word documents. It also includes information about creating new reports and documents, and about creating and editing prompts and filters. Specifically, this chapter includes the following: Formatting reports, page 148 Resizing reports, page 162 Moving reports, page 167 Creating and editing reports and documents, page 169 Creating and editing prompts, page 174 Creating and editing filters, page 201 2011 MicroStrategy, Inc. 147

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide Formatting reports Formatting reports and documents is often a necessary step in the Microsoft Excel workbook, PowerPoint presentation, or Word document-building process. For example, if you are creating a dashboard or scorecard-style workbook to distribute to others, you may want to format the colors and design of grid reports so the reports present a consistent look and feel. Before you run reports and documents in your workbook, presentation, or Word document, you can specify how the reports and documents will be displayed. You can specify formatting for reports and documents before running them using the MicroStrategy Office Options dialog box. Once reports and documents are run in the workbook, presentation, or Word document, you can select specific ones to format and format them using the Report Properties dialog box. The table below describes how to format reports and documents, depending on whether you intend to specify formatting settings before they are run or format them after they are displayed. When to Format Reports and Documents Before reports and documents are added to a workbook, presentation, or Word document. After reports and documents have been added to a workbook, presentation, or Word document. How to Format Reports and Documents On the MicroStrategy Office toolbar, click Options to access the MicroStrategy Office Options dialog box and specify formatting defaults. Then, run the reports and documents to apply the formatting to them. For more information, see Specifying formatting defaults for reports before they are run, page 149. On the MicroStrategy Office toolbar, click Reports to access a list of executed reports. Right-click a report and select Properties to edit report properties using the Report Properties dialog box. Refresh (or re-execute) the report(s) or document(s). For information about formatting reports after they have been executed, see Formatting specific reports after they are run, page 157. Note: The extent to which and how you format reports can vary from Microsoft Excel, PowerPoint, and Word. For information on formatting reports in Excel, refer to Formatting specific reports in Excel, page 159. For information on formatting reports in PowerPoint or Word, refer to Formatting specific reports in PowerPoint and Word, page 160. Formatting applied to reports from within Microsoft Excel, PowerPoint, Word, and Outlook is only saved to the local workbook, presentation, Word document, or email. The formatting changes are not saved to actual report definitions within MicroStrategy. To save formatting changes to report definitions such that the report will 148 Formatting reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 always show the new formatting, you must make the formatting changes in MicroStrategy Web or Desktop. This requires either Web Professional or Desktop Designer privileges. For more information, contact your administrator. Specifying formatting defaults for reports before they are run You may want to specify how reports and documents are formatted before they are added to your workbook, presentation, or Word document. For example, you may want to ensure that all reports that are run include a border around their results or maintain their MicroStrategy formats and colors. In such cases, it is convenient to specify formatting defaults before executing reports and documents. If the reports and documents you want to format are already in the workbook, presentation, or Word document, see Formatting specific reports after they are run, page 157 for information on formatting them. To specify formatting defaults for reports and documents before you run them, you make selections in the MicroStrategy Office Options dialog box. The formatting settings are applied to any reports that you run after you modify the settings within the dialog box. You can access the MicroStrategy Office Options dialog box, on the MicroStrategy Office toolbar by selecting Options. You can determine how the following are formatted: Grids. For information about selecting grid options for reports before executing reports, see Specifying formatting defaults for grid reports, page 150, Applying borders around grid reports, page 154, and Formatting date/time cells to allow calculations in Microsoft Excel, page 155. Charts. For information about selecting graph options for reports before executing reports, see Specifying formatting defaults for graph reports, page 156. PivotTables. Quick Grids. 2011 MicroStrategy, Inc. Formatting reports 149

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide Follow the steps below to determine how reports and documents are displayed when they are run in your workbook, presentation, or Word document. To determine how reports and documents are formatted before they are run 1 Open MicroStrategy Office, if it is not already open. On the MicroStrategy Office toolbar, click MicroStrategy. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 Before you run reports or documents in a workbook, presentation, or Word document, on the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 Expand the folder for the Microsoft product that you want to change the default report formatting for. Make any necessary selections in the formatting options. For specific details about each setting, press F1 to access the MicroStrategy Office online help. 5 Click OK once you are finished selecting formatting options. 6 Run the reports and documents in the workbook, presentation, or Word document. The reports and documents are displayed with your formatting options applied to them. Specifying formatting defaults for grid reports You can modify how grid reports executed in a Grid display type will be displayed in your workbook, presentation, or Word document. For instance, you can: Specify which, if any, MicroStrategy report formats are maintained in the reports. For example, you can ensure that the number format and font of each MicroStrategy report is applied, but that the border and alignment are not. For information on maintaining MicroStrategy report formatting, see Determining what MicroStrategy report formatting is applied to grid reports, page 152. Ensure that a black border surrounds the results of the grid report in the workbook, presentation, or Word document. For information on applying 150 Formatting reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 The borders to grid report results, see Applying borders around grid reports, page 154. grid formatting options described above apply only to grid reports and grid reports within HTML documents. The options do not apply to graph reports or Report Services documents. For information about applying formatting options for graph reports, see Specifying formatting defaults for graph reports, page 156. To format how grid reports will be displayed when you run them, specify formatting options within the Grid folder of the MicroStrategy Office Options dialog box before executing reports. The formatting settings are applied to any grid reports you run after modifying the settings. You can also format specific grid reports that are already in your workbook, presentation, or Word document. For more information, see Formatting specific reports after they are run, page 157. To determine grid report layouts in MicroStrategy Office 1 Open MicroStrategy Office, if it is not already open. On the MicroStrategy Office toolbar, click MicroStrategy. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 Before you run grid reports in a workbook, presentation, or Word document, on the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 In the General folder, expand the Grid folder, and then select Layout. 5 Select either Office Style or Web Style from the Outline section. Office Style displays totals at the bottom of the grid. Web Style displays totals at the top of the grid. 2011 MicroStrategy, Inc. Formatting reports 151

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide 6 Select either Office Style, Web Style, Desktop Style, or Compact from the Report Header section, as shown in the image below. Determining what MicroStrategy report formatting is applied to grid reports When you run MicroStrategy reports in a Grid display type, every grid report s original MicroStrategy report formatting is maintained when it is run in a workbook, presentation, or Word document. For information on selecting a display type in which to run reports and documents, refer to Working with prompted reports and documents, page 58. For example, consider a report that uses MicroStrategy s Corporate autostyle, which includes gray column headers and blue text. When you run this report in a workbook, presentation, or Word document in a Grid display type, it is displayed using the same MicroStrategy autostyle colors and design, by default. The formatting from the MicroStrategy report definition is applied to the report in the workbook, presentation, or Word document. However, you may not want every aspect of a report s MicroStrategy formatting to be applied to the grid reports in your workbooks, 152 Formatting reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 presentations, or Word documents. For instance, you may want to maintain the text color and currency formats, but not the blue and gray grid colors. You can specify which aspects of the MicroStrategy report formatting are applied to the grid reports you run, as explained in the following procedure. You can also determine if MicroStrategy report formatting is applied to specific grid reports already displayed in the workbook, presentation, or Word document. For more information, see Formatting specific reports after they are run, page 157. To determine which aspects of MicroStrategy report formatting are applied to reports 1 Open MicroStrategy Office, if it is not already open. On the MicroStrategy Office toolbar, click MicroStrategy. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 Before you run grid reports in a workbook, presentation, or Word document, on the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 In the General folder, expand the Grid folder. 5 Ensure that the Apply formatting from report definition check box in the Report Formatting area is selected. 6 In the Formats to Apply section, enable or disable specific aspects of MicroStrategy formatting. For example, you can ensure that MicroStrategy currency formats in the reports are displayed, but not colors and fonts. For specific details about each formatting option, press F1 to access the MicroStrategy Office online help. 7 Run reports in a Grid display type by right-clicking a report and selecting Run Report to Grid. The reports are displayed with the MicroStrategy report formatting you enabled. If desired, you can specify that no MicroStrategy formatting is applied to any grid reports that are executed in a Grid display type in your workbook, presentation, or Word document. 2011 MicroStrategy, Inc. Formatting reports 153

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide To ensure that MicroStrategy report formatting is not applied to every grid report 1 Open MicroStrategy Office, if it is not already open. On the MicroStrategy Office toolbar, click MicroStrategy. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 In the General folder, expand the Grid folder. 5 In the Report Formatting section, clear the Apply formatting from report definition check box. 6 Run reports in a Grid display type by right-clicking a report and selecting Run Report to Grid. The reports are displayed in a plain text format when they are executed. In such cases, the reports are executed in the selected report formats. For more information about choosing a report display type, see Working with prompted reports and documents, page 58. Applying borders around grid reports You can ensure that a black border is placed around any grid reports you run in your workbook, presentation, or Word document. You can also display borders for specific grid reports after they are run. For more information, see Formatting specific reports after they are run, page 157. To specify that borders are added around the results of any grid reports you run 1 Open MicroStrategy Office, if it is not already open. On the MicroStrategy Office toolbar, click MicroStrategy. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 154 Formatting reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 In the General folder, expand the Grid folder. 5 Select the Apply border check box to ensure that borders surround report grid results when reports are run. 6 Click OK to close the MicroStrategy Office Options dialog box. 7 Run one or more grid reports into the workbook, presentation, or Word document. The grid reports are displayed with a black border surrounding their results. Formatting date/time cells to allow calculations in Microsoft Excel If you will be including any reports that contain date or time information in Microsoft Excel workbooks, and you want to perform calculations on that data using Microsoft Excel functionality, you must properly format the information. For complete instructions about how to use MicroStrategy Office in Microsoft Excel, see Chapter 3, Using MicroStrategy Office in Excel. To format date and time information to allow calculations in Microsoft Excel 1 Open MicroStrategy Office, if it is not already open. On the MicroStrategy Office toolbar, click MicroStrategy. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 In the General folder, expand the Grid folder and select Formatting. 5 Select Apply date/time cell formatting semantics to date/time values. 6 Click OK. The MicroStrategy Office Options window closes. 2011 MicroStrategy, Inc. Formatting reports 155

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide Specifying formatting defaults for graph reports You can modify how graph reports executed in a Chart display type will be displayed in your workbook, presentation, or Word document. For example, you can: Specify a default graph type for the graph, for example Pie, 3D Column, or Surface graph. Specify whether graphs are displayed in the workbook, presentation, or Word document as live charts or static pictures. For more information, see Including graphs as editable live charts or static pictures, page 226. The graph formatting options described above apply only to graph reports and graph reports within HTML documents. The options do not apply to grid reports or Report Services documents. For information about applying formatting options to grid reports, see Specifying formatting defaults for grid reports, page 150. To format how graph reports will be displayed when you run them, specify formatting options within the Chart folder of the MicroStrategy Office Options dialog box. You modify these graph formatting options before executing reports into a workbook, presentation, or Word document. The formatting settings are applied to any graph reports that you run after you modify the settings. You can also format specific graph reports that are already in your workbook, presentation, or Word document. For more information, see Formatting specific reports after they are run, page 157. To specify how graph reports are formatted before they are run 1 Open MicroStrategy Office, if it is not already open. On the MicroStrategy Office toolbar, click MicroStrategy. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 In the General folder, expand the Chart folder. 156 Formatting reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 5 Make selections in the Chart preferences to specify how graph reports are formatted. For example, you can select a default chart type such as line or bar, specify a default size for the charts, apply the refresh option, and determine whether or not charts are displayed as static pictures. For specific details about each option, press F1 to access the MicroStrategy Office online help. For information about adding charts as static pictures, see Including graphs as editable live charts or static pictures, page 226. 6 Click OK to close the MicroStrategy Office Options dialog box. 7 Run graph reports in the workbook, presentation, or Word document. Formatting specific reports after they are run You may want to format a specific report or reports in your workbook, presentation, or Word document. For example, you want to apply a border to only one of the five reports in your workbook. To use MicroStrategy Office to make changes to an individual report, you must modify that report s properties. You access a report s properties by clicking Reports on the MicroStrategy Office toolbar. In the Reports dialog box that opens, you select a report, and then view and modify its properties. You then refresh the report to apply your changes to it, as described in the procedure at the end of this section. For example, to apply a border around only one report, you must modify the report s border properties and then refresh the report. When you refresh the report, a border is displayed around the report. Some report property changes require that reports be cleared and re-executed to allow the changes to be applied to the report(s). In such cases, a message informs you that the results must be cleared and prompts you to re-execute the reports. Keep this in mind if you are making formatting changes to a workbook, presentation, or Word document that contains many reports, as re-executing multiple large reports can affect system performance. The following procedure describes how to modify report properties for a specific report. 2011 MicroStrategy, Inc. Formatting reports 157

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide To view and modify the properties of specific reports 1 Open an Excel workbook, PowerPoint presentation, or Word document that contains at least one MicroStrategy report. 2 Right-click the report with the properties you want to view and select Properties. The Report Properties dialog box opens. You can modify multiple reports at once by holding CTRL, selecting them, and selecting Properties. 3 Select the name of a setting. A description of the setting appears at the bottom of the dialog box. For specific information about each setting in the Report Properties dialog box, press F1 to access the MicroStrategy Office online help. 4 Modify a setting using its drop-down list and click OK. For example, you can set the Apply Border setting to True. A message will notify you if the change requires the report to be cleared from the workbook, presentation, or Word document before the new setting is applied. For information on how reports are cleared from workbooks, presentations, and Word documents, see Clearing report and document data to control user access, page 217. 5 Click OK in the message dialog. The report is cleared, which means it is not displayed, but remains linked to the data warehouse. 6 On the MicroStrategy Office toolbar, click Refresh to apply the changes to the selected report. The changes you made in the Report Properties dialog box are applied to the report. For example, if you specified to add a border to the report, the border is displayed around your report. The list below provides several examples of the sections of preferences and properties you can modify for specific reports in the Report Properties dialog box: Chart Settings: Display as Image: determines whether or not the graph in the report is displayed as an image. How a graph is displayed determines if it can be modified, as explained in Including graphs as editable live charts or static pictures, page 226. Display as Image Type: determines if the graph within the report is displayed in a BMP, PNG, JPEG or other image file format. 158 Formatting reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 Document Settings: Apply Border: determines whether or not a border surrounds the grid report. AutoFit Rows/Auto Fit Columns: determines if rows and columns are automatically sized. For more information about how to modify column sizes, see Resizing grid reports with long column or row names, page 163. Outline Mode: determines whether or not the report should be displayed in outline mode. Show Attribute Forms: determines whether or not attribute forms are displayed on the report. Consider these properties before distributing a workbook, presentation, or Word document, as they are saved in the file and determine how each report is displayed and behaves after it is refreshed. For more information, see Modifying how individual reports are refreshed, page 223. Some of the report properties, such as the report ID, are locked and can only be modified internally by MicroStrategy Office. For more information, refer to the MicroStrategy Office online help. For a complete list and descriptions of the report properties in the Report Properties dialog box, press F1 from any screen in MicroStrategy Office to access the MicroStrategy Office online help. Formatting specific reports in Excel After you run a report in an Excel workbook, you can format it in a number of ways, including the following: Modify formatting properties for a specific report, as described in Formatting specific reports after they are run, page 157. You can also use Microsoft Excel to create custom report books and draw attention to specific aspects of the report data. For example, you can: Highlight certain rows and format other elements to make it easier for you and other users to analyze the data in the workbook. Change the color of worksheet cells. 2011 MicroStrategy, Inc. Formatting reports 159

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide For steps to format objects in Microsoft Excel, refer to your Microsoft Excel documentation. To ensure that your formatting changes are not lost after refreshing a report, clear the Apply formatting from report definition on refresh check box in the Grid and Chart folders and the Apply formatting on refresh check box in the Quick Grid folder in the MicroStrategy Office Options dialog box. When enabled, the settings ensure that MicroStrategy report formatting is applied to your grid, graph, and Quick Grid reports after a refresh, respectively. This overrides any of your previous formatting changes. Formatting specific reports in PowerPoint and Word You can format specific reports in a presentation or Word document using MicroStrategy Office, as described in Formatting specific reports after they are run, page 157. To ensure that your formatting changes are not lost after refreshing a report, clear the Apply MicroStrategy formatting on refresh check box in the Grid, Chart, and Quick Grid folders in the MicroStrategy Office Options dialog box. When enabled, the settings ensure that MicroStrategy report formatting is applied to your grid, graph, and Quick Grid reports after a refresh, respectively. This overrides any of your previous formatting changes. However, the extent to which you can use Microsoft PowerPoint or Word to format a MicroStrategy report is determined by how the report was placed into the PowerPoint presentation or Word document. Reports can be added to Microsoft PowerPoint and Word as static pictures or embedded Excel workbooks, as explained in Adding reports as static pictures or embedded Excel workbooks, page 49. You can check to see if a report was placed into the PowerPoint presentation or Word document as a static picture or an embedded Excel workbook by performing the following procedure. 160 Formatting reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 To check if a report in a PowerPoint presentation or Word document is an embedded Excel workbook or static picture 1 Open a PowerPoint presentation or Word document that contains the report to format. 2 Double-click the report. Note the following: If nothing happens when you double-click the report, the report is a static picture. You are limited to formatting the image using the Microsoft formatting dialog box. You cannot modify individual sections of the report or the data. If the report changes into an Excel workbook, you can highlight and format different cells, modify data, change the name of the report, and so on. The image below provides an example of a report placed into a PowerPoint presentation as an embedded Excel workbook. Notice that individual cells and rows can be formatted to highlight data, and so on. 2011 MicroStrategy, Inc. Formatting reports 161

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide When you click outside of the embedded workbook, the report maintains the formatting, but loses the look and feel of an Excel workbook, as shown below. If the reports are static pictures instead of embedded Excel workbooks, you can use Microsoft Word or PowerPoint to resize and format them to some extent, but you cannot highlight certain rows, as shown above. For steps to format objects in Microsoft Word or PowerPoint, refer to your Microsoft Office documentation. Resizing reports When a report is run in an Excel workbook, PowerPoint presentation, or Word document, MicroStrategy Office applies the column and row sizes of the MicroStrategy report or document to the executed report. This ensures that the report s columns and rows match how the report looks in MicroStrategy Desktop and Web. In general, this allows reports and documents to be displayed as clearly and effectively as possible. However, you may want to resize reports and documents after they are added to your workbook, presentation, or Word document. You resize the reports and documents in different ways depending on whether you use Excel, PowerPoint, or Word. Refer to the following sections for information on resizing reports and documents in each Microsoft Office product. 162 Resizing reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 Resizing reports and documents in Excel To resize a MicroStrategy report or document within an Excel workbook, you can use Microsoft Excel to do the following: Slide the data column and row headers to modify the amount of space available for certain columns or rows Resize workbook cells For steps to resize and work with worksheet cells in Microsoft Excel, refer to your Microsoft Excel documentation. The width of columns in an Excel workbook can be affected by the AutoFit Columns settings in MicroStrategy Office, as explained in Resizing grid reports with long column or row names, page 163. Resizing reports and HTML documents in PowerPoint and Word You can manually resize reports and HTML documents you run in a PowerPoint presentation or Word document by using PowerPoint or Word s resize handles. For steps to resize and work with objects in Microsoft PowerPoint and Word, refer to your Microsoft Office documentation. You can also resize the columns and rows within a report if the report was run as an embedded Excel workbook. To check if the report was added as an embedded Excel worksheet, follow the procedure in Formatting specific reports in PowerPoint and Word, page 160. For information on resizing reports in Excel workbooks, see Resizing reports and documents in Excel, page 163. Resizing grid reports with long column or row names If any of the columns or rows within the grid reports you run are not wide enough or tall enough to fit all of the text or data within the cell, you can resize the columns and rows in the following ways: Manually alter the width of each column and the height of each row using Excel after the report is re-executed. Enable the AutoFit Columns and AutoFit Rows settings in the MicroStrategy Office Options dialog box to ensure that columns and rows are automatically sized to fit their contents 2011 MicroStrategy, Inc. Resizing reports 163

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide When a report is run in a workbook, presentation, or Word document, MicroStrategy Office applies the column and row sizes of the MicroStrategy report or document to the report or document. In some cases, however, this may result in reports with columns that are too narrow or rows that are too short to fit all of their contents. For example, notice in the image below that some of the column header names in the report are hidden from view. In such cases, enabling the AutoFit Columns setting in the report s properties and refreshing the report is a convenient way to ensure that the columns are automatically resized to fit their contents. After you refresh the report, the column sizes are readjusted automatically, as shown in the image below. 164 Resizing reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 The procedure below describes how to fix similar issues with long column or row names by ensuring that columns and rows are automatically sized to fit their contents. To ensure that all every report s columns and/or rows are sized automatically to fit their contents 1 Open MicroStrategy Office, if it is not already open. On the MicroStrategy Office toolbar, click MicroStrategy. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 Before you run reports or documents in a workbook, presentation, or Word document, on the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 Expand the General, Grid, and then the Column/Row Size folders. 5 Do any combination the following: To automatically size the columns of reports that contain column width information, select AutoFit Columns under Reports containing column width information. To automatically size the columns of reports that do not contain column width information, select Auto Fit Columns under Reports not containing column width information. To automatically size the rows of reports that contain row height information, select Auto Fit Rows under Reports containing row height information. To automatically size the rows of reports that do not contain row height information, select Auto Fit Rows under Reports not containing row height information. 6 Select both AutoFit Columns options. 7 Click OK to close the MicroStrategy Office Options dialog box. 8 Run grid reports in the workbook, presentation, or Word document. The columns within the grid reports are automatically sized to fit their contents. 2011 MicroStrategy, Inc. Resizing reports 165

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide Resizing chart fonts automatically If a chart s font is displayed in an incorrect size, it is possible to resize it automatically. Enabling AutoScale can cause problems in Office documents with many charts. Each chart that is automatically sized creates a new font. If many charts are used, it is possible to cause an error in your Microsoft application. To automatically resize chart fonts 1 Open MicroStrategy Office, if it is not already open. On the MicroStrategy Office toolbar, click MicroStrategy. 2 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 3 Before you run reports or documents in a workbook, presentation, or Word document, on the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 4 On the left hand side of the window, expand General, then expand Chart. Select Scale. 5 Under AutoScale Option, do one of the following: To use the chart Autoscale definition that was configured when the report was created in MicroStrategy Desktop or web, select Use the chart definition to define AutoScale. To always automatically resize chart fonts, select Always True. To never adjust the font sizes to the chart size, and always use the chart font definitions, select Always False. 6 Click OK. The MicroStrategy Office Options window closes. 166 Resizing reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 Moving reports You can shift reports and documents around your Excel workbooks, PowerPoint presentations, and Word documents, as explained in the following sections. Moving reports in Excel As you design your workbook, you may decide to shift some of the reports to other locations within the workbook. While you may be inclined to cut-paste a report or document to place it somewhere else, this is the incorrect way to move MicroStrategy reports around an Excel workbook. Every report you add to your workbook remains linked to your data sources, so you can refresh the report and retrieve the latest data. This link exists in the location in which a report is executed. Therefore, when you cut-paste a report to a new location and attempt to refresh the data, the report is run in the original location. For more information on refreshing reports, see Refreshing reports to retrieve the latest data, page 31. The following procedure guides you in correctly shifting reports around a workbook. To move reports around a workbook 1 On the MicroStrategy Office toolbar, click Reports. A list of the reports in the workbook appears. 2 Right-click the report you intend to move to another location in the workbook. Select Properties. The Report Properties dialog box opens. 3 Navigate to the Excel Placement Settings section and the Cell preference. 4 In the Cell field, specify the exact cell location to which to move the report. Click OK. A message appears, informing you that saving the new location properties requires that the report be cleared from the workbook. The report s link to its data sources is cleared from the original 2011 MicroStrategy, Inc. Moving reports 167

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide 5 Click OK. location. This ensures that the report is not refreshed in both the original and new locations. 6 On the MicroStrategy Office toolbar, click Reports. A list of the reports in the workbook appears. 7 Right-click the report you intend to move to another location in the workbook. Select Refresh Report. The report is refreshed and placed in the location you specified above. Repositioning reports around graphics in an Excel workbook Your Excel workbook will most likely contain a combination of graphics and reports. Therefore, you may need to reposition reports to accommodate the surrounding graphics and vice versa. When you reposition reports, you must first delete the report from the workbook, and then run it in the desired location. For example, you insert your company logo at the top of your Excel workbook. You then run various reports into the workbook and add additional graphics using Excel. When you need to reposition a report, you cannot simply cut-paste it to a new location because the report is linked to the data warehouse or other sources, by default. To learn more about how links to the data warehouse are maintained, or persisted, in workbooks, see Refreshing reports to retrieve the latest data, page 31. To reposition a report around graphics in a workbook 1 In an Excel workbook that contains reports, on the MicroStrategy Office toolbar, click Reports. A list of all of the reports in the workbook appears. 2 Right-click the report to reposition and select Delete. The report is completely deleted from the workbook, which means it is no longer linked to the data warehouse or other data sources. 3 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 168 Moving reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 4 Expand the Excel folder, and then the Placement folder. 5 Ensure that the Place report at selected cell check box is selected, so that you can specify the exact cell in which to place the report. 6 Click the cell in which to place the report, and then click MicroStrategy on the MicroStrategy Office toolbar. A list of folders and reports appears. 7 Locate the report to place in the cell and run it in the desired format. The report is placed within the selected cell. Moving reports in PowerPoint and Word As you design your presentation, you may decide to shift some of the reports to other locations within it. To move reports around a PowerPoint presentation or Word document 1 Do one of the following: To move a grid or graph report within the same slide or Word document page: Drag and drop the report to another location. To move a grid or graph report to another slide or Word document page: Copy-paste or cut-paste the report to the new location. When the PowerPoint presentation or Word document is refreshed, the reports remain in the new location, by default. You can specify if the layout of the reports and other elements within your presentation stay in place when you or another user refreshes the presentation or Word. Creating and editing reports and documents It is possible to create and edit reports and documents using MicroStrategy Office. The same functionality that is available in MicroStrategy Web is available through MicroStrategy Office. It is possible to create reports and documents from scratch, as well as create them from templates, and edit existing reports and documents. 2011 MicroStrategy, Inc. Creating and editing reports and documents 169

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide Creating and editing reports and documents is done through the MicroStrategy Office Report Editor and the MicroStrategy Office Document Editor. These editors function in the same way that the MicroStrategy Web Report Editor and MicroStrategy Web Document Editor function. For a full description of how to use these editors, see the MicroStrategy Basic Reporting Guide and the MicroStrategy Web Online Help. Prerequisites: An understanding of information discussed in the MicroStrategy Basic Reporting Guide, and of the functionality of the MicroStrategy Web Report Editor and Document Editor. Details for using the Report Editor and Document Editor are provided in the MicroStrategy Web Help and the MicroStrategy Basic Reporting Guide. Connectivity between MicroStrategy Office and MicroStrategy Web. If this connectivity is not established, the MicroStrategy Office Report Editor and the MicroStrategy Office Document Editor will fail to open. If this is the case, see the section about establishing this connectivity in Chapter 1, Getting Started with MicroStrategy Office. Several privileges are required to be able to create and edit reports or documents. For a complete list of the privileges required for the different tasks associated with creating and editing reports and documents in MicroStrategy Office, see Chapter 7, Securing and Distributing Data. For details about creating or editing reports see Creating and editing reports using MicroStrategy Office, page 170. For creating or editing documents, see Creating and editing documents using MicroStrategy Office, page 172. Creating and editing reports using MicroStrategy Office Creating and editing reports using MicroStrategy Office uses the same techniques used to create and edit reports in MicroStrategy Web. There are situations that it may be more convenient to create a report in MicroStrategy Office rather than logging in to MicroStrategy Web or Desktop to create the report. To be able to create and edit reports, you must have established connectivity between MicroStrategy Office and MicroStrategy Web, and you must also 170 Creating and editing reports and documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 have the proper permissions. For information about the required connectivity, see Establishing connectivity to MicroStrategy applications, page 255. For information about the permissions, see Controlling user access to functionality: Privileges, page 262. There are two different ways that you can create a new report. You can either create a new report, or you can create a new report using a template. For steps, see the following procedures: For steps to create a new report, see To create a new report using MicroStrategy Office Report Editor, page 171. For steps to create a new report from a template, see To create a new report from a template using MicroStrategy Office Report Editor, page 171. It is also possible to edit existing reports. For steps to edit existing reports, see To edit reports using MicroStrategy Office, page 172. To create a new report using MicroStrategy Office Report Editor 1 Connect to the MicroStrategy project that you want to create the report in using MicroStrategy Office. 2 From the MicroStrategy Office File menu, point to New, and select Report. The MicroStrategy Office Report Editor opens. 3 Using the techniques described in the MicroStrategy Basic Reporting Guide and the MicroStrategy Web Online Help, design and save the new report. To create a new report from a template using MicroStrategy Office Report Editor 1 Connect to the MicroStrategy project that you want to create the report in using MicroStrategy Office. 2 From the MicroStrategy Office File menu, point to New, and select Report from template. The MicroStrategy Office Report Editor opens, displaying a list of available report templates. 3 Choose a template from the list. The template is displayed in the MicroStrategy Office Report Editor. You can now design the new report 2011 MicroStrategy, Inc. Creating and editing reports and documents 171

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide using the chosen template, using the techniques described in the in the MicroStrategy Basic Reporting Guide and the MicroStrategy Web Online Help. To edit reports using MicroStrategy Office 1 Connect to the MicroStrategy project that contains the report that you want to edit using MicroStrategy Office. 2 Browse to the report in MicroStrategy Office and select it. 3 From the Reports menu, select Edit. The MicroStrategy Office Report Editor opens. 4 Using the techniques described in the MicroStrategy Basic Reporting Guide and the MicroStrategy Web Online Help, make the desired changes to the report. Creating and editing documents using MicroStrategy Office Creating and editing documents using MicroStrategy Office uses the same techniques employed in creating documents in MicroStrategy Web. There are situations that it may be more convenient to create a document in MicroStrategy Office rather than logging in to MicroStrategy Web or Desktop to create the document. To be able to create and edit Report Services Documents, you must have established connectivity between MicroStrategy Office and MicroStrategy Web, and you must also have the proper permissions. For information about the required connectivity, see Establishing connectivity to MicroStrategy applications, page 255. For information about the permissions, see Controlling user access to functionality: Privileges, page 262. You can either create a new document from scratch, or you can create a new document using a template. For steps, see the following procedures: For steps to create a new document, see To create a new document using MicroStrategy Office Document Editor, page 173. For steps to create a new document from a template, see To create a new document from a template using MicroStrategy Office Document Editor, page 173. 172 Creating and editing reports and documents 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 It is also possible to edit existing documents using MicroStrategy Office. For steps to edit exiting documents, see To edit documents using MicroStrategy Office, page 173. To create a new document using MicroStrategy Office Document Editor 1 Connect to the MicroStrategy project that you want to create the document in using MicroStrategy Office. 2 From the MicroStrategy Office File menu, point to New, and select Document. The MicroStrategy Office Document Editor opens. 3 Using the techniques described in the MicroStrategy Basic Reporting Guide and the MicroStrategy Web Online Help, design and save the new document. To create a new document from a template using MicroStrategy Office Document Editor 1 Connect to the MicroStrategy project that you want to create the document in using MicroStrategy Office. 2 From the MicroStrategy Office File menu, point to New, and select Document from template. The MicroStrategy Office Document Editor opens, displaying a list of available document templates. 3 Choose a template from the list. The template is displayed in the MicroStrategy Office Document Editor. You can now design the new document using the chosen template, using the techniques described in the MicroStrategy Basic Reporting Guide and the MicroStrategy Web Online Help. To edit documents using MicroStrategy Office 1 Connect to the MicroStrategy project that contains the document that you want to edit using MicroStrategy Office. 2 Browse to the document in MicroStrategy Office and select it. 3 From the Reports menu, select Edit. The MicroStrategy Office Document Editor opens. 2011 MicroStrategy, Inc. Creating and editing reports and documents 173

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide 4 Using the techniques described in the MicroStrategy Basic Reporting Guide and the MicroStrategy Web Online Help, make the desired changes to the document. Creating and editing prompts You can create and edit prompts using MicroStrategy Office. A prompt is a question the system presents to a user when a report is executed. How the user answers the question determines what data is displayed on the report when it is returned from your data source. For an introduction to prompts, how prompts save the report designer time, and how prompts work with MicroStrategy security filters, see the MicroStrategy Basic Reporting Guide. There are multiple pieces that make up a prompt that control how a prompt appears and how it functions. These components include the following: Answer requirement: This component lets you determine whether users are required to answer the prompt or an answer is optional. If an answer is required, a report cannot be executed until an answer is provided. Default prompt answers: This component lets you include a pre-selected answer for the prompt, which the user can then accept, replace with a different answer, or accept and add more answers. Title and description: This component lets you provide a useful name and description for the prompt, which can significantly impact whether a user finds prompts to be simple or complex. Style: This component determines the appearance of the prompt and the layout of how users select answers for the prompt. Consider your users' needs and the purpose of the report and the objects on it when you decide on these options. If you plan to apply a schedule to a prompted report, the decisions you make about answer requirements and default answers will affect how the report is filtered when it is automatically executed on schedule. For a table showing how various combinations of these options affect how a scheduled report is filtered when executed, see the MicroStrategy Advanced Reporting Guide. For details and examples of each of these components and how they work together, see the MicroStrategy Basic Reporting Guide. 174 Creating and editing prompts 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 Understanding prompt types There are several types of prompts that can be created in MicroStrategy Office. Each type of prompt requires users to provide different types of input. The following table explains the different prompt types, the specific prompts 2011 MicroStrategy, Inc. Creating and editing prompts 175

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide that are available within each prompt type, and the data that a user must define to answer each specific prompt. Prompt type Prompt name What data it allows users to define Filter definition prompts This type of prompt allows users to determine how the report s data is filtered, based on attributes in a hierarchy, lists of attribute elements, or metrics. Hierarchy qualification prompt Prompts users to choose from all attributes in a hierarchy. Users can select prompt answers from one or more attribute elements from one or more attributes. The attribute elements that they select are used to filter data displayed on the report. This prompt lets you give users the largest number of attribute elements to choose from when they answer the prompt to define their filtering criteria. For example, on a report displaying profit forecasts, if the prompt lets users select from the Product hierarchy, one user might choose to see forecasts for certain electronic products, while another user might select different electronics products, or all media products. Attribute qualification prompt Prompts users to qualify data based on an attribute. For steps to create a hierarchy qualification prompt, see Creating a hierarchy qualification prompt, page 178. Users can select prompt answers from a list of attribute elements from a single attribute. This prompt is more restrictive than the hierarchy qualification prompt, because the user has fewer attribute elements to select answers from. Attribute element list prompt Prompts users to choose from an attribute element list. For steps to create an attribute element prompt, see Creating an attribute qualification prompt, page 181. Users can select prompt answers from a limited list of specific attribute elements. This prompt is the most restrictive of the filter definition prompts, because the user has the least number of attribute elements to select answers from. For steps to create an attribute element list prompt, see Creating an attribute element list prompt, page 186. 176 Creating and editing prompts 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 Prompt type Prompt name What data it allows users to define Filter definition prompts (continued) Object prompts This type of prompt allows users to select objects to include in a report, such as attributes, metrics, or filters. Value prompts This prompt type lets users select a single value, such as a date or a specific text string, and filter report data based on their selection. Metric qualification prompt Prompts users to qualify data based on a metric. Object prompt Date and time prompt Numeric prompt Users can define a metric qualification, which determines what data should be displayed for one or more specific metrics on the report. For steps to create a metric qualification prompt, see Creating a metric qualification prompt, page 190. Users can use this prompt to add more data to a report. Users select objects (such as attributes or metrics) that they want to add to the report. Users can also choose from among a selection of filters, to apply a filter that is most useful for their analysis purposes. For steps to create an object prompt, see Creating an object prompt, page 193. Users select a specific date and time for which to see data. This prompt is used in a filter. For steps to create a value prompt, see Creating a value prompt, page 196. Users enter a specific number, which is then used as part of a filter or within a metric, to look for specific numeric data. Text prompt For steps to create a value prompt, see Creating a value prompt, page 196. Users enter a word or phrase, which is then used as part of a filter to look for specific data with that text. Big decimal prompt For steps to create a value prompt, see Creating a value prompt, page 196. Users can enter up to 38 digits, to search for numeric data with the Big Decimal data type assigned to it. For steps to create a value prompt, see Creating a value prompt, page 196. 2011 MicroStrategy, Inc. Creating and editing prompts 177

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide Creating a hierarchy qualification prompt A hierarchy qualification prompt allows users to create their own report filter using attributes and attribute elements from the following: A specific hierarchy All hierarchies in the project Specific hierarchies returned by a search object For an explanation of what a hierarchy is, see the Answering Questions about Data chapter in the Basic Reporting Guide. This book also contains examples and images for a hierarchy qualification prompt. Of the three filter definition prompts for attributes, the hierarchy qualification prompt allows users to select from the widest number of attribute elements when they are choosing prompt answers to define their filtering criteria. The attribute prompt is more restrictive, allowing users to choose from the fewest number of attribute elements to define their filter criteria. Prerequisites DHTML must be enabled in Web. See the MicroStrategy Web help for information. If you want analysts to answer a prompt by selecting from the results of a search object, a search object must already be created. To create a hierarchy qualification prompt 1 Open MicroStrategy Office and log in to the project that you want to create the prompt in. 2 From the File menu, point to New, and select Prompt. The MicroStrategy Office Prompt Editor opens. 3 Click Hierarchy Qualification Prompt. To select the hierarchy 4 Select the hierarchy which contains the attributes that the user is prompted to choose from as they create the filter for the report. 178 Creating and editing prompts 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 5 On the Definition tab, choose one of the following options and, as necessary, specify the required information for your chosen option: All hierarchies: Select this option to let the user choose attributes from all the hierarchies in the project. Choose a hierarchy: Select this option to present the user with a specific hierarchy from which to choose attributes and elements. Browse to and select the hierarchy. Use a predefined list of hierarchies: Select this option to create a list of hierarchies from which users can choose. Click Add, select the hierarchies, then click OK. To remove an object, highlight it and click Remove. To remove all items, click Clear. Use the result of a search object: Select this option to browse to and select a previously created search object or specify the name of the search object. A search object searches for and displays specific project objects when the user executes the report. This lets you prompt the user with the most up-to-date objects in the project. To determine the attribute forms that are displayed to the user Once users select a hierarchy, the prompt displays the related attributes and attribute elements they can select their filter criteria from. The attribute forms can also be displayed. For more information about attribute forms, see the MicroStrategy Project Design Guide. 6 On the General tab, type a title and description for the prompt in the Title and Description fields. To restrict the number of prompt answers 7 To require users to answer the prompt before running the report, specify whether the prompt requires an answer. Select the Prompt answer is required check box. If you require an answer, it is a good idea to also provide a default answer, otherwise a subscription to this report will fail. 8 Set the maximum and/or minimum number of prompt answers allowed, if desired. Enter these numbers in the Minimum number of answers and Maximum number of answers fields. 9 Determine whether users can save and reuse their prompt answers, and if so, how many prompt answers they can save for the prompt. From the Personal answers allowed drop-down list, select one of the following: None: This setting does not allow you to save and reuse prompt answers. 2011 MicroStrategy, Inc. Creating and editing prompts 179

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide Single: This setting allows you to save and reuse only one prompt answer. Multiple: This setting allows you to save multiple personal prompt answers. 10 On the Style tab, from the Display style drop-down list, specify a presentation style, such as Tree or Shopping Cart, for the prompt. This is how the prompt is displayed to the user. For more information about these prompt styles, see the MicroStrategy Basic Reporting Guide. To specify the layout and display style of the prompt 11 To ensure that the prompt's text fields and options are a fixed size, select the Fixed text box width and/or Fixed textbox height check boxes, and specify the size of the prompt's text fields and options. 12 To determine how prompt options are arranged, from the Orientation drop-down list, select Vertical or Horizontal. 13 To determine the number of prompt answers displayed in a row or column (depending on orientation), enter a number in the Items per column/row field. 14 To allow users to use a search box to locate prompt answers, select the Show search box check box. Searching for objects allows analysts to quickly locate specific objects to use to answer the prompt. 15 To ensure that users use the search box to locate answers, select the Make search required check box. 16 If you are using the Shopping Cart display style, you can select the Use folder structure check box to display the prompt choices in a folder structure. This option, available for search objects only, is useful when the same object with the same name is saved in multiple folders. To allow users to navigate above the root folder when searching, select the Allow navigation above search root check box. To specify how qualifications are displayed in the prompt 17 On the Qualification tab, determine the types of qualification expressions allowed in the prompt by selecting an option from the Expression type allowed drop-down list. 180 Creating and editing prompts 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 18 Determine the default condition (for example, Select or Qualify) that is displayed in the prompt by selecting an option from the Default expression type drop-down list. 19 Determine the default qualification operator (for example, Greater than or Less than) that is displayed in the prompt by selecting an option from the Default condition operator drop-down list. 20 Determine how many elements are listed in each prompt answer list in the Maximum number of elements per list field. 21 To allow users to import a list of attribute elements from which they can choose, select the Allow element import check box. 22 Determine the default logical operator that is used between conditions by selecting an option from the Default operator between conditions drop-down list. 23 To allow users to modify expressions, select the Allow modification of the logical operator check box. 24 To ensure that users can only use a single condition operator (AND/OR) between all of the conditions in an expression, select Use a single logical operator between all conditions. 25 To ensure that users can choose a default operator to use between each condition, select Allow the user to set independent logical operators between conditions. To save the prompt 26 To save the prompt, select Save As. The Save As dialog box opens. 27 Specify a name, description, and the location in which to save the prompt and click OK. Creating an attribute qualification prompt The attribute qualification prompt can be used to create a more focused prompt than the hierarchy qualification prompt. You determine a single attribute from which each user who executes the report can select elements to define his report filter. You can also let users select an attribute from a set of attributes, and then select elements from their chosen attribute. 2011 MicroStrategy, Inc. Creating and editing prompts 181

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide For an example and images of an attribute qualification prompt, see the Answering Questions about Data chapter in the Basic Reporting Guide. Of the three filter definition prompts for attributes, the attribute qualification prompt is more restrictive than a hierarchy qualification prompt but less restrictive than an attribute element list prompt. The hierarchy qualification prompt allows users to select from the widest number of attribute elements when they are choosing prompt answers to define their filtering criteria. The attribute element list prompt is the most restrictive, allowing users to choose from the fewest number of attribute elements to define their filter criteria. Prerequisites DHTML must be enabled in Web. See the MicroStrategy Web help for information. If you want analysts to answer a prompt by selecting from the results of a search object, a search object must already be created. To create an attribute qualification prompt 1 Open MicroStrategy Office and log in to the project that you want to create the prompt in. 2 From the File menu, point to New, and select Prompt. The MicroStrategy Office Prompt Editor opens. 3 Click Attribute Qualification Prompt. To select the attribute from which the user creates the filter You must determine which attribute is displayed to the user in the prompt. (Alternatively, you can present the users with a list of attributes and the user selects one attribute from the list.) The user then selects elements from that attribute to be part of the filter he creates to filter data for the report. 4 On the Definition tab, choose one of the following options: Choose an attribute: To specify the attribute a user can select elements from, browse to and select the attribute. 182 Creating and editing prompts 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 Use a predefined list of attributes: Select this option to create a list of attributes from which users can choose. Click Add, select the attributes, then click OK. To remove an object, highlight it and click Remove. To remove all items, click Clear. Use the result of a search object: Select this option to browse to and select a previously created search object or specify the name of the search object. A search object searches for and displays specific project objects when the user executes the report. This lets you prompt the user with the most up-to-date objects in the project. Use this option to present the user with a list of attributes, from which they can choose one. To determine which attribute forms to display to the user 5 From the Displayed forms drop-down list, select one of the following options: All attribute forms: This option allows users to see and select from attribute elements within all attribute forms. It is the default choice. Browse forms: This option allows users to see and select from only the attribute forms defined as browse forms. All attribute forms defined as browse forms are displayed in the Data Explorer when the user browses the related attribute. Browse forms are specified in MicroStrategy Desktop. For more information, see the MicroStrategy Project Design Guide. Report display forms: This option lets users see only the attribute forms defined as report display forms. All attribute forms defined as report display forms are included in report results for a report that uses the related attribute. 6 Click the General tab. 7 Specify a title and description for the prompt in the Title and Instructions fields. To restrict the number of prompt answers 8 To require users to answer the prompt before running the report, specify whether the prompt requires an answer. Select the Prompt answer is required check box. 9 Set the maximum and minimum number of prompt answers allowed, if you choose. Enter these numbers in the Minimum number of answers 2011 MicroStrategy, Inc. Creating and editing prompts 183

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide and Maximum number of answers fields. You can specify a minimum number even if you do not specify a maximum number. 10 Determine whether users can save and reuse their prompt answers, and if so, how many prompt answers they can save for the prompt. From the Personal answers allowed drop-down list, select one of the following: None: Users cannot save and reuse prompt answers. Single: Users can save and reuse only one prompt answer. Multiple: Users can save and reuse multiple prompt answers. To specify the layout and display style of the prompt 11 Click the Style tab. 12 From the Display style drop-down list, specify a presentation style, such as Textbox, for the prompt. This is how the prompt is displayed to the user. 13 To ensure that the prompt's text fields and options are a fixed size, select the Fixed text box width and/or Fixed textbox height check boxes, and specify the size of the prompt's text fields and options in the fields. 14 To determine how prompt options are arranged, from the Orientation drop-down list, select Vertical or Horizontal. To determine the number of prompt answers displayed in a row or column (depending on orientation), enter a number in the Items per column/row field. 15 To determine whether to allow users to use a search box to locate prompt answers, from the Show search box drop-down list select FALSE or TRUE. Searching for objects allows analysts to quickly locate specific objects to use to answer the prompt. 16 If you are using the Shopping Cart display style, you can select the Use folder structure check box to display the prompt choices in a folder structure. This option, available for search objects only, is useful when the same object with the same name is saved in multiple folders. To allow users to navigate above the root folder when searching, select the Allow navigation above search root check box. To specify how qualifications are displayed in the prompt 17 Click the Qualification tab. 184 Creating and editing prompts 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 18 Determine the types of qualification expressions allowed in the prompt by selecting an option from the Expression type allowed drop-down list. 19 Determine the default condition (for example, Select or Qualify) that is displayed in the prompt by selecting an option from the Default expression type drop-down list. 20 Determine the default condition operator (for example, Greater than or Less than) that is displayed in the prompt by selecting an option from the Default condition operator drop-down list. 21 Determine how many elements are listed in each prompt answer list in the Maximum number of elements per list field. 22 To allow users to import a list of attribute elements from which they can choose, select the Allow element import check box. 23 To allow users to browse the elements in attribute qualification, select Allow element browsing in attribute qualification check box. 24 Determine the default logical operator that is used between conditions by selecting an option from the Default operator between conditions drop-down list. 25 To allow users to modify expressions, select the Allow modification of the logical operator check box. To ensure that users can only use a single condition operator (AND/OR) between all of the conditions in an expression, select the Use a single logical operator between all conditions option. To ensure that users can choose a default operator to use between each condition, select the Allow the user to set independent logical operators between conditions option. To save the prompt 26 To save the prompt, select Save As. The Save As dialog box opens. 27 Specify a name, description, and the location in which to save the prompt and click OK. 2011 MicroStrategy, Inc. Creating and editing prompts 185

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide Creating an attribute element list prompt An attribute element list prompt allows a user to choose from a list of attribute elements to be included in a filter or custom group. This is generally the simplest prompt for users to answer, because it offers the fewest number of answers to choose from and does not require the user to create a filtering statement. You create the specific attribute elements to be displayed in the prompt, by using one of the following methods: Selecting all elements associated with an attribute Creating a filter that returns a limited list of elements from one attribute Selecting specific attribute elements one by one For an example and images of an attribute element list prompt, see the Answering Questions about Data chapter in the MicroStrategy Basic Reporting Guide. Of the three filter definition prompts for attributes, the attribute element list prompt is the most restrictive, allowing users to choose from the fewest number of attribute elements to define their filter criteria. The hierarchy qualification prompt allows users to select from the widest number of attribute elements when they are choosing prompt answers to define their filtering criteria. The attribute qualification prompt is more restrictive than the hierarchy qualification prompt, but less restrictive than the attribute element list prompt. Prerequisites DHTML must be enabled in Web. See the MicroStrategy Web help for information. If you want analysts to answer a prompt by selecting from the results of a search object, a search object must already be created. To create an attribute element list prompt 1 Open MicroStrategy Office and log in to the project that you want to create the prompt in. 186 Creating and editing prompts 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 2 From the File menu, point to New, and select Prompt. The MicroStrategy Office Prompt Editor opens. 3 Click Attribute Element List prompt. To determine the attribute whose elements the user is able to choose from 4 Click Select Attribute. Select the attribute whose elements are displayed in the prompt and click OK. Users select their filter criteria from a list of these attribute elements. To define the specific elements the user is able to choose from 5 Choose one of the following options: List all elements (no restriction): This option displays all of the attribute s elements to the user when he is answering the prompt. Use a predefined list of elements: Select this option to create a list of attribute elements from which users can choose. Click Add, select the elements, then click OK. To remove an object, highlight it and click Remove. To remove all items, click Clear. Use a filter to reduce the number of elements: This option is useful for attributes with a large number of elements, such as Customer or Employee. You can select a filter that returns a specific set of customers, for example, the top 100 customers this month. Browse to and select the filter. 6 Click the General tab. 7 Specify a title and description for the prompt in the Title and Instructions fields. To restrict the number of prompt answers 8 To require users to answer the prompt before running the report, specify whether the prompt requires an answer. Select the Prompt answer is required check box. 9 Set the maximum and minimum number of prompt answers allowed, if desired. Enter these numbers in the Minimum number of answers and Maximum number of answers fields. You can specify a minimum number even if you do not specify a maximum number. 2011 MicroStrategy, Inc. Creating and editing prompts 187

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide 10 Determine whether users can save and reuse their prompt answers, and if so, how many prompt answers they can save for the prompt. From the Personal answers allowed drop-down list, select one of the following: None: Users cannot save and reuse prompt answers. Single: Users can save and reuse only one prompt answer. Multiple: Users can save and reuse multiple prompt answers. To specify the layout and display style of the prompt 11 Click the Style tab. 12 You can determine the presentation style used to display the prompt to the user. The default is Shopping Cart. From the Display style drop-down list, select one of the following: Radio Button: This prompt lets users select an attribute element option by selecting a radio button. Check Box: This prompt lets users specify attribute elements by selecting check boxes. Pull Down: This prompt lets users select an answer from a drop-down list. List: This prompt lets users select prompt answers from a list. Shopping Cart: This prompt lets users add attribute elements to a list of selected attribute elements. Calendar: This prompt lets users answer the prompt by selecting a date on a calendar. This prompt only displays when viewed in MicroStrategy Mobile on an iphone or ipad. For more information on iphone and ipad prompts, see the MicroStrategy Mobile User s Guide. Barcode Reader: This prompt lets users answer the prompt by scanning or typing a bar code. This prompt only displays when viewed in MicroStrategy Mobile on an iphone or ipad. For more information on iphone and ipad prompts, see the MicroStrategy Mobile User s Guide. Geo Location: This prompt lets users filter the attribute element list based on their current geographical location. This prompt only displays when viewed in MicroStrategy Mobile on an iphone or ipad. For more information on iphone and ipad prompts, see the MicroStrategy Mobile User s Guide. 188 Creating and editing prompts 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 13 Depending on the prompt's type and display style, you can specify other available formatting options: To ensure that the prompt's text fields and options are a fixed size, select the Fixed textbox width and/or Fixed textbox height check boxes, and specify the size of the prompt's text fields and options in the fields. To determine how prompt options are arranged, from the Orientation drop-down list, select Vertical or Horizontal. To determine the number of prompt answers displayed in a row or column (depending on orientation), select the Items per column/row check box and type a number in the field. To determine whether to allow users to use a search box to locate prompt answers, from the Show search box drop-down list select FALSE or TRUE. Searching for objects allows analysts to quickly locate specific objects to use to answer the prompt. To require using the search box to locate prompt answers, select the Make search required check box. For the Barcode Reader prompt style, to specify the attribute form used to look up item barcodes, select an attribute form from the Barcode mapping attribute form drop down list. For the Geo Location prompt style, from the Select location mapping level drop-down list, select the level at which you wish to filter elements in the attribute. For example, select City to filter the attribute elements by the current city in which the iphone is located. To select the attribute whose elements you want to filter, click Select Attribute. Browse to and select the attribute, then click OK. If you are using the Shopping Cart display style, you can select the Use folder structure check box to display the prompt choices in a folder structure. This option, available for search objects only, is useful when the same object with the same name is saved in multiple folders. To allow users to navigate above the root folder when searching, select the Allow navigation above search root check box. If using a prompt with a calendar display style, you can do the following: To specify the earliest date that can be selected to answer the prompt, select a date from the Minimum Date calendar. 2011 MicroStrategy, Inc. Creating and editing prompts 189

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide To specify the latest date that can be selected to answer the prompt, select a date from the Maximum Date calendar. To save the prompt 14 To save the prompt, select Save As. The Save As dialog box opens. 15 Specify a name, description, and the location in which to save the prompt and click OK. Creating a metric qualification prompt A metric qualification prompt allows users to create their own instant filter for data returned for one of the metrics on the report. You create a metric qualification prompt by selecting one or more metrics. Users will be able to define their filters based on these metrics. For an example and images of a metric qualification prompt, see the Answering Questions about Data chapter in the MicroStrategy Basic Reporting Guide. The metric(s) you choose for the prompt do not have to appear on the report itself. For example, a store manager needs a report to show sales data for products whose current inventory falls below a certain count. However, the report does not necessarily need to display inventory counts for those products. When answering the prompt, users can define their filters based on the value, rank, or percentage of the metric. Prerequisites DHTML must be enabled in Web. See the MicroStrategy Web help for information. If you want analysts to answer a prompt by selecting from the results of a search object, a search object must already be created. To create a metric qualification prompt 1 Open MicroStrategy Office and log in to the project that you want to create the prompt in. 190 Creating and editing prompts 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 2 From the File menu, point to New, and select Prompt. The MicroStrategy Office Prompt Editor opens. 3 Click Metric Qualification prompt. To select the metric(s) for which users can define their filters 4 Choose one of the following options: Choose a metric: Browse to and select a specific metric to use in the prompt. Users will be able to filter their report data based on the metric you select. Use a predefined list of metrics: Select this option to create a list of metrics from which users can choose. Click Add, select the metrics, then click OK. To remove an object, highlight it and click Remove. To remove all items, click Clear. Use the result of a search object: If you have previously created a search object, browse to and select the search object or specify the name of the search object. A search object searches for and displays specific project objects when the user executes the report. This lets you prompt the user with the most up-to-date objects in the project. For example, you can let the user select a metric from a search for all metrics with Revenue in the name. 5 Click the General tab. 6 Specify a title and description for the prompt in the Title and Instructions fields. To restrict the number of prompt answers 7 To require users to answer the prompt before running the report, specify whether the prompt requires an answer. Select the Prompt answer is required check box. 8 Set the maximum and minimum number of prompt answers allowed, if desired. Enter these numbers in the Minimum number of answers and Maximum number of answers fields. You can specify a minimum number even if you do not specify a maximum number. 9 Determine whether users can save and reuse their prompt answers, and if so, how many prompt answers they can save for the prompt. From the Personal answers allowed drop-down list, select one of the following: None: Users cannot save and reuse prompt answers. 2011 MicroStrategy, Inc. Creating and editing prompts 191

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide Single: Users can save and reuse only one prompt answer. Multiple: Users can save and reuse multiple prompt answers. To specify the layout and display style of the prompt 10 Click the Style tab. 11 From the Display style drop-down list, specify a presentation style, such as Textbox, for the prompt. This is how the prompt is displayed to the user. 12 To ensure that the prompt's text fields and options are a fixed size, select the Fixed text box width and/or Fixed textbox height check boxes, and specify the size of the prompt's text fields and options in the fields. To determine how prompt options are arranged, from the Orientation drop-down list, select Vertical or Horizontal. 13 To determine the number of prompt answers displayed in a row or column (depending on orientation), enter a number in the Items per column/row field. 14 To determine whether to allow users to use a search box to locate prompt answers, from the Show search box drop-down list select FALSE or TRUE. Searching for objects allows analysts to quickly locate specific objects to use to answer the prompt. 15 To show the object path (folder hierarchy), select the Use folder structure check box. This option, available for search objects only, is useful when the same object with the same name is saved in multiple folders. If you are using the Shopping Cart display style, you can select the check box to display the prompt choices in a folder structure. To allow users to navigate above the root folder when searching, select the Allow navigation above search root check box. To specify how qualifications are displayed in the prompt 16 Click the Qualification tab. 17 Determine the default condition operator (for example, Greater than or Less than) that is displayed in the prompt by selecting an option from the Default condition operator drop-down list. 192 Creating and editing prompts 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 18 Determine the default operator that is used between conditions by selecting an option from the Default operator between conditions drop-down list. 19 To allow users to modify expressions, select the Allow modification of the logical operator check box. To ensure that users can only use a single condition operator (AND/OR) between all of the conditions in an expression, select the Use a single logical operator between all conditions option. To ensure that users can choose a default operator to use between each condition, select the Allow the user to set independent logical operators between conditions option. 20 To allow users to specify the output level of metrics, select the Display output level selector check box. To save the prompt 21 To save the prompt, select Save As. The Save As dialog box opens. 22 Specify a name, description, and the location in which to save the prompt and click OK. Creating an object prompt Object prompts provide users the ability to add additional objects to a report. You can let users select from almost any object available in MicroStrategy. The objects the user selects in the prompt are placed on the report. This essentially allows users to create their own reports, although you use the object prompt to control what objects they can choose to include on their reports. For example, you can create a prompt that allows users to choose from a list of existing stand-alone filters to apply to the report. Or, you can create a prompt that displays the Day, Month, Quarter, and Year attributes to users, so the user can specify the granularity of the report. Object prompts enable you to provide versatile reports to users. Additional examples and images of an object prompt can be found in the Answering Questions about Data chapter in the MicroStrategy Basic Reporting Guide. 2011 MicroStrategy, Inc. Creating and editing prompts 193

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide Object prompts can be used in many places, including the following: Object prompt containing attributes: Any place that can accept a list of attributes. Object prompt containing metrics: Embedded in a Set qualification filter, as well as any place that accepts metrics. When you create an object prompt, you can decide whether users can select from a specified list of MicroStrategy objects, or you can define a specific search that presents an up-to-date set of objects for users to select from. Including a search object in the object prompt, rather than specifying the exact object names, allows users to select from new objects that might not have been part of the project when you first created the prompt. Prerequisites DHTML must be enabled in Web. See the MicroStrategy Web help for information. If you want analysts to answer a prompt by selecting from the results of a search object, a search object must already be created. To create an object prompt 1 Open MicroStrategy Office and log in to the project that you want to create the prompt in. 2 From the File menu, point to New, and select Prompt. The MicroStrategy Office Prompt Editor opens. 3 Click Object prompt. To create the list of objects from which the user can select You can only use objects of one type in an object prompt. For example, you can include metrics or attributes in a single object prompt, but not both. To prompt for multiple object types in the same report, you must create an object prompt for each object type. 4 Choose one of the following options: Use a predefined list of objects: Select this option to create a list of metrics or attributes from which users can choose. Click Add, select 194 Creating and editing prompts 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 the objects, and click OK. To remove an object, highlight it and click Remove. To remove all items, click Clear. Use the result of a search object: If you have previously created a search object, browse to and select the search object or specify the name of the search object. A search object searches for and displays specific project objects when the user executes the report. This lets you prompt the user with the most up-to-date objects in the project. 5 On the General tab, specify a title and description for the prompt in the Title and Instructions fields. To restrict the number of prompt answers 6 To require users to answer the prompt before running the report, specify whether the prompt requires an answer. Select the Prompt answer is required check box. If you require an answer, it is a good idea to also provide a default answer, otherwise a subscription to this report will fail. 7 Set the maximum and/or minimum number of prompt answers allowed, if desired. Enter these numbers in the Minimum number of answers and Maximum number of answers fields. 8 Determine whether users can save and reuse their prompt answers, and if so, how many prompt answers they can save for the prompt. From the Personal answers allowed drop-down list, select one of the following: None: This setting does not allow you to save and reuse prompt answers. Single: This setting allows you to save and reuse only one prompt answer. Multiple: This setting allows you to save multiple prompt answers. To specify the layout and display style of the prompt 9 On the Style tab, from the Display style drop-down list, specify a presentation style, such as Check box, for the prompt. This is how the prompt is displayed to the user. 10 To ensure that the prompt's text fields and options are a fixed size, select the Fixed textbox width and/or Fixed textbox height check boxes, and specify the size of the prompt's text fields and options in the fields. 2011 MicroStrategy, Inc. Creating and editing prompts 195

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide 11 To determine how prompt options are arranged, from the Orientation drop-down list, select Vertical or Horizontal. To determine the number of prompt answers displayed in a row or column (depending on orientation), enter a number in the Items per column/row field. 12 To determine whether to allow users to use a search box to locate prompt answers, from the Show search box drop-down list select FALSE or TRUE. Searching for objects allows analysts to quickly locate specific objects to use to answer the prompt. 13 If you are using the Shopping Cart display style, you can select the Use folder structure check box to display the prompt choices in a folder structure. This option, available for search objects only, is useful when the same object with the same name is saved in multiple folders. Use the up and down ordering arrows to reorder prompt objects. To allow users to navigate above the root folder when searching, select the Allow navigation above search root check box. To save the prompt 14 To save the prompt, select Save As. The Save As dialog box opens. 15 Specify a name, description, and the location in which to save the prompt and click OK. Creating a value prompt Value prompts are useful when the result desired on the report is a single value, such as a specific date, a number, or a specific word or phrase. The value prompt is designed to return report results based on the data type assigned to the data in your data source. For example, you want a report that lists all employees whose age is less than 40 years. You create a report with the Employee attribute and the Employee Age attribute. You create a numeric Value prompt while you are creating the report. The numeric Value prompt contains the Employee Age attribute, the operator Less Than, and a Maximum Value set to 40. This example and an image showing the results of such a prompt can be found in the Answering Questions about Data chapter in the MicroStrategy Basic Reporting Guide. 196 Creating and editing prompts 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 Value prompts are typically used on a filter, where they become part of the filter's definition, but they can also be used on a metric as part of the metric's formula. The filter or metric is then placed on a report. Because they are often used in filters, value prompts can be created directly in the Filter Editor at the same time you create the filter in which you want to place the value prompt. When created this way, a value prompt is part of the filter's definition and is not a stand-alone prompt, so it cannot be added to another filter. The different types of value prompts are: Date prompt: This value prompt type asks users to type or select a date, and returns data that has the date data type assigned to it and that matches the user s entered date. For example, the Date prompt can be useful when added to a filter that screens data based on Year=2006. The prompt lets users type a specific date within the year of the filter s condition. Date prompts are used in filters which qualify on a date. Numeric prompt: This value prompt type asks users to type a numeric value. Numeric value prompts accept integers or decimals up to 15 digits of precision. Numeric prompts can be used in any filter that needs a number input from the user, such as a metric qualification. For information on metric qualification filters, see Filtering data by comparing metrics: Metric-to-metric qualifications, page 208. Text prompt: This value prompt type asks users to type a string of text. Text prompts are commonly used in attribute element list qualification filters. For information on attribute element list qualification filters, see Filtering data on attribute elements: Attribute element list qualifications, page 205. Big Decimal prompt: This value prompt type asks users for a big decimal value. Big Decimal value prompts accept integers and decimals up to 38 digits of precision. Big Decimal prompts should be used only in expressions that require high precision, such as qualifying on a Big Decimal attribute ID. Prerequisites DHTML must be enabled in Web. See the MicroStrategy Web help for information. If you want analysts to answer a prompt by selecting from the results of a search object, a search object must already be created. 2011 MicroStrategy, Inc. Creating and editing prompts 197

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide To create a value prompt 1 Open MicroStrategy Office and log in to the project you want to create the prompt in. 2 From the File menu, point to New, and select Prompt. The MicroStrategy Office Prompt Editor opens. To define the prompt type to be presented to the user 3 Specify the type of value prompt: Date and Time prompt: This prompt lets users filter for data related to either a specific date or a range of dates. Numeric prompt: This prompt lets users filter numeric data, usually based on a metric. Text prompt: This prompt lets users filter text data, usually based on attribute forms. Big Decimal prompt: This prompt lets users filter data based on a big decimal value for a metric. 4 Click the General tab. 5 Specify a title and description for the prompt in the Title and Instructions fields. To restrict the number of prompt answers 6 To require users to answer the prompt before running the report, specify whether the prompt requires an answer. Select the Prompt answer is required check box. 7 To set the maximum and minimum values that can be entered by the user, select the Minimum value and Maximum value check boxes and type a value in the respective fields. You can specify a minimum value even if you do not specify a maximum value. 8 Determine whether users can save and reuse their prompt answers, and if so, how many prompt answers they can save for the prompt. From the Personal answers allowed drop-down list, select one of the following: None: This setting does not allow you to save and reuse prompt answers. 198 Creating and editing prompts 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 Single: This setting allows you to save and reuse only one prompt answer. Multiple: This setting allows you to save and reuse multiple prompt answers. To specify the layout and display style of the prompt 9 Click the Style tab. 10 From the Display style drop-down list, specify a presentation style, for example textbox, for the prompt. This is how the prompt is displayed to the user. The options are: Textbox: This prompt lets users type a value directly into a field. Slider: This prompt lets users specify a numeric value on a horizontal slider. This prompt only displays when viewed in MicroStrategy Mobile on an iphone or ipad. For more information on iphone and ipad prompts, see the MicroStrategy Mobile Design and Administration Guide. Stepper: This prompt displays a numeric value. Users can use the increment and decrement buttons to increase or decrease the value displayed.this prompt only displays when viewed in MicroStrategy Mobile on an iphone or ipad. For more information on iphone and ipad prompts, see the MicroStrategy Mobile Design and Administration Guide. Switch: This prompt lets users choose between On and Off. This prompt only displays when viewed in MicroStrategy Mobile on an iphone or ipad. For more information on iphone and ipad prompts, see the MicroStrategy Mobile Design and Administration Guide Wheel: This prompt displays a wheel or row of wheels the user can move up or down to specify a value. Geo Location: This prompt lets users filter results based on their current geographical location. Barcode Reader: This prompt can be answered the prompt by scanning or typing an item's bar code. 11 Depending on the prompt's type and display style, you can specify other available formatting options: To ensure that the prompt's text fields and options are of a fixed size, select the Fixed textbox width check box and type a value in the field. 2011 MicroStrategy, Inc. Creating and editing prompts 199

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide To allow users to select a time before running a report, select the Allow user to select time check box. This option is displayed only when you have selected Date and Time prompt type. For the Switch prompt style, to specify a value for the prompt when it is set to the on position, type a value in the On value field. To specify a value for the prompt when it is set to the off position, type a value in the Off value field. To specify the interval between numeric values that are displayed in the prompt, type a value in the Interval field. For example, in a Date & Time prompt with the display style set to Date and Time and an interval of 30 minutes, users can select times such as 9:00AM, 9:30AM, 10:00AM, and so on. For Geo location prompts, to specify whether the prompt is set using latitude or longitude, select Latitude or Longitude from the Location coordinate drop-down list. To format how numeric values are displayed in the prompt, click Number Format. Select a number formatting style and click OK to apply changes. To save the prompt 12 To save the prompt, select Save As. The Save As dialog box opens. 13 Specify a name, description, and the location in which to save the prompt and click OK. Editing prompts You can use MicroStrategy Office to edit existing prompts using the MicroStrategy Office Prompt Editor. Steps to edit a prompt are below. To edit a prompt 1 Log in to the project that contains the prompt that you want to edit using MicroStrategy Office. 2 Navigate to the prompt that you want to edit, right-click, and select Edit. The MicroStrategy Office Prompt Editor opens. 200 Creating and editing prompts 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 3 Using the steps listed in the table in Understanding prompt types, page 175 as a guide, make the appropriate changes to the prompt in the MicroStrategy Office Prompt Editor. 4 Click Save to save the prompt. Creating and editing filters An important step in designing a report is ensuring that the correct data is returned from your data sources to be displayed on the report. To do this, you can add a filter to the report. A filter screens data in your data source to determine whether the data should be included in or excluded from the calculations of the report results. A filter is not required in a report, although reports without filters may return too much data to be displayed effectively. For an introduction to filters, images of the various types of filters, an introduction to the Filter Editor, and diagrams and examples to show how to join filter qualifications with operators such as AND and OR, see the MicroStrategy Basic Reporting Guide. Understanding filter types Before you create a filter, it is important to understand the type of filter that is appropriate for your intended use. The following table describes the types of filters available in MicroStrategy, as well as the specific filters within each 2011 MicroStrategy, Inc. Creating and editing filters 201

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide type, and the type of data that they are designed to filter. The table also contains links to more information for each filter. Filter type Filter name What data it is designed to filter Attribute qualifications These types of qualifications restrict data related to attributes on the report. Attribute form qualification Create a filter based on attribute forms. For details, see Filtering data based on attribute forms: Attribute form qualifications, page 204. Attribute element list qualification Create a filter based on attribute elements. For details, see Filtering data on attribute elements: Attribute element list qualifications, page 205. Attribute-to-attribute qualification Filters data related to a business attribute's form(s), such as ID or description. For example, the attribute Customer has the forms ID, First Name, Last Name, Address, and Birth Date. An attribute form qualification might filter on the form Last Name, the operator Begins With, and the letter H. The results show a list of customers whose last names start with the letter H. Filters data related to a business attribute's elements, such as New York, Washington, and San Francisco, which are elements of the attribute City. For example, the attribute Customer has the elements John Smith, Jane Doe, William Hill, and so on. An attribute element list qualification can filter data to display only those customers that you specify in the qualification. Filters data by comparing the attribute forms of two attributes. Create a filter by comparing two attributes. For details, see Filtering data by comparing attributes: Attribute-to-attribute qualifications, page 206. For example, an attribute-to-attribute qualification might filter data to display information only for those customers whose First Order Date is equal to their Last Order Date. 202 Creating and editing filters 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 Filter type Filter name What data it is designed to filter Set qualifications These types of qualifications restrict data by comparing the values of two metrics, or by comparing attributes based on the value of their attribute forms. Metric-to-metric qualification Create a filter comparing the values of two metrics. For details, see Filtering data by comparing metrics: Metric-to-metric qualifications, page 208. Attribute qualification Create a filter based on relationships between attributes. To create this filter, you create a specific type of filter definition prompt called an attribute qualification prompt. For steps to create an attribute qualification prompt, see Creating an attribute qualification prompt, page 181. Filters data by comparing the values of two metrics. For example, a metric-to-metric qualification might filter data to display those records with Revenue greater than Last Year Revenue. Filters data based on a specific relationship between two attributes. For example, an attribute qualification might filter data to display those stores selling Nike shoes in the Washington, DC area. Shortcut qualifications These types of qualifications restrict data related to existing report results or an existing filter. For general information about prompts, see Creating and editing prompts, page 174. Shortcut-to-a-report qualifications Create a filter based on the results of an existing report. For details, see Filtering data based on report results: Shortcut-to-a-report qualifications, page 209. Shortcut-to-a-filter qualifications Uses the result set of an existing report as is, or with additional conditions, as a filter in a different report. For example, you might use a shortcut-to-a-report qualification by taking the result set of one report showing all customers in the Southwest region, placing that result set as a filter into a new report, adding a new filter qualification for active customers in the current year, and displaying all currently active customers in the Southwest region. Uses an existing filter as is, or with additional conditions, in a report. Create a filter based on an existing filter. For details, see Filtering data based on an existing filter: Shortcut-to-a-filter qualifications, page 210. For example, you might use a shortcut-to-a-filter qualification by taking an existing filter for Region = Northeast and Year = 2006, placing it in a report, and adding a new filter qualification for Month of Year = December. 2011 MicroStrategy, Inc. Creating and editing filters 203

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide Filtering data based on attribute forms: Attribute form qualifications Attribute forms are additional descriptive information about a business attribute. Most attributes only have the forms ID and Description. But an attribute can have many other forms. For example, the attribute Customer has the forms First Name, Last Name, Address, Email Address, and so on. A form is a descriptive category for any data your organization saves about any of its attributes. Attribute form qualifications allow you to filter report data based on an attribute form. For example, to return data for only those customers whose last names start with the letter H, you can create an attribute form qualification defined with the form Last Name, the operator Begins With, and the letter H as the value. The procedure below shows you how to create a stand-alone attribute form qualification filter. To filter data based on business attribute forms 1 Open MicroStrategy Office and log in to the project you want to create the filter in. 2 From the File menu, point to New, and select Filter. The MicroStrategy Office Filter Editor opens. 3 In the pane on the left, navigate to the attribute whose form you want to filter a report's data by. 4 Right-click the attribute and select Add to Filter. If DHTML is disabled in MicroStrategy Web, select the attribute and click Add > to add the attribute to the Filter panel. 5 Create the list of forms which the filter will use to filter data. To do this: a b c Click Qualify. From the first drop-down menu, select the form you want to filter data based on. From the next drop-down menu, select the operator that describes how you want to filter data, such as Begins With or Less Than. 204 Creating and editing filters 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 d In the last field, type the value to use to qualify on the attribute form. This is the value that will be compared against the data in your data source. Depending on the operator you selected from the previous drop-down menu, you may need to type multiple values. For example, the operator Between requires two values. 6 Click the Apply icon to create your filtering condition. 7 Click Save As. The Save As dialog box opens. 8 Navigate to the folder where you want to save the filter. Type a Name and Description for the filter in the appropriate text boxes, and click OK. Your new filter is saved. Filtering data on attribute elements: Attribute element list qualifications The elements of a business attribute are the unique values for that attribute. For example, 2006 and 2007 are elements of the Year attribute, while New York and London are elements of the City attribute. On a report, attributes are chosen to build the report, but once the report is executed, the attribute's elements are displayed in the rows or columns. The filter type called an attribute element list qualification qualifies (or filters) report data based on a list of attribute elements belonging to an attribute. For example, the attribute Customer has elements which are individual customer names. For a report containing the attributes Region, Customer, and Income Range, you can use an attribute element list qualification on the attribute Customer to obtain income data for only those customers you specify in your filter's list. The procedure below shows you how to create a stand-alone attribute element list qualification filter. To filter data based on business attribute elements 1 Open MicroStrategy Office and log in to the project you want to create the filter in. 2011 MicroStrategy, Inc. Creating and editing filters 205

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide 2 From the File menu, point to New, and select Filter. The MicroStrategy Office Filter Editor opens. 3 In the pane on the left, navigate to the attribute that has the elements by which you want to filter a report s data. 4 Right-click the attribute and select Add to Filter. If DHTML is disabled in MicroStrategy Web, select the attribute and click Add > to add the attribute to the Filter panel. 5 To create the list of elements which the filter will use to filter data, perform the following steps: a b Click Select. From the In List drop-down list, select one of the following: To define what attribute elements the filter should include data for, select In List. To define what attribute elements the filter should exclude data for, select Not In List. c The Available area on the left displays the elements that belong to the attribute you chose for this filter. Select an element and then click the right arrow to move the element to the Selected area. Press CTRL to select multiple elements. If the Available list contains a large number of elements, use the Search for field to locate the elements you want to select. 6 Click the Apply icon to create your filtering condition. 7 From the File menu, select Save As. The Save As dialog box opens. 8 Navigate to the folder where you want to save the filter. Enter a name and description for the filter in the Name and Description text boxes, and click OK. Your new filter is saved. Filtering data by comparing attributes: Attribute-to-attribute qualifications An attribute form is descriptive information about a business attribute. For example, the attribute Customer can have the forms First Name, Last Name, Address, Email Address, and so on. A form is a descriptive category for any 206 Creating and editing filters 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 data that your organization saves about any of its attributes. Just as an attribute element is a distinct occurrence of an attribute, a form defines the attribute. Attribute-to-attribute qualifications allow you to compare attributes based on the value of their attribute forms. For example, you can return data for only new customers whose First Order Date is equal to their Last Order Date. The procedure below shows you how to create a stand-alone attribute-to-attribute qualification filter. To filter data using an attribute-to-attribute qualification 1 Open MicroStrategy Office and log in to the project you want to create the filter in. 2 From the File menu, point to New, and select Filter. The MicroStrategy Office Filter Editor opens. 3 In the pane on the left, navigate to the first attribute whose form you want to use to filter report data. 4 Right-click the attribute and select Add to Filter. If DHTML is disabled in MicroStrategy Web, select the attribute and click Add > to add the attribute to the Filter panel. 5 From the first drop-down list, select the form to use to filter the data. 6 Click the Attributes icon. The Select an Object dialog box is displayed. 7 Navigate to and select the second attribute to use in the comparison. 8 Click OK to return to the New Filter page. 9 From the second drop-down list, select the operator that describes how you want to filter data, such as Equals or Less Than. 10 In the last drop-down list, do one of the following: Select an attribute form for the second attribute. This is the value that will be compared against the form of the first attribute. Select New Attribute to select a different attribute for the comparison. 2011 MicroStrategy, Inc. Creating and editing filters 207

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide 11 Click the Apply icon to create your filtering condition. 12 Click Save As. The Save As dialog box opens. 13 Navigate to the folder where you want to save the filter. Type a Name and Description for the filter in the text boxes, and click OK. Your new filter is saved. Filtering data by comparing metrics: Metric-to-metric qualifications Using a metric-to-metric qualification allows you to filter the results of a report by comparing the values of two metrics. For example, you can return data only for retail locations whose Cost is greater than their Revenue. The procedure below shows you how to create a stand-alone metric-to-metric qualification filter. To filter data using a metric-to-metric qualification 1 Open MicroStrategy Office and log in to the project you want to create the filter in. 2 From the File menu, point to New, and select Filter. The MicroStrategy Office Filter Editor opens. 3 In the pane on the left, navigate to the first metric to use in the metric comparison. 4 Right-click the metric and select Add to Filter. If DHTML is disabled in MicroStrategy Web, select the metric and click Add > to add the attribute to the Filter panel. 5 From the next drop-down list, select the operator that describes how you want to filter data, such as Equals or Less Than. 6 Click the Select Metric icon. The Select an Object dialog box is displayed. 7 Navigate to and select the second metric to use in the comparison. 208 Creating and editing filters 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 8 Click OK to return to the New Filter page. The name of the metric is displayed in the last drop-down list. You can select a different metric to use in the comparison by selecting New Metric from the drop-down list. 9 Click the Apply icon to create your filtering condition. 10 Click Save As. The Save As dialog box opens. 11 Navigate to the folder where you want to save the filter. Type a Name and Description for the filter, and click OK. Your new filter is saved. Filtering data based on report results: Shortcut-to-a-report qualifications The results of an existing report can be used as a filter for another report. You can use the first report itself as a filter inside a new report. This type of filter is called a shortcut-to-a-report qualification. For example, you have a Basic Revenue report. Without a filter, this report shows all revenue for all regions and all products you carry. Next, you use your Revenue By Brand report as a filter within the Basic Revenue report. With its new filter, the Basic Revenue report now displays the revenue generated only for those brands specified in the results of the Revenue By Brand report. You can also use a report as a filter and then add additional qualifications to expand the overall filter definition. For example, you can take the result set of one report showing all customers in the Southwest region, place that result set as a filter into a new report, and add a new filter qualification for active customers in the current year. The new report displays all currently active customers in the Southwest region. This approach shows you the value of creating some basic, relatively simple reports in your project. Then you can make use of these basic reports within shortcut-to-a-report filters to make the filter creation process quicker. To be used as a shortcut-to-a-report qualification, a report cannot contain any of the following objects or be of any of the following report types: Consolidations Custom groups 2011 MicroStrategy, Inc. Creating and editing filters 209

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide Data mart reports MDX cube reports: Reports that draw their data from an MDX cube source such as SAP Business Intelligence Warehouse (SAP-BI), Microsoft Analysis Services (MSAS), or Hyperion Essbase (Essbase). If you have MicroStrategy OLAP Services, be aware that a report's view definition does not affect how the report is used in a shortcut-to-a-report qualification. A report's data definition is the query that is sent to your database to retrieve information for the report, whereas the report's view definition determines how much of the retrieved information is displayed in the report. When you use a report as a filter, the report's entire data definition is considered; any view definitions do not influence the filter conditions. For information on the MicroStrategy OLAP Services product, see the MicroStrategy OLAP Services Guide. To create a shortcut-to-a-report qualification 1 Open MicroStrategy Office and log in to the project you want to create the filter in. 2 From the File menu, point to New, and select Filter. The MicroStrategy Office Filter Editor opens. 3 In the pane on the left, navigate to the report you want to use as a filter. 4 Right-click the attribute and select Add to Filter. If DHTML is disabled in MicroStrategy Web, select the report and click Add > to add the report to the Filter panel. 5 From the File menu, select Save As. The Save As dialog box opens. 6 Navigate to the folder where you want to save the filter. Enter a Name and Description for the filter, and click OK. Your new filter is saved. Filtering data based on an existing filter: Shortcut-to-a-filter qualifications A shortcut-to-a-filter qualification allows you to move an existing filter into a new filter, and apply the new filter to a report. You can also add additional conditions to the new filter. 210 Creating and editing filters 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 For example, Filter 1 contains two conditions, A and B. You can use Filter 1 as the basis of a new filter, and then add another condition C to the new filter. The data that is filtered for must then satisfy all three conditions A, B, and C to be included in any report which uses the new filter. Note that Filter 1remains unchanged throughout this process. For example, you are a manager in New England, responsible for stores in Boston, Providence, and Greenwich. Your project contains a filter called Stores In My Region, which is defined as the Boston, Providence, and Greenwich stores. A second filter, called Women's Clothing filter, includes the categories Blouses and Dresses. A third filter, All Days in December 2008, is a date range that includes all the days in the month of December 2008. To study December sales in your stores for women's clothing, you create a new filter. The new filter includes a shortcut to each of the three filters. Use this new filter in your report. The original three filters are unchanged, which is useful for other reports that use one or more of those filters. You can also use an existing filter as a base for a new filter and then add additional qualifications to expand the overall filter definition. For example, you can take a filter that screens data for all customers in the Southwest region, place that filter into a new filter, and add a new filter qualification for active customers in the current year. The new filter screens data for all currently active customers in the Southwest region. This approach shows you the value of creating some basic, relatively simple filters in your project, such as a filter for customers in a specific region. Then you can make use of these basic filters within shortcut-to-a-filter filters to make the filter creation process quicker. To create a shortcut-to-a-filter qualification 1 Open MicroStrategy Office and log in to the project you want to create the filter in. 2 From the File menu, point to New, and select Filter. The MicroStrategy Office Filter Editor opens. 3 In the pane on the left, navigate to the filter you want to use in the new filter. 4 Right-click the filter and select Add to Filter. If DHTML is disabled in MicroStrategy Web, select the filter and click Add > to add the filter to the Filter panel. 2011 MicroStrategy, Inc. Creating and editing filters 211

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide 5 From the File menu, select Save As. The Save As dialog box opens. 6 Navigate to the folder where you want to save the filter. Enter a Name and Description for the filter, and click OK. Your new filter is saved. Joining filter qualifications with operators When a filter has multiple qualifications, they are always joined by operators. When qualifications are joined, operators govern the interaction between different filtering conditions. Whenever you have more than one qualification in a report filter, you can define the operator as any of the following: AND OR OR NOT AND NOT The AND operator is the operator assigned by default when more than one qualification is added to a filter. You can change the default AND operator by simply right-clicking on the word AND in the filter s definition pane, pointing to Toggle Operator, and selecting a different operator. For more information on advanced operators to apply to a report limit, see Appendix B: Logical and Mathematical Operators for Filtering in the MicroStrategy Advanced Reporting Guide. Editing existing filters You can make changes to an existing filter in MicroStrategy Office using the Filter Editor. You can add or move a qualification, or change the operator between two qualifications. You can also remove a qualification from a filter. When you edit a filter, you can add a new qualification or remove a qualification that is part of the filter's definition. For instructions to add qualifications, see the table in Understanding filter types, page 201 to find the type of qualification that you want to add, then use the appropriate link for the type of filter that you choose. When moving a qualification in a filter, keep in mind that qualifications are evaluated in the order that they are listed in a filter, starting from the top and 212 Creating and editing filters 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Formatting, Editing, and Creating Reports and Objects 6 working to the bottom. Qualifications can also be grouped together so that they are evaluated together. For more information about qualification evaluation in filters, see the MicroStrategy Basic Reporting Guide. You can remove a qualification in a filter by opening the filter and clicking the Remove condition icon next to the qualification that you want to remove. For more information on using operators in a filter, see the MicroStrategy Basic Reporting Guide. To add or move a qualification, and to change an operator 1 Log in to the project that contains the filter that you want to edit using MicroStrategy Office. 2 Browse to the location of the filter, right-click, and select Edit. The MicroStrategy Office Filter Editor opens. 3 To add qualifications, see the table in Understanding filter types, page 201 to determine what type of qualification you want to add, and to view detailed steps to add the qualification. 4 To change the order of qualifications in the filter, do one of the following: Click Shift Up next to a qualification to move it further up the filter. Click Shift Down next to a qualification to move it further down a filter. To move a qualification, the filter definition must include at least two qualifications. You can only shift qualifications that are indented to the same level. 5 To group qualifications together, do one of the following: Click Shift left between two qualifications to shift them to the left. Click Shift right between two qualifications to shift them to the right. The filter definition must include at least three qualifications to group qualifications together. 6 To change the logical operator between two qualifications, do the following: Click on the operator. A menu of available operators is displayed. 2011 MicroStrategy, Inc. Creating and editing filters 213

6 Formatting, Editing, and Creating Reports and Objects MicroStrategy Office User Guide Select the desired logical operator. The operator is changed and the qualifications are grouped together. The filter definition must include at least two qualifications to change the logical operator. 7 To remove a qualification from a filter, click Remove condition next to the qualification that you want to remove. The qualification is removed from the filter. 8 Click Save to save the filter. 214 Creating and editing filters 2011 MicroStrategy, Inc.

7 7.SECURING AND DISTRIBUTING DATA Data security, Smart Tags, and adding reports to Outlook Introduction You may wish to distribute your Excel workbook, PowerPoint presentation, or Word document to other users. You can do this by either emailing the files or placing them on a secure file server. In either case, you will want to ensure that only authorized users are able to view the data within the workbooks, presentations, or Word documents. You may also want to control if, and how, the report data can be modified in any way. This chapter provides an overview of how security is applied in MicroStrategy Office and how you can determine which elements within those files can be refreshed or modified by their recipients. It also discusses how to add MicroStrategy reports to Outlook emails. This chapter assumes that you have MicroStrategy Office installed and the ability to run reports in workbooks, presentations, or Word documents. Specifically, this chapter includes the following: Securely distributing business data, page 216 Distributing report data using Microsoft Outlook, page 231 2011 MicroStrategy, Inc. 215

7 Securing and Distributing Data MicroStrategy Office User Guide Using Microsoft Smart Tags as links to projects and reports, page 233 Refreshing reports exported from MicroStrategy Web, page 245 Delivering refreshable reports via Web and Narrowcast Server, page 246 Securely distributing business data You should consider the different ways in which you can secure the sensitive business data within Excel workbook, PowerPoint presentation, or Word document before you distribute it to others. Excluding MicroStrategy Office login information when saving Microsoft files MicroStrategy Office saves the following login connection information for each report in a workbook, presentation, or Word document by default: Login ID Authentication mode (for example, Standard, Windows NT, or LDAP) Project source used to run the specific report Intelligence Server name Project in which the report exists These settings determine the login ID, authentication, project source, server, and project to use to connect to and refresh the report or document. You can view this information by clicking Reports on the MicroStrategy Office toolbar, then right-click a report and select Properties. For example, you log in to MicroStrategy Office as WJackson, run reports in an Excel workbook, and save and close the workbook. When you reopen and refresh the workbook, the Connect to Project dialog box opens with WJackson already entered in the Login ID field. When you log in, MicroStrategy Office attempts to connect you to the same Intelligence Server and project used to run the reports. This occurs because your login information was saved when you originally ran the reports. 216 Securely distributing business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 This is convenient if you are the only person working in a workbook, presentation, or Word document. However, if other users will open and refresh the file, you may want to ensure that your login information is not saved in the file. The following procedure explains how to specify whether your login ID name is saved in your Microsoft file. It also tells you how to allow your login ID to be saved in the file. To specify whether your login ID is saved in your Microsoft file 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 3 In the General folder, expand the Security folder. 4 Perform one of the following: If you created the workbook, presentation, or Word document and will be the only user refreshing it, select the Persist login ID check box. This check box is selected by default. If other users will refresh the workbook, presentation, or Word document, clear the Persist login ID check box. 5 To ensure that only the owner of the Microsoft file can change who can refresh data on the report, select Lock persistence. 6 Click OK. The MicroStrategy Office Options dialog box closes. Clearing report and document data to control user access Clearing data from workbooks, presentations, and Word documents before distributing the files to other users is a secure and convenient way to ensure that only MicroStrategy Office users can view the data within those files. Clearing the data from the reports and documents in your workbook, presentation, or Word document is not the same as deleting the actual reports and documents. When you clear reports and documents, the data within the reports and documents, and optionally the column and row 2011 MicroStrategy, Inc. Securely distributing business data 217

7 Securing and Distributing Data MicroStrategy Office User Guide headers, are removed from view. However, the reports and documents themselves are not removed permanently. A link between the reports and MicroStrategy Intelligence Server remains in the locations of the reports. To remove a report or document from a workbook, presentation, or Word document, right-click the report or document and select Delete Report. The report or document is deleted from the workbook, presentation, or Word document. When a user accesses the files, logs in, and refreshes reports, he or she can only view the reports, documents, and data to which he or she has access. For example, you create a workbook that contains multiple reports. Each report corresponds to one of your employee s accounts. You may be hesitant to email this workbook out to all of the employees since it contains specific information about other employees in it. Instead, you would prefer to email out personalized reports to each employee. By clearing the data for the reports that are included in this workbook, you ensure that each employee only sees data that he or she has access to. This scenario implies that your employees have MicroStrategy Office installed and configured to connect to Web Services, allowing them to log in to MicroStrategy Office and refresh report data. The following procedure and example illustrate how you can clear MicroStrategy data from a workbook, presentation, or Word document, save the file, and then refresh it to retrieve the data. To clear data from a workbook, presentation, or Word document 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Reports. The Reports dialog box opens and lists all of the reports and documents currently in your workbook, presentation, or Word document. 3 Do one of the following: To clear the data from a report or document, right-click the report or document and select Clear Report Data. To clear the data from multiple reports or documents, hold CTRL, select the reports and documents, right click one of the selected reports, and select Clear Report Data. 218 Securely distributing business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 To clear the data as well as the column and row headers, right-click the report or document and select Clear Report. To clear the data from multiple reports or documents, hold CTRL, select the reports and documents, right click one of the selected reports, and select Clear Report. 4 The report(s) and document(s) is/are removed from your workbook, presentation, or Word document, but a link still exists between MicroStrategy and the location in which the reports and documents resided. When you refresh the workbook, presentation, and so on, the reports and documents are retrieved and placed in their original location. 5 Save and close the workbook, presentation, or Word document. The data will be blank until the report or document is refreshed. Determining if and how all report data is refreshed When you prepare to send your Excel workbook, PowerPoint presentation, or Word document to others, consider whether or not the recipient is or should be able to obtain the most current data from the data warehouse or other sources. In other words, consider whether users should be able to refresh the workbook, presentation, or Word document. If the recipients do not have MicroStrategy Office installed and configured on their machines, they cannot refresh the workbooks, presentations, or Word documents. When these users receive the files, they are opening static files that contain reports. Although they can perform a variety of manipulations using Excel functionality and more, they cannot access MicroStrategy to retrieve the most current information from the warehouse or other data sources. If the recipients have MicroStrategy Office, you can do the following: Disabling the ability to refresh or reprompt data. You can ensure that the report data included in the file is the only data the recipient sees. The recipient is unable to obtain updated data from data sources. Ensuring recipients cannot view or modify individual report properties. In other words, you can ensure that the recipients cannot modify any of the properties that exist within the Report Properties dialog box (see Modifying how individual reports are refreshed, page 223). These properties determine how reports are refreshed and persisted within the workbook, presentation, and so on. 2011 MicroStrategy, Inc. Securely distributing business data 219

7 Securing and Distributing Data MicroStrategy Office User Guide Disabling the ability to refresh or reprompt data You can ensure that users cannot refresh, reprompt, or view the properties of any individual reports, if necessary. To ensure users cannot refresh, reprompt, or view the properties of individual reports 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 3 In the General folder, expand the Security folder. 4 Clear the Persist report properties check box. 5 Click OK to close the MicroStrategy Office Options dialog box. Any reports you run in your Microsoft product from this point forward cannot be refreshed, reprompted, and are not available in the Reports list. Note the following: Any reports or documents you run after you clear the Persist report properties check box and click OK cannot be refreshed. To ensure that reports and documents already in the file cannot be refreshed, you must first delete the report, clear the Persist report properties check box, and then re-execute the report. If you manually delete any report data before closing the file, that data does not appear when you or another user reopen the workbook, presentation, or Word document. Ensuring recipients cannot view or modify individual report properties You can ensure that recipients of your workbooks, presentations, and Word documents cannot modify the individual properties of reports. Each report in your workbook, presentation, or Word document contains properties that determine how it is refreshed in the workbook, presentation, and so on. These properties are referred to as persisted properties because 220 Securely distributing business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 they remain in workbooks, presentations, and Word documents even after you close the files and are used to connect to the MicroStrategy platform and refresh data. These persisted properties, which are available in the Report Properties dialog box, include a variety of formatting and authentication options. For example, you can specify the display type of a report, whether or not attribute forms are shown, or an image type for charts. For information on using these persisted properties to format the reports in your workbook, presentation, or Word document, see Formatting specific reports after they are run, page 157. When you restrict the recipients from being able to change these settings, the recipients can see the list of report properties, but cannot modify any of the settings. For example, you select that a report s chart is displayed as an image, lock the Report Properties, and send it to another user. When the user opens the file, he or she cannot change how that specific chart is displayed. To ensure other users cannot modify persisted report properties for all reports 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 3 In the General folder, expand the Security folder. 4 In the Persistence section, select the Lock persistence check box. 5 Click OK to close the MicroStrategy Office Options dialog box. 6 Run reports and documents. Other users will be able to view, but not modify the properties of each report. You can also ensure that other users cannot modify a specific report s persisted properties, as described in the following procedure. To ensure other users cannot modify a specific report s persisted properties 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2011 MicroStrategy, Inc. Securely distributing business data 221

7 Securing and Distributing Data MicroStrategy Office User Guide 2 On the MicroStrategy Office toolbar, click Reports. The Reports dialog box opens. 3 Right-click the report whose persisted settings you want to lock and select Properties. The Report Properties dialog box opens. For details about the Report Properties dialog box, see Modifying how individual reports are refreshed, page 223. 4 In the Lock drop-down list in the Document Settings section, select True to ensure that you are the only user that can modify the report s persisted settings. In other words, you are making sure that no other users can edit the settings within the Report Properties dialog box for the report. 5 Click OK to close the Report Properties dialog box. 6 Save the workbook, presentation, or Word document. When another user logs in and refreshes the report or document, he or she can view, but not modify, the list of properties in the Report Properties dialog box; the settings are grayed out. Ensuring that data is refreshed automatically When a user first opens a workbook, presentation, or Word document that contains MicroStrategy reports, he or she may be immediately notified that the file contains reports that can be refreshed. You can specify that when an Excel workbook, PowerPoint presentation, or Word document is opened, all the MicroStrategy reports and documents it contains are automatically refreshed. To ensure that report data is refreshed as soon as a workbook, presentation, or Word document is opened 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box appears. 222 Securely distributing business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 3 In the General folder, select the Refresh reports when document is opened check box. You can also select the Ask before refreshing check box to ensure that you and other users are asked whether or not reports should be refreshed before the reports are refreshed and displayed. 4 Click OK to close the MicroStrategy Office Options dialog box. The next time the workbook, presentation, or Word document is refreshed, the reports are refreshed automatically. If you selected the Ask before refreshing check box, you are notified before the reports are refreshed. Modifying how individual reports are refreshed You can determine how individual reports in a workbook, presentation, or Word document are displayed and behave when you or another user refreshes them. Each report you place within a workbook, presentation, and Word document has its own properties that determine how the report is executed, how users are authenticated to see its data, and how they can work with it. You can view and modify several of these properties, as explained in Formatting specific reports after they are run, page 157. These individual report properties are important because they are the settings that are applied when the report is refreshed in a workbook, presentation, or Word document. The properties determine how the data within the files is viewed by others and how or if users can move or format the data within the files. The report properties you specify for an individual report (see Formatting specific reports after they are run, page 157) are applied to that report when it is refreshed. For example, you add a border around a grid report and also specify that its attribute forms are displayed. When the report is refreshed, these changes are applied to the report. This occurs because the report properties are persisted in the workbook, presentation, or Word document. These properties are located in the Report Properties dialog box for each report. To apply to reports any changes you make in the Report Properties dialog box, you must clear, and then refresh the report. 2011 MicroStrategy, Inc. Securely distributing business data 223

7 Securing and Distributing Data MicroStrategy Office User Guide For a list of some of the report properties and steps to view and modify the persisted properties of specific reports, follow the procedure in Formatting specific reports after they are run, page 157. You can lock the Report Properties of a report to ensure that other users cannot alter them after the report is refreshed. When locked, only the user who created the file can change who can alter the data in the file. For steps, see Ensuring recipients cannot view or modify individual report properties, page 220. Controlling if report data can be modified If you do not intend to manually modify the data within the reports and do not want others to modify the report data, adding reports to a Word documents and PowerPoint presentations as images is secure and convenient. When you add a report to a Word document or PowerPoint presentation, it is placed into the document or presentation as a static picture (in a bitmap format), by default. You can resize, reposition, and format the report image using Microsoft Word or PowerPoint, but you cannot manually edit or adjust the actual data within the report. However, the reports within the document or presentation can still be refreshed to retrieve the most current data from the warehouse and other sources. You also have the choice to add reports to Word and PowerPoint as embedded Excel workbooks. When a report is placed into a document or presentation as an embedded workbook, you and other users can work with the report as if it were an Excel workbook. After double-clicking the report, it is displayed as an Excel workbook. For example, you can select worksheets and format cells. To learn how to work with reports that are embedded Excel workbooks, see Formatting specific reports in PowerPoint and Word, page 160. Due to issues with Microsoft Office when using embedded workbooks, MicroStrategy recommends adding reports as static pictures. If you do include embedded workbooks, it is recommended that you use Microsoft Word or Microsoft PowerPoint 2000. You must have Microsoft Excel installed to view and work with report data as embedded workbooks. 224 Securely distributing business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 To determine if reports are displayed in Word and PowerPoint as static pictures or embedded Excel workbooks 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box appears 3 In the General folder, expand the Security folder, and then the Modification folder. 4 From the Report Modification section, select either Static picture or Interactive embedded Excel workbook. For information about each option, see Adding reports as static pictures or embedded Excel workbooks, page 49. 5 Click OK to close the MicroStrategy Office Options dialog box. You can modify this preference for individual reports after they are executed into a workbook, presentation, or Word document. This is useful if you want some, but not all, of the reports to behave like embedded Excel workbooks. To determine if an individual report is a static picture or embedded Excel workbook 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Reports. A list of the reports in your presentation or Word document opens. 3 Right-click the report and select Properties. The Report Properties dialog box opens. 4 From the Paste Type drop-down list in the Word Placement or PowerPoint Placement settings section, select a format in which to add the report. 5 Click OK to close the MicroStrategy Office Options dialog box. 2011 MicroStrategy, Inc. Securely distributing business data 225

7 Securing and Distributing Data MicroStrategy Office User Guide Including graphs as editable live charts or static pictures When you run a graph report in your Excel workbook, PowerPoint presentation, or Word document, you have the choice to execute it as an editable Excel workbook or static picture, as explained in Controlling if report data can be modified, page 224. You can also specify if users can format the style of the graph reports in the workbook, presentation, or Word document. You can, for example, use Excel to create a line chart out of a pie chart that you inserted into the workbook. As the workbook, presentation, or document designer, you can determine if the graph reports you add are included as these editable live charts or as static pictures: When graphs are not included as static pictures, users can select the graph and use Excel to change the graph type and layout. This ensures that the graphs are live. Use live graphs to allow you and other users to modify graph types and formatting using Excel. Graphs are live, by default. When graphs are included as static pictures, non-microstrategy Office users can only view the graph data as it is currently displayed. Include graphs as static pictures to ensure that the type of chart you include in the Microsoft Office file cannot be modified by others. For example, you can ensure that a graph formatted as a bar graph cannot be changed into a line graph using Excel. The following procedure shows you how you can determine whether a graph can be accessed by other users. To specify if graphs are displayed as static pictures or interactive objects 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click MicroStrategy. 3 Log in to one or more MicroStrategy projects. (For these steps, see Logging in to a project in MicroStrategy Office, page 13.) 4 Before you execute a graph report, on the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 5 In the General folder, expand the Chart folder. 226 Securely distributing business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 6 In the Chart display section, do one of the following: To ensure that users cannot change the graph style of the graph or modify graph options, select the Display charts as images check box. Select an image format from the drop-down list, if desired. To ensure that users can change the graph style of the graph and modify graph options, clear the Display charts as images check box. 7 Click OK to close the MicroStrategy Office Options dialog box. Securing workbooks using Microsoft Excel You can secure your Excel workbooks by using Microsoft Excel s security features to limit access to certain worksheets or the entire workbook. In Microsoft Excel, you can specify a password that other users must enter to view a specific worksheet or an entire workbook. For steps to secure workbooks using Microsoft Excel, refer to your Microsoft Excel documentation. Protecting worksheets using Excel may prevent MicroStrategy Office from refreshing reports within the workbook. Sending Office Documents that include Flash-enabled documents Some of the workbooks, presentations, or Word documents that you send or share with your colleagues may contain Flash-enabled documents. Whether or not your colleague can view the Flash-enabled documents depends on several factors. When you run a Flash-enabled document in a workbook, presentation, or Word document, Flash.SWF files, images, and other Flash data files are stored on your machine. These files allow you to view and interact with the Flash-enabled documents in your workbook, presentation, or Word document. MicroStrategy Office uses a Flash file called DashboardViewer_VersionNumber.swf to render dashboard documents. By default, this.swf file and any images that are a part of the Flash document are stored on the MicroStrategy Office user s machine when he or she opens a Flash document. (This is controlled by the Flash File 2011 MicroStrategy, Inc. Securely distributing business data 227

7 Securing and Distributing Data MicroStrategy Office User Guide Retrieval settings in the Flash section of the MicroStrategy Office Options dialog box. See Making Flash data and third-party files available to users, page 229 for more information.) The Flash.SWF and related data files are located in your temp directory, by default. However, you can store these files in a shared network folder instead to allow all users to access the same files from one location. You do not need to place the files in a folder called temp; the files can be placed in any folder, as long as the file location is specified in the Flash options in the MicroStrategy Office Options dialog box. When you send a workbook, presentation, or Word document to a colleague, whether he or she can view any included Flash-enabled documents depends on several factors. If the person receiving the workbook, presentation, or Word document does not have MicroStrategy Office, he or she cannot view any included Flash-enabled documents. If the person receiving the workbook, presentation, or Word document does have MicroStrategy Office, he or she can view the Flash-enabled documents, if either of the following takes place. If the Flash.SWF files, images, and data files exist in the same folder on the recipient s machine as they do on the sender s machine. Then, when the recipient opens the Office document, the Flash-enabled documents are displayed. Also, the recipient is not required to connect to a MicroStrategy project to view the documents. If the Flash.SWF files, images, and data files do not exist in the same folder on the recipient s machine as they do on the sender s machine, the recipient must refresh the Office document. After the workbook, presentation, or Word document is refreshed, the Flash-enabled documents are displayed. To determine how Flash-enabled documents are refreshed when Flash.SWF files, images, or data files are missing on your machine, on the MicroStrategy Office toolbar, click Options. In the MicroStrategy Office Options dialog box, select Messages. Select an appropriate option from the Refresh Flash documents if data files are not found? drop-down list. For information about each option, see the MicroStrategy Office online help. Prerequisites to analyze data in Flash-enabled documents: By default, all MicroStrategy Office users can view and interact with a Flash-enabled document in MicroStrategy Office, because they are granted the Use Office privilege. Users can do the following in Flash Mode: 228 Securely distributing business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 Pivot row or column position in a grid or cross tabular grid of data. Sort grid data. Quickly switch between a grid and graph view. Change the Group-by selection. For information about adding Flash-enabled documents, see the following topics. Adding a Flash view of a Report Services document to an Excel workbook, page 83. Adding a Flash view of a Report Services document to a PowerPoint presentation, page 110. Adding a Flash view of a Report Services document to a Word document, page 135. Making Flash data and third-party files available to users You can deploy third-party Flash controls on the Web Services machine so that they are made available to MicroStrategy Office users. For specific details about deploying third-party Flash controls and making them available to users, see the MicroStrategy Web Administrator Guide. When you deploy third-party Flash controls, the main MicroStrategy.SWF (DashboardViewer_Version Number.swf) may need to access files on the network. Therefore, you may need to ensure that the MicroStrategy.SWF file is granted access to files on your network; by default, it is not. To do so, in the Flash section of the MicroStrategy Office Options dialog box, set the Flash controls, images, and Flash data folder locations to trust all files in those folders. This enables the files in those folders to access network resources as necessary. To set the Flash controls, images, and Flash data folders to trust network resources 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 2011 MicroStrategy, Inc. Securely distributing business data 229

7 Securing and Distributing Data MicroStrategy Office User Guide 3 From the left, select Flash, and then File Locations. 4 Select the Trust files in path check boxes for the Flash controls, images, and Flash data folders. The Flash file locations may not contain any non-ascii characters. 5 Click OK to apply the changes and close the dialog box. You can also ensure that individual files, rather than entire folders, are trusted by Adobe Flash Player. To set individual Flash controls to trust network resources 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 3 From the left, select Flash. 4 From the Flash Player Settings drop-down list, select Global Security Settings and click Change. The Adobe Flash Player Settings Manager web site is displayed. 5 From the Edit Locations drop-down list, select Add location. 6 Specify the Flash control files you want the Adobe Flash Player to trust. 7 Click Confirm. The files are added to the field below the drop-down list. By default, Flash.SWF files, images, and other necessary files are downloaded to a user s machine when he or she opens a Flash document, if the user does not already have those files on the machine. The.SWF and other files are downloaded on the user s machine from the MicroStrategy Web Services server machine. The procedure below describes how to determine if files are downloaded to the document user s machine. To determine if Flash controls are downloaded on a user s machine 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 230 Securely distributing business data 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 3 In the General folder, expand the Flash folder. 4 From the Other Flash control files drop-down list, select one of the following options to determine whether Flash control files are downloaded to a user s machine automatically when he or she runs a Flash-enabled document. Yes, to ensure that files are downloaded to the MicroStrategy Office user s machine automatically when the user runs a Flash-enabled document. The files are downloaded regardless of whether they are already on the machine. No, to ensure that files are not downloaded to the MicroStrategy Office user s machine automatically when the user runs a Flash-enabled document. If you select No and the user does not already have the files on their machine, he or she will not be able to view the document. 5 Click OK to apply the changes and close the dialog box. Distributing report data using Microsoft Outlook You can access MicroStrategy Office, log in to projects, and place reports and HTML documents directly into emails in Microsoft Outlook. When you write and edit an email in Outlook using Microsoft Word as the editor, you gain access to the MicroStrategy Office toolbar. For information about using MicroStrategy Office in Microsoft Word, see Chapter 5, Using MicroStrategy Office in Word. The following procedure provides steps and an example of how you can add reports to emails in Outlook. Prerequisites: You must be using Microsoft Outlook XP or Microsoft Outlook 2003. This feature is not supported in Outlook 2007. 2011 MicroStrategy, Inc. Distributing report data using Microsoft Outlook 231

7 Securing and Distributing Data MicroStrategy Office User Guide Microsoft Word must be used as your default email editor to be able to use MicroStrategy Office in Microsoft Word. To add reports directly to emails in Microsoft Outlook 1 Open Microsoft Outlook. 2 If the MicroStrategy Office toolbar or MicroStrategy menu is not available in Microsoft Outlook, access the mail format settings and select Microsoft Word as the email editor. For the necessary steps, refer to your Microsoft Outlook documentation. Since Microsoft Word is the default email editor in Microsoft Outlook XP and 2003, the MicroStrategy Office toolbar and menu should appear by default if it the toolbar is enabled in Microsoft Word on your machine. For information on enabling the MicroStrategy Office toolbar, see Accessing MicroStrategy Office from a Microsoft Office product, page 11 of Chapter 1, Getting Started with MicroStrategy Office. 3 Create a new email and type a message within it. 4 Place your cursor in the location to insert the report. 5 On the MicroStrategy Office toolbar, click MicroStrategy. 6 Log in to your MicroStrategy project(s), then locate and run the report or document to add to the email. For the necessary steps to execute reports using MicroStrategy Office, see Chapter 1, Getting Started with MicroStrategy Office. The report is added to the email as an image, by default. You can link certain words and phrases to specific reports by using Smart Tags. For more information, see Using Microsoft Smart Tags as links to projects and reports, page 233. 7 Resize and reposition the report as necessary and send the email. 232 Distributing report data using Microsoft Outlook 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 The following image provides an example of an email with a MicroStrategy report added to it. In some cases, Microsoft Outlook may hide the MicroStrategy Office toolbar. If this occurs, make the toolbar visible by selecting Toolbars from the View menu in Outlook and selecting MicroStrategy. Using Microsoft Smart Tags as links to projects and reports You can associate reports and projects available in MicroStrategy Office with Smart Tags. Smart Tags are features in Microsoft Office XP and higher that act as placeholders for and links to certain data. For example, you can associate a MicroStrategy report with a specific word or phrase, such as 2006 shipping data. When this text is written inside an email, Word document, Excel workbook, or PowerPoint presentation, it is recognized as a Smart Tag and underlined. When a MicroStrategy Office user receives the file and right-clicks the highlighted text, he or she is provided several options in the Smart Tag, including one to execute the linked report in the email. For information 2011 MicroStrategy, Inc. Using Microsoft Smart Tags as links to projects and reports 233

7 Securing and Distributing Data MicroStrategy Office User Guide about associating a MicroStrategy report or document with a Smart Tag, see Using Smart Tags as report placeholders, page 234. You can also associate MicroStrategy projects with Smart Tags, as explained in Using Smart Tags as project name placeholders, page 238. When you create a Smart Tag in MicroStrategy Office, it is stored with Microsoft Office on your local machine. Workbooks, presentations, Word documents, and emails that contain Smart Tags are scanned by Microsoft Office using the MicroStrategy Office Smart Tags definitions. Smart Tags are available in the following Microsoft Office products: Microsoft Excel XP or higher Microsoft PowerPoint 2003 or higher Microsoft Word XP or higher Microsoft Outlook XP or 2003 You can use MicroStrategy Office to associate reports and project names with Smart Tags the same way in Microsoft Word and Microsoft Outlook XP or higher and Microsoft PowerPoint 2003 or higher. For conceptual information about Smart Tags and how to use them within PowerPoint or Word, refer to your Microsoft Office documentation. Using Smart Tags as report placeholders The following procedure illustrates how you can associate a report with a Smart Tag and then use the Smart Tag to execute the report. You can perform the following procedure to work with Smart Tags in Microsoft Excel, Word, and Outlook XP or higher and Microsoft PowerPoint 2003 or higher. To associate a report with a Smart Tag 1 Open Microsoft Excel, PowerPoint, Word, or Outlook and ensure that Smart Tags are enabled. For these steps, refer to your Microsoft Office documentation. 234 Using Microsoft Smart Tags as links to projects and reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 2 Ensure Smart Tags are enabled in MicroStrategy Office. To do so, on the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box is displayed. 3 In the General folder, expand the View folder. 4 Select the Show Smart Tags menus check box to enable the Smart Tags menu, which allows you to associate a specific report with a Smart Tag. 5 Access the MicroStrategy Office toolbar and log in to the MicroStrategy project that contains the report you intend to associate with a Smart Tag. For these steps, see Chapter 1, Getting Started with MicroStrategy Office. 6 In MicroStrategy Office, right-click the report to associate with a Smart Tag and select either Smart Tag Report or Smart Tag Alias Report: If you select Smart Tag Report, the Smart Tag becomes the full report name. This means that when the report name is typed, it becomes a link that provides several options to execute the report. If you select Smart Tag Alias Report, you can specify the Smart Tag name. This means that when the name you specify is typed (known as the Smart Tag Alias), it becomes a link that provides several options to execute the report. Click OK after you specify the name. 2011 MicroStrategy, Inc. Using Microsoft Smart Tags as links to projects and reports 235

7 Securing and Distributing Data MicroStrategy Office User Guide In the example below, a report is selected and aliased as a Smart Tag. 7 Close MicroStrategy Office and return to your email. 8 Type the name of the report or the aliased name you specified into your email. Notice that the Smart Tag text is underlined, as shown below. 236 Using Microsoft Smart Tags as links to projects and reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 When you pass your cursor over the text, an icon is displayed. Click the icon to access different ways in which you and other users can execute the report. Since the report is associated with a Northwest vs. Southwest Smart Tag, whenever Northwest vs. Southwest appears in the email text, you and other users are provided with several options as to how you want to execute the report in the email. 9 To execute the report into the email, select an option from the Smart Tag right-click menu: In Excel and PowerPoint, the report is executed according to the placement options within the Excel placement options in the MicroStrategy Office Options dialog box. 2011 MicroStrategy, Inc. Using Microsoft Smart Tags as links to projects and reports 237

7 Securing and Distributing Data MicroStrategy Office User Guide In Word and Outlook, the report is executed at the current cursor position, as shown below. You can remove this Smart Tag by selecting Remove this Smart Tag from the Smart Tag s right-click menu. This ensures that the Microsoft Office product no longer recognizes the Smart Tag in the current workbook, email, presentation, or Word document. However, it does not remove the Smart Tag entirely from MicroStrategy Office. For steps to remove the Smart Tag entirely, see Removing Smart Tags from a workbook, presentation, Word document, or email, page 243. Any Smart Tags you create within a file cannot be viewed from your recipient s machine unless you provide him or her with a copy of your Smarttag.xml file. This file is located in your MicroStrategy\ Office folder and must be placed in the MicroStrategy\Office folder on the recipient s machine. This ensures that he or she can view the Smart Tags within their Microsoft product. Using Smart Tags as project name placeholders You can use Smart Tags to create links to MicroStrategy projects. For example, you can specify that every time the words Shipping Project appear 238 Using Microsoft Smart Tags as links to projects and reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 in an Excel workbook, Word document, PowerPoint presentation, or Outlook email, users can click on the phrase to log in to, or disconnect from that MicroStrategy project, access the Connect To Project dialog box, and more. The following procedure illustrates how to set up a Smart Tag for a project name in Microsoft Word. You can perform the following procedure to use MicroStrategy Office to associate reports and documents with Smart Tags in Microsoft Word, Outlook, and Excel XP or higher and Microsoft PowerPoint 2003 or higher. To associate a project name with a Smart Tag 1 On a machine with MicroStrategy Office installed, open Microsoft Word and ensure that Smart Tags are enabled. For these steps, refer to your Microsoft Outlook documentation. 2 Ensure Smart Tags are enabled in MicroStrategy Office. To do so, on the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box is displayed. 3 In the General folder, expand the View folder. 4 Select the Show Smart Tags menus check box to enable the Smart Tags menu, which allows you to associate a specific report with a Smart Tag. 5 Access the MicroStrategy Office toolbar and log in to the MicroStrategy project for which you want to create a Smart Tag. For these steps, see Distributing report data using Microsoft Outlook, page 231. 6 In MicroStrategy Office, from the View menu, select Projects. The Projects window is displayed, which lists the available projects and specifies the ones to which you are currently connected. 7 In the Projects window, right-click the project to associate with a Smart Tag and select either Smart Tag Project or Smart Tag Alias Project: If you select Smart Tag Project, the Smart Tag becomes the full project name. This means that when the full project name is typed, it becomes a link that provides several options related to the project. If you select Smart Tag Alias Project, you can specify the Smart Tag name for the project. This means that when the name you specify is typed, it becomes a Smart Tag that allows you to log in to or 2011 MicroStrategy, Inc. Using Microsoft Smart Tags as links to projects and reports 239

7 Securing and Distributing Data MicroStrategy Office User Guide disconnect from the project, or open the Connect To Project dialog box. Click OK once you specify the name. In the example below, a Human Resources project is selected and aliased as a Smart Tag. Since the project is associated with a HR Reports Smart Tag, whenever HR Reports appears in the email text, you and other users are provided with several options. For example, you can log directly into or disconnect from the Human Resources Analysis Module project, or bring up the Connect To Project dialog box to see the projects to which you are connected. 8 In the Word document, Excel workbook, PowerPoint presentation, or Outlook email, type the name of the project or the aliased name you specified. The Smart Tag text, in this case, HR Reports, is underlined. 9 Pass your cursor over the text to reveal the Smart Tag icon is displayed, as shown below. 240 Using Microsoft Smart Tags as links to projects and reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 10 Click the icon to access options such as logging into the Human Resources Analysis Module project, disconnecting from the Human Resources Analysis Module project, and more. 11 Select an option from the Smart Tag menu: Select Connect to Project to log in to the project associated with the Smart Tag, if you are not already logged into it. In this case, you would log in to the Human Resources project. Select Disconnect from Project to automatically disconnect from the project associated with the Smart Tag. In this case, you would disconnect from the Human Resources project. Select Open Connect Dialog to open the Connect To Project dialog box. This dialog lists the available project sources and projects and also shows which projects you are currently connected. Select Remove this Smart Tag to remove the Smart Tag. This ensures that the Microsoft Office product no longer recognizes the Smart Tag in the current workbook, email, presentation, or Word document. However, it does not remove the Smart Tag entirely from MicroStrategy Office. For steps to remove the Smart Tag entirely, see Removing Smart Tags entirely from MicroStrategy Office, page 244. 2011 MicroStrategy, Inc. Using Microsoft Smart Tags as links to projects and reports 241

7 Securing and Distributing Data MicroStrategy Office User Guide Viewing a list of enabled Smart Tags After you create them, Smart Tags are added to the Smart Tags area of MicroStrategy Office. For example, notice that the Revenue vs. Forecast Smart Tag created in Using Microsoft Smart Tags as links to projects and reports, page 233 is listed in the Smart Tags area shown below. The Smart Tags window lists every Smart Tag associated with a report in the current project. In this case, the Revenue vs. Forecast Smart Tag is associated with a report, so it is displayed in the Smart Tags window. Perform the following procedure to view a list of the enabled Smart Tags in the project. To view a list of the enabled Smart Tags in the project 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, Word, or Outlook email in which a Smart Tag appears. 2 On the MicroStrategy Office toolbar, click MicroStrategy and log in to the MicroStrategy project in which the Smart Tag was created. MicroStrategy Office opens. 3 I n the General folder, expand the View menu and select Smart Tags. The Smart Tags page is displayed, listing all the current Smart Tags in the project. 242 Using Microsoft Smart Tags as links to projects and reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 For steps to remove a Smart Tag from the project, ensuring that no Microsoft Office products recognize it, see Removing Smart Tags entirely from MicroStrategy Office, page 244. Removing Smart Tags When you associate a report or project with a Smart Tag in MicroStrategy Office, that Smart Tag is recognized in every Microsoft product in which you work. For example, if you specify that Q3 Shipping Report as a Smart Tag that opens a shipping analysis report, every Microsoft Office product in which you type Q3 Shipping Report recognizes the Smart Tag and provides you options to run the report and perform other tasks. To disassociate the report or project from its Smart Tag, you must remove the Smart Tag. You can either: Ensure that a report or project Smart Tag in the current workbook, presentation, Word document, or email is no longer recognized. To do so, perform the steps in Removing Smart Tags from a workbook, presentation, Word document, or email, page 243. Ensure that a report or project Smart Tag is deleted entirely from MicroStrategy Office, and is no longer recognized in any Microsoft Office products. To do so, perform the steps in Removing Smart Tags entirely from MicroStrategy Office, page 244. Removing Smart Tags from a workbook, presentation, Word document, or email You can ensure that a Smart Tag appearing in your workbook, presentation, Word document, or email is no longer recognized. This means that the report or project Smart Tag will not be underlined or provide a list of Smart Tag options. If you only remove the Smart Tag from the current workbook, presentation, Word document, or email, the Smart Tag is still recognized in all other Microsoft Office products. To ensure that the Smart Tag is no longer recognized by any Microsoft Office products, perform the steps in Removing Smart Tags entirely from MicroStrategy Office, page 244. 2011 MicroStrategy, Inc. Using Microsoft Smart Tags as links to projects and reports 243

7 Securing and Distributing Data MicroStrategy Office User Guide To ensure that a Smart Tag is no longer recognized in the current workbook, presentation, Word document, or email 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, Word or Outlook email in which the Smart Tag appears. 2 Pass your cursor over the text to reveal the Smart Tag icon is displayed. 3 Click the icon to access a variety of Smart Tag options. 4 Select Remove this Smart Tag to remove the Smart Tag. This ensures that the Microsoft Office product no longer recognizes the Smart Tag in the current workbook, email, presentation, or Word document. However, it does not remove the Smart Tag entirely from MicroStrategy Office. For steps to remove the Smart Tag entirely, see Removing Smart Tags entirely from MicroStrategy Office, page 244. 5 To remove additional Smart Tags, re-perform the steps above. Removing Smart Tags entirely from MicroStrategy Office You can ensure that a Smart Tag is no longer recognized in any Microsoft Office products. This removes the Smart Tag from your project. To ensure that a Smart Tag is no longer recognized in any Microsoft Office product 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, Word, or Outlook email in which a Smart Tag appears. 2 On the MicroStrategy Office toolbar, click MicroStrategy and log in to the MicroStrategy project in which the Smart Tag was created. MicroStrategy Office opens. 3 In the General folder, expand the View folder, select Smart Tags. The Smart Tags page is displayed, listing all the current Smart Tags in the project. 4 Right-click the Smart Tag to remove it entirely from the project and select Delete. This ensures that no Microsoft Office products recognize the Smart Tag. 244 Using Microsoft Smart Tags as links to projects and reports 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 Refreshing reports exported from MicroStrategy Web You can use MicroStrategy Office in Excel to refresh the report data in the workbook if you export a report or document to Excel from MicroStrategy Web. You can enable MicroStrategy Web reports and documents to be refreshed by MicroStrategy Office by performing the steps in the following procedure. To enable MicroStrategy Office to refresh exported Web reports and documents 1 In MicroStrategy Web, access the MicroStrategy Office preferences. For these steps, refer to the MicroStrategy Web online help. 2 Access the Export preferences in the User Preferences or Project Defaults (if you are the administrator) and do the following: Select the Allow MicroStrategy Office to refresh Reports after exporting check box to ensure that reports exported to Excel can be refreshed by MicroStrategy Office. For these steps, refer to the MicroStrategy Web online help. Select the Allow MicroStrategy Office to refresh Documents after exporting check box to ensure that Report Services documents exported to Excel can be refreshed by MicroStrategy Office. For these steps, refer to the MicroStrategy Web online help. Only reports that are exported to Excel with formatting or Report Services documents can be refreshed by MicroStrategy Office. 3 Click Apply to save your changes. The next time you export a report or document to Excel, you can refresh it using MicroStrategy Office. Note the following: When you export a report from MicroStrategy Web, you must save it as an Excel file, then re-open it from your machine. This ensures that the MicroStrategy Office toolbar is available in the Excel workbook. Also, Internet Explorer must be configured to open Excel files in its browser window. 2011 MicroStrategy, Inc. Refreshing reports exported from MicroStrategy Web 245

7 Securing and Distributing Data MicroStrategy Office User Guide In order for MicroStrategy Office to recognize a Report Services document that is exported to Excel from MicroStrategy Web, Excel must be configured to open the file in a separate window. For more information, see MicroStrategy Technical Note TN6900-800-0050. Delivering refreshable reports via Web and Narrowcast Server You can deliver a refreshable report to another user from MicroStrategy Web if you have Narrowcast Server installed and configured and the necessary privileges. For example, you can specify that the report is MicroStrategy Office-enabled, which means that it can be refreshed by the MicroStrategy Office user that receives it. Reports delivered via Narrowcast Server services cannot be refreshed by MicroStrategy Office. To deliver a refreshable report via MicroStrategy Web 1 In MicroStrategy Web, open the report to deliver. 2 From the File menu, select Schedule Delivery to. 3 For information on how to configure report delivery options, refer to the MicroStrategy Web online help. 4 In the Schedule Delivery dialog box that opens, select the Allow MicroStrategy Office to refresh Reports check box. This ensures that when users receive the report, they can refresh it using MicroStrategy Office. 5 Click Send to close the Schedule Delivery dialog box and send the message. 246 Delivering refreshable reports via Web and Narrowcast Server 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Securing and Distributing Data 7 Packaging MicroStrategy Flash dashboards When a MicroStrategy Flash dashboard is created, several files are created for the dashboard to work properly. Since searching for all of the necessary files to distribute a dashboard can be time consuming and challenging, MicroStrategy Office includes the Office Package Utility Wizard. The Office Package Wizard walks a user through the required steps to either package all of the necessary files to display a Flash document into a.zip file, or walks a user through extracting these files. For steps to use the MicroStrategy Office Package Wizard to package a Flash dashboard, see To package a Flash dashboard using the Package Utility Wizard, page 247. For steps to extract a dashboard from a package, see To extract a Flash dashboard using the Package Wizard, page 248. To package a Flash dashboard using the Package Utility Wizard 1 Log in to MicroStrategy Office. 2 Make sure that the Microsoft document that you want to package is closed. 3 From the Collaboration menu, select Package Wizard. The Package Utility Wizard opens. 4 Read the introductory information and click Next. 5 Select Package and click Next. 6 Click Add. Browse to the Microsoft Office Excel, Word, or PowerPoint document(s) that you want to package and click Next. 7 Enter a destination file. Click Next. 8 Review the summary screen and click Finish. The files are packaged into the specified folder. 2011 MicroStrategy, Inc. Packaging MicroStrategy Flash dashboards 247

7 Securing and Distributing Data MicroStrategy Office User Guide To extract a Flash dashboard using the Package Wizard 1 Log in to MicroStrategy Office. 2 From the Collaboration menu, select Package Wizard. The Package Utility Wizard opens. 3 Read the introductory information and click Next. 4 Select Extract and click Next. 5 Click Add. The Choose Package File window opens. 6 Browse to the destination folder that contains the packaged files that you want to extract. Click Open. The Choose Package File window closes. 7 Click Next. 8 Enter a destination file for the extracted files and click Next. 9 Review the summary screen and click Finish. The files are extracted to the specified destination folder. 248 Packaging MicroStrategy Flash dashboards 2011 MicroStrategy, Inc.

8 8.INSTALLING AND ADMINISTERING MICROSTRATEGY OFFICE Introduction This chapter is intended for MicroStrategy administrators. It explains how to install and configure MicroStrategy Office, and discusses which privileges are required for users to be able to use MicroStrategy Office. It also explains how security works in MicroStrategy Office, and outlines what types of authentication can be used in the product. Finally, this chapter discusses using MicroStrategy Office in a multilingual environment. Specifically, this chapter discusses the following: Installing MicroStrategy Office, page 250 Installing and configuring MicroStrategy Web Services, page 251 Establishing connectivity to MicroStrategy applications, page 255 User authentication and security overview, page 258 Controlling user access to functionality: Privileges, page 262 Determining how users log in to MicroStrategy Office, page 263 Using MicroStrategy Office in a multilingual environment, page 272 2011 MicroStrategy, Inc. 249

8 Installing and Administering MicroStrategy Office MicroStrategy Office User Guide Installing MicroStrategy Office You can install MicroStrategy Office on users machines along with the rest of the platform, or you can allow users to install it themselves from a network location, from a disk, or from MicroStrategy Web. To support MicroStrategy Office, you must also install MicroStrategy Web Services as part of your master MicroStrategy installation. For more information on installing MicroStrategy Web Services, see Installing and configuring MicroStrategy Web Services, page 251. This section describes the different installation methods available. For full details about installing MicroStrategy products, including MicroStrategy Office, see the MicroStrategy Installation and Configuration Guide. For system hardware and software requirements, see the MicroStrategy Readmes. Installing MicroStrategy Office with the rest of the MicroStrategy platform If you intend to install several MicroStrategy products on a single machine at the same time, including MicroStrategy Office, install MicroStrategy Office with the rest of the MicroStrategy platform. This allows you to configure all of the MicroStrategy products on a machine at one time. For detailed information about planning for and completing your MicroStrategy installation, see the MicroStrategy Installation and Configuration Guide. Allowing users to install MicroStrategy Office from a common location There are several ways that users can install MicroStrategy Office from common locations. Users can install MicroStrategy Office from a network location, from a disk, or from MicroStrategy Web. By allowing users to install MicroStrategy Office on their own, you can save time by not having to perform the installation on each individual user s machine. 250 Installing MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Installing and Administering MicroStrategy Office 8 For information about making the installation files available to MicroStrategy Office users, see the MicroStrategy Installation and Configuration Guide. Installing and configuring MicroStrategy Web Services MicroStrategy Web Services must be installed for MicroStrategy Office to function. This section provide information on installation and setup of MicroStrategy Web Services in both the ASP.NET and J2EE environments. It its intended to be used in conjunction with the MicroStrategy Installation and Configuration Guide, and assumes that you have installed and deployed MicroStrategy Web Services. For information on setting up security and scalability for Web Services, see Appendix C, Security and Scalability for MicroStrategy Web Services. Installation locations for MicroStrategy Web Services MicroStrategy Web Services (MWS) is installed as part of the master MicroStrategy installation. See the MicroStrategy Installation and Configuration Guide for details on how to use the installation utility. By default, MWS for ASP.NET is installed in the following directory and virtual directory during a Windows platform installation: Directory: C:\Program Files\MicroStrategy\Web Services Virtual directory: MicroStrategyWS For J2EE, the WAR file used for deployment is installed during platform installation. By default, MicroStrategyWS.war is installed in the following directory: Directory: C:\Program Files\MicroStrategy\ Web Services J2EE 2011 MicroStrategy, Inc. Installing and configuring MicroStrategy Web Services 251

8 Installing and Administering MicroStrategy Office MicroStrategy Office User Guide The procedure used to deploy the WAR file to the target J2EE server depends on the specific server. The target directory for installation depends on the platform. Verifying your Web Services installation in ASP.net Once you have installed Web Services, you can verify your installation by visiting the Web Services URL in your browser. The following procedure assumes that you accepted the default configuration while installing MicroStrategy Web Services. To verify the Web Services installation in ASP.net 1 On the machine on which you installed MicroStrategy Web Services, type http://localhost/microstrategyws/mstrws.asmx in your browser. The MicroStrategy Web Services ASP.net page should appear, with a list of supported operations. 2 Scroll to the end of the page and click the TestService link. The TestService page opens. 3 Under Test, in the Server field, type the host name of the machine where you have installed Intelligence Server. 4 In the ProjectName field, type the name of a project you want MicroStrategy Office users to connect to. If you are testing a fresh installation of MicroStrategy, use the MicroStrategy Tutorial sample project. 5 In the Login and Password field, type the credentials to connect to the above project. If you are testing a fresh installation of MicroStrategy, type administrator as the user name and leave the password blank. 6 Click Invoke. If the test succeeds, an XML file with the TestService results is displayed, indicating that a valid session was returned. If the test fails, the TestService page indicates that an error occurred. To ensure that you deployed Web Services correctly, refer to the Deploying MicroStrategy Web Services chapter in the Installation and Configuration Guide. 252 Installing and configuring MicroStrategy Web Services 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Installing and Administering MicroStrategy Office 8 Verifying your Web Services installation in J2EE The following procedure assumes that you accepted the default configuration while installing MicroStrategy Web Services. To verify the Web Services installation in J2EE 1 On the machine on which you installed MicroStrategy Web Services, type http://localhost:8080/microstrategyws/ in your browser. The MicroStrategy Web Services J2EE home page should appear. 2 In the Web Service URL field, type http://localhost:8080/ MicroStrategyWS/services/MSTRWSJ. 3 In the Intelligence Server field, type the host name of the machine where Intelligence Server is installed. 4 In the ProjectName field, type the name of a project you want MicroStrategy Office users to connect to. If you are testing a fresh installation of MicroStrategy, use the MicroStrategy Tutorial sample project. 5 In the Login and Password fields, type the credentials to connect to the above project. If you are testing a fresh installation of MicroStrategy, type administrator as the user name and leave the password blank. 6 Click Run. If the test succeeds, an XML file with the TestService results is displayed, indicating that a valid session was returned. If the test fails, the TestService results indicate that an error occurred. To ensure that you deployed Web Services correctly, refer to the Deploying MicroStrategy Web Services chapter in the Installation and Configuration Guide. For steps to set up security and scalability for Web Services, see Appendix C, Security and Scalability for MicroStrategy Web Services. 2011 MicroStrategy, Inc. Installing and configuring MicroStrategy Web Services 253

8 Installing and Administering MicroStrategy Office MicroStrategy Office User Guide Adding or editing project sources for MicroStrategy Web Services The project sources for MicroStrategy Web Services (MWS) are defined in the projectsources.xml file, which is stored in C:\Program Files\ MicroStrategy\Web Services by default. To allow MicroStrategy Office to connect to different project sources, you must edit this file, as described below. To add project sources for MWS 1 Open the projectsources.xml file in a text editor such as Windows Notepad. By default, it is located in C:\Program Files\ MicroStrategy\Web Services. By default, the file contains the definition of the MicroStrategy Tutorial project, as shown below: <ProjectSource> <ProjectSourceName>MicroStrategy Tutorial</ProjectSourceName> <ServerName>localhost</ServerName> <AuthMode>MWSStandard</AuthMode> <PortNumber>0</PortNumber> <MaxPooledConnections>100</MaxPooledConnections> </ProjectSource> 2 To add the definition of a new project source, duplicate the above format with the following parameters: ProjectSourceName: The name of the project source ServerName: The machine name of the server that hosts MicroStrategy Intelligence Server AuthMode: The authentication mode to use for the project source. For information on available authentication modes, see Enabling authentication modes in MicroStrategy Office, page 265. PortNumber: The port at which Intelligence Server is accessed. By default, this value is 0. MaxPooledConnections: The number of connections that Intelligence Server makes available to users at one time. 254 Installing and configuring MicroStrategy Web Services 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Installing and Administering MicroStrategy Office 8 Establishing connectivity to MicroStrategy applications Before MicroStrategy Office can be used, it must be connected to other MicroStrategy applications. Depending upon the desired functionality and architecture, there are multiple connections that may need to be defined in MicroStrategy Office: The minimum connection required to run MicroStrategy Office is between MicroStrategy Office and MicroStrategy Web Services. This connection can also incorporate a proxy server. For more information, see Connecting MicroStrategy Office to MicroStrategy Web Services, page 255. For MicroStrategy Office users to be able to create and edit reports and documents in MicroStrategy Office, you must connect MicroStrategy Office to MicroStrategy Web. For more information, see Connecting MicroStrategy Office and MicroStrategy Web, page 257. If users frequently switch between working on a development server and a production server, it can be helpful for you to configure MicroStrategy Office to search for and connect to an Intelligence Server in MicroStrategy Web Services that contains a specific project source name. For more information, see Using the project source name to connect to an Intelligence Server, page 258. Connecting MicroStrategy Office to MicroStrategy Web Services The connection between MicroStrategy Office and MicroStrategy Web Services is essential for MicroStrategy Office to function. You can either connect them directly, or through a proxy server. Both sets of steps are below. The following sets of steps assume that you have installed MicroStrategy Web Services. 2011 MicroStrategy, Inc. Establishing connectivity to MicroStrategy applications 255

8 Installing and Administering MicroStrategy Office MicroStrategy Office User Guide To connect MicroStrategy Office to MicroStrategy Web Services directly 1 Log in to MicroStrategy Office through the Microsoft Office application of your choice. 2 From the MicroStrategy menu, select Options. The MicroStrategy Office Options dialog box opens. 3 On the left, expand General, and select Server. 4 In the Web Services URL field, type the URL that points to Web Services. 5 Click Test to test the connection. A dialog box opens stating whether or not the test was successful. Click OK to close the message. 6 Click OK. The MicroStrategy Office Options dialog box closes. To connect MicroStrategy Office to Web Services using a proxy server 1 Log in to MicroStrategy Office through the Microsoft Office application of your choice. 2 From the MicroStrategy menu, select Options. The MicroStrategy Office Options dialog box opens. 3 On the left side, expand General, and select Server. 4 Next to the Proxy URL field, click Configure. The Proxy Settings dialog box opens. 5 Select Use a Proxy Server, and do one of the following: If you want to use a default proxy server that is already defined in your Internet browser, select Default Proxy Server. If you want to use a proxy server that is not configured to be the default for your Internet browser, select Explicit proxy server, then type the URL for the proxy server in the Address field and type a port number in the Port field. If you are using an explicit proxy server, you can choose to bypass the proxy server if the Web Services URL is local by 256 Establishing connectivity to MicroStrategy applications 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Installing and Administering MicroStrategy Office 8 selecting the Bypass proxy server for local addresses check box. 6 Click OK. The Proxy Settings dialog box closes. 7 Click OK. The MicroStrategy Office Options dialog box closes. Connecting MicroStrategy Office and MicroStrategy Web For users to be able to create and edit MicroStrategy reports, documents, prompts, or filters in MicroStrategy Office, you must establish connectivity between MicroStrategy Office and MicroStrategy Web. If this connectivity is not established, the MicroStrategy Office Report Editor and the MicroStrategy Office Document Editor will not be available. Any time a user attempts to create or edit a report, document, prompt, or filter, the session is passed from MicroStrategy Office to MicroStrategy Web. To establish connectivity between the two, see the following procedure. To establish connectivity between MicroStrategy Office and Web 1 Log in to MicroStrategy Office through the Microsoft Office application of your choice. 2 From the MicroStrategy menu, select Options. The MicroStrategy Office Options dialog box opens. 3 On the left, expand General, and select Server. 4 Type the MicroStrategy Web URL in the Web URL field. 5 Click Test. If the Web URL is correct, MicroStrategy Web opens. If the Web URL is incorrect, MicroStrategy Web does not open. 6 Click OK. The MicroStrategy Office Options dialog box closes. 2011 MicroStrategy, Inc. Establishing connectivity to MicroStrategy applications 257

8 Installing and Administering MicroStrategy Office MicroStrategy Office User Guide Using the project source name to connect to an Intelligence Server You can configure MicroStrategy Office to use the saved project source name to connect to the Intelligence Server. This is useful, for example, when users frequently change from working in a development server to working in a production server. Selecting the Use the Persisted Project Source Name to Connect check box prompts MicroStrategy Office to find a project source name in Web Services that matches the saved project source name. If a match is found, Office connects to the Intelligence Server associated with the project source name. If the option is not selected or Web Services does not have a matching project source name, then Office attempts to find a server name in Web Services that matches the saved server name. The MicroStrategy Office user provides the project source name and the Intelligence Server to connect to when they log in to MicroStrategy Office. For steps to provide this information on login, see Logging in to a project in MicroStrategy Office, page 13. To use the project source name to connect to an Intelligence Server 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 3 In the General folder, expand the Security folder. 4 Select the Use the persisted project source name to connect check box. 5 Click OK to close the MicroStrategy Office Options dialog box. User authentication and security overview Users are authenticated by default upon login by entering their credentials, consisting of a MicroStrategy user name and password. When they log in, 258 User authentication and security overview 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Installing and Administering MicroStrategy Office 8 their access privileges determine the MicroStrategy projects they can log in to, the data they can see in reports, and so on. This is discussed in detail in this section. Users are also prompted to authenticate themselves when they refresh an Excel workbook, PowerPoint presentation, or Word document that contains MicroStrategy report data. When a user refreshes a file that contains reports and documents, he must enter the type of authentication credentials specified in the properties of each report and document. For more information on authentication types when refreshing a file, see Determining how a user is authenticated to view reports, page 267. The following MicroStrategy security is applied when MicroStrategy Office is used to access workbooks, presentations, or Word documents that contain data: Object security: Defines which folders, reports, and documents are available to the user in the Folder List in the MicroStrategy Office Options dialog box. Security filters: Defines what data the user sees on each report or document. This security is applied in several ways, depending on who is accessing the workbook, presentation, or Word document, as explained below. Security workflows The following security workflows describe what security is applied to users when they access and work with MicroStrategy reports and documents in workbooks, presentations, or Word documents. Each section below describes a scenario in which a user is accessing MicroStrategy Office from Excel, PowerPoint, or Word: MicroStrategy Office user creates a report-filled file, page 260 MicroStrategy Office user receives a report-filled file, page 261 Non-MicroStrategy Office users receive a report-filled file, page 262 2011 MicroStrategy, Inc. User authentication and security overview 259

8 Installing and Administering MicroStrategy Office MicroStrategy Office User Guide MicroStrategy Office user creates a report-filled file If a user creates a new Excel workbook, PowerPoint presentation, or Word document and intends to add a MicroStrategy report or Report Services document to it, the following takes place, by default: 1 After creating a new Excel workbook, PowerPoint presentation, or Word document, a user clicks MicroStrategy on the MicroStrategy Office toolbar. 2 The Connect To Project dialog box opens, prompting the user to select a MicroStrategy project source. After the user selects a project source and enters his user name and password, a list of the projects available to the user is displayed. Depending upon the type of authentication that is implemented, the user may be required to provide login credentials other than their MicroStrategy user name and password. For more information about enabling different types of authentication, see Enabling authentication modes in MicroStrategy Office, page 265. 3 The user selects a project to which to connect. At this point, a MicroStrategy session is created. 4 MicroStrategy Office opens, displaying a list of the folders, reports, and documents to which the user has access. The folders, reports, and documents the user can see depends on his object security privileges. Object security permissions are assigned by an administrator in MicroStrategy Desktop. For information about object security, see the Setting up User Security chapter of the MicroStrategy System Administration Guide. 5 When the user runs a report or document in the workbook, presentation, or Word document, the report/document only includes data the user is allowed to see, based on his security filter. Security filters are created and assigned in MicroStrategy Desktop. For information about security filters, see the Setting up User Security chapter of the MicroStrategy System Administration Guide. 260 User authentication and security overview 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Installing and Administering MicroStrategy Office 8 MicroStrategy Office user receives a report-filled file If a user receives an Excel workbook, PowerPoint presentation, or Word document containing a report or document with data from MicroStrategy and has access to MicroStrategy Office, the following takes place, by default: 1 A user opens the workbook, presentation, or Word document that contains MicroStrategy reports and/or documents. Upon opening the file, a message may notify him that there are reports within the file and asks him to log in to refresh and view the reports. Note the following: Depending upon the type of authentication that is implemented, the user may be required to provide login credentials other than their MicroStrategy user name and password. For more information about enabling different types of authentication, see Enabling authentication modes in MicroStrategy Office, page 265. Users may have to log in multiple times if any reports or documents are persisted from multiple servers. The user is asked to refresh the reports if the Refresh reports when documents are opened check box in the General options folder is selected when the workbook, presentation, or Word document is created. 2 The user enters his user name and password. In doing so, a MicroStrategy session is established. Any reports and documents in the Microsoft file are displayed. 3 Each report contains data the user is allowed to see, based on his MicroStrategy object security and associated security filter. For example, suppose a two regional managers have two different security filters for their regions one in the Northeast and the other in the Southwest. If these two regional managers run the same report, they get different results. Note the following: Object security privileges are assigned by an administrator in MicroStrategy Desktop. For information about object security, see the Deploying the System chapter of the MicroStrategy System Administration Guide. 2011 MicroStrategy, Inc. User authentication and security overview 261

8 Installing and Administering MicroStrategy Office MicroStrategy Office User Guide Security filters are created and assigned by an administrator in MicroStrategy Desktop. For information about security filters, see the Deploying the System chapter of the MicroStrategy System Administration Guide. For example, a manager receives a Word document that contains MicroStrategy reports. When she refreshes the document, she is prompted to enter her MicroStrategy credentials. These credentials ensure that when the reports are refreshed, the manager can only view data to which she has access. For example, she may have access to shipping data for only California since that is the state branch with which she works. In this case, a security filter for California prevents the user from seeing data unrelated to California shipping data. Furthermore, the user can only view the reports, attributes, and metrics to which she has access. Non-MicroStrategy Office users receive a report-filled file If users without MicroStrategy Office receive an Excel workbook, PowerPoint presentation, or Word document that contains MicroStrategy data, they can view any data that resides in that Microsoft Office file and has not been removed before the file is sent. Although the reports are static and cannot be refreshed, these users can still analyze and work with the reports, as described in previous chapters of this guide. Controlling user access to functionality: Privileges After MicroStrategy Office is connected to Web Services and MicroStrategy Web, users must be granted certain privileges to allow them to create or edit reports or documents. Privileges are assigned in MicroStrategy Desktop. When a user accesses the MicroStrategy Report Editor or Document Editor, the session is passed from MicroStrategy Office to MicroStrategy Web. Because of this architecture, some Web privileges are required to use the report and document creation features in MicroStrategy. The privileges 262 Controlling user access to functionality: Privileges 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Installing and Administering MicroStrategy Office 8 required depend upon the tasks that the user wishes to accomplish. Refer to the table below for a list of the privileges required for each task. For a description of the privileges available in MicroStrategy, and for information about granting these privileges to users and groups, see the MicroStrategy System Administration Guide. Task Create a report Edit a report Create or edit a document Required Web Privileges Web User Web Create New Report Web Use Design Mode Web User Web Use Design Mode Web User Web Document Design Web Execute Document Connectivity between MicroStrategy Office and MicroStrategy Web is also required to allow MicroStrategy Office users to create and edit MicroStrategy reports and documents. For information on how to establish connectivity between these components, see Establishing connectivity to MicroStrategy applications, page 255. Determining how users log in to MicroStrategy Office There are multiple ways that you can allow users to log in to MicroStrategy Office. You can require them to provide a username and password using one of several types of authentication, you can allow them to log in without a password, you can allow Windows NT users to automatically connect to projects without having to log in a second time, or you can set up a single-sign on environment using Tivoli or SiteMinder. You can also determine at what point in the login process a user connects to a project. By default, a user opens a Microsoft product and launches MicroStrategy Office. The user enters their MicroStrategy username and password, and clicks a button to display a list of projects. The user then selects a project to connect to from that list. 2011 MicroStrategy, Inc. Determining how users log in to MicroStrategy Office 263

8 Installing and Administering MicroStrategy Office MicroStrategy Office User Guide You can configure MicroStrategy Office to display a list of projects that are loaded on a project source before the user logs in. The user then selects a project to connect to, then enters their login credentials. This login workflow is similar to the default login workflow to MicroStrategy Web, and it may be useful to implement this login workflow for MicroStrategy Office users that are familiar with MicroStrategy Web. For details about configuring this type of login workflow, see Displaying all projects in a project source before login, page 271. The following table provides high-level steps to determine how a user logs in to MicroStrategy Office, and when they select a project to connect to. For more information about authentication in MicroStrategy, as well as details about authentication types, see the MicroStrategy System Administration Guide. How the user logs in The user enters LDAP, MicroStrategy, or database username and password. The user logs in without a password. Only a username is required. The user logs in to their machine with Tivoli or SiteMinder credentials. These credentials are automatically passed to MicroStrategy Office, and the user is logged in automatically. MicroStrategy Office automatically connects the user to a project when they log in to their machine with their Windows NT credentials. High-level steps to configure Enable the appropriate authentication type in projectsources.xml. See Enabling authentication modes in MicroStrategy Office, page 265 for details and steps. 1 Enable the appropriate authentication type in projectsources.xml. See Enabling authentication modes in MicroStrategy Office, page 265 for details and steps. 2 Allow users to log in without a password in MicroStrategy Office. See Allowing users to log in without a password, page 268 for details and steps. See Allowing users to log in to MicroStrategy Office with Tivoli or SiteMinder credentials, page 270 for steps. 1 Enable Windows NT authentication in projectsources.xml. See Enabling authentication modes in MicroStrategy Office, page 265 for details and steps. 2 Enable automatic Windows NT authentication in MicroStrategy Office. See Allowing Windows NT users to automatically connect to projects, page 269 for details and steps. This section includes information about the following: Enabling authentication modes in MicroStrategy Office, page 265 Allowing users to log in without a password, page 268 264 Determining how users log in to MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Installing and Administering MicroStrategy Office 8 Allowing Windows NT users to automatically connect to projects, page 269 Allowing users to log in to MicroStrategy Office with Tivoli or SiteMinder credentials, page 270 Displaying all projects in a project source before login, page 271 Enabling authentication modes in MicroStrategy Office You can define how users log in to their MicroStrategy projects by configuring different forms of authentication for MicroStrategy Office. Authentication in MicroStrategy Office is handled by MicroStrategy Web Services. When users connect to a MicroStrategy project in MicroStrategy Office, they select from a list of MicroStrategy project sources that appears on the left side of the Connect To Project dialog box. You may want users to have access to a project source that uses LDAP authentication as well as one that uses standard authentication. To enable multiple authentication modes in MicroStrategy Office, you must create separate project sources in MicroStrategy Desktop for each authentication mode. Once a separate project source is created for each authentication mode, you then configure the projectsources.xml file on the Web Services machine to enable the correct form of authentication in MicroStrategy Office. Follow the procedure below to configure authentication modes for MicroStrategy Office. Prerequisites A project source must already be configured to use LDAP, Windows NT, integrated, warehouse passthrough, or anonymous authentication. For steps, see the Identifying Users chapter in the MicroStrategy System Administration Guide. The application server hosting Web Services, and Intelligence Server must both be configured to use the appropriate authentication, as described above. You must have administrator privileges in MicroStrategy Desktop to configure authentication modes for project sources. 2011 MicroStrategy, Inc. Determining how users log in to MicroStrategy Office 265

8 Installing and Administering MicroStrategy Office MicroStrategy Office User Guide You must have access to the MicroStrategy Web Services machine. To enable authentication modes for MicroStrategy Office 1 On the machine where Web Services is installed, navigate to and open the projectsources.xml file. By default, this file is located in C:\Program Files\MicroStrategy\Web Services. The projectsources.xml file contains a list of project sources supported by MicroStrategy Web Services. It also provides instructions on enabling and configuring authentication for those project sources. Before a project source is available to users in MicroStrategy Office, it must first be added to projectsources.xml. 2 To specify the type of authentication to use, change the value between the <AuthMode> and </AuthMode> tags in projectsources.xml. The <AuthMode> tag specifies the type of authentication used for the project source. For an example of how this tag should be edited, see Example: Specifying authentication types for multiple project sources in projectsources.xml. You can use the following values in the AuthMode tags: MWSStandard: Use standard authentication. MWSNTCredential: Use the user s Windows NT credentials. WMWSPassThru: Use passthrough authentication for both the metadata and data warehouse. MWSAnonymous: Use anonymous authentication. MWSLDAP: Use LDAP authentication. MWSWarehousePassThru: Use passthrough authentication for the data warehouse only. MWSSimpleSecurityPlugIn: Use a third-party authentication provider, such as Tivoli or SiteMinder. MWSIntegrated: Use integrated authentication with Kerberos. 266 Determining how users log in to MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Installing and Administering MicroStrategy Office 8 Example: Specifying authentication types for multiple project sources in projectsources.xml The projectsources.xml sample below shows different authentication types specified for two different projects. In this example, a MicroStrategy Tutorial project source is configured to use standard authentication and a Shipping Analysis project source is configured to use LDAP authentication. <ProjectSources> <ProjectSource> <ProjectSourceName>MicroStrategy Tutorial</ProjectSourceName> <ServerName>localhost</ServerName> <AuthMode>MWSStandard</AuthMode> <PortNumber>0</PortNumber> <MaxPooledConnections>100</MaxPooledConnections> </ProjectSource> <ProjectSource> <ProjectSourceName>Shipping Analysis</ProjectSourceName> <ServerName>localhost</ServerName> <AuthMode>MWSLDAP</AuthMode> <MaxPooledConnections>150</MaxPooledConnections> </ProjectSource> </ProjectSources> Determining how a user is authenticated to view reports You can define how users are authenticated to view a specific report s data by modifying that report s connection and authentication properties. For example, in your development environment, users log in to MicroStrategy Office using standard MicroStrategy authentication. Designers create and test workbooks, presentations, and Word documents on the development system and then distribute them to users who run them in the production system. However, your production system uses Windows NT authentication. Prior to distributing the workbooks, presentations, and so on, you must change the authentication mode and server name for each report to match the production system authentication mode and server name. In the example above, you change the authentication mode for each report to Windows NT since that is the authentication mode used in the production system. You also change the server name so that it matches the production 2011 MicroStrategy, Inc. Determining how users log in to MicroStrategy Office 267

8 Installing and Administering MicroStrategy Office MicroStrategy Office User Guide server name. This ensures that users are logging into the production environment and not the development environment when they access and refresh reports and documents. Prerequisites You must configure Windows NT, LDAP, integrated, anonymous, or warehouse passthrough authentication in MicroStrategy Office before individual report authentication modes can take effect. To configure these non-standard authentication modes in MicroStrategy Office, see Determining how users log in to MicroStrategy Office, page 263. To modify how users are authenticated to view reports 1 In a workbook, presentation, or Word document that contains reports, on the MicroStrategy Office toolbar, click Reports. A list of the reports currently in the file appears. 2 Right-click one or more reports whose authentication modes you want to modify and select Properties. The Report Properties dialog box is displayed. 3 In the MicroStrategy Connection Settings area, select an authentication mode from the Authentication Mode drop-down list. For example, select Windows NT if users must log in to the report using their Windows NT login information. This means that when users refresh that specific report, they are prompted to log in using their Windows NT credentials. 4 Click OK to close the Report Properties dialog box. Allowing users to log in without a password You can specify that when users log in, they do not have to enter a password when they refresh and view reports and documents. Users can only log in without a password if their login ID is set up by an administrator to allow them to enter blank passwords. 268 Determining how users log in to MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Installing and Administering MicroStrategy Office 8 To allow users to log in without specifying a password 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 3 In the General folder, expand the Security folder. 4 Select the Allow blank passwords check box. 5 Click OK to save your changes. The MicroStrategy Office Options dialog box closes. When a user refreshes reports, MicroStrategy Office attempts to refresh the reports without prompting him for a password. Allowing Windows NT users to automatically connect to projects Administrators can allow Windows NT-authenticated users to automatically connect to a project. Once an administrator has enabled automatic Windows NT authentication, a user selects a MicroStrategy project to automatically connect to using his or her Windows NT credentials. This occurs because they have already logged in to the Windows NT operating system with a login ID and password, and these credentials are automatically used by MicroStrategy Office to connect to MicroStrategy Intelligence Server. Automatic Windows NT authentication is possible only when a user s login ID is not persisted and Windows NT authentication is specified in the Report Properties dialog box for the specific report(s). For more information on persisting login IDs, see Excluding MicroStrategy Office login information when saving Microsoft files, page 216. For information on selecting an authentication type for a report, see Determining how a user is authenticated to view reports, page 267. 2011 MicroStrategy, Inc. Determining how users log in to MicroStrategy Office 269

8 Installing and Administering MicroStrategy Office MicroStrategy Office User Guide To ensure that Windows NT users are automatically connected to projects 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box appears. 3 In the General folder, expand the Security folder. 4 Ensure the Automatic Windows NT authentication check box is selected. It is selected by default. 5 Click OK to save your changes. The MicroStrategy Office Options dialog box closes. Allowing users to log in to MicroStrategy Office with Tivoli or SiteMinder credentials MicroStrategy Office can use IBM Tivoli Access Manager or CA SiteMinder to authenticate users. This type of authentication allows users to use a single username and password for multiple programs. When this type of authentication is enabled in MicroStrategy Office, users are prompted to log in with their Tivoli or SiteMinder credentials. For more details about the types of authentication available in MicroStrategy products, and for detailed information about configuring authentication using Tivoli or SiteMinder credentials in MicroStrategy Office, see the MicroStrategy System Administration Guide. The following high-level steps explain how enable authentication using Tivoli or SiteMinder in MicroStrategy Office. 270 Determining how users log in to MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Installing and Administering MicroStrategy Office 8 High-level steps to enable authentication using Tivoli or SiteMinder in MicroStrategy Office 1 Depending upon whether you will be using Tivoli or SiteMinder, do one of the following: For Tivoli: create a junction for MicroStrategy Web Services in Tivoli. For detailed instructions, see your Tivoli documentation. For SiteMinder: configure a SiteMinder Web Agent for MicroStrategy Web Services. For detailed instructions, see your SiteMinder documentation. 2 Use the Tivoli junction or SiteMinder Web Agent URL as your Web Services URL in MicroStrategy Office. For more information about connectivity in MicroStrategy Office, see Establishing connectivity to MicroStrategy applications, page 255. 3 Enable anonymous authentication in the Web Services virtual directory. For detailed instructions, see the MicroStrategy System Administration Guide. Displaying all projects in a project source before login You can configure MicroStrategy Office to display all projects for a selected project source before a user logs in. The user selects a project from the list, then enters their login credentials. If the login credentials are associated with a MicroStrategy user that has access to the selected project, MicroStrategy Office connects to the project. This option may be helpful for users that are accustomed to the login procedure for MicroStrategy Web. Users are only able to connect to a project that they have access to. It is possible that some projects will be listed despite being inaccessible to the user. If a user attempts to log in to a project that they do not have access to, the login fails. The steps below let you display a list of projects before login: 2011 MicroStrategy, Inc. Determining how users log in to MicroStrategy Office 271

8 Installing and Administering MicroStrategy Office MicroStrategy Office User Guide To display a list of projects before a user logs in 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box appears. 3 In the General folder, expand the Security folder. 4 Select Login. 5 In the Project area, select Show loaded projects before login. 6 Click OK to save your changes. The MicroStrategy Office Options dialog box closes. Using MicroStrategy Office in a multilingual environment MicroStrategy supports a large number of language configurations for a wide range of objects and interfaces. This allows data to be delivered to a wide audience. The language that each user sees depends upon a variety of language preferences that can be set at multiple levels, and in different MicroStrategy applications. For more information about setting up internationalization in the MicroStrategy environment, see the MicroStrategy System Administration Guide. Because MicroStrategy Office uses MicroStrategy Web to execute, edit, and create reports and documents, the language that is displayed in reports and documents will match the language preference set for the user in MicroStrategy Web and Desktop. This language will be used to display translated versions of data, metric names, and other MicroStrategy objects, depending upon what terms your organization provides translations for. Numeric formatting is determined by Microsoft locale settings. For steps to set the locale in Microsoft Office, refer to your Microsoft Office documentation. 272 Using MicroStrategy Office in a multilingual environment 2011 MicroStrategy, Inc.

A A.CUSTOMIZING MICROSTRATEGY OFFICE Introduction You can customize MicroStrategy Office to accommodate your business and reporting requirements and create custom business intelligence applications. This appendix discusses how you can perform simple customizations such as changing the names of the options in the MicroStrategy Office toolbar and MicroStrategy menu. It also explains how MicroStrategy Office can be customized with various graphics, text strings and links to allow it to better match your own business applications. Customizing MicroStrategy Office toolbar and menu options You can perform simple customizations, including the button types and whether or the MicroStrategy Office button is hidden, directly in the MicroStrategy Office Options dialog box. 2011 MicroStrategy, Inc. Customizing MicroStrategy Office toolbar and menu options 273

A Customizing MicroStrategy Office MicroStrategy Office User Guide Any changes you make to the MicroStrategy Office toolbar are applied to only the MicroStrategy Office installation on your machine and are displayed in all your Microsoft Office products. So, if you choose to hide the MicroStrategy Office button in Excel, the button is hidden in PowerPoint and Word. This guide refers to the default MicroStrategy Office toolbar option names and assumes all buttons are visible on the toolbar. To customize the MicroStrategy Office toolbar and menu options 1 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 2 Expand the General folder, and then the Customization folder. 3 Change the options to customize MicroStrategy Office as desired. Your options include: Changing the type of buttons that are displayed to Icon, Caption or Icon and Caption. Showing or hiding the MicroStrategy Office button. Customizing MicroStrategy Office icons, text, and documentation MicroStrategy Office can be customized with graphics, text, and documentation of your choice. You can change the splash screen image, the images used as buttons, prompt images, the text that is displayed in various captions, online help, readme and release notes, and even the MicroStrategy Office User Guide. Customizations in MicroStrategy Office are certain files that are stored in specific locations to change different aspects of the MicroStrategy Office interface. These files are either image files, which are used to change the images that are displayed in MicroStrategy Office, an XML file that specifies changes to text strings and hyperlinks, or documentation files used to provide customized user documentation. 274 Customizing MicroStrategy Office icons, text, and documentation 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Customizing MicroStrategy Office A All of these new files are contained in a customization folder in the MicroStrategy Office configuration folder. The location of the customization folder determines which users have the customizations applied to them. For more information, see Storing customizations, page 275 After the customization file has been created, you can change the images, strings, documentation used in the MicroStrategy Office interface. For steps to change the images, see Customizing images in MicroStrategy Office, page 276. For steps to change the strings, see Customizing text strings in MicroStrategy Office, page 277. For steps to change the documentation, see Customizing documentation in MicroStrategy Office, page 279. Storing customizations Whether or not customizations are applied to all MicroStrategy Office users depends upon where they are stored. This allows you to customize MicroStrategy Office for certain users, or to apply the changes across all users. Each user has a configuration folder that contains a customization folder on their machine by default. When MicroStrategy Office loads configuration settings, it checks the customization folder and applies an customizations to its interface. Since the customization is stored under the user s profile folder, customizations stored in this location only apply to a particular user. For example, the default location of this folder for a Microsoft Windows NT user is C:\Documents and Settings\username\Application Data\ MicroStrategy\Office\Customization, where username is the user s login to the machine. If you want to apply the customizations to multiple users, you must modify the MicroStrategy Office configuration file and point to a shared customization folder. To do this, open the MicroStrategy Office configuration file and add <add key=" Customization Folder Path " value="//customization_folder_path" enable="1" override="0" /> where customization_folder_path is the shared location of the customization folder. If customizations are stored in both locations, the location that is specified in the MicroStrategy Office configuration file is the one that is used. 2011 MicroStrategy, Inc. Customizing MicroStrategy Office icons, text, and documentation 275

A Customizing MicroStrategy Office MicroStrategy Office User Guide Customizing images in MicroStrategy Office It is possible to customize some images and icons that are used in the MicroStrategy Office interface. Customizing images in MicroStrategy Office consists of placing images with certain file names in the customization folder. For example, to change the main MicroStrategy Office toolbar button image, create the image that you would like to use for this button, name it office.bmp, and store it in the MicroStrategy customization folder. Once this is done, the new image is used in place of the original MicroStrategy Office button. Button images and image masks are used for the images displayed in the Microsoft Office toolbar and menu. Icon files are used for the images displayed in the MicroStrategy Office interface. Image masks are optional, two-color 16x16 pixel bitmap files that define the transparent regions of the picture bitmap. Define all transparent pixels with white color and all pixels to display from the image bitmap with black color. To change any images that are used as buttons or menu icons, create a 16x16 pixel bitmap, and save it in the customization folder with a file name that depends upon the button that you want the image to replace. The following table describes the buttons and icons and their related file names. Button or Icon Main Office button Main Office mask Main Office icon Refresh button Refresh mask Refresh icon Reports button Reports mask Reports icon Options button File Name office.bmp office_mask.bmp office.ico refresh.bmp refresh_mask.bmp refresh.ico reports.bmp reports_mask.bmp reports.ico options.bmp 276 Customizing MicroStrategy Office icons, text, and documentation 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Customizing MicroStrategy Office A Button or Icon Options mask Options icon File Name options_mask.bmp options.ico Prompt images and backgrounds can also be customized. For the prompt image, store the image as prompt.bmp, prompt.jpg, or prompt.gif in the customization folder. For the prompt background (the prompt image background is used to fill the prompt area when the prompt dialog box is resized), store the image as prompt_background.bmp, prompt_background.bmp, or prompt_background.gif in the customization folder. The optimal size for the prompt and prompt background images is 568x80 pixels. Other image sizes will be scaled to fit. You can also change the main screen that is displayed when MicroStrategy Office opens (the splash image) by saving an image as splash.bmp, splash.jpg, or splash.gif in the customization folder. The optimal size for the splash image is 450x260 pixels. Customizing text strings in MicroStrategy Office MicroStrategy Office also allows you to customize and some text that is displayed in the interface. For example, you could change the word Refresh on the refresh button to say Update. Customized text strings are stored in an file called settings.xml that you store in the customization folder. This.xml file should match the following form: <?xml version="1.0"?> <customization> <office_button_caption value="custom text" /> <refresh_button_caption value="custom text" /> <reports_button_caption value="custom text" /> <splash_text value=" /> <options_button_caption value="custom text" /> <about_text value="custom text" /> <client_name value="custom text" /> <server_name value="custom text" /> <web_link_url value="custom text" /> <web_link_text value="custom text" /> </customization> 2011 MicroStrategy, Inc. Customizing MicroStrategy Office icons, text, and documentation 277

A Customizing MicroStrategy Office MicroStrategy Office User Guide To add line breaks to the strings, type <nl> where you want the line breaks to occur. To alter the text displayed for any of the strings listed above, type the desired string in between the quotation marks. The following strings can be changed: XML node office_button_caption refresh_button_caption reports_button_captione splash_text options_button_caption about_text client_name server_name web_link_url web_link_text Where the text is displayed in the interface Main MicroStrategy Office button Refresh button Reports button Main MicroStrategy Office screen when the application starts Options button Dialog that is displayed when a user selects About from the MicroStrategy Office Help menu The name of the client application (replaces MicroStrategy Office) The name of the server application (replaces MicroStrategy Web Services) Target URL of the Web link in the Help menu Web link added to the MicroStrategy Office Help menu If you want to use the MicroStrategy Office default string for any of the above strings, do not include that XML node in the settings.xml file. Supporting multiple languages in custom strings It is also possible to display different strings for users based on their locales. For information about locales in MicroStrategy Office, see Using MicroStrategy Office in a multilingual environment, page 272. By adding locale= language where language is a locale attribute to any of the XML tags in your custom strings in the settings.xml file, you can configure certain strings to be displayed only for users with MicroStrategy Office interface locales that match the language that is specified. If no string with a locale attribute matching a user's MicroStrategy Office locale is specified, then the string with no locale attribute (the default string) is used. If there is no default string then no customization is applied. 278 Customizing MicroStrategy Office icons, text, and documentation 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Customizing MicroStrategy Office A The following locale attributes can be used: Locale German English Spanish Italian Japanese Korean Portuguese Swedish Simplified Chinese Traditional Chinese Attribute de en es it ja ko pt sv zh-chs zh-cht Consider a settings.xml file that contains the following lines: <refresh_button_caption value="update" /> <refresh_button_caption value="actualización" locale="es" /> If a user with a Spanish locale logs in to MicroStrategy Office, the refresh button will display Actualización, but if a user with an English locale logs in to MicroStrategy Office, the refresh button will display Update. Customizing documentation in MicroStrategy Office It is possible to provide targeted, customized documentation with MicroStrategy Office that either replaces or enhances the existing documentation. For example, to supply a customized readme file with information about a particular environment, simply store the readme HTML file in the MicroStrategy Office customization folder. 2011 MicroStrategy, Inc. Customizing MicroStrategy Office icons, text, and documentation 279

A Customizing MicroStrategy Office MicroStrategy Office User Guide The following table describes documentation files that may be customized, and gives their related file names. Documentation Online help Readme Release notes User Guide File Name help.chm readme.htm relnotes.htm guide.pdf 280 Customizing MicroStrategy Office icons, text, and documentation 2011 MicroStrategy, Inc.

B B.SERVER-BASED CONFIGURATION Introduction This appendix presents an overview of how server-based configuration allows an administrator to control MicroStrategy Office settings on multiple users machines. It also shows you how to create a central configuration file, how to modify the settings within the file, and how to deploy it to MicroStrategy Web Services to distribute it to all MicroStrategy Office users. Each MicroStrategy Office client stores MicroStrategy Office option settings in a local configuration file.these options can also be stored in a centralized configuration file, which is distributed using MicroStrategy Web Services. Options from the server-based configuration file may be merged with the client settings, or they can override the client settings. The configuration file that is distributed using MicroStrategy Web Services defines which options are enabled in the MicroStrategy Office interface, and defines which options may be modified by the users. 2011 MicroStrategy, Inc. 281

B Server-based Configuration MicroStrategy Office User Guide Using server-based configuration in MicroStrategy Office Server-based configuration allows an administrator to control how certain settings are applied to certain MicroStrategy Office users. It creates a central configuration file that is distributed to the client machines using MicroStrategy Web Services, and is merged with users personal MicroStrategy Office settings. The following high-level steps show how server-based configuration is implemented: High-level steps to implement server-based configuration 1 Export the existing MicroStrategy Office settings to an XML file. For more information, see Exporting existing settings, page 282. 2 Modify the XML file to specify which settings you want to apply to which users, which settings will override user settings, which settings will replace user settings, and which settings users will be allowed to modify. For more information, see Modifying the configuration file, page 283. 3 Import the modified XML file into MicroStrategy Web Services server. See Importing the configuration file, page 286. Exporting existing settings The first step in using server-based configuration to control the MicroStrategy Office settings for multiple users is to export the existing MicroStrategy Office settings to a file. This file will serve as the framework for specifying what settings you want to apply to different MicroStrategy Office users. To export existing settings to a configuration file 1 Log in to MicroStrategy Office. 282 Using server-based configuration in MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Server-based Configuration B 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 3 Modify existing MicroStrategy Office settings to match your requirements, as described in earlier chapters of this book. 4 In the bottom left corner of the MicroStrategy Office Options dialog box, click the Export button.the Export Configuration Objects dialog box opens. 5 From the Save as type drop-down list, select Configuration File. 6 Name the file moimain.dll.config. 7 Save the file to a location where you can edit it. Modifying the configuration file After you have exported the configuration file, you can make changes to its XML definition to control which settings should be applied to which MicroStrategy Office users. By default, all settings in the configuration file are applied to all users, and all of them are contained within a single <appsettings> node. Each setting is defined within the <add> node. To define different settings for different users, you must first specify separate user groups. You do this by creating a separate <restrictions> node that contains a collection of settings. Finally, you assign which settings should apply to which user group by adding the id of the desired restrictions node to the appropriate <appsettings> node. The configuration file is processed from top to bottom. The first matching setting overrides any subsequent section. This allows for an unrestricted default set of configuration settings to be applied when no more restrictive settings are found. Any time the attribute override= 1 appears in an <add> node in the configuration file, the setting that it is associated with overrides the user s local settings. Overriding local settings based on the restrictions that you define is how server-based configuration allows you to control the settings for all users that connect to MicroStrategy Office while maintaining only a single configuration file. 2011 MicroStrategy, Inc. Using server-based configuration in MicroStrategy Office 283

B Server-based Configuration MicroStrategy Office User Guide The following are extensions to the Microsoft.NET app.config XML file schema: <restrictions> sub-node of the <configuration> node <ip>, <host>, <machine>, <user>, <restrictions> sub-nodes of the <restrictions> node enable and override attributes of the <add> node Restriction ID attribute added to the <appsettings> node The following restrictions can be used in the configuration file: XML node ip host machine user restriction Description IP address of the client machine Host name of the client machine Machine name of the client Windows login ID of the connected user Another restriction node Restrictions may contain Microsoft.NET Framework regular expressions to match multiple items. If multiple restrictions are defined in a <restrictions> node, then a user must match at least one of each type to have the settings applied to them. Consider the following example: <?xml version="1.0"?> <configuration> <restrictions id="office" > <ip>199\.168\.[0-9]{1,3}\.[0-9]{1,3}</ip> <ip>10\.64\.[0-9]{1,3}\.[0-9]{1,3}</ip> <host>.*\.(corp labs)\.domain\.com</hostx> <user>corp\drew</user> <restriction>hannah</restriction> <restriction>phoebe</restriction> </restrictions> <restrictions id="randy" > <user>corp\randy</user> <machine>windows-randy</machine> </restrictions> <restrictions id="hannah" > <user>corp\hannah</user> 284 Using server-based configuration in MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Server-based Configuration B </restrictions> <restrictions id="phoebe" > <user>corp\phoebe</user> </restrictions> <appsettings id="office" > <add key="web Prompt Style" value="1" enable="0" override="1" /> <add key= List Required Prompts First value= 1 enable= 0 override= 1 /> <add key= Search Objects Limit value= 50 enable= 0 override= 1 /> </appsettings> <appsettings> <add key= Web Prompt Style value= 0 enable= 1 override= 1 /> <add key= List Required Prompts First value= 0 enable= 1 override= 1 /> <add key= Search Objects Limit value= 100 enable= 0 override= 1 /> <add key= CSV AutoFormat value= 2 enable= 0 /> <add key= Show Hidden Objects value= 0 enable= 1 /> <add key= Show Smart Tags Menus value= 1 enable= 1 / <add key= Show Folder Tree value= 0 enable= 1 override= 0 /> </appsettings> </configuration> In the above example, any machine with an IP address that starts with 199.168 or 10.64 that has a host name in the corp.domain.com or labs.website.com domain, and where the authenticated NT user is corp\drew, corp\hannah, or corp\phoebe matches the Office restrictions. Therefore, that client would have its MicroStrategy Office prompt style set to Web style, would show required prompts first, and would have its maximum number of items returned from a search limited to 50. In addition, any client machine and user that matches the Office restrictions will not be able to change their prompt style or search result limit since the enable= 0 attribute is defined for those settings. Other machines that don t match the Office restrictions would use the Office prompt style, show prompts in a user-defined order, and be allowed to have up to 100 items returned from a search. 2011 MicroStrategy, Inc. Using server-based configuration in MicroStrategy Office 285

B Server-based Configuration MicroStrategy Office User Guide No user will be able to modify the setting for CSV AutoFormat, since the enable attribute is set to 0. To hide the Options menu, and prevent users from modifying any settings in MicroStrategy Office, add the following node under the <appsettings> node: <add key= Show Options value= 0 enable= 1 override= 1 /> Importing the configuration file After you have created the configuration file and specified the settings that you want to control based on the restrictions you have defined, you can import the file into MicroStrategy Web Services. Every time a user logs in to MicroStrategy Office, they connect to MicroStrategy Web Services. By importing the configuration file to MicroStrategy Web Services, you ensure that all users access the same configuration file. The steps below show you how to import a configuration file. Prerequisites To be able to import a configuration file into MicroStrategy Web Services, you must first export a configuration file. For more information about exporting a configuration file, see Exporting existing settings, page 282. To import the configuration file 1 Log in to MicroStrategy Office. 1 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 2 At the bottom left, click Import. The Import Configuration Options dialog box opens. 3 Browse to the configuration file and click Open. The configuration file is imported. 286 Using server-based configuration in MicroStrategy Office 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Server-based Configuration B 4 Restart MicroStrategy Office to apply the imported options. 2011 MicroStrategy, Inc. Using server-based configuration in MicroStrategy Office 287

B Server-based Configuration MicroStrategy Office User Guide 288 Using server-based configuration in MicroStrategy Office 2011 MicroStrategy, Inc.

C C.SECURITY AND SCALABILITY FOR MICROSTRATEGY WEB SERVICES Introduction To support MicroStrategy Office, MicroStrategy Web Services must be installed as part of your master MicroStrategy installation. For more information on installing MicroStrategy Web Services, see Installing and configuring MicroStrategy Web Services, page 251. MicroStrategy Web Services (MWS) supports advanced features for security and scalability, such as encrypting communications with MicroStrategy Office using Secure Socket Layer (SSL). For better performance and stability, you can also set up Web Services in web farms, which are multiple web servers running MWS, but configured to appear as a single web service and provide fault tolerance capabilities. Setting up SSL for encryption MicroStrategy Web Services (MWS) can be configured to use Secure Socket Layer (SSL) connection to create an encrypted channel between Office and 2011 MicroStrategy, Inc. Setting up SSL for encryption 289

C Security and Scalability for MicroStrategy Web Services MicroStrategy Office User Guide Web Services. This ensures private communications between the two. This section describes setting up SSL in a Windows 2003 environment. The documentation below refers to third-party software, and thus is subject to change. MicroStrategy makes no guarantee on the availability or accuracy of third party documentation. To allow MicroStrategy Web Services to use SSL, you must obtain a digital certificate for the MWS application and install The following is an overview of the tasks you need to perform to set up SSL for MicroStrategy Web Services: Generate an SSL Certificate Request. Submit the Certificate Request. Install the SSL certificate on the web server. Configure MWS to require SSL access. Test SSL access to MWS. Configure MicroStrategy Office to use the SSL HTTPS URL. Prerequisites To set up SSL for MWS, you require access to a Certificate Authority (CA), which may be one of the following: An Enterprise CA, which is set up on your local network. To set up an Enterprise CA on your network, refer to your Microsoft documentation. A commercial CA, such as VeriSign Generating an SSL Certificate Request Perform the following steps to generate an SSL Certificate Request for the MWS web application. This request must be made for the IIS website that contains the MWS application, and must then be submitted to the CA to obtain an SSL certificate. 290 Setting up SSL for encryption 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Security and Scalability for MicroStrategy Web Services C To generate an SSL Certificate Request 1 From your Start menu, select Settings, select Control Panel, and then select Administrative Tools. Open the Internet Information Services (IIS) Manager tool. 2 On the left, navigate to the website containing the MWS virtual directory. By default, it is the Default Web Site. Right-click on the website and select Properties. The Properties dialog box opens. 3 On the Directory Security tab, click Server Certificate. The IIS Certificate Wizard opens. 4 In the Welcome dialog box, click Next. The Server Certificate page opens. 5 Click Create a New Certificate and click Next. The Delayed or Immediate Request page opens. 6 Depending on the type of Certificate Authority (CA) you are sending the request to, select one of the following options: Prepare the request now, but send it later: This is the default selection. Select this if you are using a commercial CA such as VeriSign, or if you want to request the certificate later. Immediately send the request to a Certificate Authority: This option is only available if you have a properly configured Microsoft Certificate Server available in your domain. Select this option to request a certificate from the Certificate Server immediately. Select Prepare the request now, but send it later and click Next. The Name and Security Settings page opens. 7 In the Name field, enter a name for the website. The name should be something that is easy for you to remember. 8 From the Bit length drop-down, choose a bit length for the encryption key. A greater bit length offers more robust security, but may also affect performance. The recommended value for Bit length is 2048. However, different CAs may require you to choose different values for the bit length. Verify the required bit length with your CA before proceeding. 9 Click Next. The Organizational Information page opens. 2011 MicroStrategy, Inc. Setting up SSL for encryption 291

C Security and Scalability for MicroStrategy Web Services MicroStrategy Office User Guide 10 Enter your organization name and your organization unit (department) name, and click Next. The Your Site s Common Name page opens. 11 Enter a common name for the server where Web Services is hosted. If this server is on the Internet, use its URL; for example, http://www.example.com. If this site is on an intranet, use the NetBIOS or DNS name of your computer. This name should be displayed by default. 12 Click Next. The Geographical Information page opens. 13 Enter your country, state and city, and click Next. The Certificate Request File Name page opens. 14 Enter a file name for the certificate request. By default, the certificate request is stored as C:\certreq.txt. The file contains a Base 64 encoded string containing the information in the request as well as your public key. Additional information is signed with your private key. A Certificate Authority can use your public key to verify the information signed with your private key. 15 Click Next. A summary of the above choices is shown. 16 Click Next, and then click Finish. Submitting a Certificate Request Once you have created a Certificate Request, you must submit it to a Certificate Authority (CA) to obtain an SSL certificate. If you are using a commercial CA, refer to their documentation for the procedure to submit the certificate. Use the following procedure to submit a Certificate Request to an Enterprise CA running Microsoft Certificate Services on your local network. To submit a Certificate Request 1 Open the request file generated in Generating an SSL Certificate Request, page 290 with Notepad and copy the contents. 292 Setting up SSL for encryption 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Security and Scalability for MicroStrategy Web Services C 2 In your browser, open the following URL: http://hostname/ CertSrv, where hostname is the server on which Microsoft Certificate Services was installed. The Microsoft Certificate Services page opens. 3 Click Request a Certificate. The Choose Request Type page opens. 4 Click Advanced Request and click Next. The Submit a Certificate Request or Renewal Request page opens. 5 In the Base64 Encoded Certificate Request field, paste the contents of the request file, and click Submit. The Certificate Pending page is displayed. You may need to contact the administrator of the CA to ensure that the Certificate Request is approved. 6 Once the Certificate Request is approved, open the Certificate Services URL mentioned above. You must use the same machine and browser that you used to submit the certificate request. 7 Click View the status of a pending certificate request. The Pending Requests page opens. 8 Click the link for the certificate request you made. If the certificate has been issued, the Certificate Issued page opens. 9 Select the Base 64 encoded option, and click Download certificate. The certificate is downloaded. Installing the SSL certificate on the Web Server When you have downloaded the SSL certificate from your enterprise or commercial CA, perform the following steps to install it on the Web Server. To install the SSL certificate on the Web Server 1 From your Start menu, select Settings, select Control Panel, then select Administrative Tools. Open the Internet Services Manager tool. 2011 MicroStrategy, Inc. Setting up SSL for encryption 293

C Security and Scalability for MicroStrategy Web Services MicroStrategy Office User Guide 2 On the left, navigate to the website containing the MWS virtual directory. By default, this is the Default Web Site. Right-click on the website and click Properties. The Properties dialog box opens. 3 On the Directory Security tab, click Server Certificate. The Web Server Certificate Wizard opens. Click Next to close the Welcome page. 4 Click Process the pending request and install the certificate. Click Next. The Process a Pending Request page opens. 5 Enter the path and file name of the issued certificate and click Next. The Certificate Summary page opens. 6 Review the information in the Certificate Summary, click Next, and then click Finish to install the certificate on the Web Server. Configuring the MWS application to require SSL access Perform the following steps to configure MWS to require SSL access. To configure the MWS application to require SSL access 1 From the Start menu, select Settings, select Control Panel, and select Administrative Tools. Open the Internet Information Services Manager tool. 2 On the left, navigate to the MWS virtual directory, which is named MicroStrategyWS by default. Right-click the virtual directory name and click Properties. The Properties dialog box opens. 3 On the Directory Security tab, in the Secure Communications panel, click Edit. The Secure Communications dialog box opens. 4 Click Require secure channel (SSL) to require use of HTTPS. 5 Click OK, then click OK again to close the Properties dialog box. 6 Close the Internet Information Services Manager. 294 Setting up SSL for encryption 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Security and Scalability for MicroStrategy Web Services C Testing SSL access to Web Services Perform the following steps to test SSL access to Web Services. To test SSL access to Web Services 1 In your browser, enter the URL to access MWS. By default, this is http://hostname/microstrategyws/mstrws.asmx. An error page should appear, with a 403.4 error indicating that SSL is required to access the page. 2 Enter the URL https://hostname/microstrategyws/ MSTRWS.asmx (note the https instead of http). After a short delay, the Web Services method list should be displayed, indicating that the SSL access is working. Configuring MicroStrategy Office to use an HTTPS URL In MicroStrategy Office, in the Options dialog box, you must add the https:// prefix to the URL for Web Services, as described below. To configure MicroStrategy Office to use SSL 1 In the Windows Start menu, select Programs, MicroStrategy, Office, and choose Configuration. 2 Under General, select Server. 3 In the Web Services URL field, replace the http:// prefix with https://. 4 Click OK to save the changes and close the MicroStrategy Office Options dialog box. 2011 MicroStrategy, Inc. Setting up SSL for encryption 295

C Security and Scalability for MicroStrategy Web Services MicroStrategy Office User Guide Adding your Enterprise CA as a trusted certificate authority If used an Enterprise CA on your network, its certificate must be installed on the client as a trusted root certificate authority. Perform the following steps to add your CA as a trusted authority. To establish trust between client and server 1 On the machine where MWS is installed, open the following URL in a browser window: http://hostname/certsrv, where hostname is the computer on which Certificate Services is installed. 2 Click Download a CA certificate, certificate chain, or CRL. 3 Under Encoding method, select Base 64. 4 Click Download CA certificate and save it to the computer. 5 From a command window, run the Microsoft Management Console by typing mmc to start the console program. 6 From the File menu, select Console and then select Add/Remove Snap-in. The Add/Remove Snap-in dialog box opens. 7 Click Add to open the Add Standalone Snap-in dialog box, click Certificates, and then click Add. 8 Click Computer Account and click Next. 9 Click Local Computer and then click Finish to see a list of certificate categories that appear in the Snap-in window. 10 Click OK to return to the Console Root window. 11 On the left, open the list of trusted root certificate authorities. 12 Click Action, then All Tasks, then Import. The Certificate Import Wizard opens. 13 Click Browse, and select the certificate you downloaded from your CA. 14 Click Next. The Certificate Store page opens. 15 Select Place all certificates in the following store. 296 Setting up SSL for encryption 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Security and Scalability for MicroStrategy Web Services C 16 Click Browse, and select the Trusted Root Certification Authorities folder. 17 Click Next, then click Finish. A message is displayed, indicating that the import was successful. Setting up Web Services on a web farm A web farm consists of several web server machines configured together to act as a single server with a single IP address. MWS can be configured to run in a web farm to provide better performance, scalability, and reliability. This section outlines the steps to set up a web farm using the Windows Server 2003 Network Load Balancing Service. Other software and hardware load balancers or switches can also be used to set up a web farm. Each web server in the cluster must be configured to be fully operational. For MWS, this means it is fully installed and configured, including having all required project sources in its projectsources.xml file. Windows XP, 2003. and 2008 servers can be balanced in the same cluster. The following steps use the Windows 2003 Network Load Balancing Manager to set up the cluster. Make sure you have administrative access to each of the servers that will be added to the cluster. The following list summarizes the work involved in setting up a web farm: Install and configure MWS on each web server that will be network load-balanced. Configure the cluster and each server for network load balancing. Installing and configuring MicroStrategy Web Services Perform the following steps to install and configure MWS on the cluster servers. To install and configure MWS 1 For each machine that will be part of the set of load balanced servers, install MicroStrategy Web Services using the instructions in the MicroStrategy Installation and Configuration Guide. 2011 MicroStrategy, Inc. Setting up Web Services on a web farm 297

C Security and Scalability for MicroStrategy Web Services MicroStrategy Office User Guide 2 Ensure that all machines have the same project sources in the corresponding projectsources.xml. For instructions on adding or editing project sources, see Adding or editing project sources for MicroStrategy Web Services, page 254. Configuring the cluster and servers for network load balancing Perform the following steps to configure the cluster and each server for network load balancing (NLB). You can only use the Windows 2003/2008 NLB Manager to configure all hosts if they are all on Windows 2003 and 2008. Otherwise, you must use the local manager on each Windows XP machine. Be aware of the following: A production installation requires more considerations during cluster configuration than this procedure presents. These considerations include security and performance issues. See your Microsoft documentation for a full evaluation and analysis of the applicable issues. If you decide to combine a web farm with SSL, additional concerns exist and are reviewed in the Microsoft documentation. To configure the cluster and servers for load balancing 1 From the Windows Start menu, select Settings, select Control Panel, and open Administrative Tools. Open the Network Load Balancing tool. 2 To create a new cluster, right-click Network Load Balancing Clusters and select New Cluster. The Cluster Parameters dialog box opens. 3 In the Cluster IP Configuration panel, enter an IP address, Subnet mask, and full Internet name. Leave the IGMP Multicast option disabled. However, if the cluster does not operate, you may need to return to this screen and enable this option. Consult the Network Load Balancing Service documentation for more advanced setup details. Leave the Allow Remote Control option disabled. 298 Setting up Web Services on a web farm 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Security and Scalability for MicroStrategy Web Services C Click Next. The Cluster IP Addresses dialog box opens. 4 Click Next. The Port Rules dialog box opens. 5 The default port rule is too broad for production, but works for evaluation purposes. Consult your Microsoft documentation for various scenarios for port rules. Note the following: Two key ports are port 80 for standard HTTP traffic, and port 443 for SSL traffic. For SSL, there are numerous issues to insure proper operation of NLB and SSL together. Consult your Microsoft documentation for information on resolving these issues. 6 Click Next. The Connect dialog box opens. Before entering host information, ensure that all servers in the cluster have fixed IP addresses. 7 Enter a hostname or an IP address in the Host box and click Connect. The Interfaces Available list automatically populates with interface information. 8 Select an interface to be included in the cluster and click Next. The Host Parameters dialog box opens. 9 The Host Priority box displays a unique ID that identifies each node in the cluster and represents the priority given to each node. The lower the ID, the higher the priority. Node 1 is the master node and will receive requests and act as a routing manager in most cases. When the work load is too high, other servers perform this function. Set the priority, and click Finish to complete host definition and close all dialogs. 10 The manager configures the first host and logs results in the bottom pane. The final message should be End Configuration Change. 11 To add an additional host, right-click the cluster you just added and click Add Host to Cluster. The Connect dialog box opens. Repeat the appropriate steps above for the additional host. 12 Reconfigure MicroStrategy Office to use the cluster s virtual IP address. 2011 MicroStrategy, Inc. Setting up Web Services on a web farm 299

C Security and Scalability for MicroStrategy Web Services MicroStrategy Office User Guide 300 Setting up Web Services on a web farm 2011 MicroStrategy, Inc.

D D.TROUBLESHOOTING MICROSTRATEGY OFFICE Introduction This appendix provides a brief overview of how to log MicroStrategy Office and MicroStrategy Web Services information and troubleshoot common issues. It also provides information on where to find additional troubleshooting resources. Enabling logging and running diagnostics You can configure MicroStrategy Office to log a variety of diagnostic information, including the following: Web Services errors Report results Prompt results 2011 MicroStrategy, Inc. Enabling logging and running diagnostics 301

D Troubleshooting MicroStrategy Office MicroStrategy Office User Guide To enable logging in MicroStrategy Office 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 3 In the General folder, expand the Diagnostics folder. 4 Select which logs to enable and locations in which to save them. You can log MicroStrategy Web Services errors, report and prompt results For these steps, press F1 to access the MicroStrategy Office online help. To view the MicroStrategy Office log 1 On a machine with MicroStrategy Office installed, open Microsoft Excel, PowerPoint, or Word. 2 On the MicroStrategy Office toolbar, click Options. The MicroStrategy Office Options dialog box opens. 3 In the General folder, expand the Diagnostics folder. 4 Click the View button. The Choose MicroStrategy Office Result Files page opens. 5 Navigate to the log file, select it, and click Open. The log file is displayed. MicroStrategy Office issues The following sections outline some MicroStrategy Office issues and direct you to potential solutions for each. If you encounter any issues with MicroStrategy Office that are not discussed below or elsewhere in this guide, refer to the MicroStrategy Knowledge Base. If you do not have direct access to the MicroStrategy Knowledge Base, contact your Administrator. 302 MicroStrategy Office issues 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Troubleshooting MicroStrategy Office D MicroStrategy Office toolbar is not appearing in Microsoft Excel, PowerPoint, or Word One issue you may encounter in MicroStrategy Office is that the MicroStrategy Office toolbar does not appear in Microsoft Excel, Word, or PowerPoint. Use the following procedures for reference if the MicroStrategy Office toolbar does not appear: Verify that MicroStrategy Office has been enabled for your Microsoft Office product, page 303 Verify that MicroStrategy Office has not been disabled by Microsoft Office, page 304 The following section applies only to Microsoft Office XP and higher. Verify that the Microsoft product s security is set to trust installed add-ins, page 304 Verify that MicroStrategy Office has been enabled for your Microsoft Office product The MicroStrategy Office toolbar must be enabled for your specific Microsoft Office product in the MicroStrategy Office Configuration page. Follow the procedure below to ensure that the toolbar is enabled in your Microsoft Office product(s). To verify that MicroStrategy Office has been enabled in your Microsoft Office product 1 From the Windows Start menu, point to Programs, then MicroStrategy, then Office, and then select Configuration. The MicroStrategy Office Configuration page is displayed. 2 Select the General folder. 3 Select the check boxes next to the Microsoft Office applications in which you want to load the MicroStrategy Office toolbar. 4 Click OK to close the MicroStrategy Office Configuration page. 2011 MicroStrategy, Inc. MicroStrategy Office issues 303

D Troubleshooting MicroStrategy Office MicroStrategy Office User Guide 5 Open the Microsoft Office product to see if the MicroStrategy Office toolbar is displayed. If it is not displayed, try one of the other troubleshooting procedures listed above in MicroStrategy Office toolbar is not appearing in Microsoft Excel, PowerPoint, or Word, page 259. Verify that MicroStrategy Office has not been disabled by Microsoft Office Microsoft Office may have disabled the MicroStrategy Office toolbar. To ensure that the toolbar is not disabled in Microsoft Excel, PowerPoint, or Word, follow the procedure below. This procedure applies only to Microsoft Office XP and higher. To verify that MicroStrategy Office has not been disabled by Microsoft Office 1 Open the Microsoft Office product in which the MicroStrategy Office toolbar is missing. 2 From the Help menu, select About (name of Microsoft Office product). 3 Select Disabled Items. 4 If MicroStrategy Office is on the list of disabled items, select it, and then select Enable. 5 Click OK to close the About dialog box. 6 Close, then reopen the Microsoft Office product to see if the MicroStrategy Office toolbar is displayed. If it is not displayed, try one of the other troubleshooting procedures listed above in MicroStrategy Office toolbar is not appearing in Microsoft Excel, PowerPoint, or Word, page 259. Verify that the Microsoft product s security is set to trust installed add-ins The macro security settings within your Microsoft Office product may be preventing the MicroStrategy Office toolbar from being displayed. To adjust your macro security settings to accept the MicroStrategy Office toolbar, perform the following procedure. 304 MicroStrategy Office issues 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Troubleshooting MicroStrategy Office D To verify that the Microsoft product s security is set to trust installed add-ins 1 Open the Microsoft Office product in which the MicroStrategy Office toolbar is missing. 2 From the Tools menu, select Macro and then Security. 3 Select the Trusted Sources tab. 4 Select the Trust all installed add-in and templates check box. 5 Click OK. 6 Close and re-open the Microsoft Office product to see if the MicroStrategy Office toolbar is displayed. If it is not displayed, try one of the other troubleshooting procedures listed above in MicroStrategy Office toolbar is not appearing in Microsoft Excel, PowerPoint, or Word, page 259. Smart Tags are not displayed or are working incorrectly You may encounter an issue in which Smart Tags that you assign to reports and projects are not displayed in Microsoft Word or PowerPoint. If this issue occurs, refer to the troubleshooting steps in the Troubleshooting topic of the MicroStrategy Office online help. To access the MicroStrategy Office online help, press F1 from any MicroStrategy Office screen. For information about using Smart Tags with MicroStrategy Office, see Using Microsoft Smart Tags as links to projects and reports, page 233. Dashboard documents are not displayed in Microsoft Excel, PowerPoint, or Word Upon opening a Microsoft Excel workbook, PowerPoint presentation, or Word document, you may notice that one or more dashboard documents are not displayed. 2011 MicroStrategy, Inc. MicroStrategy Office issues 305

D Troubleshooting MicroStrategy Office MicroStrategy Office User Guide This issue occurs if you do not have MicroStrategy Office installed on your machine. You must have MicroStrategy Office installed to view your dashboard documents. To view Flash-enabled documents, you must also have Adobe Flash Player installed. 306 MicroStrategy Office issues 2011 MicroStrategy, Inc.

GLOSSARY attribute A data level defined by the system architect and associated with one or more columns in a data warehouse lookup table. Attributes include data classifications like Region, Order, Customer, Age, Item, City, and Year. They provide a means for aggregating and filtering at a given level. attribute element A value of any of the attribute forms of an attribute. For example, New York and Dallas are elements of the attribute City; January, February, and March are elements of the attribute Month. attribute form One of several columns associated with an attribute that are different aspects of the same thing. ID, Name, Last Name, Long Description, and Abbreviation could be forms of the attribute Customer. Every attribute supports its own collection of forms. block A logical display element used to control the display of large reports in the limited page and slide dimensions of Microsoft Word and PowerPoint. A block may consist of multiple fetches. Blocks are defined by Microsoft Office product-specific configuration settings. custom group An object that can be placed on a template and is made up of an ordered collection of elements called custom group elements. Each element contains its own set of filtering qualifications. 2011 MicroStrategy, Inc. Glossary: attribute 307

Glossary MicroStrategy Office User Guide dimensionality See level. fact 1) A measurement value, often numeric and typically aggregatable, stored in a data warehouse. 2) A schema object representing a column in a data warehouse table and containing basic or aggregated numbers usually prices, or sales in dollars, or inventory quantities in counts. See also metric. fetch The amount of report data retrieved from one call to MicroStrategy Web Services. Fetches are used to control the amount of network traffic between MicroStrategy Office and MicroStrategy Web Services and the amount of memory used by MicroStrategy Intelligence Server. When you execute a report or document into a Microsoft product, the Execution Status dialog box displays the progress of each fetch. Fetch size is controlled by Microsoft Office product-specific configuration settings. Maximum fetch size is governed by an Intelligence Server setting in MicroStrategy Desktop. filter A MicroStrategy object that specifies the conditions that the data must meet to be included in the report results. Using a filter on a report narrows the data to consider only the information that is relevant to answer your business question, since a report queries the database against all the data stored in the data warehouse. A filter is composed of at least one qualification, which is the actual condition that must be met for the data to be included on a report. Multiple qualifications in a single filter are combined using logical operators. Examples include Region = Northeast or Revenue > $1 million. A filter is normally implemented in the SQL WHERE clause Flash-enabled document A Report Services document in which Flash Mode is selected as an available display mode in the Document Properties dialog box. 308 Glossary: dimensionality 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Glossary flattened A report display type in which the results of a report are displayed with all attributes and metrics flattened side-by-side on one axis. Also, any subtotals within the report are not displayed. It is convenient to execute your report or HTML document in this display type if you intend to use Excel s drop-down lists to filter, hide/show data, and more. hierarchy A set of attributes defining a meaningful path for element browsing or drilling. The order of the attributes is typically though not always defined such that a higher attribute has a one-to-many relationship with its child attributes. HTML document 1) A compound report displaying multiple grids and graphs. 2) The MicroStrategy object that supports such a report. For information about HTML documents, such as procedures to create and format them, see the Desktop Help. MicroStrategy also offers Report Services documents, in a separate product called MicroStrategy Report Services. This product helps you create Report Services documents and interactive dashboards that can be used with Flash. For information about Report Services documents, see the MicroStrategy Report Services Document Creation Guide. Intelligent Cube A copy of the report data saved in memory and used for manipulation of the view definition. This division allows multiple reports with different views to share a common data definition. level 1) In a data warehouse, facts are said to be stored at a particular level defined by the attribute IDs present in the fact table. For example, if a fact table has a Date column, an Item_ID column, and a fact column, that fact is stored at the Date/Item level. 2) With regard to metric calculation, the level is the level of calculation for the metric. For example, a metric on a report with Year and Store attributes would be calculated at the Year/Store level. 2011 MicroStrategy, Inc. Glossary: flattened 309

Glossary MicroStrategy Office User Guide manual fetch A type of incremental report result fetching in which you are asked to confirm each fetch. For example, when you execute a report, you are prompted to confirm that each fetch, or section of report results, is displayed. metric 1) A business calculation defined by an expression built with functions, facts, attributes, or other metrics. For example: Sum(dollar_sales) or [Sales] - [Cost]. 2) The MicroStrategy object that contains the metric definition. It represents a business measure or key performance indicator. See also fact page An amount of data that is analogous to a page in a page-by report. Each page of a page-by report represents one combination of elements from each attribute on the page-by axis. For example, one page may contain data related to 2006 as well as the Southeast region. A report with no attributes on the page-by axis is considered to have one page. When you execute a report or document into a Microsoft product, the Execution Status dialog box displays the progress of each page. page-by Segmenting data in a grid report by placing available attributes, consolidations, and metrics on a third axis called the Page axis. Since a grid is two-dimensional, only a slice of the cube can be seen at any one time. The slice is characterized by the choice of elements on the Page axis. By varying the selection of elements, the user can page through the cube. persistence A default behavior in MicroStrategy Office ensuring that every report and document you run in an Excel workbook, PowerPoint presentation, or Word document retains a link to MicroStrategy Intelligence Server. This ensures that you and other users can refresh the reports and documents to retrieve the latest data from the data warehouse or other data sources. Every report or document executed also contains properties that are persisted; these properties determine how the report 310 Glossary: manual fetch 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Glossary or document is displayed and can be modified by users once it is refreshed. preview fetch A type of incremental report result fetching in which you can see a preview of the report data as it runs. You specify how many rows of the report you want to preview at a time, and fetching automatically stops after one fetch. prompt 1) MicroStrategy object in the report definition that is incomplete by design. The user is asked during the resolution phase of report execution to provide an answer that completes the information. A typical example with a filter is choosing a specific attribute on which to qualify. 2) In general, a window requesting user input, as in type login ID and password at the prompt. qualification The actual condition that must be met for data to be included on a report. Examples include Region = Northeast or Revenue > $1 million. Qualifications are used in filters and custom groups. You can create multiple qualifications for a single filter or custom group, and then set how to combine the qualifications using the logical operators AND, AND NOT, OR, and OR NOT Quick Grid A report display type in MicroStrategy Office in which the report is run as a CSV and bulk-loaded into Excel in one fetch. Although this results in a fast report execution time, formatting from the report definition, such as fonts, colors, and thresholds is not applied. You can apply formatting to Quick Grids using Microsoft Excel s AutoFormats. report The central focus of any decision support investigation, a report allows users to query for data, analyze that data, and then present it in a visually pleasing manner. smart fetch A type of report result fetching in which fetching continues until completion or you cancel the operation. This is the default fetch method used in MicroStrategy Office. 2011 MicroStrategy, Inc. Glossary: preview fetch 311

Glossary MicroStrategy Office User Guide smart tag alias A smart tag name that you can specify for a report or project. When Microsoft Office recognizes this name, the MicroStrategy Office Smart Tag actions menu is displayed. This means that when the name you specify is typed, it becomes a smart tag that provides several options to execute the report. 312 Glossary: smart tag alias 2011 MicroStrategy, Inc.

INDEX A accessing MicroStrategy Office from a Microsoft product 11 MicroStrategy Office menu 11 MicroStrategy Office toolbar 12 analyzing data using Excel auto-filtering 100 data using PivotTables and PivotTables 94 anonymous authentication configuring 265 enabling in MicroStrategy Office 265 attribute forms in a report 70, 159 authentication logging in to a MicroStrategy project 258 auto-filtering in a workbook 100 AutoFit Columns 159 AutoFit Rows 159 automatic refreshing of a report 222 B block defined on 51 border adding around a report 150, 159 adding around a report in a document 159 browsing documents 15 projects 15 reports 15 business case, example of working with MicroStrategy Office 4 C certificate installing for SSL 293 requesting for SSL 290 chart options in a report 158 chart report display 42 clearing data from a report 218 cluster configuring 298 Web Farms and 297 communications privacy 290 concurrent number of reports executed 27 configuring a cluster 298 2011 MicroStrategy, Inc. 313

Index MicroStrategy Office User Guide D dashboard documents, troubleshooting 305 dashboard, creating in a workbook 87 data security 260, 261 data source, retrieving latest data from 31 data warehouse, retrieving latest data from 31 deleting document 30 report 30 delivering a report using MicroStrategy Web and Narrowcast Server 246 Desktop prompt style 64 details including for a page-by report 69 including for a report 67 diagnostics, running in MicroStrategy Office 301 disconnecting from a project 18 from a project source 19 display type assigning default 40 modifying for reports and documents 25, 39 distributing report data using Microsoft Outlook 231 report using Microsoft Outlook 231 report using MicroStrategy Web and Narrowcast Server 246 document adding a border to a report in 159 adding to a presentation 108 adding to a Word document 132 adding to a workbook 77 answering a prompt in 58 browsing 20 E controlling access to data in 224 controlling execution of 50 deleting 30 determining placement of 38 determining size of 38 display type example 41 executing 24, 26 executing prompted 58 fetch progress 27, 51 Flash Player version for Flash-enabled 83 formatting in a presentation 160 formatting in a workbook 159, 160 including details of 67 location in presentation 38 modifying display type of 25, 39, 40 moving in a presentation 169 moving in a Word document 169 moving in a workbook 167 page-by details 69 receiving Flash-enabled 228 refreshing 31 refreshing all at once 32 refreshing specific 33 searching for 22 sending Flash-enabled document to other users 227 sharing a prompt answer in 60 third-party data file and Flash-enabled 229 emailing a report using Microsoft Outlook 231 embedded Excel workbook, adding a report as 49 enabling MicroStrategy Office toolbar 12 errors 314 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Index tracking for MicroStrategy Web Services 301 tracking for prompt results 301 tracking for report results 301 example of working with MicroStrategy Office 4 report display type 41 Excel creating a report-filled workbook in 76 using MicroStrategy Office in 75 Excel Reports folder, purpose of 21 Excel workbook. See workbook. executing document 26 number of concurrent reports 27 page-by report 25 prompted report 25 prompted reports and documents 58 report 26 reports and documents 24 viewing progress for reports and documents 51 viewing progress of reports and documents 27 exporting a report in MicroStrategy Web 245 F fetch defined on 51 Flash.SWF and data files 227 Flash Player, required version 83 Flash-enabled document adding to a presentation 110 adding to a Word document 135 adding to a workbook 83 receiving 228 required Flash Player version 83 sending to other users 227 using a third-party data file 229 Flash-enabled documents troubleshooting 305 flattened report display defined on 46 folder browsing 20 searching for 22 folder tree, viewing 15 formatting individual report properties 223 report in a presentation 125, 145, 160 report in a Word document 160 report in a workbook 93, 159, 160 G graph, specifying image type for 158 graphic, positioning a report around 168 Grid and Chart report display 44 Grid report display 42 modifying options for 42 H hidden reports and documents 15 History List, purpose of 21 HTML document adding to a presentation 108 adding to a Word document 132 adding to a workbook 77 I image type, specifying for a graph in a report 158 installation 251 Web Services, advanced 297 Web Services, basic 251 installing MicroStrategy Office 6 2011 MicroStrategy, Inc. 315

Index MicroStrategy Office User Guide MicroStrategy Web Services 6 international support xxviii L layout, modifying for MicroStrategy Office 22 LDAP authentication configuring 265 enabling in MicroStrategy Office 265 live chart, inserting a graph report as 226 location of reports and documents in presentations 38 locking persistence 221 log creating 301 viewing 302 logging in to a project 13 to multiple projects 19 M Manual Fetch defined on 51 menu, MicroStrategy Office 11 Microsoft Excel, creating a report-filled workbook in 76 Microsoft Outlook using MicroStrategy Office in 231 using to distribute report data 231 Microsoft PowerPoint, creating a report-filled presentation in 107 Microsoft Word, creating a report-filled document in 132 MicroStrategy Office accessing from Microsoft products 11 browsing a project in 15 business case 4 configuring report execution 23 confirming installation of 7 connection with MicroStrategy Intelligence Server 5, 6 connection with MicroStrategy Web Services 5, 6 default display type 40 deleting reports and documents 30 disconnecting from a project 18 example 4 Excel 76 executing page-by report 52 executing reports and documents 24, 26 folder tree 15 hidden reports and documents 15 installing 6, 8 installing from MicroStrategy CD-ROM 9 installing from MicroStrategy Web 9 installing from network location 8 logging in to a project 13 modifying layout of 22 persistence 31 preferences 23 product overview 2 refreshing 31 report display types 25, 39 sample workflow 4 searching for an object in 22 tasks performed with 4 toolbar not displayed in 303 troubleshooting Smart Tag issues 305 upgrading through Web Services 7 using in Excel 75 using in Microsoft Outlook 231 using in PowerPoint 105 using in Word 129 MicroStrategy Office API 91 MicroStrategy Office menu, accessing from a Microsoft product 11 316 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Index MicroStrategy Office toolbar accessing from a Microsoft product 12 enabling 12 MicroStrategy report formatting applying to a report 150 clearing and modifying 88 modifying 150 MicroStrategy Web delivering a report using 246 exporting a report from 245 MicroStrategy Web Services installing 6 overview 5, 6 tracking errors for 301 modifying data in reports and documents 224 display format of reports and documents 25 graph options 158, 226 Grid report display options 42 Quick Grid options 48 moving report in a presentation 169 report in a Word document 169 report in a workbook 167 My Reports folder, purpose of 20 N Narrowcast Server, using with MicroStrategy Web to deliver a report 246 network load balancing 298 Network Load Balancing Manager 297 O outline mode, enabling in a report 159 outline report display 44 Outlook, using to distribute report P data 231 page defined on 51 page-by clearing a report with objects in 57 determining location of data 52 executing a report with objects in 52 placeholder 57 password, logging in without 268 performance Web Farms and 297 persistence defined on 31 locking 221 properties in a report 223 PivotChart analyzing data in a workbook using 94 report display 45 PivotTable analyzing data in a workbook using 94 modifying report display options for 45 report display 44 placement accessing options for 38 of reports and documents 38 positioning a report around a graphic 168 PowerPoint creating a report-filled presentation in 107 using MicroStrategy Office in 105 PowerPoint presentation. See presentation. PowerPoint Reports folder, purpose of 21 presentation adding a document to adding a report to creating for a non-microstrategy Office 2011 MicroStrategy, Inc. 317

Index MicroStrategy Office User Guide user 124 creating prompted 119 formatting a report in 125, 145 formatting reports and documents in 160 moving reports and documents in 169 refreshing 125 resizing a report in 125, 145 saving 124 securing data in 124 static 124 privacy of communications 290 project disconnecting from 18 linking to a Smart Tag 233 logging in to 13 project source Web Farms and 297 projectsources.xml 266 prompt answering in reports and documents 58 choosing the style of 64 reusing an answer 60 sharing an answer 60 style 64 using in a presentation 119 properties disabling view of in a report 220 persisted in a report 223 Q Quick Grid report display defined on 47 modifying options for 48 R ranking data in a workbook 100 refreshing all reports and documents 32 automatically 222 controlling in a report 219 disabling 219, 220 document 31 presentation 125 report 31 report exported from MicroStrategy Web 245 specific reports and documents 33 specific reports and documents in Excel 94 specific reports and documents in PowerPoint 126 specific reports and documents in Word 146 Word document 145 workbook 93 report adding a border 159 adding a calculation 104 adding to a presentation 108 adding to a Word document 132 adding to a workbook 77 adding to an email in Microsoft Outlook 231 answering a prompt in 58 browsing 20 controlling access to data in 224 controlling execution of 50 controlling refresh ability in 219 deleting 30 determining placement of 38 determining size of 38 display type example 41 enabling outline mode 159 executing 24, 26 executing prompted 58 318 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Index fetch progress 27, 51 fetching 50 formatting in a presentation 160 formatting in a Word document 160 formatting in a workbook 159, 160 including details of 67 linking to a Smart Tag 109, 133, 233 linking to a Smart Tag in Excel 80 location of in presentation 38 modifying display type of 25, 39, 40 modifying how users log in to 267 moving in a presentation 169 moving in a Word document 169 moving in a workbook 167 page-by details 69 positioning in a workbook 168 refreshing 31 refreshing all at once 32 refreshing specific 33 searching for 22 sharing a prompt answer in 60 showing attribute forms in 159 showing header description 70 report display type assigning default 40 modifying 25, 39 Report Properties disabling view of 220 modifying for a report 223 Report Services document. See document. reprompting, disabling 220 resizing report in a presentation 125, 145, 160 report in a Word document 160 report in a workbook 93, 159, 160 S saving presentation 124 Word document 144 workbook 91 scalability and Web Farms 297 scorecard, creating in a workbook 87 searching advanced 23 for folders, reports, and documents 22 securing data by clearing it 218 data to distribute to others 216 workbook using Excel 227 security applied when designing with MicroStrategy Office 260 applied when receiving a report-filled file 261, 262 example 259 filter 260, 261 in a Word document 144 in a workbook 92 overview 258 presentation and 124 workflow 259 Shared Reports folder, purpose of 20 size of reports and documents 38 sizing rows and columns in a report 159 slicing and dicing data in a workbook 94 Smart Fetch defined on 51 Smart Tag alias 235, 239 associating with a project name 238 associating with a report 234 in a presentation 127 in a Word document 133 in Excel 80 2011 MicroStrategy, Inc. 319

Index MicroStrategy Office User Guide PowerPoint 109 using as links to projects and reports 233 viewing a list of 242 Smart Tag Alias, associating with a report 235, 239 SSL about 289 certificate request 290 configuring with Web Services 294 installing a certificate 293 testing 295 Web Farms and 298 standard authentication 258 static image adding a report as 49 inserting a graph report as 226 static presentation 124 support international xxviii support. See technical support. T table, using for a report in Word 134 technical support xxviii testing, SSL 295 toolbar enabling in a Microsoft product 12 MicroStrategy Office 12 troubleshooting common MicroStrategy Office issues 302 MicroStrategy Office toolbar not displayed 303 running diagnostics 301 Smart Tags 305 U Use Office privilege 1, 37, 76, 107, 132 V viewing hidden reports and documents 15 list of Smart Tags 242 virtual directory, default 251 W warehouse pass-through authentication, configuring 265 warehouse pass-through authentication, enabling in MicroStrategy Office 265 Web Farms about 297 project source and 297 SSL and 298 Web prompt style 64 Web Services configuring for SSL 294 installation 251 installation, advanced 297 Windows NT 265 automatic project connection 269 enabling authentication in MicroStrategy Office 265 Word creating a report-filled document in 132 using a table for a report 134 using MicroStrategy Office in 129 Word document adding a document to 132 adding a report to 132 example 130, 140 320 2011 MicroStrategy, Inc.

MicroStrategy Office User Guide Index formatting reports and documents in 160 moving reports and documents in 169 refreshing 145 saving 144 securing data in 144 Word Reports folder, purpose of 21 workbook adding a calculation 104 adding a document to adding a report to 77 adding an HTML document to 77 auto-filtering data in 100 customizing using MicroStrategy Office API 91 formatting a report in 93 formatting reports and documents in 159, 160 moving reports and documents in 167 refreshing 93 resizing a report in 93 saving 91 securing data in 92 securing using Excel 227 2011 MicroStrategy, Inc. 321

Index MicroStrategy Office User Guide 322 2011 MicroStrategy, Inc.