Applying an Access Query to SharePoint Data

by | Updated August 15, 2016 | Project Management, SharePoint, User Tips and Tricks

Stoneridge Software uses Implementation Project SharePoint sites to organize information and drive our client’s implementations. One of the pages on the site holds a Requirements list. SharePoint provides a way to filter each column on the list. One of our project managers asked for a way to filter across multiple columns at the same time, looking for the occurrence of a word or phrase. This can be done by applying an access query to SharePoint data.

The tool we will use is the Open with Access button on the Requirements page:
Open with Access

 

After clicking the Open with Access button, we see:

Open in Microsoft Access

Click OK. Access will open in your bottom tray. Maximize Access to see:

Create New

 

Select Query Design

After clicking on Query Design,

Query Design

Double click the columns you want to see and/or filter by:

Query Tools

Now to the heart of the matter: we want to see if one or more of several columns contain our search text: we want to enter the search text once per run. The syntax we will use is: Like “*” & [Search text] & “*” in the Criteria and Or cells.

Query Tools

Here is the SQL this produced:

SELECT Requirements.ID, Requirements.Requirement, Requirements. Process, Requirements. Priority, Requirements. Status, Requirements.Detail
FROM Requirements
WHERE (((Requirements.Requirement) Like “*” & [Search text] & “*”)) OR (((Requirements.Process) Like “*” & [Search text] & “*”)) OR (((Requirements.Detail) Like “*” & [Search text] & “*”));

Fill in the parameter after you click Run:

Enter Parameter Value

Here are the results: 49 rows out of 388 in the Requirements table:

Requirements Column

When you are done with the query, you can close access and save the query:

Save the Query

Open Access to find the database and query when you need it again:

Access

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