Microsoft Office 2007 Web Feature Sharing 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 Edition2

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 Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition3

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 Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition4

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 Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition5

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) Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition6

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 Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition7

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 Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition8

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 Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition9

Moving a Database to SharePoint The 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 Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition10

Moving a Database to SharePoint To 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 Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition11

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 Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition12

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 Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition13

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 Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition14

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 Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition15

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: Comprehensive Concepts and Techniques - Windows Vista Edition16

Microsoft Office 2007 Special Feature 3 Complete Sharing Access Data