Using the Access Web Datasheet

An Access Web Datasheet consists of rows, and each row corresponds to a list item. A column corresponds to a list field. The down arrow in the column headings is used to filter and sort data. Using the Access Web Datasheet is like editing a table in Excel 2007 or Office Access 2007. In the previous version of Windows SharePoint Services, the Access Web Datasheet was based on Office Excel technologies. When using SharePoint 3.0, the Access Web Datasheet is reliant on Access 2007. An Access icon appears in the top left corner of the Access Web Datasheet, and the words Access Web Datasheet display in the status bar.

When you type a value in a cell or choose a value from a drop-down list, an Edit icon displays to the far left indicating that changes have been made to the row. You can use the cursor keys or mouse to move from cell to cell to make changes to any row in the list.

When you leave a row that was changed or navigate away from the Web page, a Saving icon indicates that SharePoint is updating the database with your changes. You can continue making changes to different rows, and SharePoint saves your changes in the background. If your changes result in a conflict or error, the Access Web Datasheet will be updated with information necessary to resolve the conflict or error.

The last row in the Access Web Datasheet is always empty, and there is a New Item icon in the left column. This empty row can be used to add additional list items to the list. The Access Web Datasheet does not display the star (*) row for a document library.

All list items in the list are displayed on one Web page in the Access Web Datasheet regardless of the size of the list. Therefore, it isn’t practical to edit extremely large lists by using the Access Web Datasheet. To improve the performance of an Access Web Datasheet, create a view and hide unnecessary columns, but do not remove those columns that are marked as Required. Apply one or more filters to hide rows that are not relevant to the view.

As in other 2007 Microsoft Office suite applications, you can use Ctrl + X to cut, Ctrl + C to copy, Ctrl + V to paste, Ctrl + Z to undo the last changes, and Esc to cancel an edit on the current list item.

Rows can be resized in much the same way by using the horizontal I-beam icon between the rows. Both columns and rows can be resized based on their content by double-clicking. You can also reorder columns by simply dragging them to the desired location.

You can select and then delete multiple list items. Alternatively, while highlighted, you can copy and paste the list items into 2007 Microsoft Office suite programs. You can select the entire list with a single click in the top-left corner cell, where the list select icon appears.

By holding down the Shift key while selecting the far left cell so that the row select pointer appears and then clicking the far left cell of another row, you can select all rows between the first row clicked and the second row clicked. Similarly, holding down the Shift key while selecting the top row of a column so that the column select pointer appears and then clicking the top row of another column will select all columns between the two clicks. However, holding down the Ctrl key while selecting does not select and deselect list items regardless of whether they are adjacent, as you might expect. Instead, it exclusively selects the clicked row and abandons all other selections just as if you had clicked the items without holding down the Ctrl key.