When you publish a Microsoft Office Access 2007 database to a Windows SharePoint Services 3.0 site, other members of your organization can work with the database.
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When you publish a database to a SharePoint site, you can share the data with other people who use the SharePoint site while you continue to use Access as the front end for the forms, reports, and queries in the database.
There are two ways that you can work with a published database. If you are a database designer, you can build queries, forms, and reports that use the data from the SharePoint site. If you are a database user, you can use Access to enter, view, and analyze data from the SharePoint site.
You can publish a database that you already created, or you can build a database from one or more tables that are linked to SharePoint lists or libraries. When data from a SharePoint list or library is linked to an Access table, you can create views for those lists or libraries that are based on forms, queries, and reports in Access. This enables you to build an Access application that tracks the data on your SharePoint site.
For example, if your SharePoint site contains lists that track customer service issues and store employee information, you can create a database in Access as a front end for those lists. You can build Access queries to analyze those issues and Access reports to format and publish written reports for a team status meeting. If people have Access on their computers, the Access queries and reports become available on the View menu for the SharePoint list. When people view the list on the SharePoint site, they can locate and open the queries, reports, and other Access objects by clicking the View menu.
When you publish a database to a SharePoint site 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 any changes.
Publishing a database to a SharePoint site is available only for database files that are saved in the Office Access 2007 format.
Working with data on a SharePoint site
If you want to create a database that is based on a SharePoint list, you can start from the SharePoint list. You can click Open in Microsoft Access on the Actions menu for the SharePoint list and then choose to link to the data on the SharePoint site. Then you can create forms, reports, and queries for the data, as well as any other lists that you add to the database.
When you publish the database to a library on the SharePoint site, the objects that you created in Access are available for others to use on the View menu for the SharePoint list. When people open the views, the Access objects are available as read-only. To update the views, you can update the corresponding objects by editing the database that you published.
As people work with a published database, they are prompted to save a local copy. The changes are stored locally until they publish their changes. This usually speeds performance and makes it easier to recover the data in case a network error occurs. When you make any changes to the data or the objects, you must republish the database before the changes become available to other people.
Access provides several buttons that enable you to easily work with the data from the SharePoint lists, for example, to create alerts and modify the columns for the lists. When you use Access to edit the tables that are linked to SharePoint lists in a published database, the buttons are available in the SharePoint List group on the Datasheet tab.
When you publish a database to a SharePoint site, the database becomes available to people with permission to work with the site. If people have permission to change the lists at the location where you published the database, such as a document library, they can update the database. If people have permission to contribute to the lists on the SharePoint site, they can add data to the database. If people have permission to view the lists, they can view the data in the database.
Republishing your database
When you publish a database to a SharePoint site and then make changes to the data, you should republish your database so that the latest changes are saved. When you republish, the database is listed as an available database the next time that Access is opened.
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Publish your database to a SharePoint site
When you publish a database, you can start with an existing database or build a database by using the lists on the SharePoint site.
- Click the Microsoft Office Button , point to Publish , and then click Document Management Server.
- Type the URL of the SharePoint site where you want to publish the database.
If you used the same location the last time you opened Access, the database appears in the Publish to Web Server dialog box.
Note This option is available only if your database is saved in Office Access 2007 format.
- Select the library, such as a document library, where you want to publish the database, and then click Open.
- In the Name box, type a file name for your database.
- Click Publish.
Note When you open the database from the SharePoint site, you are prompted to save a local copy.
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Republish a database to a SharePoint site
After you make changes to the data or the design of a database, you should republish it to your SharePoint site. When you republish a database, Access remembers the location, so you don't have to navigate to it again.
When you open a database for editing that was published to a SharePoint library, a Message Bar appears at the top of the database with a Publish to SharePoint Site button. If the Message Bar is not available for some reason — for example, if you closed the Message Bar while you were working — you can use the publishing commands on the Microsoft Office Button.
- On the Message Bar, click the Publish to SharePoint Site button.
Note If you do not see a Message Bar with a Publish to SharePoint Site button, click the Microsoft Office Button , point to Publish , and then click Document Management Server.
- In the Publish to Web Server dialog box, confirm that the library shown is the location where you want to republish.
- Click Publish.
- When you are prompted to replace the copy of the database on the site, click Yes.
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