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![]() Tuesday, September 30, 2008 – Permalink – Access Data - Excel Time SheetsDistribute to everyoneMany times an office will provide Excel for all users, but not want or need to also install Access on every desk. Helen Feddema has laid out a method to use the data in an Access database to create Excel workbooks. These workbooks can then be e-mailed to employees to be used to record time spent on projects. The code provided is above the entry level user, but understandable. There is a downloadable file that includes the instructions and samples of the Access and Excel files. Go to Access Archon Columns from Woody's Office Watch.
<Doug Klippert@ 3:08 AM
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Monday, September 22, 2008 – Permalink – Highlight Form DataShow your positionConditional formatting, in Access, has one more alternative than Excel. Besides "Field Value Is" and "Expression Is", there is "Field Has Focus". You can call attention to the location of the insertion point.
Also see: Using the Value in a Control as Formatting Criteria and Using an Expression as Formatting Criteria Microsoft Office Online: Highlighting data for impact on a form in Access See all Topics access <Doug Klippert@ 3:50 AM
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Saturday, September 13, 2008 – Permalink – Make Null ZeroIt's nothingWhen it is desirable to return a zero (or another value) rather than an empty field, Access (Visual Basic) has a function Nz(): Nz(variant, [valueifnull])
When you want to display zeroes in text boxes (or datasheet columns) when there is no value in a field, the standard method is to surround the value with the Nz() function, to convert a Null value to a zero. However, this doesn't always work, especially in Access 2003, which is much more data type-sensitive than previous versions. In these cases, you can force a zero to appear instead of a blank by using two functions: first Nz() and then the appropriate numeric data type conversion function, such as CLng or CDbl. Here is a sample expression that will yield a zero when appropriate: ACCESS Watch Vol 7 No. 5 See all Topics access <Doug Klippert@ 3:32 AM
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Monday, September 08, 2008 – Permalink – Switchboard InflationHave more controlsYou cannot have more than 8 items on a switchboard when you use the Access Switchboard Manager on the Tools>Database Utilities menu. You can, however, modify the Switchboard objects directly.
<Doug Klippert@ 8:05 AM
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Tuesday, September 02, 2008 – Permalink – Database BasicsDefinition and explanationAbout.com has information about every human endeavor. Here is a piece that introduces Access and databases in general: "If you're searching for a more flexible data management system, a database might be just the salvation you're looking for. Microsoft Access Database Fundamentals See all Topics access <Doug Klippert@ 3:02 AM
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Thursday, August 28, 2008 – Permalink – Calculate AgeA few solutionsHere are some methods that have been posted to the newsgroups: Assuming that the birth date field is called [BDate] and is of type date, you can use the following calculation: Alternately you can use this function to calculate age: From: <Doug Klippert@ 3:03 AM
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Sunday, August 17, 2008 – Permalink – Pictures in FormsPictures in Forms Pictures in FormsIt can still be done
In Access/Office 2003/2007 MS Photo Editor was replaced, and Office no longer includes an OLE server for images. To do this, follow these steps:
Also:
"While it's possible to actually store the images within the database itself as OLE objects, normally it's not the preferred way. When you embed an OLE object in a table, you're storing a lot of overhead as well. This overhead is the information about the object (such as its parent application) that Access needs to store in order to render the object properly." Displaying photos in a form See all Topics access <Doug Klippert@ 3:51 AM
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Tuesday, August 12, 2008 – Permalink – Stop Online HelpUse local HelpWhen Office 2003 first came out, one of the new features was that the help files were "live." Rather than using stale information installed years before, the application connected with Redmond for the newest and best solutions. This can be a problem depending on how you connect to the Internet. If you're using a dial up service, or speeds slow to a crawl. Here is a way to use local information.
Labels: General <Doug Klippert@ 4:00 AM
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Monday, August 11, 2008 – Permalink – Dynamic Formatting of FormsGetFocus, Resize, Color DataHere is a description about how to perform three different actions on forms to respond to data entries or changes in events.
Look for a demo file called "502DOBSON.ZIP" (The image file in the code resides in the articles folder of the c:\ path. You'll probably need to update the path for the image files on your computer.) Also see: Access MVPS.org: Colors and Continuous forms Changing the Background Color of the Current Record See all Topics access <Doug Klippert@ 3:41 AM
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Monday, August 04, 2008 – Permalink – Typography for the rest of usReal world fontsChoosing a type face can be fun, but also overwhelming. You want to convey the message without obscuring the thoughts in an avalanche of weird shapes. Cameron Moll has a web site/Blog called Authentic Boredom; his "platitudinous web home." Recently he explored: The non-typographer's guide to practical typeface selection "I honestly believe typeface selection is one of the most transparent ways of detecting good - and bad - design. You can tell plenty about a designer merely by the typefaces he/she chooses. So you'd be wise to start with trusted faces, and you'd be even wiser to know something about the history of each typeface." Also see: Who was that font I saw you with last night? See all Topics access Labels: Fonts <Doug Klippert@ 7:21 AM
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Friday, July 18, 2008 – Permalink – Signing MacrosSecurity levelsThere are three levels of Macro security:
"If you've used Access 2003, you've probably seen several security warning messages - Access 2003 cares about your security. An important part of Access 2003 security is digitally signing your code. As Rick Dobson shows, you can do it, but preparing for digital signing is critical. Also: Other links: <Doug Klippert@ 5:01 AM
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Friday, July 11, 2008 – Permalink – Checkmark vs. CheckboxJust the checkUse of a Boolean Yes/No checkbox is pretty common. Here is a way to place just a checkmark next to an entry. Not Channel 9 material, but good to know. Display ü
Microsoft Knowledgebase: How to print a check box without borders on a pre-printed form in Access See all Topics access <Doug Klippert@ 3:13 AM
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Monday, July 07, 2008 – Permalink – Hidden TablesDon't peekIf you do not want the ordinary user to see a table in your database, you can hide it in the database windows so that other users cannot select it. Preface the table's name with the four letters 'Usys'. For example, if your table's name is ProprietaryCosts , change it to Usys ProprietaryCosts. This makes your table into a system object which Access does not display. To see this table later, in Tools>Options, on the View tab in the Show section, put a check mark by System objects. If we agree among ourselves not to tell the uninitiated, no one need be the wiser.
<Doug Klippert@ 3:30 AM
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Friday, June 27, 2008 – Permalink – Avoid AutoComplete Errors Don't start
<Doug Klippert@ 5:44 AM
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Friday, June 20, 2008 – Permalink – Import QueriesAs TablesIf you want to use the results of a query, and you don't need to update the underlying tables, you don't have to import unnecessary data. You can import the query as a new table.
Access processes the queries and saves the results as a table with the same name as the original query. See all Topics access <Doug Klippert@ 6:49 AM
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Monday, June 16, 2008 – Permalink – Number EntriesBeyond AutoNumberEmbedding information in a Primary key or ID, can lead to trouble in the future. (If the first three numbers are to represent the warehouse address, what happens if new addresses have four numbers?) Autonumbering can give a false sense of order. There is an initial tendency to try to keep all database records in some order. This violates the sense of a relational database. The records can be sorted or filtered as needed. Still some record numbering scheme may be desired. Allen Browne's Access tips: Numbering Entries in a Report or Form "In relational database theory, the records in a table cannot have any physical order, so record numbers represent faulty thinking. In place of record numbers, Access uses the Primary Key of the table, or the Bookmark of a recordset. If you are accustomed from another database and find it difficult to conceive of life without record numbers, check out What, no record numbers?" See all Topics access Labels: Tables <Doug Klippert@ 6:28 AM
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Tuesday, June 10, 2008 – Permalink – Auto LinkOutlook Contacts in AccessAutomatically set up links to data outside of Access. It still works in Access/Outlook '07. Try this:
The changes made in Access will be reflected in Outlook and vice versa. If you want to create a new database that will link to other data that isn't in an Access format, you can do it quickly. The classic way is to use the File>Get External Data >Link Tables method. However you can simply choose File >Open from the menu bar. Select the appropriate data format from the Files Of Type dropdown list (such as Microsoft Excel (*.xls)). Open the file and Access will automatically create an MDB file with the same name as the data source you selected and will set up links to the data. From there you can develop forms, queries and reports. See all Topics access Labels: Relationships, Tables, Tutorials <Doug Klippert@ 7:46 AM
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Saturday, June 07, 2008 – Permalink – Good OLAPMore dataFrom Builders.com.com: An introduction to the benefits of online analytical processing (OLAP) "Every day we create reams of data in customer relationship management applications, order entry applications, and warehouse management systems. We're drowning in a sea of data. However, even with all that data we don't have a large amount of information. We have the ones and zeros of the transactions, but we don't have the answers we need to simple questions like: The article also has links to:
<Doug Klippert@ 6:43 AM
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Sunday, May 11, 2008 – Permalink – Forms and Slides Forms and SlidesPowerPoint in AccessThis download provides an Access database and a PowerPoint slide show. "Create a PowerPoint slide presentation from scratch using Access data. In addition, display and control a slide show from within an Access form. Walk through the solution and explore ways to extend the sample for your own applications. Here is an MSDN article: If you have some knowledge of VBA, you can probably figure it out from the code on the Access Form. <Doug Klippert@ 6:23 AM
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Saturday, May 03, 2008 – Permalink – Sample Queries, Forms, ReportsExamples to part outThis sample queries database contains examples of useful database queries, including the crosstab query, the union query , and the join query Sample: query topics database Here are some other sample databases. They are all for Access 2000, but the installed base is predominantly in that format. Access 2000 is also the default format for Access 2002 and 2003. Sample Access databases that you can download and adapt
Some forms include:
See all Topics access <Doug Klippert@ 6:15 AM
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Monday, April 21, 2008 – Permalink – Cascading Combo BoxesEverything's connected
A cascading combo box solution: Roger J. Carlson CascadingComboBoxes.mdb (beginner) CascadingComboInSubform.mdb (intermediate) See all Topics access <Doug Klippert@ 6:16 AM
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Tuesday, April 15, 2008 – Permalink – List Box FilterMultiple selectionsFilter a Report based on List Box Fabalou.com: "How to open a report based on a multiple selection in a list box. For example, you may have a list of makes of car and a report that shows various details for each make of car. You want to allow the users to select a range of cars and pull up the report according to that selection."
<Doug Klippert@ 5:30 AM
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Sunday, April 13, 2008 – Permalink – Canada/US Postal CodesAutomatic Input masksIf you have a mix of Canadian and US postal codes, you might play with the following code inserted as a Country control "After Update" Event property.
See: Trinity University - San Antonio, Texas: <Doug Klippert@ 5:57 AM
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Sunday, April 06, 2008 – Permalink – Add a TableDrag drop trickWhile working with a query in Design view, you may find that you need to add a table or query. The "book" way to do it is to click the Show Table toolbar button, drag the appropriate objects from the list, and then close the dialog box. There is another way to do this.
<Doug Klippert@ 6:50 AM
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Saturday, March 29, 2008 – Permalink – Week NumbersWho's counting?For most purposes, weeks are numbered with Sunday considered the first day of the week. This works most of the time, but it can be a little confusing certain years.
If your week starts on a different day, you can use the Analysis ToolPac function:
"The function WEEKNUM() in the Analysis Toolpack addin calculates the correct week number for a given date, if you are in the U.S. The user defined function shown here will calculate the correct week number depending on the national language settings on your computer."
datepart("ww",[DateField],7,1)
<Doug Klippert@ 7:23 AM
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Thursday, March 27, 2008 – Permalink – Entry CheckerA second chanceUnlike Word or Excel, Access does not warn you when data is changed. Unless you make a structural or code change, Access thinks you know what you want to know and allows you to enter or change data and the close the application without a squeak. There is a way around this: "In Microsoft Office Access 2007, by default, users are not prompted to confirm changes after modifying and saving records on a form. But often you might want to prompt users to confirm their changes before the record is saved. User Prompts (with a video) See all Topics access Labels: Macros, Properties, Tutorials <Doug Klippert@ 7:33 AM
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Sunday, March 23, 2008 – Permalink – Reminder - Task - E-mailSent from AccessA great web site for Office information is Woody Leonard's WOPR.com. There are a couple of newsletters associated with the site including: Woody's ACCESS Watch
"If you have a table that contains a date field, and you want to make sure that something happens on that date, one way is to create an Outlook task with a reminder that will pop up on the specified date; you can even use the Outlook reminder to create an email message that will be sent on the specified date.
Helen Feddema has been working with Word since v. 1.1, Access since the beta of v. 1.0, and Outlook since the beta of v. 8.0 (that's where Outlook started its version numbering). See all Topics access <Doug Klippert@ 6:51 AM
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Saturday, March 22, 2008 – Permalink – Default SaveChoose your own locationWhen you choose to save most Office files, the Save dialog box defaults to the Documents or My Documents folder. (The following directions work in 2007, but you need to click on the Office button in the upper left corner of the Window)
Change the folder where e-mail messages and attachments are saved Also: D.C. Everest school district Weston, WI: Office Default Paths If you don't want to change the default, but would like to be able to quickly go to an alternate site, open the Save or Save Attachment dialog box. On the left side of the box is the Places Navigation bar. If you click the Desktop icon, that location will be used to save the file. You can add spots to the bar. Browse to the specific folder. Highlight the folder and click the down arrow beside the Tools option. Select "Add to My Places." The file or e-mail attachment can then be saved where you want. See all Topics access <Doug Klippert@ 7:48 AM
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Monday, March 17, 2008 – Permalink – Forms and DataGood comboIn Access, tables can be a bother to use for data entry. Constructing a Form can make it easier. Here is an MS demo about combining the two: "While working with forms, a split form can be a very useful view because you simultaneously get two views of the form that are connected to the same data source. Form and data ![]() See all Topics access <Doug Klippert@ 7:41 AM
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Friday, March 07, 2008 – Permalink – Tips HandoutAccess tidbitsWoody's Lounge at Wopr.com is a good location to find information on most anything computer like. Here is a downloadable handout with tricks to use with Access. Tips Handout See all Topics access Labels: Tips <Doug Klippert@ 7:00 AM
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Saturday, March 01, 2008 – Permalink – OLAP CubesMore dimensions than Star trek
Labels: General, Relationships, Tutorials <Doug Klippert@ 7:08 AM
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