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Microsoft Office Access Part (A)
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• Resize Form
Posted: 2011-07-24 03:33:00 UTC-07:00
It's fitting
When you switch between Design and Form views, the size of the form is dictated by the size of the Design view window, not the size of the form sections.
You often need to expand the window to be able to see the rulers and scroll bars in addition to all of the sections. This means you're left with wasted space when viewing the form in Form view, assuming that you forget to shrink the window back down.
A solution to this annoyance is to use the Size To Fit Form feature.
Simply view the form in Form view and choose Window>Size To Fit Form from the menu bar. If your view of the form is maximized, the menu option will be unavailable and you'll need to click the Restore Window button on the form window to enable the choice.
Once Access has resized the form, you can save its current dimensions by clicking the Save button.
With Access 2007 go to the Office button, choose Access Options and click Overlapping Windows. The Size To Fit Form icon will appear on the Home tab.
Posted: 2011-07-17 03:44:00 UTC-07:00
Change by code
If you've ever developed a dozen or more complex queries, then had to change one of the table names, you know how frustrating it can be to all but rebuild the queries in the Query Design view grid by changing the table name in each cell.
One quick alternative is to choose View >SQL View while the query is open and then cut and paste all the SQL code into Word.
Next, do a Find and Replace, changing all the instances of the old table name to the new table name.
Finally, copy and paste the SQL statements back into the SQL view of your Access queries.
When you go back to the QBE, the new table will replace the old one.
Posted: 2011-07-09 06:11:16 UTC-07:00
Easy additions
If you need to add a table or query to a query you're building in Design view, you most likely click the Show Table button, drag the appropriate objects from the resulting dialog box, and then close the dialog box.
However, there's a much easier way to do this.
Simply drag the table or query object's icon directly to the gray background of the query design grid. This same technique also works with Access's Relationships window.
See all Topics access
Posted: 2011-06-28 07:16:39 UTC-07:00
Brand your app
You can replace the Access splash screen with your own logo.
Access displays a quick splash screen when you launch it. You can replace that splash screen with a graphic of your own.
Save a bitmap graphic in the same folder as the database.
Give the graphic the same name as your database and make sure it has a BMP extension.
(MyDatabase.BMP)
Now when you launch Access by double-clicking on the database icon or its shortcut, you will see your logo instead of Access's default screen.
You can also make the graphic 1x1 pixels, so it won't be seen.
MS Knowledge Base:
How to Create a Custom Startup "Splash" Screen
See all Topics access
Posted: 2011-06-09 06:20:10 UTC-07:00
Show something
If a user doesn't specify a parameter value, you can use a wildcard with the parameter in the format
Like [Enter Name] & "*"
The problem with this is that th query will return records that partially match the criteria.
For instance, if users searching for records based on last name enter a parameter value of "Smith" they'll also get the records for Smithers,
Another problem is that the parameter query will ignore any records where the field being searched contains a Null value when you try to return the entire recordset with a blank parameter.
To fix this, set up a query to limit responses to explicit parameter entries, but still allow users to return all records by leaving the parameter blank.
If you're searching for LastName, open the query design grid and add LastName to it.
In the Criteria row for the field, enter the parameter prompt
[Enter Name]
Then, in the next blank column of the design grid, enter the same parameter (everything between and including the square brackets) in the Field text box.
Finally, in the Or row, enter the criteria Is Null .
If you're using any additional criteria for other fields, make sure to copy that criteria to the Or line as well.
See all Topics access
Posted: 2011-05-24 08:26:36 UTC-07:00
Oh, Fooey (F U I)
"One of the most exciting new developer features that Microsoft Office Access 2007 provides is the ability to customize the Office Fluent User Interface (UI) in your application.
The Office Fluent UI provides a new user model for exposing commands, and application navigation that is more discoverable and easier for users of the application.
You create XML to change the Ribbon, a component of the new Microsoft Office Fluent user interface (UI). You can create customization files in any text editor.
All applications that include the Office Fluent Ribbon use the same extensibility model, so you can reuse the same Office Fluent UI extensibility XML with a minimum of adjustments.
For example, you can reuse the custom XML you create for Access 2007 in Microsoft Office Excel 2007, Microsoft Office Word 2007, Microsoft Office PowerPoint 2007, or Microsoft Office Outlook 2007."
Posted: 2011-05-20 03:17:00 UTC-07:00
No cost tool
"The Access Developer Extensions include the following components:
o Save As Template
Enables you to create database templates (ACCDTs) that can be featured in the Access 2007 Getting Started screen.
Enables you to create database templates (ACCDTs) that can be featured in the Access 2007 Getting Started screen.
o Package Solution Wizard
A wizard that creates a Windows Installer Package (MSI) to install your database and any supporting files and optionally includes the Access 2007 Runtime, or prompts the user to download the Access 2007 Runtime.
A wizard that creates a Windows Installer Package (MSI) to install your database and any supporting files and optionally includes the Access 2007 Runtime, or prompts the user to download the Access 2007 Runtime.
o Source Code Control
Integration with Microsoft Visual SourceSafe or other source code control systems to allow check-in/check-out of queries, forms, reports, macros, modules, and data. You can also see the differences that have been made to your checked out objects."
Integration with Microsoft Visual SourceSafe or other source code control systems to allow check-in/check-out of queries, forms, reports, macros, modules, and data. You can also see the differences that have been made to your checked out objects."
Posted: 2011-05-19 03:12:00 UTC-07:00
It can make life easier
Here's a collection of tips and tutorials from Microsoft about how to use MSOffice at work.
If no one's looking, you could use these hints at home too.
Ways to work smarter
See all Topics access
Posted: 2011-05-17 03:09:00 UTC-07:00
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 2007-10:
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.)
(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 (2007-10)
See all Topics access
Posted: 2011-05-09 03:04:00 UTC-07:00
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
[Ctrl][Alt][Spacebar]
Posted: 2011-05-02 03:42:00 UTC-07:00
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
See all Topics access
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
See all Topics access
Posted: 2011-05-01 03:25:00 UTC-07:00
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.
Posted: 2011-04-28 03:59:00 UTC-07:00
Customize
Change the appearance of text in Access' Zoom box
Access' Zoom box, allows you to display the contents of a text box in a dialog box for easier editing and viewing. Although viewing long expressions is more convenient in the Zoom box, it is still sometimes difficult to follow what is displayed due to the font Access uses by default.
Access 20xx allows you to change the font that the Zoom box uses. To display the Zoom box, select the text box you want to expand and press Shift+F2. Then, just click the Font button, set the options you want, and click OK. The settings you select are used whenever you display the Zoom box during your current instance of Access. However, the next time you start Access the Zoom box font settings will revert to their defaults.
Posted: 2011-04-23 03:37:00 UTC-07:00
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
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 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)
2007 Microsoft Office Add-in: Microsoft Save as PDF or XPS (located at PDF add-in download)
Runtime for Access
See all Topics access
Posted: 2011-04-17 03:55:00 UTC-07:00
Copy or select
As you know, you can set a form field's Locked property to Yes to prevent users from changing the underlying data. However, users are still able to select and copy data from the field, and you may not always want this to be the case. The solution is to also set the field's Enabled property to No.
Ordinarily, setting the Enabled property this way causes the field and its associated label to be difficult to read. However, when you set the Enabled property to No and the Locked property to Yes, the fields and labels look exactly as they do when they're enabled for normal entry. The difference is that users will be unable to select or copy any of the displayed data.
See all Topics access
Posted: 2011-04-07 03:20:00 UTC-07:00
Sum() it up
If you would like to show a total in the footer or each page of a report, you may have a problem. Access does not allow the SUM() function in the footer.
The way around this is to put a SUM() function in an unbound text box in another part of the report.
Choose Properties and set the visible property of the control to No.
In the footer, create another control using the "calculation" text box as the ControlSource.
The Sum() function, as well as the other aggregate (totals) functions can reference only a field and not a control.
From the Microsoft Knowledge base:
How to Sum a Calculation in a Report
How to Display and Total Subtotals from Subreports
How to Print a Group Footer at a Specific Location
Posted: 2011-04-06 07:21:29 UTC-07:00
Label Captions
If you've ever needed to insert line breaks in a message box prompt, you most likely built a string that incorporated a line feed or carriage return character. Unfortunately, label objects aren't as forgiving when it comes to using these characters.
If you're setting a label's Caption property with code, you'll find that the special control characters are interpreted as squares, since they're otherwise un-displayable.
To successfully insert a line break in a label caption, you need to include both a line feed character and a carriage return character, entered consecutively.
To do so, you can use the Chr() function, such as:
Me.Label1.Caption = "Line 1" & _
Chr(13) & Chr(10) & "Line 2"
However, you can also simplify your code using an built-in constant:
Posted: 2011-03-30 03:27:00 UTC-07:00
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.
BTW: If you enter Field names in the Zoom box without square brackets. If the fields are recognized, Access will add the brackets.
See all Topics access
See all Topics access
Posted: 2011-03-23 03:26:00 UTC-07:00
Works with other apps as well
The Snap To Grid feature is an invaluable tool for aligning controls when you're designing forms and reports. However, when you fine-tune the placement of some controls, you'll probably want to move some of them to positions that aren't exactly aligned with the design grid.
You can temporarily disable the Snap To Grid feature by holding down the [Ctrl] key. Then, you can use your mouse or the cursor arrows to place the controls exactly where you want them.
See all Topics access
Posted: 2011-03-17 07:28:19 UTC-07:00
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 2007-10, 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.
Posted: 2011-03-08 03:11:00 UTC-08:00
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."
Office.Microsoft.com
Also:
Support.Microsoft.com
VB123.com
See all Topics access
Posted: 2011-03-03 03:51:00 UTC-08:00
to change names in a query
When you need to change the table name referenced in an existing Access query, it can be a pain. This is especially true if the query contains a large number of fields.
You typically might use an alias when you need to relate a table to itself or tables have long or unwieldy names.
If you make a practice of always using aliases in your queries, you can easily change which table is used by changing the one occurrence of the original table name in the query's FROM clause.
- To set a table alias in the query's Design view,
- Right-click on the table field list and choose Properties.
- Then, enter the alias name you want to use in the Alias text box.
Posted: 2011-02-26 03:59:00 UTC-08:00
Learning Sites
Microsoft has created a web site for Office. Part of the site is devoted to tutorials touching on:
Word, Access, Publisher , Outlook, PowerPoint, InfoPath , Excel, Visio, OneNote, Expression, and Project.
The Access lessons are located here:
2010 Access Tutorials
2003 Access Tutorials
2007 Access Tutorials
Here are some other sites:
FunctionX Access tutorials
TutorialUSA.com
Access Tutorials, Basic
Bay City Public Schools
See all Topics access
Posted: 2011-02-23 03:56:00 UTC-08:00
Tag Property
The TAG property allows you to associate up to 2,084 characters of text with any form, report, section, or control. This is especially helpful when you want to single out a specific subset of controls.
For instance, say that you want to hide certain controls on a form when a user clicks a button.
You can flag which controls will be hidden by entering the word "Hide" (or any other consistent word) in each control's Tag property. Then, attach the following code to the command button's Click event procedure:
Dim ctl As Control
For Each ctl In Me.Controls
If ctl.Tag = "Hide" Then
ctl.Visible = False
End If
Next
Posted: 2011-02-16 03:04:01 UTC-08:00
Don't be smart
There should not be any "intelligence" in an AutoNumber field. It is meant as an index field and not anything else.
If the need should arise to reset the field, if your table does NOT contain any records, simply compacting the database again will set the Autonumber field back to 1.
Another way would be to delete the AutoNumber field and re-insert it in the table.
Here's a long way to start at a specific number.
- Create your table with an AutoNumber type field, but don't enter any records.
- Create another table with only a single Long Integer Number type field.
- This field must have same name as the AutoNumber field in the first table.
- Enter one record in the second table that is a number one less than the required start of the AutoNumber for the first table.
- Now create an append query to append the record in the second table to the first table and run the query.
You can now delete the second table and begin entering your data into the first table.
Also: Access AutoNumber Reset
Also: Access AutoNumber Reset
"This is some sample code that shows how to programmatically reset all AutoNumber fields in an Access Database to a correct value (whether it be 0 or the max value + 1). In addition, it contains code for Compacting and Repairing an MS Access Database. This is perfect for people who are working with a complicated Access Database and have experienced AutoNumber bugs!
And: Creating an AutoNumber field from code
See all Topics access
See all Topics access
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