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  Saturday, February 27, 2010 – Permalink –

Database Genisis

Gotta start somewhere


Microsoft has a tutorial on how to create a database.

Office.Microsoft.com




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<Doug Klippert@ 3:41 AM

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  Tuesday, February 02, 2010 – Permalink –

Office Training

Suggestions

TechRepublic lists a number of areas that you might explore when training is needed for a new Office version.

Here are a few:

  • LINKS TO TIP SHEETS AND ARTICLES
    "Instead of telling your users to go out to Microsoft.com and do a search, put hyperlinks to the printer-friendly version of tip sheets and articles on your company’s main portal page. Providing links to information you know they need will help you cover the training bases. And presenting the links on an internal web site they already use will show your users that it’s okay to go outside of their four firewalls to learn something new. Include your favorite hyperlink in your signature line so it goes out in every e-mail you send."
  • ONLINE TRAINING
  • E-LEARNING
  • WEBCASTS
  • VIRTUAL TRAINING
  • MULTILINGUAL SCREENTIPS AND TRANSLATIONS
  • COMMAND REFERENCE GUIDES
  • OFFICE ONLINE AT WORK
10 ways to train your users on Office 2007 for free



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<Doug Klippert@ 3:57 AM

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  Monday, January 18, 2010 – Permalink –

Access Transition Tutorials

Available in PDF


This collection relates to the transition to 2007, but most are also appropriate for 2010.

"The main intent of these tutorials is to guide frequent users of Microsoft Access through the transition of earlier versions to the new 2007 edition. Throughout the different tutorials . . . topics from program specifications through features added, dropped, or unchanged as well as demonstrating implementations of subjects discussed."



  • Microsoft Access 2007 in the box (Office editions and what's new)

  • Microsoft Access Head-to-Head (Access 2003 vs. Access 2007)

  • Microsoft Access Side-by-Side (Access 2003 vs. Access 2007 continued)

  • Microsoft Access 2007 PDF and XPS support

  • Microsoft Access 2007 Ribbon/Office menu customization

  • Microsoft Access 2007 Navigation Pane customization

  • Microsoft Access 2007 Working with the Attachment DataType

  • Microsoft Access 2007 Working with the Rich Text Feature

  • Microsoft Access 2007 Collect Data Through Emails
Access-Freak.com See all Topics

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<Doug Klippert@ 3:40 AM

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  Thursday, December 17, 2009 – Permalink –

Combo Box Queries

How to



Parameter queries add flexibility to filtering records in a database. To make it easy, take a look at this approach from Martin Green's Office Tips site:

Drop down box in a Parameter Query

  1. Build a dialog box with as many combo boxes as you need.
  2. Design a query to read its criteria from the information on the dialog box.
  3. Create a macro or visual basic procedure to tell them both what to do.
Also:
Base Combo Box on Parameter Query to Filter Values




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<Doug Klippert@ 3:25 AM

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  Wednesday, October 14, 2009 – Permalink –

Access to E-mail

What's the Outlook?


Garry Robinson from GR-FX Pty Limited of Australia and Scott McManus from Skandus, have a tutorial about:

Processing E-Mail Orders using Outlook and Access.

They have include sample database downloads and the code needed to make the engine work.

"Using Microsoft Access and Outlook together can reduce manual processing of Ordering emails very substantially. I know this because sometimes it would take up to 15 minutes to undertake all the little steps of saving customer details into tables and newsletter lists. Also without software, it was very difficult to explain to other staff members what to do when an e-mail arrived. Now we can process the orders in a couple of minutes when Outlook email arrives in the correct folder."




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<Doug Klippert@ 3:04 AM

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  Friday, September 11, 2009 – Permalink –

AutoShapes

Drawing bar objects



Kim Hedrich has put together a series of basic articles on AutoShapes for TechTrax.

AutoShapesPart 1 - How to draw circles, ovals, squares and rectangles; also modifying fill and line colour

AutoShapes Part 2 - Fill Effects

AutoShapes Part 3 - Shadows and 3-D

AutoShapes - Text Inside a Shape



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<Doug Klippert@ 7:45 AM

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  Friday, August 28, 2009 – Permalink –

Parameter v. Form

You have a choice



There are a couple of ways to limit the data that is displayed in a Query or in a report.
One is a Parameter Query
  1. Create a query to use as the RecordSource of your report.
  2. In query design view, in the Criteria row under your date field, enter:

    Between [StartDate] And [EndDate]
The other is to create a specific form. The unbound form has the following advantages:
  • Flexible: user does not have to limit report to from and to dates.
  • Better interface: allows defaults and other mechanisms for choosing dates.
  • Validation: can verify the date entries.
Allen Browne has supplied a clear explanation along with some typical code.

Also see FontStuff.com:
Using Parameter Queries




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<Doug Klippert@ 3:02 AM

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  Saturday, August 22, 2009 – Permalink –

Self Help

Get started in the right direction


The Office of Technology Services of Towson University, located in Towson, Md., provides Self-Help Training Documents for many applications.

They are available for many levels of knowledge. They’re clean, clear, and concise.
  • Access

  • Adobe Acrobat

  • Dreamweaver

  • Excel

  • FrontPage

  • Microsoft Office Tools

  • Outlook

  • Outlook Web Access

  • PowerPoint

  • Publisher

  • Visio

  • Windows

  • Word Art

  • Word
Tech Docs




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<Doug Klippert@ 7:28 AM

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  Thursday, July 16, 2009 – Permalink –

Access-Excel-XML-HTML

Transfer data


XML makes data transferable between applications.
Here is a tutorial with downloadable files.
Some simple guidance of how to transfer data from Excel or Access into HTML web pages using XML data files. VBA programs can be used to export data tables from Excel or Access into simple XML files. There are several examples of using different methods to display the XML and XSL files on web pages in order to quickly share your data with others.


An introduction to Excel and XML data files

 
Also:
Some nice photos and calendar layout:
Monthly calendar with photos




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<Doug Klippert@ 3:55 AM

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  Friday, April 10, 2009 – Permalink –

Business Rules!!! ... Rules

Bean Counting Models


Data modeling can be an exhausting, time consuming process. Here are some samples that may establish a starting point.


The website has close to 100 database models for experimentation, practice and examples.

"My intention is to provide a wide range of 'Kick Start' Models that anyone can use as a starting-point, and could extend cleanly and logically, with appropriate reference to the Business Rules.

It is not my intention to provide Models that can be used off-the-shelf to meet the requirements of a large commercial organization.

After all, that is one of the things I do for a living !!!

None of the Models is the complete and final solution in its area, but any of them can be added to easily and quickly to meet a specific requirement. The logic in each Model is intended to be correct and to contain the minimum Entities for the area being modeled."


Database Answers

Barry Williams - Founder and Principal Consultant.


If you're attempting a "Big Year" list of blogs, you can add Viewpoint of a Database Analyst: A Database Design Principles Blog




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<Doug Klippert@ 3:49 AM

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  Saturday, February 28, 2009 – Permalink –

Parameter Queries Deux

Another look at parameters

The ability to use dynamic criteria in a Query makes Access even more valuable.

David Badurina operates NlueMooseTech.com.

He has produced an Access Parameter Query Tutorial video that walks the viewer gently through the process.

The site also has information on Excel and Word.

(Parameter queries are also referenced here:
Parameter v. Form)

How to create a parameter query

Using Parameter Queries




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<Doug Klippert@ 3:24 AM

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  Friday, February 20, 2009 – Permalink –

Access on Line

Free Basic Instruction


Microsoft has developed a very good collection of tutorials and samples for Office applications. They're located at Office.Microsoft.com

Even if you haven't upgraded to 2007, these suggestions will work with most earlier versions.

For Access look at:
Access 2007

If you have avoided Access in the past, a least glance at "Getting started with Access and Database applications"

Also:

Access 2003 Training Modules

These are 30 to 55 minute demonstrations.

"When you click Practice in Access at the bottom of this page, a practice database will download to your computer and open in Access, and a separate window with practice instructions will appear alongside."








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<Doug Klippert@ 3:18 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

AgileData.org:
Data Modeling 101

DataModel.org




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<Doug Klippert@ 3:47 AM

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  Thursday, January 29, 2009 – Permalink –

Sort Forms

Create a sorting function

Here is one way to provide your users with a means to reorder fields in forms.

"Chris Weber develops a solution that allows users to sort the data in their forms (or subforms) that you can add to your application easily.

  • The sorting interface should be generic to any form in any database.

  • It should also work with subforms.

  • It needs to be implemented as expediently as possible to fulfill the bid, and be easily maintained in the future.

  • It should be intuitive or reminiscent of other interfaces in Access and Windows.
Let Your Users Sort it Out



Scroll down to the bottom of the page. There is a file that can be downloaded with the code.




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<Doug Klippert@ 3:04 AM

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  Friday, November 21, 2008 – Permalink –

An Access Primer

No cost lessons


This site provides quite complete on line manual about the care and feeding of MS Access.

What makes this tutorial special are the sample database files that can be used to demonstrate the various features.

"Microsoft Access is a development environment used to create computer databases for the Microsoft Windows family of operating systems. This site provides lessons, examples, and links on how to use and explore MS Access. We also separately provide some guidance on VBA, the programming language that ships with Microsoft Access."

FunctionX.com Tutorials



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<Doug Klippert@ 6:46 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.

SmartAccess:
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, October 28, 2008 – Permalink –

Normalization Model

Excel Mock-up


Normalization, simplistically, is setting up tables of data so that information is entered only one time. Access is not as malleable as Excel, so for demonstration purposes, spreadsheet entries can be used to show the concept.

"This article explains how to use Microsoft Excel to create prototypes of your Access databases and how to make sure your data adheres to a set of rules called normal forms. Normal forms aren't hard to understand, and they're critical to designing useful databases."




Design Access databases with normal forms and Excel

Also see:

Database normalization Webcast

An Introduction to Database Normalization

Database normalization basics

Database Normalization Basics for Developers

Also see:

Tushar-Mehta.com:
Building and using a relational database in Excel


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<Doug Klippert@ 3:44 AM

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  Friday, October 10, 2008 – Permalink –

Hidden Passwords

Format to mask entry



You can easily set up a text box to mask entries with asterisks, allowing you to hide entries like passwords from prying eyes.

To do so, in Design view, display the properties for the text box and change the Input Mask property to Password.

Passwords can then be displayed as ******

Also see:

Microsoft-AccessSolutions.co.uk:

Add Simple Security

How to create a User Login Form in Microsoft Access



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<Doug Klippert@ 3:23 AM

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  Tuesday, September 30, 2008 – Permalink –

Access Data - Excel Time Sheets

Distribute to everyone


Many 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.


The pertinent file is down near the bottom of the page. Look for article 127 and download accarch127.zip.



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<Doug Klippert@ 3:08 AM

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  Monday, September 08, 2008 – Permalink –

Switchboard Inflation

Have more controls



You 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.




Here are some step by step instructions:
TECH on the Net:
Create more than 8 switchboard items

Here are some more Switchboard tips:
TECHontheNet


Switchboard 2007

More Switchboard 2007



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<Doug Klippert@ 8:05 AM

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  Tuesday, September 02, 2008 – Permalink –

Database Basics

Definition and explanation


About.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.

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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  Friday, July 11, 2008 – Permalink –

Checkmark vs. Checkbox

Just the check


Use 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

  1. Use the Report Wizard to create a report that is based on the Northwind Products table. Use the ProductName field and the Discontinued field.

  2. In Design view, add a TextBox control to the Detail section.

  3. Right-click TextBox, and then click Properties.

  4. In the TextBox properties dialog box, click the Format tab. For Border Style, click Transparent. For Font Name, click Wingdings.
    Note You can adjust the size of the check mark by changing Font Size.

  5. Click the Data tab.

  6. For Control Source, type =IIF([Discontinued]=-1,"Alt+0252")
    Note "ALT+0252" is the check mark character. To enter this character, hold down ALT, and then type 0252 by using the keypad. The check mark character appears as "ü" in the IIF statement.


    Note If you want to display an "X" instead of a check mark,

    1. In the TextBox properties dialog box, click the Format tab. For Border Style, click Transparent. For Font Name, click Arial.

    2. Click the Data tab.

    3. For Control Source, type =IIF([Discontinued]=-1,"X")

  7. Close Design view.

  8. Click Preview.


Microsoft Knowledgebase:
How to print a check box without borders on a pre-printed form in Access



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<Doug Klippert@ 3:13 AM

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  Tuesday, June 10, 2008 – Permalink –

Auto Link

Outlook Contacts in Access


Automatically set up links to data outside of Access.
It still works in Access/Outlook '07.

Try this:

  1. Choose File >Open from the menu bar.
    (Office button>Open in 2007)
  2. Under Files Of Type choose Outlook().
  3. Locate your Outlook PST files.
  4. Choose Contacts, or if you have set up separate files for different groups choose an appropriate one.
  5. The wizard walks you through the process of creating an Access database with a linked Contact table.




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.



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<Doug Klippert@ 7:46 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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  Thursday, March 27, 2008 – Permalink –

Entry Checker

A second chance


Unlike 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.

You can use a BeforeUpdate event procedure to display a confirmation prompt and handle a user's response to either cancel or continue with the save.

This visual how-to topic illustrates how to display a custom dialog box to prompt users to cancel or continue with saving changes to a record.

User Prompts
(with a video)



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<Doug Klippert@ 7:33 AM

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  Monday, March 17, 2008 – Permalink –

Forms and Data

Good combo


In 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.
This demo shows you how to create a split form view where you can use the datasheet part of the form to quickly locate a record and the form portion to view or modify the record.

You will also learn how to enhance and customize a split form view to suit your needs."




Form and data





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<Doug Klippert@ 7:41 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.


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

OLAPReort.com:
What is OLAP


Wikipedia:
OLAP

Wang.se (Wang Sweden) a Swedish software company:

Create an OLAP Cube



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<Doug Klippert@ 7:08 AM

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  Wednesday, January 30, 2008 – Permalink –

E-mail Access Form

Question and collection


Access 2007 has a wizard that will walk you through the process of sending an information gathering form through Outlook. The wizard is on the External Data tab in the Collect Data group.




"You begin with the Collect Data Through E-mail Messages Wizard, which guides you through the steps of creating a form.

The form is sent through Microsoft Office Outlook 2007 to your recipients, with your request for new or updated information.

When the recipients reply to your message, Access automatically enters their data into your database.


Collect data by using e-mail



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<Doug Klippert@ 7:19 AM

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