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Exchange Data with Others
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Both this chapter and 22 emphasized that the use of these techniques is a challenge in terms of selecting the most efficient and effective method for accomplishing the data exchange With outside sources, this is an even greater challenge because the effort to identify the data structure and accomplish a useful and accurate transfer can be significant The next chapter discusses creating an application to be shared among users in a workgroup Multiple users can add complications, as well as advantages, to the process Security, data integrity, and validity all become issues
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CHAPTER
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Sharing with Multiple Users
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reating and maintaining a database in a multiple-user environment isn t a simple task You can share data in several ways, depending on the environment and the location of the users Several users can share a single Access file by placing the database on a central server and accessing it from workstations The database can also be split into two pieces a front-end containing the database objects and a back-end containing all the data Using this method, users can run different versions of Access and also create their own custom database objects to use locally When you open the database to multiple users, you may confront a whole new set of complications Some users may not have the latest information; other users may try to update the same information at the same time, causing conflicts Access provides several tools that can help ensure the integrity and security of the database and provides other means of resolving conflicts This chapter explains how to share an Access database among multiple users and how to ensure integrity and security of the database
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Sharing a Database on a Network
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When several users need access to the same data, you can share a single database with others in several ways Rather than each user keeping a complete copy of the database, you can provide opportunities for sharing that can also improve data reliability and consistency The following options are available for sharing an Access database: Placing the database in a central location where all users have access to all objects in it Splitting the database so the users share only the table data Publishing the entire database or part of the database on a SharePoint Services site
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Sharing an Entire Database
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The easiest way to share data is to put the entire database tables and all on the network server or in a folder that can be shared All users then have access to all the data and use the same database objects If everyone uses the database for the same activities and you don t
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Part IV:
Exchange Data with Others
FIGURE 24-1
Sharing a database among multiple users
want the users to customize their own objects, this is the best strategy Figure 24-1 shows the model for sharing the entire database among multiple users The entire database is stored on the network server, and the workstations access all the objects via the LAN To share an entire database on a network server, copy the database to the shared folder, and then use the Advanced page of the Access Options dialog box (as shown later in this chapter) to set the Default Open mode to Shared Access must be installed on each workstation on the network to share Access databases this way
Splitting the Database
A faster method of sharing a database is to put all the tables on the network server and let the users keep the other objects on their own workstations Only the data is transmitted over the network, thus reducing network traffic This strategy is useful when the users jobs and activities are different or the users don t all use the same version of Access The users maintain only those objects on their computers that pertain directly to their own activities
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