1 Access Apps for Business Users Steve Stewart | | get-SpSteve.com Theresa Eller | sharepointmadam.blogspot.com

2 Welcome to SharePoint Saturday Houston Please turn off all electronic devices or set them to vibrate If you must take a phone call, please do so in the hall so as not to disturb others Special thanks to our Title Sponsor, ProSymmetry Thank you for being a part of the 5 th Annual SharePoint Saturday for the greater Houston area!

3 Thanks to all our Sponsors!

4 Information Speaker presentation slides should be available from the SPSHOU website within a week or so The Houston SharePoint User Group will be having it’s next meeting Wednesday April 15 th. Please join us at

Access Apps for Business Users Access Services in SharePoint 2013 Steve Stewart | | blog.get-SpSteve.com Theresa Eller | sharepointmadam.blogspot.com

Who is Theresa Eller? SharePoint/Business Systems Analyst at MD Anderson Cancer Center (Houston, TX) President of Houston SharePoint User Group (HSPUG) Microsoft Office Specialist certified in SharePoint 2013 Frequent speaker at SharePoint events SharePoint Saturday Paris in May!

Who is Steve Stewart? Site Administration for SharePoint 2003 Beta tester for MOSS 2007 at Continental Airlines Left United Airlines in 2011 to work as a Consultant Currently with Accudata Systems, Inc. working on contract at MD Anderson Worked with dozens of companies from SMBs to Fortune 500. Architecture, installation, development 2003, 2007, 2010, 2013, O365

Our Agenda Today Requirements Creating An Access App & Data Sources Edit Default Forms Working with Views Generate Reports

Why Use Access Apps? When being cool isn’t enough

Requirements The only technical part of the presentation

On Premise Requirements SQL SharePoint 2013 can use SQL Server 2012 or SQL Server 2008 R2 SP1 SQL Server 2012 for Access Services Separate instance from the one assigned to SharePoint 2013 SharePoint Access Services service application running on a SharePoint 2013 app server Isolated App domain (see us/library/office/apps/fp aspx for a complete walkthrough) us/library/office/apps/fp aspx Office Microsoft Access 2013 client Full requirements available on TechNet

On Premise Configuration For detailed instructions for installing an on-premise Access 2013 service application, we recommend: Kirk Evans’ blog: Access Services 2013 Setup for an On-Premises InstallationAccess Services 2013 Setup for an On-Premises Installation

Creating an Access App and Data Sources

3 Methods to Create an Access App 1.Use a web app template 2.Download a web app from the Office store 3.Build a custom web app Start from Access 2013 client or Start from SharePoint 2013 > Add an app

Data Sources Existing data source New (blank) table

1. Use a Web App Template

Use a Web App Template – Add An App (1 of 2) In SharePoint 2013, click the wheel at the top right Select Add an app Locate and click on Access App (2 nd page) Name the Access app Click Create

Use a Web App Template – Add An App (2 of 2) Click on the icon for the new Access app Click Open this app in Access to start adding tables

Search for a Table Template

Search Term Must Be in English

Use a Web App Template Access automatically creates tables Click Edit to add, change, delete, or rearrange fields

2. Download a Web App from the Office Store

In SharePoint 2013, click the wheel at the top right Select Add an app Click SharePoint Store on the left Type Access in the Find an app search box

Free Access Apps in the SharePoint Store

Unused Apps Get Archived (Office 365)

3. Build a Custom Web App

Build a Custom Web App – Access Client Open the Access 2013 client on your computer Select Custom Web App Name the database Enter a location for your SharePoint site Click Create If using O365, sign in

Build a Custom Web App – Add An App (1 of 2) In SharePoint 2013, click the wheel at the top right Select Add an app Locate and click on Access App (2 nd page) Name the Access app Click Create

Build a Custom Web App – Add An App (2 of 2) Click on the icon for the new Access app Click Open this app in Access to start adding tables

Build a Custom Web App – Existing Data Source (1 of 4) In the Access 2013 client, click on the desired existing data source e.g., SharePoint List Specify a SharePoint site

Build a Custom Web App – Existing Data Source (2 of 4) Specify how and where to store the data in the current database Click Next

Build a Custom Web App – Existing Data Source (3 of 4) Choose the SharePoint lists you want to link Click OK

Good to Know About “Linked” SharePoint Lists It’s worth noting that Access Apps currently only support a read-only relationship to a SharePoint list. This means, if you want to update an item, you have to do the updating in the SharePoint list. Items updated in the list WILL appear in your Access App. In order to import a SharePoint list, the account you are using must have the ability to change permission on the list – This usually means you need full control (owner) rights.

Build a Custom Web App – Existing Data Source (4 of 4)

Build a Custom Web App – New Blank Table (1 of 2) To create your own table, click add a new blank table within the text to the right of the search box

Build a Custom Web App – New Blank Table (2 of 2) Access creates a blank table in which you can Create fields Define data types Provide descriptions Create as many tables as needed Save the table(s) Switch to datasheet view to enter data

Build a Custom Web App – View in SharePoint (1 of 2) To view your Access App in SharePoint, click the Launch App button on the Home ribbon

Build a Custom Web App – View in SharePoint (2 of 2) List form view displays by default Can switch to datasheet view

Edit Default Forms

Where We Left Off… Click Edit to add, change, delete, or rearrange fields

Add Fields to the Table Double-click the table name to open it Add the field name, data type, and properties

Add Fields to the Form Double-click the form name to open it Drag the field from the Field List onto the form

Delete Fields from a Form Click on the field to be deleted Press delete on the keyboard Delete label separately Does not delete field from table

Rearrange Fields on the Form Drag and drop fields Highlight both label and field to move them at the same time

Working with Views

Create a Blank View Open the Access app in the Access 2013 client Click on the table to be associated with the view From the Home tab of the ribbon click Advanced Select Blank View Add fields to the view by dragging them from the Field List To save the view, right-click on the tab labeled View and click Save Type a name for the view Click OK

Add a View to the Access App From the main database view, click + to add a view Type a View Name Change the View Type and/or Record Source, if necessary Click Add New View

View Settings/Actions Click on the view Click on the star icon that appears Click on the desired setting or action Open in Browser Edit Rename Duplicate Delete

Create a List View From the Home tab, click Advanced Select List View List view can also be used as a popup or subview

Controls 1.Text box 2.Label 3.Button 4.Web browser control 5.Combo box 6.Check box 7.Image 8.Autocomplete control (text box, search, drill through) 9.Hyperlink control 10.Subview 11.Multiline text box 12.Related items control

Action Bar Buttons Cannot change logic of the five existing buttons Can delete unwanted buttons Can add custom buttons

Control Properties 1.Data 2.Formatting 3.Actions

Create a Datasheet View From the Home tab, click Advanced Select Datasheet View

Queries & Reports

Report On My Data Click the File tab Click Report on my data Creates second instance of Access app as a desktop application Requires SQL Server Native Client drivers

Send Action Applicable to Access 2013 web apps (Office 365) only

Send Action Overview Available for Access 2013 web apps in Office 365 No support yet for on-premises Use when working with named data macros or data macros attached to table events (On Insert, On Update, On Delete) Can only send to people within your Office 365 organization

Named Data Macros Send an about a specific record

Data Macros Attached to Table Events Send s when New records are added Existing records are edited Existing records are deleted Double-click Send in the Action Catalog to add it to the macro logic

Access App Thresholds and Limits

Thresholds and Limits LimitMax ValueLimit TypeNotes Maximum Access/SharePoint App Package size 100 MbBoundary100 Mb is the limit for an app package created in the Access client. The package is compressed when created and may contain more than 100 Mb of data. Maximum Access app database storage size in SQL Azure 1 GbBoundaryEach Access app created on SharePoint Online creates a database on SQL Azure. 1 GB is the limit for the database storage on SQL Azure. In an on-premise installation, the administrator controls the size of the associated SQL database

Questions? Theresa Eller | sharepointmadam.blogspot.com Steve Stewart | | blog.get-SpSteve.com

Resources Access Apps for SharePoint 2013 (Parts 1, 2, and 3)123 SharePoint Conference 2014 Anyone can build a SharePoint App with Microsoft Access Access is back! High-value, 'no code', functional & flexible business apps with the new Access services Access is back! High-value, 'no code', functional & flexible business apps with the new Access services The 'how to' guide for selling and managing SharePoint Apps built using Access The 'how to' guide for selling and managing SharePoint Apps built using Access Access Team Blog

Resources Access 2013 training courses, videos and tutorials Microsoft Virtual Academy Database Fundamentals

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