A data access page is connected to one of two types of data sources: a Microsoft Access database or a Microsoft SQL Server database. For the page to work properly when sent via e-mail, the source database must be on a shared server or shared computer in order for users to view and interact with the page.
Before you create the page, open the Microsoft Access database by using a universal naming convention (UNC) path in the File name box on the Open dialog box (File menu, Open command). This ensures that the data source of the page is defined with a UNC path instead of with the drive letter of a mapped network drive in Microsoft Windows Explorer. A drive letter can vary on a computer or may not always be defined, whereas a UNC path is a reliable and consistent way for the page to be located.
When you create the page, you should save it using a UNC path in the File name box of the Save As Data Access Page dialog box. Saving your page with a UNC path helps protect you when you send a pointer to the page by e-mail.
Store the database and the page on the same server
To further help protect your pages, put the Microsoft Access database or Microsoft SQL Server database on the same Web server as the data access page.
Note You can't copy an Access database to or create an Access database in a folder under Network Places.
Publish from a trusted intranet security zone
Depending on the Microsoft Internet Explorer security level setting on the recipient's computer, one of three things occurs when the recipient opens an e-mail message containing a data access page: the page is automatically disabled, the recipient is asked whether to allow data access, or the page is automatically enabled.
If you are using a corporate intranet, you can publish your pages from a Web site located in a trusted security zone. This will help alleviate problems caused by the recipient's Internet Explorer security settings and thus improve performance of your pages. For more information about security levels and security zones, see Internet Explorer Help. For any specific page security requirements at your site, see your system administrator.
Send a pointer instead of a copy of the HTML source code
There are three ways Microsoft Access can send a data access page in an e-mail message.
- In the body of the message, as a copy of the HTML source code of the page
- In the body of the message, as a pointer to the HTML file associated with the page
- As an attachment to the message, including a copy of the HTML file associated with the page
In the e-mail message, a copy of the HTML source code of a page looks very different than a pointer to the page. The copy will contain all of the HTML tags and objects needed to render the page. The pointer will contain some HTML tags and the absolute path
It's best to avoid sending a copy of the HTML source code of a page because Microsoft Outlook won't let a user connect to data across domains unless the recipient or system administrator has changed the default Internet Explorer security zone settings. Sending a pointer to the page assumes that the page and the data source that the page connects to are located on a server or public share. This reduces the chance for cross-domain issues within Microsoft Outlook.
Sending a pointer instead of a copy of the page can also be a security precaution that reduces the risk of malicious users intercepting a copy of the HTML source code of a page that has been sent to a user, and then revising it to covertly gain access to a corporate database.
The best way to send a data access page is to send a pointer to the page in the body of the e-mail message. To send a pointer, you can do one of the following:
- Save the page to a folder under Network Places or on a Web server, so the page's location is a URL.
- Save the page to a shared computer using a UNC path.
In either case, Access uses the <IFRAME> HTML tag to send a pointer to the page. The pointer is either the URL or the UNC path to the page.
When you create your e-mail message, Access provides confirmation dialog boxes to help you make the right choice.
To help maintain security when sending a page, first send a pointer to the page to yourself and then open the e-mail message. In the message window, right-click the page, and then click View Source. If the HTML text looks similar to the following code, then you are sending a pointer to the page (and not a copy of the HTML source code):
<HTML><BODY STYLE="OVERFLOW:HIDDEN" BOTTOMMARGIN=0
LEFTMARGIN=0 TOPMARGIN=0 RIGHTMARGIN=0>
<IFRAME FRAMEBORDER=0 HEIGHT=100% WIDTH=100%
SRC="http://NWWeb/Northwind pages/View Products.htm"></IFRAME>
</BODY><HTML>