1. Using Access More Efficiently
Tips and tricks to make things easy

2. The Basics Microsoft Access is a database with Tables Queries Forms
Where data is stored
Queries
Questions asked of the database
Forms
Displays data (or records)
Controls the entry & editing of data
Records are made up of fields
Reports
Displayed and formatted information

3. Editing Records in Forms►
Is called a Record Selector
Record Selector changes when a record is being edited
At this point the edit may be cancelled by pressing Esc on the keyboard
Select the ► and press Delete to delete the individual record

4. Deleting a Record Click to highlight the Record Selector
Confirm or cancel the deletion
Press the Delete key on your keyboard

5. Finding records in forms
Select the field on the form that you want to search
Select Find
Select Edit-Find
Hold down Ctrl-F
Select the binocular tool

6. The Find and Replace Window
Find What:
Enter the text to find. Can be any part of the desired field
Look In:
Determines which field on the form will be searched
Match:
Any part of field
Whole Field or
Start of field

7. Find more records
Select to find the next record matching your search criteria
Once a record or field is found, you can filter the form
to display only the records that match your search criteria

8. Sorting Forms Select the field on the form that you want sorted
Select A-Z or Z-A

9. Using Form Filters
Find one instance of the value you want in the filter's results.
Select all or part of a value in a field by doing one of the following:
Note: How you select the value determines what records the filter returns.
Find records in which the entire contents of that field match the selection
Select the entire contents of a field or place the insertion point in a field without selecting anything.
Find records in which the value in that field starts with the same characters you selected.
Select part of a value starting with the first character in a field.
Find records in which all or any part of the value in that field contains the same characters you selected.
Select part of a value starting after the first character in a field.
Click Filter By Selection on the toolbar.
To reset the filter, click Remove Filter on the toolbar.

10. The results show as “(Filtered)”
Select Filter by Selection to show all records containing “SIPEX” in the Program name
Form Filter Example
Select “Sipex”
The results show as “(Filtered)”

11. To remove the filter Click on the funnel shape in the tool bar
The results are now unfiltered

12. Time saving tricks Press ESC while editing a record Press ESC twice
Undoes the changes you have made to the current field
Press ESC twice
Undoes the changes you have made to the current field and current record
Keyboard combinations:
Press the keyboard Ctrl key and other special keys at the same time:
Press and hold Ctrl and ; keys
Enters the current date in a field
Press and hold Crtl and Shift and : keys
Enters the current time in a field
Press and hold Ctrl and ‘ keys
Enters the previous value in the field
Good for when information does not change from record-to-record

13. Optimizing File Size For Ground Control 2007 users,
it is important to keep file sizes as small as possible
Technology advances have made digital cameras great tools for writing work instructions and procedures
Camera images can be very large and eat up storage space
Most PC displays cannot take advantage of the large number of pixels included high resolution digital images
200dpi images most often provide excellent viewing and printing quality
Microsoft Office products allow you to compress images embedded in your documents
Saves space without sacrificing image quality

14. In Word or PowerPoint

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© 2006 Sunday Business Systems. All rights reserved. This presentation is for informational purposes only. Sunday Business Systems MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY. Microsoft is a registered trademark of Microsoft Corporation in the United States and/or other countries.