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  Wednesday, February 10, 2010 – Permalink –

Access Communities

It takes a village

Here are some links the Access groups. Someone has probably asked your question before.
Access Communities

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<Doug Klippert@ 3:52 AM

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  Thursday, February 04, 2010 – Permalink –

Command Reference


Those of you that are just now making the switch to the Ribbon world, will find this valuable.

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<Doug Klippert@ 3:11 AM

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  Saturday, September 19, 2009 – Permalink –

Disable Confirmation

Only for the brave

Access tries to prevent user errors that would have calamitous effects on data or an application by throwing up confirmation boxes before potentially dangerous actions. This provides users with an out before committing irreversible changes to the database.

Although you probably want these confirmation dialog boxes in place for end-users, you may find that they slow your work down too much. You may, also, click through the dialog boxes so quickly that they're essentially ineffective.

If you have a programmer's version of hubris, you can prevent Access from displaying confirmation dialog boxes.

To do so, choose Tools>Options from the menu bar and click on the Edit/Find tab. Then, clear the appropriate check boxes in the Confirm panel that correspond to the dialog boxes you want to suppress.

Finally, click OK.
In 2007, click the Office logo and then Access Options

Good luck, you've been warned.

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<Doug Klippert@ 3:00 AM

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  Sunday, July 12, 2009 – Permalink –

Plain Numbers

I'd Like to Make It Clear

Plain Figures is a method of transforming statistical and financial data into figures, tables and graphs that people readily understand.

Have you ever:
  • squinted your eyes trying to see the numbers in a PowerPoint presentation?

  • scratched your head at a charity leaflet with an indecipherable pie chart titled 'Where your donation goes' ... and set it aside?

  • missed discussion at a meeting because you were busy trying to figure out the figures?

  • put aside a graph or table, thinking "I'm not good with numbers."?

Then you know how important the clear display of numerical information can be. Common problems People have trouble using numerical information for many reasons. Most commonly, authors don't know:
  • what to include: when unsure what numbers are important, people frequently display them all, overpowering the reader with irrelevance.

  • which format to use: the choice between text and table, table and chart, bar and pie.

  • how to use the technology effectively: computer software generates graphs easily, but the results hide your point behind incomprehensible chartjunk.

  • how to explain the information: selecting the right words for titles, columns and captions.

Plain Figures is a partnership between Sally Bigwood, located in Wakefield, Yorkshire, UK, and Melissa Spore, who divides her time between Toronto and Saskatoon, Canada. Sally and Melissa are sisters and both have dual citizenship in the United States. See all Topics

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<Doug Klippert@ 3:01 AM

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  Saturday, July 11, 2009 – Permalink –

A Hoard of Tips

Good for all levels of user

Allen Browne's tips for Access users

Here is a list of the sections on this site; something for everyone.
  • Casual Users - basic tips and explanations;
  • Serious Users - ideas for forms, combos, reports, and code;
  • Flaws in Access - unfixed bugs that will bite you;
  • Traps to avoid - problems that may not be obvious;
  • Specific Applications - a couple of examples where people get stuck;
  • Tips for xBase developers - for people who used the old dBase;
  • Functions you can use - code to copy;
  • Upgrading - issues when changing versions;
  • Other sites - links to other sites with free Access tips.

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<Doug Klippert@ 3:19 AM

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  Wednesday, June 10, 2009 – Permalink –

Automaticaly Setup a Database

Link in a snap

When you're creating a new database that will link to data that isn't in an Access format, you can speed up the setup process.

Rather than creating a new database and then using the File>Get External Data>Link Tables,

  1. Choose File>Open from the menu bar

  2. Select the appropriate data format from the Files Of Type dropdown list

  3. Open the file as you would any Access database
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.

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<Doug Klippert@ 3:55 AM

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  Thursday, June 04, 2009 – Permalink –

Database Examples

Clever timesavers

Roger Carlson,, has collected a group of Access databases that demonstrate different functions.

The Library includes tutorials and a good list of files that can be downloaded.

See the Table of Contents
This sample illustrates how to restrict the value of one combo box based on the value of another
This illustrates how to email the same report with different data to a variety of users
This sample illustrates how re-link, automatically, tables if the database has been moved
Shows a variety of samples of good and bad User Interface design techniques

And many more

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<Doug Klippert@ 3:34 AM

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  Wednesday, March 25, 2009 – Permalink –

Toggle Object Views

Use the keyboard

When you are putting a database together you often want to switch between views of Access objects to see the changes.

For instance, you'll switch the view to examine a Table in Design view and then back to data view. It is can be faster to switch between views using keyboard shortcuts, rather than the View menu.

You can cycle through the views of an open object using the

Ctrl + .


Ctrl + ,

shortcut keys.
These shortcuts can be used with tables, queries, forms, reports, and data access pages.

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<Doug Klippert@ 3:31 AM

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  Friday, February 13, 2009 – Permalink –

Data Modeling

Data bits and pieces

While a few of us may be guilty of constructing databases on the run, and then trying to clean up the mess later, the wise ones plan ahead.

What information will you need in the future? What reports are going to be requested? If you're the bean counter, do you need to count all the legumes?

"Data modeling is probably the most labor intensive and time consuming part of the development process. Why bother especially if you are pressed for time? A common response by practitioners who write on the subject is that you should no more build a database without a model than you should build a house without blueprints.

The goal of the data model is to make sure that the all data objects required by the database are completely and accurately represented. Because the data model uses easily understood notations and natural language, it can be reviewed and verified as correct by the end-users.

The data model is also detailed enough to be used by the database developers to use as a "blueprint" for building the physical database. The information contained in the data model will be used to define the relational tables, primary and foreign keys, stored procedures, and triggers. A poorly designed database will require more time in the long-term. Without careful planning you may create a database that omits data required to create critical reports, produces results that are incorrect or inconsistent, and is unable to accommodate changes in the user's requirements."

University of Texas at Austin
Introduction to Data Modeling

Finding the Perfect Fit
By Tim McLellan
Data Modeling 101

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<Doug Klippert@ 3:47 AM

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  Sunday, January 18, 2009 – Permalink –


Designing an efficient database

Here is an understandable article about how to put together a normalized database.

One topic covered is what should be used for a Primary or foreign key.
"In general, a key field should have these characteristics:

Should be One Field

It is possible to define multiple fields as the key fields of a table, but a single field is preferable. ...Far better to have a CustomerID number than a combination of other fields to define a customer.
Should be Numeric

Access offers an AutoNumber field that is a Long Integer which is ideal for key fields. These values are automatically unique for each record and supports multi-user data entry as well.
Should Not Change Over Time

A key field should not change over time. Once identified, like a social security number, it should never change.
Should be Meaningless
To ensure a key field doesn‚€™t change over time, it should have no meaning and therefore no reason to change over time.

Here are a few of the other topic headings:

Understanding Your Data
  • What Data Do You Need?
  • What Are You Going to Do with the Data?
  • How Is Your Data Related to Each Other?
  • What Is Going to Happen to the Data Over Time?
  • Learn How to Use Queries
Database Normalization Tips By Luke Chung, Founder and CEO of FMS Inc
Also see: Knowledgebase #283878: Description of the database normalization basics Introduction to Relational Databases
Normalization Model

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<Doug Klippert@ 3:54 AM

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  Monday, December 29, 2008 – Permalink –

Drag Data

Simple exchange

To transfer data from an Access query or table in another Office program, such as Word, there's no need to manually export the data.
  1. Open the target Office document

  2. Arrange both applications on the screen
    (Right-click an empty part of the Task bar and choose Tile Windows Vertically)

  3. Switch to Access and select the fields or records that you want copied

  4. When you've finished selecting the data, move the mouse pointer near the border of the selection until it turns into an arrow

  5. Finally, drag and drop the data to your target document
You can also select a whole table, go to Edit>Copy. Switch to Word or Excel and Paste.
It works in the other direction too. Select some Excel data. Switch to Access. While viewing the Tables Objects, Paste the Excel data. It will form a new table.

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<Doug Klippert@ 3:57 AM

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  Thursday, December 11, 2008 – Permalink –

Alphabetize by One Field or the Other

If one is missing, use the other

Let's say you have a database that has the company name and a contacts name.

In some cases the CompanyName field is empty. If that happens, you want to continue the alpha sort using the contact's LastName.

To do this, you need to create an extra query field to provide the sort, using the NZ() function to replace the contents of one field for null values in another.

(Nz(variant, [valueifnull])

  1. Select the Queries, and then click "Create query in Design view".
  2. Choose the table you want to sort, click Add.
  3. Click Close.
  4. Drag down all the fields you want to display in your form, including the two separate fields you want to alphabetize.
  5. Insert a new column on the left side of the QBE grid.
  6. In the Field cell, enter the expression
  7. Select Ascending for the Sort option.

When you run the query, if CompanyName is null (empty — no entry), the NZ() function uses the contents in LastName instead.

Here's another way to do it:

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<Doug Klippert@ 3:47 AM

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  Wednesday, November 26, 2008 – Permalink –

Access Forum

Ask your peers

Here is a forum populated by Access users and developers around the world.

Just a few of the recent inquiries:

  • The Use of LIKE

  • Calculated Field

  • Conditional formatting

  • Hide/Show Toolbars

  • Change Default Printer without using print dialog

  • Problems with duplicate matches in my queries

  • Import Excel into Access Table

  • Sending Email Via Lotus Notes

  • Automated E-mail For Lotus Notes and Microsoft Outlook

  • Print Report of the Form onscreen

  • Table/Field Structure

  • Hiding Access Background and taskbar

Access World Forums

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<Doug Klippert@ 6:57 AM

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  Tuesday, November 04, 2008 – Permalink –

Too Many Slices

More data than the pie will hold

A pie chart displays the per cent of the whole is represented by the component elements. Four salesmen, four slices of pie.

The problem arises when there are 10 or so components that vary in size. The labels begin to overlap and the chart is difficult to read:

One suggestion that Chris Weber offers is to rearrange the order of the slices:

The article uses MS Graph in Access, but the techniques are applicable in all the other applications that can use graphs.

Easy as Pie. . .

"Chris Weber provides you with a generic method to control the data for pie charts that are actually readable."

(A downloadable example file is also provided

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<Doug Klippert@ 3:41 AM

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  Tuesday, September 02, 2008 – Permalink –

Database Basics

Definition and explanation 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.

What is a database? Quite simply, it's an organized collection of data. A database management system (DBMS) such as Access, FileMaker Pro, Oracle or SQL Server provides you with the software tools you need to organize that data in a flexible manner. It includes facilities to add, modify or delete data from the database, ask questions (or queries) about the data stored in the database and produce reports summarizing selected contents.

Microsoft Access provides users with one of the simplest and most flexible DBMS solutions on the market today. Regular users of Microsoft products will enjoy the familiar Windows "look and feel" as well as the tight integration with other Microsoft Office family products.

Microsoft Access Database Fundamentals

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<Doug Klippert@ 3:02 AM

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  Tuesday, August 12, 2008 – Permalink –

Stop Online Help

Use local Help

When 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.

  1. Bring up the Help Task Pane (The F1 key will do this.)

  2. At the bottom of the "See also" box there is a hyperlink: "Office Online Settings"

  3. Click this link; you will get the Service Options dialog box

  4. Uncheck the option: "Search online content when connected"

Office will now use the help files on the local hard drive. It is much faster!
(Editing will affect all Office applications)

In office 2007, left click on the "Connected to Office Online" and choose local

If you need to disable its use through a Group Policy, or in the Registry, see:

Microsoft Support:
How to disable Microsoft Office Online featured links in Office

Be aware that if you do turn it off, you might miss some of the Office online feature, like tutorials and downloads.

Office Online: Get More Out of the Microsoft Office System

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<Doug Klippert@ 4:00 AM

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  Sunday, May 11, 2008 – Permalink –

Forms and Slides

Forms and Slides

PowerPoint in Access

This 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.

This article looks at two ways of interaction between Access and PowerPoint.

The first sample illustrates how to create a PowerPoint presentation from the data in an Access table using Automation.

The second sample shows how to display and manipulate an existing PowerPoint presentation inside of an Access form, also using Automation."

Here is an MSDN article:
Working with PowerPoint Presentations from Access Using Automation

If you have some knowledge of VBA, you can probably figure it out from the code on the Access Form.

Office 2003 Sample:
Working with PowerPoint 2003 Presentations from Access 2003 Using Automation

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<Doug Klippert@ 6:23 AM

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  Tuesday, April 15, 2008 – Permalink –

List Box Filter

Multiple selections

Filter a Report based on List Box
"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."

Microsoft KB:
How to Use a Multi-Select List Box to Filter a Form

Customize a list box, combo box, or drop-down list box

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<Doug Klippert@ 5:30 AM

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  Saturday, March 22, 2008 – Permalink –

Default Save

Choose your own location

When 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)

you can change the default location by going to Tools>Options. On the "File Locations" tab you can modify the storage location.

Tools>Options. On the "General" tab change the default location.

uses Tools>Options and the "Save" tab.

Tools>Options and the "General" tab for Databases and Projects

Tools>Options "General".

will make you take an underground tour into the Registry to change the location to save e-mail attachments.

FrontPage/Expression Web
appears to require the same sort of spelunking.

Change the folder where e-mail messages and attachments are saved

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.

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<Doug Klippert@ 7:48 AM

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  Saturday, March 01, 2008 – Permalink –

OLAP Cubes

More dimensions than Star trek

When a company accumulates a great deal of information, it becomes un-wieldy to work with just basic Excel or Access databases.

There is a database concept called on OLAP cube (On-Line Analytical Processing).

This multidimensional collection of data can be thought of as a 3-D pivot table viewed from flat land.

Just What Are Cubes Anyway?
(A Painless Introduction to OLAP Technology)
What is OLAP

OLAP (Wang Sweden) a Swedish software company:

Create an OLAP Cube

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<Doug Klippert@ 7:08 AM

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  Monday, February 25, 2008 – Permalink –

Legacy files 2007

Go back

Read this article closely. If you work in a situation where you need to work with legacy (pre-2007) files, it may be handy.

If you do most of your work in 2007, I wouldn't bother.

"When you use Windows Explorer or the desktop to create a new 2007 Microsoft Office file, a new Office file is created in an XML file format (.dox or .xlsx). For example, this behavior occurs when you right-click the desktop, you point to New, and then you click Microsoft Office Word Document. By default, files that you create in the 2007 Office system are in XML file formats.

This article is about how to create legacy Office files, such as .doc files, .xls files, .ppt files, or .mdb files in the 2007 Office system. You can create legacy Office files without opening any Office applications. To do this, you must modify some settings. The modified settings will apply to all the users who log on to the computer."

Knowledgebase 935787

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<Doug Klippert@ 7:52 AM

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  Saturday, February 02, 2008 – Permalink –

Filter Multiple Selections

Table sorts

In a table's Datasheet view, you can filter multiple selections in a few simple ways.

In the first method, you select one of the fields you want to filter by and click the Filter By Selection button on the toolbar. Access filters the records by that selection. Next, select the second field you want to filter by and click the button again. Access filters the records even further by this second selection. Continue to follow these steps until you have filtered by the desired number of selections.

You can also use Filter by Form. Click the icon on the toolbar. In the displayed form, enter the criteria. You can use And/Or statements, such as "Boston" Or "San Francisco".
(Access will enter the quote marks for you.)

For the third option, you use the Advanced Filter>Sort feature. To do so, select Records>Filter>Advanced Filter>Sort from the menu bar. Access displays a grid similar to the Query By Example grid. Now, drag down all the fields you want to filter by from the field list. Then, in the Criteria cells enter the values you want to filter for. When you have finished, click the Apply Filter button to see the results.

Fourth, you could use Filter by input. Right click any entry in a field you want filtered. Enter the value in the Filter For box and hit Enter. You could then choose another field and sort again by another criteria.

Creating a Query would let you save your filter, but these methods can be used to quickly display the desired information in a table.

(In 2007 these options are on the Home tab in the Sort & Filter group)

Florida Gulf Coast University:
Sorting and Filtering
How to Filter Records in a Microsoft Access Table

Microsoft Kb:
How to filter records in an Access database

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<Doug Klippert@ 7:21 AM

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  Saturday, January 05, 2008 – Permalink –

Sandbox Warning

Avoid the dark spots

Access 2003 added another security feature - slash - PIA. Jet 4.0 has had a protective mode in the past, but Access 2003 takes it seriously.

A "sandbox" allows the kids to play in a confined area. They can't get into as much trouble as when they are allowed to run around the park.

Frequently asked questions about Access security warnings

"To help enhance the security of your data, you have the option of running Access 2003 in sandbox mode. In sandbox mode, Access evaluates only those expressions in field properties and controls that are safe. An expression is considered safe if it does not use functions or properties that could be exploited by malicious users to access drives, files, or other resources for which they do not have authorization. For example, functions such as Kill and Shell could be used to damage data and files on a computer, so they are not considered safe.

Sandbox mode is implemented by using the Microsoft Jet Expression Service to evaluate expressions. Microsoft Jet 4.0 Service Pack 8 (SP8) or later allows Access to be fully functional, yet still have Jet block unsafe expressions by enabling sandbox mode. However, the Jet expression service is not part of Access. You need to download and install Microsoft Jet 4.0 Service Pack 8 (SP8) or later before you can enable sandbox mode. "

You will see this box if your computer does not have Microsoft Jet 4.0 Service Pack 8 (SP8) or later installed, and/or sandbox mode has not yet been enabled on your computer.

Installing the latest Jet service pack does not automatically turn on sandbox mode and block unsafe expressions. You need to click Yes in the message box to complete the process of enabling sandbox mode.

If you enable sandbox mode without installing Jet 4.0 SP 8 or later, certain features will not work. For example, wizards will not start, and instead, you will see the message "This feature isn't installed, or has been disabled".

About Microsoft Jet Expression Service sandbox mode

You may also see this warning.

Access cannot verify that the file is from a trusted source and that it has not been tampered with since you received it or last worked on it.

You can avoid this bother by digitally signing your file or reducing security to the Low level. This effectively puts Access back on the playground.

Microsoft warns:

"Unless yours is a stand-alone computer (not part of a network), and you don't ever connect to the Internet, and no one ever has physical access to your computer, or your databases and other files are protected with strong passwords, you should not even consider setting the macro security level to Low."

There is another way to do this. Via registery key.


Access 2007 sandbox

2007 has fewer warning messages. Earlier versions of Access forced you to deal with a variety of alert messages - macro security and sandbox mode, just to name two. By default, if you open an Office Access 2007 database outside of a trusted location, you see a single tool called the Message Bar.

New in 2007

How To Avoid An Access 2003 Sandbox Storm
By Garry Robinson

How to configure Jet 4.0 to prevent unsafe functions from running in Access 2003

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<Doug Klippert@ 4:23 AM

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  Thursday, December 06, 2007 – Permalink –

Info Docs

Things you need to know has a great lounge with members who can answer most any question you can come up with.

Steve Hayward prepared a couple of Access papers that contain vital information about databases.

Golden Rules

Normalization Doc

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<Doug Klippert@ 6:59 AM

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  Saturday, October 13, 2007 – Permalink –

Send Access to Word

Reformat reports

Not everyone has Access installed on his or her machine.

Access is not the most versatile instrument for complex formatting.

If you wish to share your findings, Access does have the ability to re-format Reports into Word documents.

Open the Report in Access and go to Tools>Office Links.
One of the choices is to "Publish It with Microsoft Word."
Here's the command in 2007:

When the data is sent to Word, you will be asked to confirm that you wish to convert the file to "Rich Text Format (RTF)" Click OK.

(RTF is a "universal" format. The Report can be re-saved as a Word "DOC" or "DOCX" file.)

Microsoft KB:
How to send the current record to Word 2000 with automation

Teachers on the web: Aussie SchoolHouse:
Merging Access Data with Word Documents

Use a table or query as a mail-merge data source (2007)

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<Doug Klippert@ 7:55 AM

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  Wednesday, October 03, 2007 – Permalink –

Update Data to Default

Just a keystroke away

You probably know that you can set up a default value for Access to enter into a field when a new record is created. This can be done in the Design view for a table or form by setting the Default Value property.

Unfortunately, you sometimes may set a default value after you've already entered records into the database. When you do so, the existing records aren't automatically updated to equal the new default.

However, if you're editing a record and you want to update the field to the current default, you can do so with a keystroke shortcut. To do so, simply select the appropriate field and press

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<Doug Klippert@ 7:59 AM

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  Wednesday, September 26, 2007 – Permalink –

Send Your Template to MS

Geek fame

According to the Inside Office Blog, over 1 million people have downloaded free templates from Microsoft.

"You probably have a document you use over and over again, something you created to solve a particular problem. You may even find yourself occasionally sending the document to others in e-mail because it's so useful. Now you can share your clever solution with everyone who uses the 2007 Microsoft Office system!

People like you all over the world are allowing others to download and use their document templates on Office Online. Some of these templates have tens of thousands of downloads. They were submitted by people who either wanted to help others or show their great solutions. You can, too.

Upload your template

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<Doug Klippert@ 7:11 AM

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  Tuesday, September 25, 2007 – Permalink –

Print Raw Data

From reports and forms

Sometimes, you may not want to go to the effort of creating a report; you just need a quick hardcopy of data.

In such cases, you can simply print the Form view of your data. However, doing so also prints the background and shading associated with the form.

If you just need a quick data reference, you probably don't want to waste the resources and time to print such a detailed view. Fortunately, Access has a feature that lets you quickly print just the data from a form or report.

To do so, view the data you want to print in the form or report.

Then, choose Office button>Print>Print Preview (File >Page Setup) select the Print Data Only check box and click OK.

Doing so hides any graphics, lines, control borders, and label controls so that the print out simply contains data.

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<Doug Klippert@ 8:06 AM

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  Monday, September 17, 2007 – Permalink –

Runtime and PDF

Add-in's complete

Great news, you can now redistribute and use the PDF and XPS add-in with your Runtime solution.
The Runtime's code has not been changed. Your existing runtime solutions can now officially be distributed with the PDF and XPS add-in by chaining the .msi for PDF and XPS into your install process for your app (after the Runtime).
PDF-XPS Supported

You may copy and distribute the object code form of the add-in listed below together and for use only with the Microsoft Office Access 2007 Runtime software, subject to the license terms accompanying the Microsoft Office Access 2007 Runtime software download:
2007 Microsoft Office Add-in: Microsoft Save as PDF or XPS (located at PDF add-in download)

Runtime for Access 2007

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<Doug Klippert@ 7:13 AM

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  Saturday, August 25, 2007 – Permalink –

Zoom Box

Better view

Access does not provide much room to enter long expressions in queries, forms, or reports.
You can drag the column wider, but there is a neater, quicker method.

With the insertion point in the field, hit: SHIFT+F2.
A Zoom box opens. Enter the formula and hit OK.

New Folders

BTW: If you enter Field names in the Zoom box without square brackets. If the fields are recognized, Access will add the brackets.

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<Doug Klippert@ 7:48 AM

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  Friday, August 10, 2007 – Permalink –

Hardcopy Relationships

Document database

When you're documenting your database applications, you may want to include the same visual diagram of your table relationships that's available through the Relationships window.

In Access 2000 thru 2003, this is easy. Simply display the Relationships window as usual and then choose File>Print Relationships from the menu bar. Doing so displays a report preview that you can then print or save.

In 2007, to just print out a report, find Database tools on the Ribbon and click on Database Documenter.

Relationships are at the bottom of the All Object Types tab

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<Doug Klippert@ 6:32 AM

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  Tuesday, July 31, 2007 – Permalink –

Startup Switches for Access

Your choice

"This article shows you how to customize the way that Microsoft Office Access 2007 starts by adding switches and parameters to the startup command. For example, you can have Office Access 2007 open a specific file or run a specific macro when it starts."


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<Doug Klippert@ 6:28 AM

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  Saturday, July 21, 2007 – Permalink –

Access Tutorials

Learning Sites

Microsoft has created a web site for Office 2003 and 2007. Part of the site is devoted to tutorials touching on:

Word, Access, Publisher , Outlook, PowerPoint, InfoPath , Excel, Visio, OneNote, FrontPage/Expression, and Project.

The Access lessons are located here:

2003 Access Tutorials

2007 Access Tutorials

(You will see something different if Office 2003 or 2007 is not installed)

Here are some other sites:

FunctionX Access tutorials

Access Tutorials, Basic

Access Resources


Zicklin School of Business - Baruch College

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<Doug Klippert@ 7:05 AM

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  Saturday, June 30, 2007 – Permalink –

Split Access Database

Separate tables

You don't need to keep all of your data in one file. You can split your MDB file into data and application files.

"Even if all your data is in Access itself, consider using linked tables. Store all the data tables in one MDB file - the data file - and the remaining objects (queries, forms, reports, macros, and modules) in a second MDB - the application file.

In multi-user situations, each user receives a local copy of the application file, linked to the tables in the single remote data file."

  • Maintenance: To update the program, just replace the application file.
    Since the data is in a separate file, no data is overwritten.

  • Network Traffic: Loading the entire application (forms, controls, code, etc)across the network increases traffic making your interface slower.

In some cases you will link additional files:

  • Static look-up data such as postal codes might be kept in its own file.
  • Linked temporary tables might avoid the need to compact the application file.

From Allen Brown's tips for Access users

Access has a tool to do the splitting for you, go to:
Tools>Database Utilities Database Splitter

In Access 2007:

  1. On the Database Tools tab, in the Move Data group, click Access Database.
  2. In the Database Splitter dialog box, click Split Database.
  3. Type a name for the back-end database, and then click Split.


How to manually split a Microsoft Access database

About sharing an Access database on a network

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<Doug Klippert@ 7:37 AM

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  Saturday, June 02, 2007 – Permalink –

Zeros - Before and After

Nothing's a problem

"When you import data into Microsoft Access, trailing zeros may be lost. This will happen when you import data that is formatted to show these zeros, but where the zeros are not actually part of the data.

For example, in a Microsoft Excel workbook, you can format the number 1234 so that it will be displayed as 1234.000. When you import this workbook into a Microsoft Access table, the number will be displayed as 1234.

This article shows you how to preserve trailing zeros when you import data into Microsoft Access."

How to Preserve Trailing Zeros When Importing Data

Word ‚€” Decimal Point or Trailing Zeros Missing When You Merge Microsoft Access Database

Excel ‚€” Using a Custom Number Format to Display Leading Zeros

Zero Padding Numeric Strings

Add leading zeros to numeric strings in Access

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<Doug Klippert@ 7:23 AM

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  Thursday, May 10, 2007 – Permalink –

Hiding columns

In Datasheet view

When you're working in Datasheet View, you can easily hide columns containing data that you don't need to immediately work with.

To do so, select any field in the column and choose Format >Hide Columns from the menu bar.

As an alternative, right- click on the column's field name and select Hide Columns from the shortcut menu.

To redisplay hidden columns, select Format>Unhide Columns from the menu bar.
Then, select the check boxes next to the field names of any columns you want displayed and click OK.

You can select the Unhide Columns command even if no columns are hidden, allowing you to easily hide multiple columns by clearing the appropriate check boxes.

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<Doug Klippert@ 6:16 AM

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  Sunday, April 29, 2007 – Permalink –

5 of 10 Commandments of Access

Writ on tables

"And it came to pass that the cries and lamentations of the Access newbies were heard on high by the gods of the Database, and their hearts were moved to pity for their followers. And they opened their mouths and spake, saying: "Nevermore shall the young and innocent wander witless on their journeys!

  1. Thou shalt design normalized tables and understand thy fields and relationships before thou dost begin.
  2. Thou shalt never allow thy users to see or edit tables directly, but only through forms and thou shalt abhor the use of "Lookup Fields" which art the creation of the Evil One.
  3. Thou shalt choose a naming convention and abide by its wisdom and never allow spaces in thy names.
  4. Thou shalt write comments in your procedures and explain each variable.
  5. Thou shalt understand error handling and use it faithfully in all thy procedures.
  6. . . .

Thus spake the gods of the Database, and blessed be their names!"

The full list can be found on the Access Web

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<Doug Klippert@ 7:01 AM

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  Thursday, March 29, 2007 – Permalink –

System Information

More than you wanted to know

You can check which version of the Microsoft Office program is installed on your computer, and you can determine the product ID number of your copy of the program. You can also get information about your computer.

In Office 2007, using Access, Excel, PowerPoint, or Word:
  1. Click the Microsoft Office Button, and then

  2. Cick Access Options, Excel Options, PowerPoint Options, or Word Options.

  3. Click Resources

  4. About Program Name, click About.
    Note Program Name is the name of the program you are in, for example, About Microsoft Office Word 2007.

  5. To see information about your computer, in the About Program Name dialog box, click System Info.

In Word it's easier, just hit Ctrl + Alt + F1.

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<Doug Klippert@ 7:25 AM

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  Friday, March 23, 2007 – Permalink –

Access or Excel

When to use one or the other

Use Access when you:

  • Require a relational database (multiple tables) to store your data.

  • Might need to add more tables, in the future, to an originally flat or nonrelational data set.

  • Keep a very large amount of data (thousands of entries).

  • Keep data that is mostly text.

  • Rely on multiple external databases to derive and analyze the data that you need.

  • Need to maintain constant connectivity to a large external database, such as one built by using Microsoft SQL Server.

  • Want to run complex queries.

  • Need many people working in the database and you want robust options that expose that data for updating.

Use Excel when you:

  • Require a flat or nonrelational view of your data (that is, you do not need a relational database with multiple tables).

  • This is especially true if that data is mostly numeric - for example, if you want to maintain a financial budget for a given year.

  • Want to run primarily calculations and statistical comparisons on your data - for example, if you want to show a cost/benefit analysis in your company's budget.

  • Know that your dataset is manageable in size (no more than 15,000 rows).

Use Access or Excel to manage your data

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<Doug Klippert@ 7:52 AM

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