How To Convert Access Forms To SharePoint

Converting Access forms to SharePoint can greatly enhance your digital workspace. In this section, we will explore the step-by-step process and considerations involved in converting Access forms to SharePoint.

To convert Access forms to SharePoint, there are several options available. One option is to import a SharePoint list into Access, where Access creates a table and copies the columns and items from the list into that table. Another option is to link to a SharePoint list, where Access creates a new table that reflects the structure and contents of the list.

When importing or linking to SharePoint, there are considerations to keep in mind, such as the number of columns that Access supports (256), the handling of folders and attachments, the importing of lookup columns and calculated columns, and the preservation of rich text formatting.

It’s worth noting that while Access can be used with SharePoint, it is primarily a desktop-based application, so if you want to create a web-based application, you may need to use other tools such as ASP.NET Core, HTML, CSS, and JavaScript. Additionally, PowerApps and Flow can be used for automation and as an interface to the SharePoint backend, while Azure SQL Database can be used as a backend for storage. However, it is not recommended to upload, publish, or share MS Access desktop databases in SharePoint Online or OneDrive with multiple users, as it can result in multiple copies of the same database and difficulty merging changes.

Considerations for Converting Access Forms to SharePoint

When converting Access forms to SharePoint, there are several important considerations to keep in mind to ensure a smooth and successful transition. One option is to import a SharePoint list into Access, which creates a table and copies the columns and items from the list into that table. Alternatively, you can link to a SharePoint list, creating a new table reflecting the list’s structure and contents.

During the conversion process, it is crucial to consider the limitations and capabilities of Access. For example, Access supports up to 256 columns, so it is essential to take this into account when mapping the fields from your form to SharePoint. Additionally, you should consider how folders and attachments, lookup columns, calculated columns, and rich text formatting will be handled in the transition.

It’s important to note that while Access can be used with SharePoint, it is primarily a desktop-based application. If your goal is to create a web-based application, you may need to utilize other tools such as ASP.NET Core, HTML, CSS, and JavaScript. PowerApps and Flow can also be useful for automation and as an interface to the SharePoint backend, while Azure SQL Database can provide storage capabilities. It is, however, not recommended to upload, publish, or share MS Access desktop databases in SharePoint Online or OneDrive with multiple users due to potential issues with database duplication and merging changes.

By considering these factors and making informed decisions, you can ensure a seamless conversion of your Access forms to SharePoint, creating a digital workspace that meets your organization’s needs and fosters collaboration.

Meet the Author

Abdul Rahim has been working in Information Technology for over two decades. Learn how Abdul got his start as a Tech Blogger , and why he decided to start this Software blog. If you want to send Abdul a quick message, then visit his contact page here.