Build an Access database to share on the Web

Applies to: Microsoft Access 2010, SharePoint Server 2010

You can use Access 2010 and Access Services, a new component of SharePoint, to build web
database applications. This helps you:

Secure and manage access to your data

Share data throughout an organization, or over the Internet

Create database applications that don't require Access to use

Overview

Access Services provides a platform for you to create databases that you can use on the
Web. You design and publish a web database by using Access 2010 and SharePoint, and
people use the web database in a Web browser.

HOW IT WORKS
When you publish a web database, Access Services creates a SharePoint site that contains
the database. All of the database objects and data move to SharePoint lists in that site.
After you publish, SharePoint visitors can use your database, based on their permissions for
the SharePoint site.

Full Control This lets you make data and design changes.

Contribute This lets you make data changes, but not design changes.

Read This lets you read data, but you can't change anything.
You can open the web database in Access, revise the design, and then sync your changes
effectively, save them to the SharePoint site. You can also take it offline, use the offline
version, and then sync data and design changes when you are back online.
NOTE

To build a web database, you need Full Control permissions on the SharePoint site

where you want to publish it. For more information about SharePoint permissions, see
the See Also section.

Forms and reports run in the browser

Forms, reports, and most macros run inside the browser. This lets Access refresh data on the
screen without having to redo the whole page.
You can create a form to help people navigate your application. A new control, the
Navigation control, makes it easy to add standard Web-style navigation buttons to a form for
this purpose.
NOTE

The Navigation Pane (the feature that you use in Access to browse the objects in a

database) is not available in a Web browser.

Data is stored in SharePoint lists
All of your tables become SharePoint lists, and records become list items. This lets you use
SharePoint permissions to control access to your web database, as well as take advantage of
other SharePoint capabilities.
Queries and data macros run on the server
All SQL processing happens on the server. This helps improve network performance by
limiting traffic to result sets.
Intranet or Internet
You can publish to your own intranet SharePoint server, or to the Internet. Microsoft is
offering an Internet-facing, hosted SharePoint solution.

Create a web database

This section describes key new features and provides steps for the basic design tasks you
need to complete to create a web database.

BEFORE YOU BEGIN

There are a few tasks that you should perform before you start to design your web database.
Moreover, there are design differences between web databases and desktop databases that
you should know about, especially if you are an experienced Access developer.

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Determine the purpose of your database Have a clear plan so you can make
good decisions when working out design details.

Find and organize the information required You cannot use linked tables in a
web database. Any data that you want to use that will not originate in the database must be
imported before you publish. If you line up your data before you start designing, you can
avoid having to refit your design to accommodate unexpected data challenges.

Identify the SharePoint site you will use to publish You cannot publish at all
without SharePoint. If you want to test your design in a browser while you design it (not a
bad idea), you have to publish it first.

Plan your security You can take advantage of SharePoint security to control
access to your web database. Plan security early so you can build it into your design.
Design differences between desktop and web databases
Some database features that you can use in a desktop database are not available with
Access Services. However, there are new features that support many of the same scenarios
as these desktop features.
The following table lists the desktop-only features, and the new feature that helps support
the same scenario.
SCENARIO

DESKTOP-ONLY
FEATURE

NEW FEATURE

Designing database objects

Design view

Enhanced Datasheet view; Layout

view

Reviewing summarized data,

such as sums, averages, and
groups

Group functions

Data macros; group functions in

reports

Programming events

VBA

Macros and data macros; New

macro design experience with
IntelliSense

Navigate to a database object

Navigation Pane;
switchboards

Navigation control or other form

element

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IMPORTANT

You can create many client objects in a web database, but you cannot use

them in a browser. However, they are part of the web database and can be used in Access
2010 on the desktop. People can open the web database in Access, and then use the client
objects. This is an effective way to share a database, and also opens new opportunities for
working together over the Web. SharePoint handles any concurrency issues.
Desktop-only features with no Access Services counterpart
NOTE

The following list is not exclusive.

Union queries

Crosstab queries

Overlapping controls on forms

Table relationships

Conditional formatting

Various macro actions and expressions

CONSIDER USING A TEMPLATE
When you have determined what your application must do, consider whether a database
template would work. Database templates are pre-built applications that you can use as-is or
modify to suit your particular needs.
You can review the available templates on the New tab in Backstage view.
GET STARTED WITH A BLANK WEB DATABASE

On the File tab, click New.

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The File tab opens Backstage view, a new part of the Access interface where you'll find
commands that apply to an entire database, such as Publish to SharePoint.
In Backstage view, the New tab has commands for creating a database.

Under Available Templates, click Blank Web Database.

Review the proposed file name in the File Name box, and the path for the database file,
listed just below. You can change the file name by typing in the File Name box.
To change the path, click the folder icon next to the File Name box to browse for a
location to put your database file.
Click Create. Your new web database opens and displays a new empty table.

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DESIGN A WEB TABLE

NOTE

You use Datasheet view to design a web table.

When you first create a blank web database, Access creates a new table and opens it in
Datasheet view. You can use the commands on the Fields tab and the Table tab to add fields,
indexes, validation rules, and data macros a new feature that lets you change data based
on events.
After you edit and use the new table, you'll most likely want to create more tables.
Create a new web table
With your web database open:

On the Create tab, in the Tables group, click Table.

When you first create a table, it has one field: an AutoNumber ID field. You can add new
fields to store the items of information required by the table subject. For example, you might
want to add a field that stores the date you begin tracking something.
Add a field from the field gallery
You can choose from a variety of preformatted fields and add them to your table by using
the field gallery.

On the Fields tab, in the Add & Delete group, click the field type that you want.

Add a field by clicking the datasheet

1.
With the table open, click Click to Add, and then select a field type.
2.

Give the field a name that reflects its contents.

TIP

3.

To change the name of an existing field, double-click the field name.

Repeat for each field that you want to create.

Change field properties
Formatting and properties determine how a field behaves, such as what kind of data it can
store. You can change these settings so that the field behaves the way that you want.

1.

Select the field that has formatting and properties that you want to change.

2.

On the ribbon, click the Fields tab.

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3.

Use the commands in the Formatting and Properties groups to change the
settings.
ADD A CALCULATED FIELD
You can add a field that displays a value that is calculated from other data in the same table.
Data from other tables cannot be used as the source for the calculated data. Some
expressions are not supported by calculated fields.

1.

With the table open, click Click to Add.

2.

Point to Calculated Field, and then click the data type that you want for the field.
The Expression Builder opens.

3.

Use the Expression Builder to create the calculation for the field. Remember that you
can only use other fields from the same table as data sources for the calculation. For Help
using the Expression Builder, see the article Use the Expression Builder.
SET UP DATA VALIDATION RULES
You can use an expression to validate input for most fields. You can also use an expression to
validate input for a table, which can be useful if you want to validate input for a field that
does not support validation, or if you want to validate field input based on the value of other
fields in the table.
You can also specify the message that is displayed when a validation rule prevents input,
known as a validation message.

1.

Set up a field validation rule and message

Select the field to which you want to add a validation rule.

2.

On the ribbon, click the Fields tab.

3.

In the Field Validation group, click Validation, and then click Field Validation
Rule.
The Expression Builder opens.

4.

Use the Expression Builder to create your validation rule. For Help using the
Expression Builder, see the article Use the Expression Builder.
5.
In the Field Validation group, click Validation, and then click Field Validation
Message.
6.

Type the message that you want to display when input data is not valid, and then
click OK.

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Set up a record validation rule and message

You can use a record validation rule to prevent duplicate records, or to require a certain
combination of facts about the record are true, such as [Start Date] is greater than January
1, 2010, and less than [End Date]
1.

Open the table to which you want to add a validation rule.

2.

On the ribbon, click the Fields tab.

3.

In the Field Validation group, click Validation, and then click Record Validation
Rule.
The Expression Builder opens.

4.

Use the Expression Builder to create your validation rule. For Help using the
Expression Builder, see the article Use the Expression Builder.
5.
In the Field Validation group, click Validation, and then click Record Validation
Message.
6.

Type the message that you want to display when input data is not valid, and then
click OK.
CREATE A RELATIONSHIP BETWEEN TWO WEB TABLES
To create a relationship in a web database, you use the lookup wizard to create a lookup
field. The lookup field goes in the table that is on the many- side of the relationship, and
points to the table that is on the one- side of the relationship.

Create a lookup field in Datasheet view

1.
Open the table that you want on the many- side of the relationship.
2.

Click the arrow next to Click to Add, and then click Lookup & Relationship.

3.

Follow the steps of the Lookup Wizard to create the lookup field.

MODIFY A LOOKUP FIELD IN DATASHEET VIEW

1.
Open the table that has the lookup field that you want to modify.
2.

Do one of the following:

On the Fields tab, in the Properties group, click Modify Lookups.

Right-click the lookup field, and then click Modify Lookups.

3.

Follow the steps of the Lookup Wizard.

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MAINTAIN DATA INTEGRITY BY USING DATA MACROS

You can implement cascade updates and deletes by using data macros. You can use
commands on the Table tab to create embedded macros that modify data.
For more information about creating data macros, see the article Create a data macro.
CREATE A WEB QUERY
You can use a query as the data source for forms and reports. Queries run on the server,
helping minimize network traffic.
For example, suppose you use a web database to track charitable contributions. You want to
see who donated money while an event was occurring. You could use a query to select the
data and prepare it for use in forms and reports.
NOTE

This procedure uses the charitable contributions template as an example. You can

follow along if you create a new database by using the charitable contributions database
template.
1.
2.

On the Create tab, in the Other group, click Query.

In the Show Table dialog box, double-click each table that you want to include, and
then click Close.
In this example, double-click Constituents, Donations, Events, and EventAttendees.

3.

Create any required joins by dragging fields from one object to another in the query
design window.
In this example, drag the ID field from Constituents to the DonorConstituentID field in
Donations, and then drag the DonorConstituentID field from Donations to the
ConstituentID field in EventAttendees.

4.

Add the fields that you want to use. You can drag the fields to the grid, or you can
double-click a field to add it.
In this example, add Event from the table Events, DonationDate from the table
Donations, and Greeting, FirstName, and LastName from the table Constituents.

5.

Add any criteria that you want to apply.

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In this example, you want to limit DonationDate so that it falls between the StartDate
and EndDate of the event. In the query design grid, in the Criteriarow under
DonationDate, type >=[StartDate] And <=[EndDate].
CREATE A WEB FORM
Forms are the main way to enter and edit data in your web database, and are also useful for
reviewing data. Forms run in the browser, helping optimize performance. When you open a
form, your browser retrieves the required data from the SharePoint server. You can filter and
sort the data in the form without having to retrieve data from the server again.
TIP

For best performance, limit the records retrieved by your main forms and reports.

1.

Select a table or query to use as a data source.

NOTE

2.

If you want to create an unbound form, skip this step.

On the Create tab, in the Forms group, click one of the following buttons:

Form Create a simple form that shows one record at a time, using the object
you selected as a data source.
NOTE

If you are creating an unbound form, this button is not available.

Multiple items Create a form that shows multiple records at a time, using the

object you selected as a data source.

NOTE

If you are creating an unbound form, this button is not available.

Blank form Create a form that has nothing on it.

Datasheet Create a form that looks and behaves like a datasheet, using the object
you selected as a data source.

NOTE

If you are creating an unbound form, this button is not available.

CREATE A WEB REPORT

Reports are the main way to review or print data from your web database. Reports run in the
browser, helping optimize performance. When you open a report, your browser retrieves the
required data from the SharePoint server. You can filter and sort data in the report without
having to retrieve data from the server again.
TIP

For best performance, limit the records retrieved by your main forms and reports.

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1.

Select a table or query to use as a data source.

2.

On the Create tab, in the Reports group, click one of the following buttons:

Report Create a basic report using the object you selected as a data source.

Blank Report Create a report that has nothing on it.

CREATE A NAVIGATION FORM AND SET IT AS THE DEFAULT FORM TO DISPLAY ON START
People need a way to navigate your application. Remember the Navigation Pane is not
available in a Web browser. For people to use your database objects, you must provide them
a means. You can create a Navigation form and specify that it be displayed whenever
someone opens your application in a Web browser. Moreover, if you dont specify a form to
display when the application starts, no form will open, making it very difficult for anyone to
use the application.
TIP

You might want to wait until last to create your Navigation form, so that that you can

add all your objects to the form when you create it.
1.

On the ribbon, click the Create tab.

2.

In the Forms group, click Navigation, and then select a navigation layout from the
list.

3.

To add an item, drag it from the Navigation Pane to the Navigation control.
NOTE

4.

You can only add forms and reports to a Navigation control.

Add any other controls that you want to the body of the Navigation form. For
example, you might want to provide search functionality across all forms by adding some
controls to your Navigation form.

SET YOUR NAVIGATION FORM AS THE DEFAULT WEB DISPLAY FORM

1.

On the File tab, under Help, click Options.

2.

In the Access Options dialog box, click Current Database.

1.

Under Application Options, click Web Display Form, and then select the form that
you want from the list.
NOTE

You do not have to select your navigation form as the web display form. You can

specify any web form.

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Publish and synchronize changes to your application

Before you publish a web database, consider running the Compatibility Checker. The
Compatibility Checker examines the database objects for issues that would prevent them
from publishing correctly. If no issues emerge, the Compatibility Checker reports that the
database is Web-compatible. If problems are discovered, the Compatibility Checker creates a
table that lists the issues.
1.

Click the File tab.

2.

Under Information about , click Run Compatibility Checker.

PUBLISH A WEB DATABASE

1.

On the File tab, click Save & Publish, and then click Publish to Access Services.

2.

Under Publish to Access Services, fill in the following:

In the Server URL box, type the Web address of the SharePoint server where
you want to publish the database. For example, http://Contoso/.

In the Site Name box, type a name for your web database. This name will be
appended to the Server URL to produce the URL for your application.
For example, if the Server URL is http://Contoso/ and the Site Name is CustomerService, the
URL is http://Contoso/CustomerService.

3.

Click Publish to Access Services.

SYNCHRONIZE A WEB DATABASE

After you make design changes or take a database offline, you eventually want to
synchronize. Synchronizing resolves differences between the database file on your computer
and the SharePoint site.
1.

Open the web database in Access.

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2.

Click the File tab, and then click Sync All.

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