Sharing Access 2007 data with others
At the end of this section you will
- Know new features of Access 2007 for sharing data and collaborate with others
- Know where to find details on how-to of the features in the recomended texts.
- Read Book II, Chapter 4 Importing and Exporting Data, pages 151-174, Access 2007 All in one Desk Reference For Dummies from the university e-book library.
- For more detailed coverage of importing and exporting data to/from Access 2007 read following chapters from Alison Balter's mastering Microsoftİ Office
Access 2007 development, from the university e-book library
- Chapter 20 Using External Data page 847
- Chapter 21 Access 2007 and SharePoint, page 883
- Chapter 28 An Introduction to Access and the Internet/Intranet, page 1055
New ways to share data and collaborate with others in Access 2007Source: "New ways to share data and collaborate with others" from Microsoft Office online
using the new collaboration features of Office Access 2007, you can
now, more effectively, collect information from others and share it in
a security-enhanced environment on the Web.
Integration with Windows SharePoint ServicesOffice
Access 2007 integrates with Windows SharePoint Services in a variety of
ways, helping you to take advantage of the many collaboration features
in Windows SharePoint Services.
Data revision tracking
You can view revision history at the record level with the help of
Windows SharePoint Services. Suppose that you need to know who changed
a row or when it was changed. You can find out by viewing the revision
You can set access permissions to SharePoint lists with the help of
Windows SharePoint Services. You can selectively allow or deny certain
users access. You can assign limited reading permissions or full
Retrieve from the Recycle Bin
You can use the new Recycle Bin in Windows SharePoint Services to
easily view deleted records and recover information that was
Opening Access forms and reports in Windows SharePoint Services
Windows SharePoint Services users can open lists in rich Access views
directly from a SharePoint site. Office Access 2007 forms, reports, and
datasheets can appear listed alongside other views on a SharePoint
site. When you choose an Access view, Office Access 2007 starts and
opens the requested form, report, or datasheet. This makes it easy for
you to run a rich Office Access 2007 report on a SharePoint site
without needing to first start Office Access 2007. You can also choose
to open a list in Access, and if a database doesn't exist, it is
created automatically and prepopulated with a set of forms and reports
based on your list.
Ability to move your database to a SharePoint site
You can easily change your standalone database to a Windows SharePoint
Services shared solution that stores data in linked SharePoint lists.
The Move to SharePoint Site Wizard is well prepared and automatically
migrates primary keys and relationships in ways that make sense.
immediate benefits of a Windows SharePoint Services shared solution
include shared browser-based access, centralized backup, database
deployment based on a SharePoint site, and all of the benefits of using
a rich, Access-based client in a server-based solution. IT departments
gain a measure of predictability and control by sourcing database
access on a SharePoint site. Users can subscribe to e-mail alerts for
when records are added, deleted, or changed in a SharePoint list.
Integration with Windows SharePoint Services workflow
Office Access 2007 supports workflow by using the Windows Workflow
Services found in Windows SharePoint Services. You can create solutions
that employ workflow routing and approval, that automatically assign
tasks to other users, that report on project status, and that ensure
that tasks are completed on time, for example.
Better performance for tables linked to SharePoint lists
Optimizations that you make to the internal processing of tables linked
to SharePoint lists provide a faster, smoother experience.
All Windows SharePoint Services data types now map to Access data types
With new support for multivalued fields and attachments, Office Access
2007 now supports all of the data types found in Windows SharePoint
Services, making the design and building of Windows SharePoint Services
shared applications much simpler.
Ability to 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. Work on your data in Access
and then synchronize your changes, or reconnect with the SharePoint
site at a later time.
Data collection by using InfoPath forms and OutlookBy
using the new Data Collection feature, Office Access 2007 can
automatically create a Microsoft Office InfoPath 2007 form or an HTML
form and embed it in the body of an e-mail message. You can then send
the form to recipients selected from your Outlook contacts, or to the
names of recipients stored in a field in your Access database.
Using e-mail message to collect data
choose whether to collect new information or update existing
information. Recipients then complete the form and return it. Office
Outlook 2007 recognizes the incoming forms and automatically saves the
data in your Office Access 2007 database — no retyping required.
Export to PDF and XPSNow
you can export data to a PDF (Portable Document Format) or XPS (XML
Paper Specification) file format for printing, posting, and e-mail
distribution, provided that you first install the Publish as PDF or XPS
add-in. Exporting a form, report, or datasheet to a .pdf or .xps file
lets you capture information in an easy-to-distribute form that retains
all of your formatting characteristics, but doesn't require others to
install Access on their computers to print or review your output.
* Portable Document Format
A PDF is a fixed-layout electronic file format that preserves document
formatting and helps with file sharing. The PDF format ensures that
when the file is viewed online or printed, it retains exactly the
format that you intended, and the data in the file cannot be easily
copied or changed. The PDF format is also useful for documents that
will be reproduced by using commercial printing methods.
* XML Paper Specification
An XPS is an electronic file format that preserves document formatting
and helps with file sharing. The XPS format ensures that when the file
is viewed online or printed, it retains exactly the format that you
intended, and the data in the file cannot be easily copied or changed.
can export data to a .pdf or an .xps format file from Office Access
2007 only after you install the add-in. For more information, see
Enable support for other file formats, such as PDF and XPS.
Working with external data made easierNew
features in Office Access 2007 make it easier to import and export
data. You can save an import or export operation and then reuse the
saved operation the next time that you need to perform the same task.
The Import Spreadsheet Wizard lets you override the data type chosen by
Access, and you can import, export, and link to the new Office Excel
2007 file formats.