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Posts Tagged ‘Using Microsoft Access’

MS Access 2007 help

Saturday, February 6th, 2010

MS Access 2007 is the version of Access that changed everything. The interface is like no previous version and takes some getting used to. Instead of the classic toolbars and menus we now have what is known as ‘The Ribbon.

It is easier to now create basic forms and reports. Unfortunately there is not a lot of MS Access 2007 help available at this stage and it is important to get the correct training as soon as possible.

How much MS Access 2007 help needed will vary from person to person. Some need more training than others. We all learn differently and there are aspects of MS Access which are complicated.

Take for example database relationships – these are the backbone of any good MS Access database and it is useful to have a good understanding.

On this site I have created a great MS Access 2007 help product. Students have got great value from it and now it is available online or on DVD.

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Posted in Microsoft Access 2007, Microsoft Access General Stuff, Microsoft Access How To | 3 Comments »

How to use the autoexec macro

Monday, February 1st, 2010

The autoexec macro is used to run actions when the database is opening. For example, you may wish to perform a data update before the system becomes active. You can do a similar thing with the start up options, but the autoexec macro will allow you to run more than one action.

Lets look at how we can use the autoexec Access macro to open a form and move to a blank record for entering data.

Load up a database.

Go into the macro designer.

In Access 2007 at the Ribbon you would click on the create tab.

Then click on the macro icon at the far right hand side.

In the action column select the ‘OpenForm’ action.

MS Access Autoexec Macro

At the bottom of the screen you will see an area for action arguments.

Select the name of the form to open

Make sure the view says form.

Now select another action of ‘GoToRecord’.

At the bottom of the screen you will see an area for action arguments.

Select an object type of form.

The object name will be the form you are opening.

Set record to be new.

That’s it…..

Now just save the macro with the name of ‘Autoexec’.

Close the macro designer window.

Exit the database.

Now run the database.

The autoexec Access macro will immediately kick in and you will be taken to a brand new record in the form you specified.

The autoexec macro enables us to control what we want to take place when the database is opening.

Click here MS Access macro if you want to learn more about macros.

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Posted in The MS Access Macro | 1 Comment »

Working with Microsoft Access databases

Sunday, January 3rd, 2010

One should always use the right tool for the right job. If you want to store large volumes of data and have many users then think if Microsoft Access databases are the best way to go.

Microsoft Access databases tend to be better suited to small systems with around ten or less users. For anything more substantial you are better looking at something more robust such as SQL Server.

When working with Microsoft Access databases which have a small number of users you should aim to put one copy of the database on the network. This database should contain only the tables.

Each user should have a copy of the database on their PC with everything in it except the tables. Each of the users will have a connection to the database sitting on the network. This will speed things up a little and also can help to prevent corruption or system crashes.

Microsoft Access databases have always suffered from stability problems, but over the years with each new release there has been an improvement.

Another option is to have Microsoft Access databases connect to SQL Server. The database table will come from SQL Server and the forms, queries etc will all be in MS Access.

Not only does SQL Server offer better stability, it can also handle larger volumes of data and has better security.

Whatever solution you choose to implement it is worth planning out your system and taking into account expected data volume. Also consider how expandable the system is and whether the number of users is likely to grow by much in the future.

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Posted in Microsoft Access General Stuff | No Comments »

Using Microsoft Access database queries

Sunday, January 3rd, 2010

Entering data in a database is done through tables or forms, but when we want to get our data out we should use Microsoft Access database queries.

A Microsoft Access database query can produce a complete or a subset of data. You can also choose to restrict the data returned based on criteria you feed in. For instance you could tell the Microsoft Access database query to return all sales figures in Australia for the final quarter.

A Microsoft Access database query can return data quickly depending on the volume of data it has to crawl through. When you just want to return information you would use what is known as a select query.

Besides a select query there are also action queries. Examples of action queries are update, delete, append and make table queries.

A Microsoft Access database query can include calculation columns. You can create a temporary column that holds a calculation as part of the results set. You may have a column with a quantity and another that holds a unit price. Your temporary column could contain a calculation to multiply unit price by the quantity.

Another great thing about a Microsoft Access database query is that it can be used to clean up data. Say for instance you have thousands of records and you wish to update all or certain records to start with a capital letter. You could do this instantly with a query.

Microsoft Access database queries are an important part of any good database system. Look at how you can put them to good use in your system.

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Posted in Microsoft Access Queries | No Comments »

Microsoft Access 2007 for dummies

Sunday, January 3rd, 2010

The world’s most popular desktop database, Microsoft Access has seen many versions. The latest is known as Office Access 2007 and is the most radical release yet. It offers a wide range of features for beginners and seasoned users alike. There are many books on the market including “Microsoft Access 2007 for dummies” which will aid understanding of this powerful database software.

Some may take offence at being referred to as a dummy however and may seek out alternative means to learn. I believe this is a wrong attitude to take. It’s just a title after all and a catchy one at that.

Although MS Access is easy enough for beginners to start creating databases, there is more to consider if you want to build powerful systems. Sometimes a simple form is not going to cut it and you may soon find you want to add more features. How will a book help? It will present database theory and will certainly aid understanding, but is no substitute to having a tutor talking to and guiding you.

I have to admit to using dummies books myself in the past and have found them to be very informative. I recall starting off with both the MS Dos and Windows dummies books and learning a great deal this way. The books are fun to read and make the subject entertaining.

Lets face it, many of us dread having to learn new things as we get older and technology for some proves difficult. I have not used Microsoft Access 2007 for dummies, but if it is as good as other books in the series then it will certainly benefit the reader.

We always learn by doing. Sure it is possible to read endless text on a subject, but it all comes down to taking action and putting into practice what we have learnt. Mistakes will be made, but that is always a big part of the learning process. An Access database is no different to any other subject. It takes time and effort to build good systems.

The best way to learn is to pick a tutor that breaks the subject down into its easiest format. It should start at the begininng and should not overwhelm the pupil with computer jargon and theory. Whether you use a course or a book, seeing your Access database results take shape can be a pleasure in itself.

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Posted in Microsoft Access 2007 | No Comments »

How should we be using Microsoft Access?

Monday, November 30th, 2009

Microsoft Access is a desktop database which is best suited to small applications with a small number of users. Using Microsoft Access for anything more and it may outgrow our database needs.

If the system is to be used by an individual or a small office then Access is an ideal tool. Try not to use it over a wide area network. Security and stability issues can occur if this is attempted. Also data retrieval will be slow over such a wide network.

We can certainly create some powerful small systems. MS Access is also a great tool for prototyping larger systems. We can put together screens and tables very quickly in Access and this allows us to get an idea of how a system will function. A kind of blueprint is sketched out by prototyping.

When using Microsoft Access we should also be thinking about how we can make use of the other components within the Microsoft Office suite. The great thing about the MS Office suite is that all components can communicate with each other. We could use MS Access to send an email via MS Outlook. We could also be using Microsoft Access to output sales figures to MS Excel or vice versa.

There are certainly many benefits of using Microsoft Access and it is worth thinking about what the best way forward is.

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