Microsoft Access 2007 Database Tutorial – Trust Center Locations

This quick two and half minute video tutorial won’t win any Emmy awards for best production and script but it puts the point across clearly when users see the unwanted ‘security’ banner warning in Access 2007 (and Access 2010) and how to avoid this banner for future use.

The author doesn’t like this feature of Access and I can understand why but Microsoft felt it was needed to add extra protection as a warning for unknown database files being opened ‘ad-hoc’.

Personally, it’s easy to stop the banner showing and therefore can be ignored once it has been dealt with. The challenge for users is how you control the settings and you will need to navigate through various screens to accomplish this which is why I’ve put the video on my blog rather than writing an article on the matter.

Ready to consider upgrading to Access 2010 or Access 2007?

“Ready to consider upgrading to Microsoft Access 2010 or Microsoft Access 2007?…It may well be worth it!…”

If you have been using Microsoft Access 2007 for a while now, moving to Access 2010 will be seamless and all you need to do is understand what new features have been introduced and what it has also replaced (where applicable).

However, a lot more users haven’t yet upgraded to Microsoft Access 2007 and are still using Access 2003 (or even an earlier version). So I’ve decided to include and combine the latest two versions and their new features to help with the transition and migration.

I will clearly point out where a feature is exclusive to either version so that you have the heads up and understanding of what you will expect to see and more importantly how to access the feature due to new GUI (graphical user interface).

Continue reading “Ready to consider upgrading to Access 2010 or Access 2007?”

Why it is Essential to Regularly Compact and Repair Microsoft Access Databases?

One of the most powerful features of Microsoft Access is that it allows databases to consistently increase in size. This way you do not have to worry about size limitations while developing the databases or while working on them. On the other hand, this means that even if you delete a record or even entire tables, Access simply indicates that the space may be made use of, for new records without actually giving up the space. Similarly, even if any extra space is created when you shorten or possibly modify records, that space is not released. This will not only cause enormous amount of defragmentation of the database, but more importantly it will eventually lead to corruption in the MDB files. The only way to restore data from the damaged files may then be to resort to high level MDB recovery.

The best way to make use of the extra space and the space created by deletions is to regularly compact the Access database. On the other hand, not compacting the Access database at all will mean that the extra space is being wasted and the database will continue to demand more space as more records are added.

Fortunately, Microsoft Access provides a powerful Compact and Repair tool that can be used to make use of the space available and to prevent excess defragmentation of the database. This tool works in two phases – in the first, it compacts the database so as to get rid of all the extra space and in the second, it repairs the MDB file if the fragmentation had caused any damage to it. The tool also helps in reducing the physical size of the database thereby making it more manageable for Access and also reducing the risk of requiring an extensive MDB recovery process. In fact, compacting an Access database is the only way that you can actually reduce the size of the database.

The frequency with which you should run the Compact and Repair tool depends a great deal on how often you use your Access database and more importantly on how frequently you add, modify or delete records from the database. If you are a regular user, then it is important that you run the tool often to reduce the risk of corruption in the MDB files. If you do not compact your database regularly, chances are that the MDB file may become corrupted at some point in time. You can then use the Repair utility to actually repair the corrupted MDB file. However, you should bear in mind that this Repair utility can only restore corrupted data objects such as records, tables and indexes.

If after running both the Compact and Repair tools, your database still appears damaged, there is no need to panic. It should still be possible for you to restore almost all your data but you will need to use more specialized, third-party tools such as Advanced Access Repair from DataNumen to carry out an MDB recovery. While these tools are very powerful and have the ability to restore data from seriously corrupt MDB files, they are also very efficient and easy to use.

The official website of Advanced Access Repair is http://www.repair-access.com/.

Article Source: http://EzineArticles.com/?expert=Alan_Nice

This article explains why and what the ‘Compact and Repair’ feature is when using Microsoft Access databases (version 2003 or earlier) though it also applies to later versions (Access 2007 and 2010 uing the newer file extension .ACCDB).

The author is spot on regarding why you use it and how it basically works which is very clear. I like to refer to ‘Compacting’ the database which reduces the file size issue (as a fragmented file) by ‘squeezing the air out in between‘ bringing the file into a normal manageable size.

The added point to mention here is the ‘Repair’ element which also releases the locking file (.LDB file) when used in a multi-user environment and therefore adminstrators should ensure they are the only user using the database (as exclusive mode) before running this utility.

Here’s a brief history of Microsoft Access

Here’s a brief history of Microsoft Access just in case you wish to step back and reminisce

A brief history of Microsoft Access

Late 1992, Microsoft released the first version of Access (version 1.0) desktop database application for the Windows operating system and was shortly replaced with version 1.1 in mid 1993 to incorporate better compatibility with other Microsoft Office products of that time and more importantly introduce the ability for programmers to code this application using Access BASIC.

Version 1.1 was buggy! and had performance issues and in the same year Microsoft released Windows 3.1 operating system along with Microsoft Office 4.3 Pro (suite of applications including Excel, Word, PowerPoint with Access – version 2.0) as it required the improved hardware, software memory and the power supported by Windows 3.1.

This was an ideal desktop database application tailored to the small to medium sized business that required a low cost database. At that time, the capacity of a disk hardrive was less than 100 MB (mega bytes) and typical document file sizes were in the 100’s of bytes. Continue reading “Here’s a brief history of Microsoft Access”

Structuring Queries In Access 2007

People prefer to keep complex data sets in databases rather than in flat files because data can be found and grouped more precisely when it is stored in a database. The ability to draw data out of a database depends upon the ability to structure queries, or requests that define specific records. Structuring queries in Access 2007 is relatively easy because Access is designed to handle many different types of operators.

An operator is a special symbol or reserved word that triggers the database to act in a certain way. Access 2007 recognises several types of operators, including comparison operators, arithmetic operators, logical operators and special expressions such as like, between..and, in, and is null. You may also use combinations of these types of operators when structuring queries in Access 2007.

Comparison operators ask Access 2007 to perform a comparison between two values. In a query, a comparison operator can locate all records where a field value is greater than, less than, equal to, not equal to, greater than or equal to, or less than or equal to a specified value. Comparison operators can be applied to all fields that contain a literal value. A literal value is a value that has been directly entered into the field. Access recognizes four literals: text, numbers, dates and times, and constants.

Continue reading “Structuring Queries In Access 2007”

Access 2007 – The Navigation Pane Window View

https://www.youtube.com/watch?v=7GRii_sTa6M&feature=youtu.be

This video tutorial is a good overview for those new to the Access 2007 screen and how objects are managed into groups and other filter views. It is a vast improvement from the previous database window (of earlier versions).

The Navigation Pane Window view contains all the Access objects stored as it is in one file. You can create, edit, open, delete, duplicate, search and maintain natural groups.

I like the quick ‘right’ mouse click on the ‘Navigation Pane’ banner to set properties including showing and hiding system objects.

Here’s one of my shortcut tips; press the F11 function key from the keyboard to toggle the hide/show the Navigation Pane Window view instead of clicking the >> << chevron icons on the banner.

Microsoft Access 2007 New Look Tutorial

When Microsoft Access first appeared in the early 1990’s it revolutionized the desktop database market. Most versions have been similar to each other. Now with Access 2007 we see the most radical changes yet introduced by Microsoft. When working your way through an MS Access 2007 tutorial, a hardcore traditional user of MS Access is either going to love or hate these new changes.

So what is different about this new version? The interface is completely different and instead of menus and toolbars there is the Ribbon. The Ribbon is divided into sections and each section holds the relevant commands for designing and running a database.

Creating forms has become easier and there are some new forms to choose from. One example is the split form. The database window has also been replaced with the navigation pane. This offers more features and is not as easy to use as the old database window.

As part of the MS Access 2007 tutorial you should expect to learn about trusted locations. When loading a database you will get a warning that it may not be trusted. You can eliminate this warning by assigning a folder to become trusted. If you store your database in that folder then the warning will no longer show.

Creating tables has also become easier. When creating tables as part of your MS Access 2007 tutorial course, you may use one of the easy creation methods, such as creating columns in datasheet run mode. However, it is better to look at using the design view to create tables as this will give you a better understanding of columns and data types.

The built in wizards will only get you so far. They are great starting points, but if you want to become a master then it is better to try and create the database components manually. By doing this you will learn the intricacies of why things are done. For example, there are reasons why you need to save the ID of a drop down list of data rather than the data itself.

Hunting around the internet for bits and pieces to help you learn is not the way to go. There has to be some structure to the learning and it is better to start from the ground up. There is little point in trying to run before you can walk.

When looking for a good MS Access 2007 tutorial, make sure it covers all you want to learn and you gain a good all round understanding of the important concepts and components to creating a working database.

Let’s recap what we’ve learned in this article:

Access 2007 has a new look interface
There are new form types available
Learning Access 2007 should be done from a structured tutorial series

To get started with an MS Access 2007 tutorial , check out the best Microsoft Access training available at http://access-databases.com/ms-access-tutorial/

Article Source: http://EzineArticles.com/?expert=Paul_Roger_Barnett

This article gives a clear and concise overview of what’s new in Access 2007 and how the newer and richer features makes it very easy to create tables, queries, forms and reports with simple click and go actions using the predefined templates. Those migrating from earlier versions may feel a little dis-orientated at first especailly the Ribbon Bar but it won’t take that long to familarise yourself with this version.

Remember, always have a clear plan when designing a database before creating the objects using the templates.

Planning an Access Database – Video

This video from YouTube takes you from the very beginning even before working with the actual database application which is often overlooked when designing and planning an Access database.

It’s a good guide to help relate how you actually would use and benefit from any database in the ‘real world’ making this a very human and user friendlier approach and best of all it’s ‘geek’ speak and jargon free!