Access 2007: How to
How to compact and repair database?
File menu (Alt+F) -> Manage -> Compact and Repair Database. Why? To reduce file/database size. Helpful – when you want to upload to a remote server.
Compacting and Repairing databases many times can solve many database issues. Use the feature once in a while – while developing
How to backup an Access Database?
File Menu (Alt+F) -> Manage -> Back Up Database. Follow the wizards/options.
You can backup your databases once in a while. Good practice to save your data and databases.
How to restore an Access Database?
Really you need to do nothing. Just open the backed-up database in Microsoft Access (2007)
How to set database properties in Access?
File Menu (Alt+F) -> Manage -> Database Properties
How to create different objects (database objects and front end objects) in Microsoft Access?
Under ‘create’ toolbar, check toolbar options to create different database and front end objects
Table: To store data
Table Templates: You can use existing tables (table templates) to create new tables
Table Design: You can design tables, assign primary keys, insert and delete rows from here. Also, you can use the ‘Lookup Column’ option for the table (Foreign key concept in Access). Under ‘table design’ option, you can also create indexes. Indexes make your queries run faster (you need to use the index column in your where clauses, group by clauses , order by clauses as appropriate)
Form: You can create Form objects using the ‘form’ option. It uses a table as the back-end and creates the form with table fields on the form. Open/select the table first – that need to be used in the form.
Split Form: A form with two sections. The upper section with Table Field/value pairs. Lower part – grid views of the table
Multiple Items: Will create a form with multiple rows on the form. Similar to Grid View
Blank Form: A plain blank form, you can design it on your own as you want. You can also control which table/query to connect to
More Forms -> Form Wizard : Will guide you step by step to create a form based on tables/queries
More Forms -> Modal Dialog : Will create a dialog box (Modal)
Form Design: Design your own forms as you want. Link to tables/queries as you want.
Report: Use the report menu to create a report based on a table or query. Open/select the table/query based on what – the report will be created. Click on the report toolbar option.
A report will automatically get created. Then you can manipulate what data should be displayed – what not
Report Design: You can design your reports from scratch here. You can use Record Source property to point to the data source (table, query). When the report designer will open, you will see a new toolbar at the top. You will see controls that are useful for reports
Query Wizard: Will guide you step by step to write queries.
Query Design: Will help you to build queries based on a graphical interface. You will also be able to write sql statements and see it in graphical interface
Macro: To write macros, classes, modules
What are the tools access provides to access data in other systems?
Use the External Data toolbar to find out
In the import section, you can see options to import data from other sources such as Access (other access database), Excel, Text File, XML File, ODBC (can be used to collect data from any data source that supports ODBC access such as SQL Server, Oracle).
In the export section, you will see options to export your access database (hence the data) to other data sources such as Excel, Word file, Sharepoint, text file, xml file
How to give custom functionality to access forms?
Use the Visual Basic option under the Database Tools toolbar. When you click – Visual Basic – a code window will appear – where you can write vb code to provide custom functionality.
In the code window, select the form where you want to write code – then write code on different events. At the top of code writing screen – you will see a object selection box and an event selection box.
Select objects and events to write codes for the corresponding events and objects
Alternate way: Open a form -> click an object -> right click -> properties (from toolbar you can also go to properties) -> click event tab -> in the event – select event procedure -> click eclipses (…) -> you will be taken to the place where you need to write code (for the object/event).
How to create relationships in Access?
When you design ER diagram, you usually define relationships among tables. To implement relationships – you usually need to place one table’s fields (foreign key concept) into another table (or create new table based on the related fields) – anyway – check the DBMS theory section of this web-site.
In access, under database tools options, you will see ‘Relationships’ option
Click Relationships option -> you will see all existing relationships. Click any relation as shown by lines and arrows – you will be able to modify the relation (also you will see an option to create a new relationship)
Here you can add tables by right clicking and selecting show table. Then from the toolbar select ‘Edit Relationships’ -> then click ‘Create new’ to create new relationships. Don’t forget to use the ‘Join Type’ option to define relationship type.
Whether you use this access relationship feature or not -> using relationship in database design is highly recommended. Also, relationship simplication is highly recommended. Table design must reflect the relationships. If your databases/applications grow very big – the importance will be realized.
How to password protect access database?
Under Database tools option, use the Encrypt with password option
How to Migrate Access data to Microsoft SQL Server?
Use the SQL Server option under the ‘Database Tools’ toolbar.
You may also use the Export feature under External Data toolbar. USe ODBC
How to deploy your Access Database/Application so that your clients can not access the code (also can not modify the design)?
Use the Make ACCDE option under the ‘Database Tools’ toolbar
How to create database documentation in Access?Use the Database Documenter option under the ‘Database Tools’ toolbar. Just need to select the tables/queries/reports…..and select some other options as appropriate – childish stuff
How to separate backend (i.e. tables) from front-end (i.e. Forms)?Use the ‘Access Database’ option under the ‘Database Tools’ toolbar. It will ask you confirmation on splitting database
How to link the front end of a split database to it’s back-end?Use the Linked Table Manager under the Database Tables toolbar.
First, bring the back-end tables using the ‘Access’ option under the ‘External Data’ toolbar.
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