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Tips and Tricks for Access

Tips and Tricks for Access

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Published by John Anderson
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Published by: John Anderson on Aug 27, 2013
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Tips and tricks for Access
APPLIES TO
Microsoft Access 2000
 Administering a database
Change the default working folder 
 Whenever you create a new Access database (.mdb) file or open an existing one, Microsoft Access saves it to or opens it from the default working folder. You can change the defaultworking folder for Access database files to any folder on your computer by typing the path for the new folder in the
Default database folder 
box on the
General
tab of the
Options
dialogbox (
Tools
menu).
Controls and expressions
Create a vertical control
 In Access, you can create a vertical label or text box on a form or report by settingthe
Vertical
property of the control.
Set a label or text box for vertical display
 1.Open the form or report in Design view.2.Click the label or text box.
3.
On the
View
menu, click
Properties
, and then click the
Other 
tab.
4.
Set the
Vertical
property to
 Yes
.For more information about the
Vertical
property, click the
Vertical
property box, and thenpress F1.
Customizing Access
Add descriptions for your database objects
 In Access, you can give each of your database objects a description. An object's descriptionappears next to the object's name in the Database window when you click
Details
onthe
View
menu. Although descriptions can be up to 255 characters, you may want to keepthem short so that you can view the entire description in the Database window. To add a
 
description for a database object, right-click the object in the Database window,click
Properties
on the shortcut menu, and then type your description inthe
Description
box.
Hide the new object shortcuts
  Access provides shortcuts in the Database window that you can use to create new databaseobjects quickly. For tables, queries, forms, reports, and data access pages, there areshortcuts for using a wizard to create the object and for opening the object in Design view.You may want to remove these shortcuts from the Database window to allow more room for your own database objects. To do so, clear the
New object shortcuts
check box onthe
View
tab of the
Options
dialog box (
Tools
menu).
Show database object details
 In Access, there are many details associated with each database object. These detailsinclude the object's name, a description of the object, the date and time the object was lastmodified, the date and time the object was created, and the type of object (table, query,form, report, data access page, macro, or module). To show the details for your databaseobjects in the Database window, on the
View
menu, click
Details
.
Turn off the Office Assistant
 While the Office Assistant provides easy help and hours of amusement, you may want tobypass it and use the
Contents
,
Answer Wizard
, or 
Index
tab to navigate in the Helpwindow. To turn off the Assistant, right-click it while it is visible, and then click
Options
onthe shortcut menu. On the
Options
tab, clear the
Use the Office Assistant
check box. Toturn the Assistant back on, click
Show the Office Assistant
on the
Help
menu.
Databases and tables
Avoid multiple fields that contain similar data
 When you design a table in Access, avoid creating multiple fields that repeat the same kindof data. If a table stores the same kind of data in more than one field, it's hard to search for aparticular piece of data because it could be in any of the fields that store that kind of data. Inaddition, this type of table design makes it difficult to sort data and do calculations becauseyou might need to include data from several fields to get accurate results. For example, if you are designing a questionnaire database, you might eventually find that this table designdifficult to use:
RESPONDENTID QUESTION1 QUESTION2 QUESTION3
 
100YesYesNo101NoYesNo102YesNoYes
It's difficult to create a query that returns only Yes responses because that data could be inany of three fields. However, it's easy to create a query that returns this information if youuse the following table design:
RESPONDENTID QUESTIONID RESPONSE
1001Yes1002Yes1003No1011No1012Yes1013No1021Yes1022No1023Yes
Because each type of information is contained in only one field, searching, sorting, andcalculating data are much easier.
Access specifications
 
What is the maximum number of concurrent users?
255
How many fields can I have in a table?
255
What is the maximum width of a form or report?
22 inches
You can find answers to these questions and many others by typing
specifications
in theOffice Assistant or on the
Answer Wizard
tab in the Help window, clicking
Search
, and thenclicking
Microsoft Access specifications
.
Entering and formatting data

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