How does Office Access 2007 help you to share, manage, and update data from SharePoint sites?

When you use Office Access 2007, you can share, manage, and updated data from SharePoint sites in several different ways.

Move data to a SharePoint site: When you move a database from Access 2007 to a SharePoint site, you create lists on the SharePoint site that are linked as tables in your database. When a database is moved, Access 2007 creates a new front-end application that has all the old forms and reports and the new linked tables that were just exported. The Move to SharePoint Site Wizard helps you to move the data from all your tables at the same time.

After the SharePoint lists are created, people can work with the lists on the SharePoint site or in the linked tables in Access while they use the features of a SharePoint site to manage the data and stay updated with changes. As an administrator, you can manage permission to the data and versions of the data so that you can see who changed it or restore previous data.

Publish data to a SharePoint site: If you are collaborating with others, you can store a copy of a database in a library on a SharePoint server and continue to work in the database by using the forms and reports in Access. You can link lists as tables in the database, which is helpful if you want to track data on the SharePoint site, and then you can create forms, queries, and reports to work with the data. For example, you can create an Access application that provides queries and reports for SharePoint lists that track issues and manage employee information. When people work with these lists on a SharePoint site, they can open the Access queries and reports from the View menu for the SharePoint lists. For example, if you want to view and print an Access issues report for a monthly meeting, you can do it directly from the SharePoint list.

When you publish a database to a server for the first time, Access provides a list of Web servers that makes it easier to navigate to the location where you want to publish, such as a document library. After you publish the database, Access remembers the location so that you don’t need to locate the server again when you publish your changes. When you publish a database to a SharePoint site, the database becomes available to people with permission to work with the SharePoint site.

Open Access forms and reports from a SharePoint site. Users can open lists in rich Access views from a SharePoint site. Access forms, reports, and datasheets can appear alongside other views on a SharePoint site. When you choose an Access view, Access starts and opens the requested form, report, or datasheet. This makes it easy for you to run a rich Access report on a SharePoint site without having to first start Office Access 2007 or navigate to the right object.

Create databases from SharePoint lists. You can open a SharePoint list in Access. If a database doesn’t exist, you can create it in Access and then create a set of forms and reports based on your list.

Take SharePoint lists offline with Access. If you need to take some work home with you, you can take your SharePoint lists offline with one click by using Access. You can work on your data in Access and then synchronize your changes or reconnect with the SharePoint site at a later time.

Import or link to a SharePoint list. You can bring a SharePoint list into Access by importing or by linking. Importing a SharePoint list creates a copy of the list in an Access database. During the import operation, you can specify the lists that you want to copy, and, for each selected list, you can specify whether you want to import the entire list or only a specific view. Linking lets you connect to data in another program without importing that information, so that you can view and edit the latest data both in the original program and your Access database without creating and maintaining a copy of the data in Access.

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