Learn the differences between a local Access table and a SharePoint list. Learn to create a basic Access table.
- [Instructor] Access tables are stored within the Access database itself. To work with them you have to have access to the database. These tables are considered local tables. Let's get started by making a copy of our production database. Okay, from my production database folder in the exercise files, I'll go ahead and open up the Issue Tracking Production. I want to make a copy of the database, so I need to close this open issues list, so I'll right click the issues list tab, and choose close. Then, I'll do file, save as.
I'll save it as a database. I'll click my save as option. From here I'm going to navigate to my exercise files, and I'll save it in my chapter one folder. I'll name it Issue Tracking Dev. It's important to make a copy of our database before we make any changes. This allows the production copy to stay in production. If you make changes that damage something, well you'll only damaging your dev copy. Access tables are easy to create. Let's start by going to the create tab, and we'll choose table.
I'll go ahead and right click the table, and choose design view, and we'll name it Customers, and then I'll click OK. Now I'm ready to add my fields. This is just a basic table, but it will allow us to add customers to our issues, so that we can have some better analytics on how many customers are submitting issues. Okay, we'll start by adding the customer name, and I want the default short text, so I can go ahead and just press my down arrow. I'll do contact first name, down arrow, contact, L name for contact last name.
I'll add the contact phone number. I'll go ahead and press tab there. For the phone number, I want to add an input mask. So, in my field properties below, I'll click an input mask. I'll click my build button. It's going to prompt me to save my table. I'll say yes, and then I'll go ahead and put in the default input mask for phone number. I'll choose next. I'll choose next. I like to store mine without the symbols, but that's a personal preference, but for this exercise we'll store without the symbols.
I'll choose next, and then I can choose finish. Perfect, now I'm going to add the customer website. I'll make that a hyperlink. Great, I'm ready to save my table, and then I'll go to my data sheet view. Great, I don't have customers added yet, but I will include those. Data entry can be more easily accomplished through a form for most people. Let's go ahead and create a form on our customers.
While it's still open, I'll go to create. I'll choose form. I'll just keep this default form. I'll go ahead and save it now. I'll save it as Customers. This table and this form now live only inside this database. For someone to access it, and I have to give them access to the actual database. It's simple to create and add tables to any local access database. You just need to know the fields and the properties you want to set. Again, it's important to remember that if anyone needs access to these tables, then you have to give them access to the database file.
- Building an Access table and a SharePoint list
- Linking a SharePoint list to Access
- Exporting a table to SharePoint
- Connecting SharePoint to Access
- Creating macros to open lists
- Modifying Access forms
- Working with views
- Building reports for your integration
- Building views for data in SharePoint
- Sharing a SharePoint site with permissions