Chapter 13: Using Windows SharePoint Services with Access 2007

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Chapter at a Glance

Export data from an Access 2007 database to a SharePoint list, page 353. Import/link data from a SharePoint list to an Access 2007 table, page 356. Move data from an Access 2007 database to a SharePoint site, page 362. Work offline, page 367. Work with workflow, page 370.

In This Chapter, You will Learn to:

• Export data from a Microsoft Office Access 2007 database to a list in Microsoft Windows SharePoint Services.

• Import a list to an Office Access 2007 table.

• Link an Access 2007 table to a SharePoint list.

• Move data from an Access 2007 database to a SharePoint site.

• Work offline.

• Work with workflow.

Microsoft Windows SharePoint Services provides the collaborative backbone to the 2007 Microsoft Office System, which we explored in Chapter 7, “Working with Document Workspaces,” Chapter 11, “Using Windows SharePoint Services with Outlook 2007,” and Chapter 12, “Using Windows SharePoint Services with Excel 2007.” This chapter focuses on the integration of Windows SharePoint Services with Microsoft Office Access 2007. This combination of Windows SharePoint Services and Office Access 2007 makes it easy for you to build client–server databases against Windows SharePoint Services. In doing so, users who do not possess the skills or privileges to be an SQL Server Database Administrator can still obtain the manageability and stability benefits of storing data on the server while retaining the ease of use of Access 2007. The level of server functionality integrated into Access 2007 can be expected to continue to grow in the future.

Access 2007, like Microsoft Office Excel 2007, allows you to export and import data both to and from SharePoint lists. Access 2007 also provides two-way synchronization between Access databases and SharePoint lists so you can work with lists offline and then synchronize the changes when you reconnect.

Access 2007 consists of a number of tabs, many of which provide a quick way to work with SharePoint Web sites and lists, as summarized in the following table.

Open table as spreadsheet

Tab	Group	Description
Create	Tables	Use the SharePoint Lists drop-down menu to create a list on a SharePoint site and a table in the current database that links to the newly created list. You can also the drop-down menu found on an existing list.
External Data	Import	Use the SharePoint List command to import from or link to data on a SharePoint list.
	Export	Use the SharePoint List command to export the selected object as a SharePoint list.
	SharePoint Lists	Use this group to work offline, synchronize, discard changes, cache list data, relink lists, and migrate some or all parts of a database to a new or existing SharePoint Web site.
Datasheet	SharePoint List	Use this group when the database is linked to a SharePoint site or a table is linked with a SharePoint list. The icons provided in this group can be used to open the corresponding SharePoint list in the default view, refresh data shown in the linked table with the data stored on the SharePoint list, modify the list’s columns and settings, create an alert on the SharePoint list, modify the workflow associated with the linked SharePoint list, and change the permissions of the linked SharePoint list.

Important  

Before you can use the practice files in this chapter, you need to install them from the book’s companion CD to their default locations. See “Using the Book’s CD” on page xix for more information.

Important  

Remember to use your SharePoint site location in place of http://wideworldimporters in the following exercises.