For many years, the best database management system on the market was Microsoft Access. It combined a graphical user interface with software development tools.
Microsoft officially retired it in , although it was always supported for those who were still using it. With Access, it is easy to input, collaborate, track, and report data. Access has always been popular across many businesses, from Fortune companies to non-profit organizations. It also has applications for home users who want to create extensive databases and programmers and developers who are curating databases for software and apps.
Download Microsoft Today. While there is no completely free version of Access, you can download a free day trial. The full version of Access can only be downloaded as a part of Microsoft However, Microsoft introduced Access Runtime, which can be downloaded as a standalone app while Access was retired.
Access has several different methods to secure your data, including password protection and advanced encryption, making it impossible for anyone to see your data without authorization.
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.
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.
Security Note: The connect string for linked tables is unencrypted, including the username and password if that information was saved and the link target supports user accounts. In a database that has a link to a SharePoint list and the link includes the username and password, a malicious user could change which list is the target of the link, using the saved credentials.
Exercise caution when you share copies of a database that contains links to lists in a published web database. All SQL processing happens on the server. This helps improve network performance by limiting traffic to result sets.
You can publish to your own intranet SharePoint server, or to the Internet. Microsoft is offering an Internet-facing, hosted SharePoint solution. 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. Design differences between desktop and web databases.
Desktop-only features with no Access Services counterpart. Consider using a template. Get started with a blank web database. Design a web table. Create a new web table. Add a field from the field gallery. Add a field by clicking the datasheet.
Change field properties. Add a calculated field. Set up data validation rules. Set up a field validation rule and message. Set up a record validation rule and message. Create a relationship between two web tables. Create a lookup field in Datasheet view. Modify a lookup field in Datasheet view. Maintain data integrity by using data macros. Create a web query. Create a web form.
Create a web report. Create a Navigation form and set it as the default form to display on start. 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. 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.
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. 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. 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 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. 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. For more information about the templates that come with Access , see the article Select and use an Access template.
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. 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. 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.
On the Create tab, in the Tables group, click Table. Thanks for letting me know. That is what I figured the problem was. It is more robust in many instances. I cannot recall if I even tried it.
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