Connecting your ShareVision Site to Microsoft Access

Overview

Connecting your ShareVision Site to a Microsoft Access Database will allow you to update (add, edit, delete) list data. This connection can be used to replace connecting to list data using Internet Explorer and the Datasheet Mode list feature on your ShareVision site.

IMPORTANT

Any changes made to list data in either Microsoft Access or using Data Sheet Mode in Internet Explorer are permanent and cannot be restored.

If you make changes to list items using either method, they cannot be restored to a previous version of the list item using version history (if version history has been enabled on the list).

If you delete list items using either method, they cannot be restored from the Recycle Bin in ShareVision.

Please contact Support if you have any questions prior to making any changes to list data using a connection to Microsoft Access or Data Sheet Mode in Internet Explorer.

How To

Launch Microsoft Access on your computer.
Select Blank Database.
Enter a name for the database.
Select Create.
Select the External Data tab.
Click on New Data Source.
Select From Online Services.
Then, select SharePoint List.
Next, you will need the URL to your version 4 ShareVision Site Administration site. To get this URL, first login to your ShareVision site with a user account that has Site Administrator permissions.
Select the gear in the upper right hand corner and then select Site Administration:
When prompted, enter your ShareVision Administrator username and password and select Sign In.
Once you have logged into Site Administration, select the URL for your ShareVision Site Administration site. Select everything before _layouts/15/admin/AdminHome.aspx
Press CTRL + C on your keyboard to copy the URL.
Next, paste it (CTRL + V) in the Specify a SharePoint site: in Access.
The Link to the data source by creating a linked table option should be selected. Do not change it.
Select Next.
Enter your ShareVision Administrator username and password

IMPORTANT

If you are prompted to enter your ShareVision Administrator username and password again, please enter it.
Select OK.
Select the SharePoint Lists you want to link to
Select OK.
The selected SharePoint Lists will be displayed in All Access Objects
Select a list you would like displayed and double click.
Enter your ShareVision Administrator username and password
Select OK.
Most rows in the list can be edited. Double click on a column and edit the content.
The change will be automatically saved and visible on your ShareVision site as soon as you click off of the row.
To close the list in Access, select the X on the tab next to the list name.
Once you have completed your changes, you can close Access. The next time you open it, the lists that you previously added will be available for editing. You can add additional lists by following the steps above starting at step #5.