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Exporting Access Forms and Reports
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A useful feature in Access is the ability to create Web pages from your Access forms and reports. Unlike when you export the data from a table or query to create a simple formatted Web page, you can export the data behind a form or report and create a special presentation file that emulates the look of the original object in Access. To do this, Access creates a special version of the XSL file using an extension to the language called ReportML. This language extension includes special tags to support form and report formatting, and you can open these files only in a browser that supports the version of VBScript and the Document Object Model (DOM) that understands them (such as Internet Explorer version 6 and later). You might find this feature useful to produce Web reports that look similar to the design of the original object. To update the data periodically, all you need do is replace the XML file containing the data used by the Web page. The one drawback to this process is you can only
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Part 6: Linking Access and the Web
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Part 1: Part Title
Microsoft Office Access 2003 Inside Out export forms and reports that do not include subforms or subreports. Although Access will let you export a form that has one or more subforms, it will export and format only the data shown in the outer form. Let s take a look at a simple form in the Housing Reservations application (Housing.mdb) that exports nicely as XML. Open the database and select the frmDepartments form in the Database window. Choose Export from the File menu, and choose XML in the Save as type drop-down list. Click Export to start the process. In the initial Export XML dialog box (shown in Figure 28-2 previously), you ll see the option to export the data selected. Because you want to see the data formatted similar to the form, also make sure that Schema of the data (XSD) and Presentation of your data (XSL) are selected and then click the More Options button to look at the options you can customize. Figure 28-6 shows you the options on the Data tab.
Part 6: Linking Access and the Web
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Figure 28-6. Data options when exporting a form as XML.
Notice that Access gives you the option to include additional related tables, but keep in mind that you ll see only the first table in the resulting Web page. If you opened the form in Form view first, Access would also offer you the option to export the current record only. The options on the Schema tab are exactly as you saw earlier when exporting a table (Figure 28-4). Click the Presentation tab to see additional options related to exporting a form, as shown in Figure 28-7.
Part 1: Part Title
Working with XML and SharePoint
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Figure 28-7. The options on the Presentation tab when exporting a form as XML.
Notice that Access now gives you the option to export any images. I created the original form using the Form Wizard and chose the Sumi Painting format, which applies a gray pattern bitmap to the form background. If you want the resulting Web page to include the background, you should leave the Put images in option selected. Click OK to export the form and its data. When you open the HTML file, it should look like Figure 28-8.
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Figure 28-8. The frmDepartments form exported as XML and displayed in a Web page.
Part 6: Linking Access and the Web
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Part 1: Part Title
Microsoft Office Access 2003 Inside Out Notice that the ReportML style specification does a fairly good job of copying the fonts and styles from the original form. However, it also displays all labels, text boxes, combo boxes, and list boxes that you designed on the form, including a hidden label. When you open the form in the application, that label is revealed only when you re creating a new department. Also, the form background is the background of the Web page, but it doesn t display behind the actual form area. (The screen illustration printed in this book might not make that obvious open the sample file to see the difference.) Finally, the page includes all the records strung back-to-back. You can find this set of files saved in the Webs\XML subfolder on the companion CD as frmDepartmentsXmpl.htm, .xml, .xsd, and .xsl. I think Access does a better job of exporting reports than forms (as long as they don t have subreports) into an HTML/XML result that looks very much like the original. You can try this yourself by selecting the rptDepartments report in the Database window and following the same export steps that you did for the frmDepartments form. Your end result displayed in a Web page should look like Figure 28-9. You can find this set of files saved in the Webs\XML subfolder on the companion CD as rptDepartmentsXmpl.htm, .xml, .xsd, and .xsl.
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