Report of Table Relationships in Access 2002 |
|
[Access 2002]
When building
a database, the design and relationships of your tables is very important.
Access 2002 will help you with this by generating a graphical
representation of table relationships in your database. Here's how:
-
Go to the
Tools menu, select Relationships.
-
Go to the
File menu, select Print Relationships.
A report is
generated that displays the relationships as they appear in the
Relationships window.
-
If you
would like, you can Save or Print the report and then close the report
window.
-
Close the
Relationships window.
[Top] |
Change Toolbars Control Width |
|
[Access 2000]
Have you ever
tried squeezing another button on to your toolbar wishing for a larger
Access container window? Well, you can't enlarge the window, but you can
control the size of the buttons, text boxes and pull-down menu's. Here's
how:
-
Right click
any toolbar and select Customize.
-
In the
resulting menu, click the text box that you would like to resize.
-
Move your
mouse pointer over the text boxes right vertical border until your
pointer changes to a left-right pointing arrow.
-
Left click
and drag the text box to the desired size.
-
Click the
Close button.
[Top] |
Back Up Before Compacting and Repairing |
[Access 2003]
In most cases, the Access database will identify damaged files and
automatically give you the compact and repair option. But, if an Access
file is behaving very unpredictably, it may be necessary for you to
perform a Compact and Repair of your database manually. It actually isn't
a bad idea to perform a compact and repair of your database on a regular
basis to help prevent file corruption. Here's how:
-
Make a
backup of your database prior to a compact and repair.
-
Go to
Tools>> Database>> Utilities.
-
Select
Compact and Repair Database.
Note: If
everything goes well, you can delete your
backup copy if you need to save disk space.
[Top] |
Convert Your Format for Better Performance |
[Access 2002]
By default, Access automatically saves your database files in Access 2000
format. This format is designed so that your database files can be shared
with other Access 2000 uses. But, if you have no plans of ever sharing
your files, then you can gain better performance (especially the larger
databases) by converting to the Access 2002 format. Access 2002 will
create a separate database file in the new format and leave your original
database file intact. Here's how to convert to Access 2002 format:
-
On the
Tools menu, select Database Utilities.
-
Select
Convert Database.
-
Then click
Access 2002 File Format.
[Top] |
Create new fields from Access's Datasheet view |
[Access 2000]
If you need to create a table field on the fly while working in Datasheet
view, here is a very quick method that should save you time:
-
Right-click
on the column heading of the column you want immediately to the right of
your new field.
-
Select
Insert Column from the shortcut menu. Access creates a field with a name
resembling "Field1" that you can then immediately start entering data
in.
Note: You can
also use the shortcut menu to rename or delete the newly created field.
You will more than likely want to go to Design view at some point to set
the field's properties. But, depending on the reason for your creating the
field, you may find that creating it in the Datasheet view is more
efficient for your immediate needs.
[Top] |
Opening Access objects with disposable toolbar icons |
[Access 2000]
If you find yourself constantly switching back and forth between the same
set of database objects (i.e.: tables and forms), just simply create a
toolbar button that will open the object for you. Here's how to create the
disposable button:
Drag the object from the Database window up to an existing toolbar. Access
will create a button with the appropriate icon. This won't work for
modules, but you can use this technique for tables, forms, reports,
queries, and macros. If you have multiple buttons for the same type of
object, Access displays a ToolTip when you hover your mouse pointer over
the button, indicating what the button will open. When you've finished
working on the database, you will need to remove the buttons to avoid
confusion when there are other files open. To remove a button, simply hold
down the "Alt" key and drag the button off of the toolbar.
[Top] |
Arranging VBA Windows |
|
[Access 2000]
The VBA IDE
(Visual Basic Editor) has three
windows:
-
The
Properties window
-
The Project
Explorer window
-
The
Immediate window
To cut down
on the amount of clutter you have when writing code in the Immediate
window, you can close the Project Explorer and the properties windows. By
making some resizing adjustments, you will increase the amount of code you
can view on screen.
If you need to access either of the other two windows after they have been
closed, you can use the two
keyboard shortcuts:
Press Ctrl-R to display the Project Explorer.
Press F4 to display the Properties window.
[Top] |
Copy Access data to new records quickly |
|
[Access 2000]
Using the
Paste Append feature, you can quickly create new records that will copy
existing information from other records. As an example of how this feature
works:
-
Open a
table in Datasheet view.
-
While
holding down the Shift key, select adjacent fields with the data you
would like to copy.
Hint:
You can also select fields from adjacent records.
-
When you've
finished, press CTRL C to copy the data.
-
Select
Edit/Paste Append and when Access asks for confirmation, click Yes.
You will now
have an appropriate number of new records in the table that contains the
information you have copied.
[Top] |
Useful Keyboard Shortcuts |
|
[All
Versions]
The Plus
symbol (+) in the Command column does not get pressed. As an example, the
first command shown would be:
Press
CTRL and while holding CTRL, press
;
|
Command |
Description |
|
CTRL + ; |
Insert today's date
|
|
CTRL + : |
Insert the current time |
|
CTRL + Enter |
Insert a carriage return in a memo or text field |
|
CTRL + ' |
Insert the
data from the same field in the previous record
|
|
ESC |
Undo
the changes you have made to the current field |
|
ESC ESC (press ESC twice) |
Undo the changes you have made to
the current record
|
|
F11 |
Display the
database window
|
|
CTRL + N |
Open
a new database |
|
CTRL + O |
Open
an existing database |
|
ALT + F11 |
Switch between the Visual Basic Editor and the previous active
window |
|
CTRL + F |
Find and replace
|
|
CTRL + C |
Copy
|
|
CTRL + P |
Paste |
|
CTRL + Z |
Undo |
|
CTRL + S |
Save |
|
CTRL + P |
Print |
[Top] |
Rearranging Buttons on a Toolbar |
If you are
unhappy with how buttons are placed on a toolbar, go ahead and move them.
Here's how:
While holding the ALT key, drag the button from one position to another.
Be careful not to drag the button completely off the toolbar or Access
will automatically delete it. If that happens, don't worry a quick
keyboard command will bring it back: CTRL - Z or you can choose Undo
Delete from the Edit menu.
If you would like to copy a button, just hold down the ALT-CRTL buttons
while dragging the button from one toolbar to another.
[Top] |
Quick Selections |
[All
Versions]
Select one record (highlighting it) in Datasheet view, then you can:
1. Select an entire row by pressing Shift + Spacebar.
2. Select the entire datasheet, press Ctrl + Shift + Spacebar.
3. Select and entire column, press Ctrl + Spacebar
[Top] |
Query Types |
[Access 2003]
Microsoft Access supports many types of queries. Select queries are by far
the most common queries. Select queries are used for viewing and are a
data source for forms, reports, controls, and other queries. The other
queries create or change data and are known collectively as Action
queries. Below, is a short description of the major categories of queries:
-
Select
Queries:
Retrieves data for display using SQL SELECT statement.
-
Make-Table
Queries:
Much like the Select queries except the data is placed in a new table.
-
Append
Values Queries:
Creates a new row and inserts literal values into specified columns.
-
Append
Queries:
Creates new rows by copying existing rows from one table into another,
or into the same table as new rows.
-
Update
Queries:
Used to modify data in the records. Can be used to delete values from
individual data columns.
-
Delete
Queries:
Removes one or more rows from a table.
[Top] |
Missing typos in Access tables |
[Access 2000]
After spell checking a table, you could come across a wrong spelled word
that Access didn't catch. By default, Access will purposely skip certain
words that are all in upper case or that have numbers in them. You can
change the way that Access spell check so that it will include all words.
Here's how:
-
Run the
spell checker on a data selection that will cause the Spelling dialog
box to be displayed.
-
Select the
Options button and clear the Words In UPPERCASE and Words With Numbers
check boxes.
-
Click OK
and then Cancel.
[Top] |
Automatically Compact On Close |
[Access 2000]
Regularly compacting an Access database allows it to run more efficiently
by reducing the file size and defragmenting the data. However, most users
forget to do this on a regular basis. So, by using the Compact On Close
feature, you can forget about having to do this and let it do it on its
own. Here's how:
-
Select
Tools/Options from the menu bar
-
Click on
the General tab
-
Select the
Compact On Close check box
-
Click OK
Access will
automatically compact and repair the file if the database will be reduced
by at least 256 kilobytes when you close it.
Note: This setting needs to be activated on a file-by-file basis.
[Top] |
View related fields in an Access query easily |
[Access 2000]
When you are designing a query and you would like to temporaily view
fields from the underlying tables beyond the ones you want shown in the
final result. Do do this, most users drag the relevant fields to the
design grid and then delete them when they're done. However, there is a
much easier way to accomplish the same thing. Here's how:
1. Open the query in Design view.
2. If necessary, display the query's Properties sheet.
3. Set the Output All Fields property setting to Yes and run the query.
Data from all of the underlying tables fields will be displayed in
addition to the fields you specified in the QBE grid. To change the query
so that it only displays the fields specifically selected in the QBE grid,
simply reset the Output All Fields property to No.
[Top] |
Simplify grouping on dates in Access reports |
[Access 2000]
When sorting and grouping your report data based on a Date/Time field, you
can summarize your data in terms other than individual dates. As an
example, you may want to group data by month, quarter or year.
Fortunately, you won't need to use expressions to accomplish this. Here's
how:
-
In Design
view and from the menu bar, select View | Sorting And Grouping.
-
Select the
appropriate field in the Field/Expression column of the Sorting And
Grouping dialog box.
-
Click in
the Group On text box and choose one of the following items from the
dropdown menu:
Hour
Qtr
Year
Month
Week
Day
Minute
-
Close the
Sorting And Grouping dialog box.
[Top] |
View or Refresh Links |
[Access 2003]
If you would like to view or to refresh links when the structure or
location of a linked table has changed. The Linked Table Manager lists the
paths to all currently linked tables. Here's how:
-
Open the
database that contains links to tables.
-
On the
Tools menu, point to Database Utilities, and then click Linked Table
Manager.
-
Select the
check box for the tables whose links you want to refresh.
-
Click OK to
refresh the links.
Microsoft Access will confirm a successful refresh or, if the table
wasn't found, it will display the Select New Location of <table name>
dialog box, then you can specify the table's new location.
If several selected tables have moved to the new location that you have
specified, the Linked Table Manager will search that location for all
selected tables, and it will update all links in one step.
[Top] |
Change the default language setting |
|
[Access 2003]
Access makes
it possible to change your default settings in Microsoft Office to have
them match the default settings of a d |
User Id
Password
