Access hints and tips

Duplicating an Entry

Wed, 31 Jan 2007 00:00:00 GMT

To duplicate the entry press CTRL+' (apostrophe)this will copy the contents of the previous entry in the same field. (Table view, line above) note this also works in Excel.

Switchboard Startup

Fri, 01 Dec 2006 00:00:00 GMT

An option when you open your Access database that contains all of you tables, forms and queries is only the switchboard is displayed. To achieve this, select Tools click on Startup. On the right hand side of the Startup screen you are able to select which form you want to open when you open you Access Database. Once you have selected this, there is a check box just below that says "Display Database Window", you need to uncheck this option. Then click ok. Then when you close you Access database and re open it, the database should open with just the switchboard being shown

Choosing data types in Access

Sat, 25 Nov 2006 00:00:00 GMT

Not sure which data type to use for your Access fields? Here are some guidelines to help you choose a data type to assign to a field. - The Text data type can accept up to 255 characters. For information that will be recorded in paragraphs, use Memo. - Also use Text for numbers that aren't going to be used in calculations, e.g. phone numbers. - Use the Currency data type for monetary amounts. - Use Date/Time for dates. - Most other numbers can use the Number data type, but the Field Size property may have to be altered. - For fields that have only two alternatives (yes, no) use Yes/No data type. If there is likely to be a third entry option (e.g. maybe or don't know) use Text instead.

Calculating The Difference Between Dates

Fri, 24 Nov 2006 00:00:00 GMT

If you wish to calculate the time between two date fields, this can be done in a number of ways: 1. As a calculated field in a query 2. As a calculated control in a form or report 3. As a calculation in a VBA procedure. The basic syntax to get the number of days between two dates is: [b]=[One Date Field] - [Another Date Field] [/b] You can also use one of the following functions: [b]=Month([One Date Field] - [Another Date Field])[/b] which calculates the number of months between the two fields [b]=Year([One Date Field] - [Another Date Field])[/b] which calculates the number of years between the two fields. Another function is the [b]DateDiff()[/b] function. It uses an argument to determine how the time interval is measured. For example: [b]=DateDiff("q",[One Date Field] - [Another Date Field])[/b] returns the number of [b]quarters[/b] between the two fields. Other intervals that can be used in this expression are as follows: [b]"yyyy" - Years "m" - Months "d" - Days "w" - Weekdays "ww" - Weeks "h" - Hours "n" - Minutes "s" - Seconds[/b]

How To Display An '&' In A Label In A Form

Fri, 24 Nov 2006 00:00:00 GMT

To have your label display a sentence with an [b]&(ampersand)[/b] in it, like [b]Fox & Hound[/b] simply type it as: [b]Fox && Hound[/b]

Undo Entries In Records

Fri, 24 Nov 2006 00:00:00 GMT

To Undo any entries or changes in records: [b] Hit the ESC key once for the current field And ESC twice for current record[/b]

Insert The Current Date

Fri, 24 Nov 2006 00:00:00 GMT

To insert the current date into a Table field or Form Text box use: [b]Ctrl+Semi-Colon(;)[/b]

Insert The Current Time

Fri, 24 Nov 2006 00:00:00 GMT

To insert the current time into a Table field or Form textbox use: [b]Ctrl+Colon(:)[/b]

Hide Access Tables

Mon, 13 Nov 2006 00:00:00 GMT

One method of stopping your Access tables appearing in Database window, is to rename the table(s) with the prefix usys. This converts the table into a system object, which cannot be viewed in the Database window. You can show system objects in the Database window by the following: Step 1: On the Tools menu, click Options. Step 2: Click the View tab. Under Show, select the System Objects check box. Click OK.

Hiding Multiple Table columns

Mon, 13 Nov 2006 00:00:00 GMT

If you want to hide non-adjacent Access table columns. In Datasheet view, open the table that contains the columns you want to hide. On the Format menu, click Unhide Columns. In the Unhide Columns dialog box, clear the check box next to the name of each column you want to hide. Click Close. This method makes having to use the Hide Columns command repeatedly unnecessary

Changing MS Programs Text Size

Mon, 13 Nov 2006 00:00:00 GMT

A handy way to increase or decrease the size of text in Microsoft Word, Microsoft PowerPoint, Microsoft FrontPage, or Microsoft Publisher, first, select the text you want to resize. Then, to increase the font size, press CTRL+SHIFT+>. To decrease the font size, press CTRL+SHIFT+<.

Copy a Previous Record's Values to a New Record

Wed, 25 Oct 2006 00:00:00 GMT

If you often enter the same value in one field of a table, there are two methods to save re-typing the data. 1. Use [b]Ctrl+' (apostrophe)[/b] to repeat the value input in the previous record. 2. Change the field's DefaultValue property in Design View to the most commonly used value.

How To Find All Overdue Accounts?

Wed, 25 Oct 2006 00:00:00 GMT

To find overdue accounts create a filter that compares today's date with the Invoice Date in the table. To do this: 1. Open the Query in Design View 2. Select the field for the filter and in the criteria row enter: [b]

Create An Inaccessible Field On A Form

Wed, 25 Oct 2006 00:00:00 GMT

There is sometimes a need to make a field in a form look like a normal field but be completely inaccessible to the user. To do this: In the Field's Properties Set the [b]ENABLED[/b] property to [b]No[/b] Set the [b]LOCKED[/b] property to [b]Yes[/b] The field will not grey out, but the user will not be able to do anything with it.

Open A Combo Box Automatically

Wed, 25 Oct 2006 00:00:00 GMT

This is helpful if users need to enter large amounts of data. There are two ways to open ComboBoxes when they get the focus by using the tab keys. When the ComboBox gets focus: Press [b]Alt + Down Arrow[/b] on the keyboard For it to happen automatically, needs a bit of coding: 1. Add a combo box and a text box control to the form 2. Set the combo box's [b]On Got Focus[/b] property to the following event procedure: [b]Private Sub ComboBoxName _GotFocus() Me!ComboBoxName.Dropdown End Sub[/b] 3. Open your form in Form View and use the TAB key to make sure it works.