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Link a table to a Windows SharePoint Services list

You can use the Link to Windows SharePoint Services Wizard in Access 2003 to create linked tables to lists or views of a list in Windows SharePoint Services.

1. In the database window, click File on the Access toolbar.
2. Click Get External Data.
3. Select Link Tables.
4. In the Link dialog box, for Files of type, select Windows SharePoint Services. This opens the Link to Windows SharePoint Services Wizard.

5. On the Select a Site screen, specify a Windows SharePoint Services site that has the list you want to link to.

   You can select from the previous 10 Windows SharePoint Services sites you have connected to or type in a different site. Click Next.

   Note  You can only link tables to a site that uses Windows SharePoint Services 2.0 or later. The site must contain a list.

6. On the Select Lists screen, select the lists or the views of a list you want to link to.

   • If you want to link to one or more lists, select Link to one or more lists. Hold the SHIFT or CTRL key down to select more than one list.
   • If you want to link to one or more views of the same list, select Link to one or more views of a list.
   • A list contains one or more columns. A column can be defined to have lookup values that are retrieved from another list. If you want to be able to edit such a column with its lookup values, ensure that Retrieve IDs for lookup columns is selected. If you only want to view the column with its display value, you can clear Retrieve IDs for lookup columns.
7. Click Next and proceed to step 8, or click Finish to complete the linking process.

   Note  If you click Finish at this point, linked tables will be created for the lists or the default view of the list that you have selected in step 6 above. If Retrieve IDs for lookup columns is selected, linked tables will also be created for any related lists that contain lookup values for columns in the selected lists or default view of the selected list.

8. If you selected to link to one or more lists in step 6

   • If you have Retrieve IDs for lookup columns selected in step 6 above, on the Select Related Lists screen select the related lists that contain lookup values for columns that you would like to be able to edit. You do not need to use the shift or control key to select multiple items on this screen. Clicking an item would switch between selecting and deselecting it. Click Next and proceed to step 10, or click Finish to complete the linking process.
   • If you have cleared Retrieve IDs for lookup columns in step 6 above, click Next and proceed to step 10, or click Finish to complete the linking process.

   Note  If you click Finish at this point, linked tables will be created for the lists that you have selected in step 6 above. If Retrieve IDs for lookup columns is selected, linked tables will also be created for any selected related lists.

9. If you selected to link to one or more views of the same list in step 6

   1. On the Select View screen, select one or more views of the list to link to. Hold the shift or control key down to select more than one view. Click Next to proceed to the next step or click Finish to complete the linking process.

      Note  If you click Finish at this point, linked tables will be created for the selected views. If Retrieve IDs for lookup columns is selected in step 6, linked tables will also be created for any related lists that contain lookup values for columns in the selected views.

   2. If you have Retrieve IDs for lookup columns selected in step 6, on the Select Related Lists screen select the related lists that contain the lookup values for the columns that you would like to be able to edit. You do not need to use the shift or control key to select multiple items on this screen. Clicking an item would switch between selecting and deselecting it. Click Next and proceed to the next step, or click Finish to complete the linking process.

      Note  If you click Finish at this point, linked tables will be created for the selected views and the selected related lists.

   3. If you have cleared Retrieve IDs for lookup columns in step 6 above, click Next and proceed to the next step, or click Finish to complete the linking process.

      Note  If you click Finish at this point, linked tables will be created for the selected views.

10. The Finish screen displays all the lists (including related lists) or views of a list that you have selected. Click Finish to complete the link process and have linked tables created for selected views and lists, or click Back to return to a previous step to make changes.

    Note  Some of the related lists may in turn contain columns with lookup values defined in other lists that are not displayed on this screen. You will have to go to step 1 and link to such lists separately.