Microsoft Office 2007 Web Feature Sharing Access Data

Microsoft Office 2007

Web FeatureSharing Access Data

Objectives• Create a SharePoint Services list by exporting an Access

table• Open a SharePoint Services list from within SharePoint• Import or link a SharePoint Services list to an Access

table• Move a database to SharePoint and share the database• Insert a hyperlink to a file or Web page• Export to HTML

Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition 2

Plan Ahead

• Determine tables to be shared• Determine whether users should import or link

SharePoint lists to their Access tables• Determine whether you should move an entire

database to SharePoint• Determine whether hyperlinks would be useful in

any forms or reports• Determine whether any database objects should

be exported as HTML


Creating a SharePoint Services List by Exporting an Access Table• With the table selected within Access, click External

Data on the Ribbon to display the External Data tab• Click the SharePoint List button in the Export group on

the External Data tab to display the Export - SharePoint Site dialog box

• Specify the SharePoint site, specify the name for the list, and, optionally, enter a description of the list

• Click the OK button and then enter your user name and password when prompted

• Decide whether you want to save the export steps


Opening a SharePoint Services List from within SharePoint• Enter the SharePoint site, giving your username

and password when prompted• Click the Lists link• Click the desired list


Importing a SharePoint Services List• With the database to which you wish to import the list

open, click Create on the Ribbon to display the Create tab

• Click the SharePoint Lists button on the Create tab to display the available SharePoint List templates

• Click Existing SharePoint List to display the Get External Data - SharePoint Site dialog box. (Rather than clicking SharePoint Lists on the Create tab, you could have clicked SharePoint List in the Import Group on the External Data tab. In that approach, you would not see the available SharePoint List templates)


Importing a SharePoint Services List• Enter the site address for the SharePoint site• Click the ‘Import the source data into a new table in the

current database’ option button• Click the Next button, enter your user name and

password when prompted, and then click the check box for the list you want to import (you can click more than one)

• Click the OK button to import the list• Decide whether you want to save the import steps


Linking a SharePoint Services List

• With the database to which you wish to link the list open, click Create on the Ribbon to display the Create tab

• Click the SharePoint Lists button on the Create tab to display the available SharePoint List templates

• Click Existing SharePoint List to display the Get External Data - SharePoint Site dialog box

• Enter the site address for the SharePoint site


Linking a SharePoint Services List

• Be sure the ‘Link to the data source by creating a linked table’ option button is selected

• Click the Next button, enter your user name and password when prompted, and then click the check box for the list you want to link

• Click the OK button to import the list• Decide whether you want to save the import

steps


Moving a Database to SharePointThe Wizard will perform the following tasks for you:• Create a backup copy of your database so that you can

go back to the non-SharePoint version if you need to do so

• Create a SharePoint list for every table in the database• Remove the tables from the database and replace them

with linked tables, ensuring that all the data is managed by SharePoint

• Optionally upload a copy of the database to the SharePoint site so that other users can access your queries, forms, and reports


Moving a Database to SharePointTo move a database to a SharePoint site, you would use the following

steps:• With the database to be moved open, click the Move to SharePoint

button in the SharePoint Lists group on the External Data tab to start the Move to SharePoint Site Wizard

• Enter the address of the SharePoint site, giving your user name and password when requested

• If you want to give other users the ability to use your forms and reports, be sure the ‘Save a copy of my database to the SharePoint site and create shortcuts to my Access forms and reports’ check box is selected

• Click the Browse button, select a location for the shared database (for example, the shared document library), and then click the OK button


Moving a Database to SharePoint

• Click the Next button• If you want to see details concerning issues

encountered while moving your data, click the Show Details button

• Click the Finish button to complete the movement of the database. If any problems occurred during the movement, a table called Move to SharePoint Site Issues will be created in the database; this table contains details concerning these issues


Opening a Shared Database• Enter the SharePoint Site, giving your user name and

password when requested• Select the location of the shared database (for example,

Shared Documents)• Click the name of the database you wish to open• Select whether you want to open the database in Read-

Only mode or in Edit mode• Click the OK button• If you wish to save a local copy, select a location for the

local copy


Inserting a Hyperlink to a File or Web Page• With the object to contain the hyperlink open in

Design view, click the Insert Hyperlink tool in the Controls group on the Design tab

• Type the text to display for the hyperlink• With Existing File or Web Page selected, select

the file or type the address• Click the OK button to add the hyperlink• Drag the hyperlink to the desired location


Exporting to HTML

• With the table, query, form, or report to be exported selected in the Navigation Pane, click the More button in the Export group on the External Data tab to display the More menu

• Click HTML Document on the More menu.• Enter the file name and location for the HTML file

to be created and then click the OK button• In the HTML Output Options dialog box, click the

OK button


Summary• Create a SharePoint Services list by exporting an Access

table• Open a SharePoint Services list from within SharePoint• Import or link a SharePoint Services list to an Access

table• Move a database to SharePoint and share the database• Insert a hyperlink to a file or Web page• Export to HTML


Microsoft Office 2007

Special Feature 3 CompleteSharing Access Data