From conditional formatting to hidden objects: So
Tip 1: Work with attachments
The new field data type PLANT allows you to store any attachments in a field as in an e-mail. For example, create a field named Cover. Select Field as the field data type. In the field properties, enter the text Cover.
Tip 2: Evaluate tables without additional queries
In the Tables view, you now find a clipping bracket in the Cover field. When you double-click this field, the Attachments dialog box appears. By clicking the Add button, you can add an image or other file from a file folder. The Open button opens the file. You can also add or delete additional files.
Tip 3: Calculate directly in the table
In Access you have the possibility to evaluate tables directly. You can calculate the result of columns by mouse click. To do this, click the Start tab in the Tables view. Then, in the Records group, select the Sum symbol. A summary line is inserted. If you now click in a field of the total row, a selection of the calculation possibilities for this field is displayed. Select the desired calculation type, you already have the result.
Tip 4: Write change history
For text entries, you can calculate the number, for numeric fields the sum, the mean, the number, the maximum and the minimum, the standard deviation and the variance.
CALCULATED FIELDS now allow what was previously possible only through queries: to calculate numeric values directly in a table. You need at least one numeric field. Then, in the design view of the table, select the Calculated field data type. The expression generator is displayed. Select the field (s) you want to calculate. In our example, we want to add VAT to the field price.
The formula is thus: [Price] x 1.19. If you have multiple numeric fields, you can calculate them together. You have all the basic disciplines at your disposal here.
MEMO fields provide the new way to automatically record the history of records. Each entry is then kept with the current date and time. For the change history to be activated, you must set the entry to Yes in the table design after specifying the field data type Memo in the field "Append" only.
If you do not find this field immediately (which often occurs), it is because it is not visible at the first moment. You must scroll down the field list, then you will see the entry.
From now on, all changes are tracked. To see the changes in the memo field, right-click the memo field in the table view, and then click the Show Column History command in the context menu that appears. The changes are displayed with the date and time.
MEMO fields can now be formatted. Access uses HTML to format it because it provides better compatibility with rich text fields stored in Windows SharePoint lists. To do this, set the Text property text box to Rich Text. Now you can apply the text formatting to the texts in this field.
You can now store multiple values in a single field using the Lookup Wizard. These values are activated or deactivated via a check box and entered in the field. At first glance, this contradicts the atomic structure of fields of a relational database, but in the background these values are managed atomically in system tables, an m: n relationship is created.
In the Design view, create a text box, the name should be genre. In the field properties, click the Lookup tab. Click in the Row text box, and then click the selection arrow on the right. Select the entry Combination field. Click on the field type of origin and select the entry Field list. In the Record origin row, tap the desired genres. Separate each entry with a semicolon, for example: Pop, Classical, Jazz, Country, Folk, Hip Hop, Rock, Metal, Beat, Aternativ, Schlager, Soul. Set the Allow multiple values property to Yes.
Tip 5: Put color in the fields
If you now save the table and switch to table view, you can use the check boxes that are displayed to select multiple values, which are then entered into the field. Consider selecting the field width large enough, since all entries can be taken from the selection. Multi-value fields allow multiple values to be entered into a field. In the background, a m: n relationship is created, which is managed in system tables.
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Tip 6: Save multiple values in the same field
While it has previously been difficult to supplement entries in selection fields from value lists, this problem is now solved very simply. In the design view of your table, select a lookup field. In the field properties, click the Lookup tab. Make sure that the origin type is value list. Set the Allow value list processing property to Yes. After saving the table, switch to the table view. When you click on the arrow to select an entry, a small editing window appears below the selection (Edit list elements). As soon as you click on it, the dialog box for editing your entries will appear and you can complete the entries. These are immediately accepted and displayed.
The database window has disappeared from Access, but now there is the navigation area. The user should not always see all objects. To hide an object, for example a table, click on it in the navigation area with the right mouse button. From the pop-up menu, select Tab Properties. In the dialog box that appears, put a checkmark in the Control Box Attributes: Hidden. The selected object is no longer visible in the navigation area.
To make the selected elements visible again, right-click in the navigation area. In the context menu, select the Navigation Options command. The dialog window of the same name is displayed. Set a check mark in the checkbox for Show hidden objects. You will also find the check box for showing system tables, which you should only activate if you really need it. If you are wrong in the system tables, you can damage Access so that it never starts again. So enjoy this setting with caution.
Tip 7: Adding value lists
Tip 8: Hide objects
Tip 9: Show hidden items
Tip 10: Custom Groups
Tip 11: Conditional Formatting in Forms
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Make the navigation area clearer by adding custom groups. Particularly for large databases, custom groups are very useful. Activate the navigation options as described above. In the dialog box that then appears, click the Custom entry in the Categories column. In the Custom Groups column, select the Custom group 1. Then click the Rename button and enter a custom name for the group, for example, PowerUser. Take the checkmarks that are set from the other custom groups (if any).
Right-click in the navigation area. Then, in the context menu, drag the entry Category and select the entry Custom. The unassigned objects are displayed below the group. Select the objects you want to use, and then press the right mouse button. In the context menu, drag the entry to the Add to group entry and then select the desired grouping (PowerUser in this example). Because these are shortcuts to the original objects, you can delete them at any time without deleting the actual objects.
As of Access 2010, it is possible to provide the fields with conditional formatting of the new generation. This allows data bars to be displayed on the screen, for example.
For an optimal representation of the data, you create a continuous form (Multiple elements) based on your table. In this form, switch to the Layout view. In the formlayout tools that are displayed, click the Format tab. In the Control Format group, click the Conditional Formatting icon. The Conditional Formatting Rules Manager dialog box is displayed. In the Show formatting rules for: field, select a field, in our sample price. Then click the New Rule button. You can now check values in the current data record and provide formatting. However, if you want to create data bars, select the control type Compare to other records
Once you have created the condition, you can create additional conditions and merge the display with them. If it becomes too colorful, you can also delete the conditions.
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Reports can also be used to print conditional formatting on paper.
You can find the report design tools in the draft view of the reports. Activate the register format. In the Control Format group, click the Conditional Formatting icon. Then add the required conditional formatting. You have the same options as in the forms.
Create space on the interface by hiding the navigation area of Access. To do this, click on the small roof to the left of the question mark. Then only the registers are displayed, all groups are no longer visible. If you now need a command from the menu bar, click the corresponding tab. The groups are displayed again. When you click on an object in Access, the groups are hidden again. If you want to permanently view the groups, click on the roof that is now upside down. The menu will appear again in full splendor. This also works by VBA programming. With this command, all registers have disappeared. On the start-up form, type the following statement in the "When loading" event procedure
DoCmd.ShowToolbar "Ribbon", acToolbarNo.
This creates space. If you need the ribbon again for a particular action, the following code will help you
DoCmd.ShowToolbar "Ribbon", acToolbarYes.
If you do not need registers, you can permanently disable them. To do this, click the File tab and select the options. In the left pane, click Customize Ribbon. On the right-hand side of the window you will find the main tabs, which can be deactivated or activated via the checkbox
Over time, your databases become more complex and complex. Access does not restore memory space once. In addition, a lot is worked internally with pointers, which do not always find the right assignment over time. So if Access responds slowly or is not working properly, it often helps to compress and repair the data. To do this, click the Database Tools tab, and then click Compress and Repair Database in the Tools group. You'll be amazed at how fast your database is doing again.
If you have completed a database application and want to share it, you should convert it to an executable file. In this database, the user can not make any code visible, since this is already precompiled. You can also make changes to forms and reports.
To create such a database, click the File tab. Select Save and publish. In the Save Database As section, click the Create ACCDE command, and then click the Save As icon.
Imports can be saved and managed in the new Access version. In addition, you can create a task to import into Outlook. Then import no longer falls into oblivion. Activate the External Data tab and select the appropriate data type in the Import and Link group. Once you have decided on a file, the External Data dialog box appears. Set a checkmark in Import steps to save and create Outlook task. That's it. By clicking on Saved imports, you have the option to manage and run your imports.
Tip 12: Conditional formatting in reports
Tip 13: Create space on the interface
Tip 14: Summary menu bar
Tip 15: Save space and stabilize the database
Tip 16: Create executable file
Tip 17: Import Import
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