Control which forms and reports are available on a SharePoint site

When you publish a Microsoft Office Access 2007 database to a Windows SharePoint Services 3.0 site, you can control which forms and reports in the database are available to users of that site.

There are three ways that you can control whether a form or report (contained in an Access database that is published on a SharePoint site) is available:

• Change the Display on SharePoint Site property of the form or report

  This allows you to control the availability of particular forms or reports. Other forms or reports that have the same data source will not be affected by this change.

• Change the Display Views on SharePoint Site property of the source table of the form or report

  This allows you to control the availability of all forms and reports in the database that use that table. Forms or reports that are based on other tables will not be affected by this change.

• Change the DisplayAllViewsOnSharePointSite property of the database

  This allows you to control the availability of all forms and reports in the database.

What do you want to do?

Control the availability of a particular form or report

Control the availability of forms and reports that use a particular table

Control the availability of all forms and reports in a database

Control the availability of a particular form or report

1. Open the form or report in Design view.

2. If the property sheet is not displayed, press F4 to display it.

3. Click the square at the top left corner of the form or report, to display the properties for the entire object.

4. In the property sheet, click the Other tab.

5. Do one of the following:

   • If you do not want the form or report to be available, set the Display on SharePoint Site property to Do Not Display.

   • If you want the form or report to be available (if the data source allows it), set the Display on SharePoint Site property to Follow Table Setting.

Note: When you set the Display on SharePoint Site property of a form or report to Follow Table Settings, the view will not be displayed if the Display Views on SharePoint Site property of the table that the view is based on is set to Do Not Display. Likewise, if the DisplayAllViewsOnSharePointSite property of the database that contains the view is set to 0 (zero, indicating "Do Not Display"), no views in the database will be available, regardless of their Display on SharePoint Site property setting.

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Control the availability of forms and reports that use a particular table

1. Open the table in Design view.

2. If the property sheet is not displayed, press F4 to display it.

3. In the property sheet, do one of the following:

   • If you do not want forms or reports that use the table to be available, set the Display Views on SharePoint Site property to Do Not Display.

   • If you want forms or reports that use the table to be available (if the database allows it), set the Display Views on SharePoint Site property to Follow Database Setting.

Note: When you set the Display Views on SharePoint Site property of a table to Follow Database Setting, views based on the table will not be displayed if the DisplayAllViewsOnSharePointSite property of the database is set to 0 (zero).

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Control the availability of all forms and reports in a database

1. Open the database.

2. Click the Microsoft Office Button , point to Manage, and then click Database Properties.

3. In the Database Name Properties dialog box, click the Custom tab.

4. In the Properties box, click DisplayAllViewsOnSharePointSite.

5. Do one of the following:

   • If you do not want any forms or reports in the database to be available, in the Value box, type 0 (zero).

   • If you want forms or reports in the database to be available, in the Value box, type 1.

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