Access database 2007 Reports Tutorial

It always amazes me when users and developers design an Access database they pay a lot of attention to the designing and planning of the database structures – and of course this is very important.

The next step is usually building the objects starting with the Tables then Queries followed by the Forms and finally the Reports.

By the time they are onto the Reports, it seems a bit of an after thought and the designs are very basic because of the the time consuming element reports can take. It is important to spend time in the design view of an access database report which is as I say is overlooked a lot of the time.

This video tutorial is a good introduction as it covers the report wizard tool which everyone starts with (and a lot of the time that’s it!) followed by the switching between the different views showing you how to add groups, calculate and change the various key properties for a report. It even explains the footer calculation for pages and concatenation (look the word up!).

At the end of the day, if you are going to present the results to your customers or executives, you need good looking Access database reports and the report wizard tool will simply not do!

Learn About the Benefits of a Split Access Database

accessdatabasetutorial.comMicrosoft Access database is a wonderfully simple application and can scale easily from just a few users for a small business to many users for a large organization. One can enhance the flexibility and scalability of Microsoft Access by splitting the database so that it performs better and provides better security to data.

What makes an Microsoft Access database so easy to handle and use is the fact that it uses just one MDB file to store both the data and the interface objects. However, this could also lead to some problems, particularly if you are planning on having a shared database. When you are sharing the MDB file containing both data and interface objects with multiple users, there is a greater chance of the file getting corrupted. This means that even if all the users are typically using the interface objects, there could be damage to the data and in some cases, this could result in loss of data. Instead of having to constantly repair MDB files that have become damaged due to these reasons, it is much better to work with a split database. Most experts will tell you that not only is a split Microsoft Access database with two MDB files much easier to protect, but performs faster and is also easier to maintain.

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Publish an Access database 2007/Access 2010 database to the web

This is what Microsoft should have done some versions back and have an Access databases  easily uploaded to the web – a big CHEER please!!!

You do need to have web services in place and Microsoft SharePoint is the obvious choice here. Ryan (the author of this video) makes it look easy – and it is.

Remember, the web version and its functionality will never be as rich as the LAN version (client interface) and therefore you still need to design a good Access database system as its back-end.

Thanks Ryan for the heads up 🙂

Kind regards,

Ben Beitler – “Your Access Database Expert!

Microsoft Access database 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 database and I can understand why but Microsoft felt it was needed to add extra protection as a warning for unknown access 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?”

What’s New with Microsoft Access 2010 Macros

The new macro interface tool is a welcome feature and well overdue! fitting nicely with the rest of Microsoft Access 2010 namely the Ribbon Bar & easy to use templates.

The simple drag n drop actions and in line arguments makes this a far more intuitive system to use which is easily managed by expandable and collapsible sections.

This version now has more keywords and arguments and is a strong case to stick with macros and using Microsoft Access vba (Visual Basic for Applications) as a ‘plan B‘ option for the more advanced user and any procedure that no macro is designed to do.

How to Utilise and Apply Access Database Normalisation Techniques?

Access Database Normalisation levels 1, 2, 3; getting normal about it!

The process of Database Normalisation was developed by E.F.Codd who is widely considered the father of relational database theory.

There are several rules which provide theoretical structures and disciplines which are not always practical to follow but help provide the main goals which are:

  1. Eliminate redundant information
  2. Increase data integrity
  3. Make systems more efficient

Modern databases should be in BCNF Boyce-Codd Normal Form which is deemed to be at third normal form of which there are considered to be five in all. This article focuses on what I believe is considered a good balance to applying some of these rules and covers up to the third norm of database normalisation.

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

Building Your First Database with Microsoft Access 3One of the most powerful features of Microsoft Access database 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.

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Microsoft Access IIF Function in a Query

This video tutorial is clear and simple to follow and explains the IIF function well (in it’s simplest form).

Users who are normally familiar with Microsoft Excel’s IIF function will be able to relate to this function as it is the same!

The only aspect you will need to know of course is how to create a calculation in a query which is demonstrated quickly in this video but if want to know more about how to calculate in a ms access query and use some of the other tools namely, the Expression Builder.

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 “Brief history of Microsoft Access”