Applying an Access Query to SharePoint Data

By Wally Carr | May 18, 2015

Applying an access query to sharepoint data

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 “*” & & “*” 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 “*” & & “*”)) OR (((Requirements.Process) Like “*” & & “*”)) OR (((Requirements.Detail) Like “*” & & “*”));

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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