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Synchronize a SharePoint 2010 list with Access 2010

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Data can be synchronized between a SharePoint 2010 list and Office Access 2010, keeping both records up to date. Take z. For example, suppose you want to keep your sales campaign tracking information in a SharePoint list for easy collaboration with others on the team, but also want to do regular reporting, querying, and bulk changes using Access 2010.

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Introduction to synchronizing a SharePoint list with Access

Data can be synchronized between a SharePoint 2010 list and Access 2010, keeping both records up to date. Take z. For example, suppose you want to keep your sales campaign tracking information in a SharePoint list for easy collaboration with others on the team, but also want to do regular reporting, querying, and bulk changes using Access 2010.

There are three ways to synchronize data between a SharePoint list and Access 2010. Regardless of the method chosen, synchronization takes place in two directions, i.e. bidirectionally. Changes made to the list data in Access are uploaded to the SharePoint server, and changes made to the SharePoint list on the server are downloaded to the Access instance on the local computer.

To synchronize a SharePoint list, Access 2010 must be installed on the client computer and you must have the "Contribute" permission on the list.

For more information about using SharePoint 2010 with Access 2010, see the section See also and in the Access 2010 help system.

Note: You cannot sync an external SharePoint list with Access 2010.

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Synchronize data using the open command with Access

You can see the data contained in a SharePoint list by using the command Open with Access synchronize the list with Access 2010 in the ribbon. This command creates an Access table linked to the SharePoint list and a supplementary UserInfo table that contains additional information such as user names, accounts, and email addresses.

Each time the SharePoint list or the linked Access table is opened, the current data is displayed. If the SharePoint list is continuously updated, the linked Access table can also be updated manually with the latest changes to the list. If the linked Access table is continuously updated, you can also manually update the data in the SharePoint list with the latest Access changes.

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Synchronize data by using the track this command list in Datasheet view

You can also synchronize a SharePoint list in Datasheet view by using the tracking of this list command available in Datasheet view, task pane, which also creates a linked table in Access. With further commands in the task area, you can also synchronize the list data and proceed as follows:

  • Reporting in Access

  • Export to Access

For more information, see the Datasheet View Help system (click the link at the bottom of the Datasheet View Help).

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Synchronize data using the SharePoint List command from Access

In Access 2010, you can also link a table to an existing SharePoint list. To do this, use the command SharePoint list on the tab External data in the group Import and link.

You can also create an empty SharePoint list in Access. To do this, click the tab in the ribbon Create in the group Tables on SharePoint lists, and then click one of the following: contacts, tasks, Problems, Events or Custom.

For more information on using Access, see the Access 2010 Help system.

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Benefits of Linking an Access Table to a SharePoint List

Whichever method you choose to synchronize a SharePoint list, Access 2010 creates a linked table that reflects the structure and contents of the SharePoint list. Access selects the correct data types for each field that corresponds to a list column. These linked tables then behave like any Access table, so you can also create queries, forms, reports, macros, or code to work with the data in Access 2010.

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Look up data

Access also automatically creates linked tables for all lookup lists (unless the lookup lists are already linked to the database). If the lookup lists contain columns that other lists use for lookup, those lists are also included in the linking process. This way, the lookup list of each linked table has a corresponding linked table in the database. Access also creates relationships between these linked tables.

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Structural changes

As with other types of linked tables, fields cannot be added, deleted, or changed while working in Access. If you want to make changes to the structure, e.g. For example, to remove or change a column, you have to open the list on the SharePoint website. From Access you can go to the SharePoint List Settings page to change the list structure. Right-click the Access table in the navigation pane, point to More options, and then click Change columns and settings.

The structural changes made to a SharePoint list are not automatically reflected in a linked table. To update a linked table by adopting the current list structure, right-click the Access table in the navigation area, point to More options, and then click refresh list.

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power

Because the data from linked SharePoint lists is automatically synchronized with local tables and users always work with local data, the performance of linked Access tables has improved compared to versions earlier than Access 2010.

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Bulk processing

Synchronizing a SharePoint list with Access 2010 makes it much easier to make bulk changes to the data in the SharePoint list. To bulk add, update, or delete data from a SharePoint list, perform an add, update, or delete query in Access 2010, and then open or update the SharePoint list.

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Take data offline and resolve conflicts

If you need to take work home or travel with you, you can use Access 2010 to take your SharePoint linked lists offline. For example, you can provide a parts catalog to a customer on a business trip. You can edit your data in Access 2010 and then synchronize the changes at a later time when you reconnect to the SharePoint site.

If conflicts arise, e.g. For example, because another user is updating the same record on the server or also in offline mode, you can use the dialog box after you reconnect online solve conflicts remedy. This dialog box shows information about the conflict, such as: For example, the reason for the failure and options are provided to try to send the data again or to discard the changes. If you have multiple errors in the dialog box, click the buttons Back and Furtherto see the details of each bug. Some errors can only be resolved by discarding your changes.

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Considerations when synchronizing data

The following table explains some considerations to keep in mind when synchronizing data between a SharePoint list and a linked Access table.

feature

comparison

columns

Access supports a maximum of 256 fields in a table, so the linked table only contains the first 256 columns.

folder

Each folder in the SharePoint list is displayed as a record in the Access table. Items in a folder are also shown as records. They are located directly below the data record that corresponds to the folder.

Lookup columns

If a column uses a different list to look up values ​​and the linked list does not already exist in the database, Access automatically creates linked tables for the linked lists.

Note: A Person or Group column is a special type of lookup column that looks up values ​​in the User Information list. When you link a list with a Person or Group column, Access automatically creates a linked table for the User Information list.

Calculated columns

The results in a calculated column appear in the appropriate field, but you cannot view or change the formula in Access.

Investments

The attachment column of the list is displayed as a field with the name Attachments.

Read-only columns

The columns that are read-only in a SharePoint list remain read-only in Access. Additionally, you may not be able to add, delete, or change columns in Access.

Columns with multiple values

A Choose or Lookup column can contain multiple values. For such columns, the join process creates fields that support multiple values. Multi-valued lookup columns are created in the linked table if the column is of the Lookup type.

Unsupported lists

The following lists are not supported:

  • Survey

  • Discussion boards

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Synchronize a SharePoint list with Access

  1. Navigate to the SharePoint site with the list that you want to sync with the spreadsheet program.

  2. On the Quick Launch, click the name of the list, or click in sequence Website promotions and Show all website content, and then click the name of the list in the appropriate Lists section.

    Note: A SharePoint site can be changed significantly in terms of appearance and navigation. If you have an option e.g. For example, if you cannot find a command, button, or hyperlink, contact your administrator.

  3. On the ribbon, click the tab list and then in the group Connect and export on Open with Access.

  4. Specify a location for the new or existing database, or click Searchto find a database.

  5. Activate the command in the SharePoint website Connect with data, and then click OK.

    Note: Click Export a Copy of the Data. Exporting data, as opposed to linking data, is a one-time copy of the current data and a synchronization between the Access table that is being created and the SharePoint list that is not being created.

  6. click on OKwhen asked for confirmation.

  7. Click in the dialog box File download on to open.

  8. When prompted to turn on data connections on your computer and you think it is safe to connect to the data on the SharePoint site, click Activate.

Access 2010 creates an Access table linked to the SharePoint list, a UserInfo table, and other linked tables if the SharePoint list contains lookup columns.

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Update synchronized data

Each time the synchronized SharePoint list or the linked Access table is opened, the current data is displayed. To ensure that the current data is displayed even when the SharePoint list or linked Access table is open, the data can be updated manually.

To update the synced data, do one of the following:

  • In Access 2010, click the tab of the linked Access table on the ribbon begin in the group Records on To update, and then click To update.

  • In the SharePoint list, do one of the following:

    • In Datasheet view, click the tab on the ribbon list and then in the group data sheet on Update data.

    • In normal view, click in the Internet Explorer address bar To update, or press F5.

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