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Access 2010 Essential Training
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Setting Access options


From:

Access 2010 Essential Training

with Alicia Katz Pollock

Video: Setting Access options

While using Access, become a power user by familiarizing yourself with Access's Option button. To set your own Preferences while using Access, go to the Backstage View via the File tab, and click Options. I'll walk you through some of the settings that I find useful. We'll start with General, up here at the top. Live Preview is what changes your data as you try different settings. If you want to change your color scheme, you have options beyond the Silver. You can also change it to Blue or Black. Here is the Default file format for a new database.
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  1. 1m 25s
    1. Welcome
      51s
    2. Using the exercise files
      34s
  2. 19m 8s
    1. Database concepts and terminology
      5m 35s
    2. Starting Access
      55s
    3. Creating a new file
      1m 10s
    4. Trusting a file
      56s
    5. The Quick Access toolbar
      1m 8s
    6. Backstage view
      2m 45s
    7. Exploring ribbons
      2m 59s
    8. Using the Navigation pane
      2m 11s
    9. Getting help
      1m 29s
  3. 23m 33s
    1. Planning and designing your database
      1m 33s
    2. Creating tables using Application Parts
      6m 48s
    3. Creating tables in Layout view with Quick Start
      3m 59s
    4. Creating and editing tables in Design view
      2m 41s
    5. Setting a primary key
      1m 20s
    6. Creating a lookup field
      3m 59s
    7. Creating multi-value fields
      2m 19s
    8. Using calculated fields
      54s
  4. 13m 5s
    1. Setting field properties
      7m 34s
    2. Setting input masks
      2m 3s
    3. Setting validation rules
      3m 28s
  5. 5m 20s
    1. Creating relationships and enforcing referential integrity
      4m 32s
    2. Viewing subdatasheets
      48s
  6. 19m 52s
    1. Entering data into your tables
      9m 44s
    2. Formatting tables
      4m 2s
    3. Finding, sorting, and filtering records
      6m 6s
  7. 29m 57s
    1. Creating data-entry forms
      2m 31s
    2. Using the Form Wizard
      1m 38s
    3. Modifying a form in Layout view
      7m 1s
    4. Using Design view
      12m 41s
    5. Setting tab stops
      1m 26s
    6. Adding buttons to a form
      1m 49s
    7. Using navigation forms
      2m 51s
  8. 26m 49s
    1. Introduction to queries
      1m 9s
    2. Using the Query Wizard
      1m 52s
    3. Creating a query in Design view with criteria
      4m 18s
    4. Creating wildcard queries
      1m 24s
    5. Creating reusable parameter queries
      1m 29s
    6. Creating yes/no queries
      1m 12s
    7. Creating "and" and "or" queries
      3m 7s
    8. Building calculation queries
      2m 44s
    9. Creating statistical queries
      3m 1s
    10. Using update queries
      2m 56s
    11. Using delete queries
      1m 31s
    12. Creating crosstab queries
      2m 6s
  9. 26m 43s
    1. Introduction to reports
      1m 28s
    2. Using the Report Wizard
      2m 0s
    3. Formatting reports in Layout view
      5m 16s
    4. Identifying report structure in Design view
      2m 30s
    5. Adding group and sort capabilities to a report
      2m 43s
    6. Adding existing fields from other tables
      1m 59s
    7. Adding totals and subtotals to a report
      2m 58s
    8. Adding conditional formatting and data bars to a report
      2m 38s
    9. Creating multi-table reports
      1m 46s
    10. Creating mailing labels
      2m 16s
    11. Printing reports
      1m 9s
  10. 4m 32s
    1. PivotTables
      2m 29s
    2. PivotCharts
      2m 3s
  11. 7m 35s
    1. Creating macros
      2m 53s
    2. Attaching macros to objects
      2m 26s
    3. Using data macros
      2m 16s
  12. 17m 10s
    1. Importing Excel and text data
      3m 39s
    2. Exporting data into Excel
      1m 0s
    3. Exporting to PDF
      53s
    4. Exporting into a Word Mail Merge
      1m 3s
    5. Publishing to a web browser in HTML or XML
      1m 51s
    6. Sharing via email
      58s
    7. Collecting data over email
      2m 42s
    8. Using Package and Sign
      1m 14s
    9. Publishing to SharePoint
      2m 59s
    10. Importing and exporting with SharePoint
      51s
  13. 6m 41s
    1. Compacting and repairing a database
      48s
    2. Using data analysis tools
      1m 4s
    3. Encrypting a database and setting a password
      2m 22s
    4. Splitting a database
      2m 27s
  14. 8m 19s
    1. Customizing the ribbons
      1m 16s
    2. Setting Access options
      7m 3s
  15. 14s
    1. Goodbye
      14s

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Access 2010 Essential Training
3h 30m Beginner Jun 10, 2010

Viewers: in countries Watching now:

In Access 2010 Essential Training, Alicia Katz Pollock gives a comprehensive overview of creating databases in Access 2010, whether using predefined database templates or building from scratch. This course covers each step of constructing and modifying databases for custom purposes, as well as working with tables, forms, queries, macros, and reports and charts for record keeping and analysis. Exercise files are included with the course.

Topics include:
  • Understanding database concepts and terminology
  • Building tables with Application Parts
  • Defining field properties
  • Creating relationships between fields and tables
  • Sorting and filtering
  • Creating forms with the Form Wizard
  • Analyzing data with the Query Designer
  • Automating with macros
  • Formatting reports with Layout Tools
Subjects:
Business Databases Teacher Tools Education Student Tools
Software:
Access
Author:
Alicia Katz Pollock

Setting Access options

While using Access, become a power user by familiarizing yourself with Access's Option button. To set your own Preferences while using Access, go to the Backstage View via the File tab, and click Options. I'll walk you through some of the settings that I find useful. We'll start with General, up here at the top. Live Preview is what changes your data as you try different settings. If you want to change your color scheme, you have options beyond the Silver. You can also change it to Blue or Black. Here is the Default file format for a new database.

Now notice there is no Access 2010 on this list. Access 2010 actually uses the same file format as Access 2007. So this ensures backward compatibility. If you don't want to save your databases in your Documents folder, you can click on Browse and find a new location. Here, you can set your Username and your Initials. Now let's look on Current Database. Application Title will change the name up here, so if you are building a database for a third-party user, you can actually make it a custom application by writing what you want the bar to look like up here. An Application Icon changes this icon right here.

Display Form is what opens up when you start Access. For example, we could have it go to our Navigation Form. That's the form that we created that have the row of buttons to choose between all of your different forms and reports. That's a great place to start. You can choose to display or not display the Status Bar at the bottom. Now it's set to Tabbed Documents so that when you open up more than one object, you get tabs across here. You can also set that as Overlapping Windows or display those tabs or not. Compact on Close will reclaim disk space every time you delete a lot of records.

If you're worried about Ssecurity, you can remove your personal information from the file properties every time you save the database. If you don't use the Layout View, you can disable it. Likewise, you can disable the design changes and tables in Datasheet View. That way nobody can change what your tables look like. Scroll down here to the Navigation Pane and click on Navigation Options. This is where you can customize this pane right here. You can make your own groups. I'll click Cancel, and here you have options for AutoCorrect, particularly around people's names.

Now let's go to Datasheet. This is how your tables appear. You turn off either your Horizontal or Vertical gridlines. Right now, all these cells are Flat, but you can make them Raised or Sunken. You can make your Default column width either bigger or smaller. You can even change the Default font, make the font bigger, change its appearance including Underline, or Italic. Now, let's go to Object Designers. In the Table design view, maybe you don't want your Default field type to be Text.

You can change it to any data type. If you don't want your text fields to start out at 255 characters, you can make that at any specific numbers you'd like. If you don't want your Default number to be a Long Integer, you can change that format as well. When you are in the Query designer, you can show your table names or not. You can set your queries Output all the fields in the table. I like to leave on Enable Autojoin. That makes sure that all my relationships are set between my different tables when I am making a query.

I can change my Query designed font right here. Down here are error checkers. If you find you get the same error messages over and over again, you can turn these off. Now let's click on Proofing. This is where Access automatically formats the contents of your database. Here you have your AutoCorrect options and your spelling errors. Now these are settings all the way across Office. They don't just affect Access. Next is Language. If you use other languages in addition to English, you can manage them here.

Now to the Client Settings. This is the behavior of your database. Right now, when you hit Enter, it takes you to the Next fields. You can also have it go down to the Next record. Right now, when you click on a field, it highlights the entire field. You can also have it go to straight to the beginning of a field, or straight to the end of a field. By default, your arrows take you to the Next field, but you can also have them go letter-by-letter through the contents in your field. You can have Access confirm your Record changes and your deletions. Down under Display, here you can set your number of Recent Documents.

You can show your Status bar, Show animations, and here you can turn off the tags that pop up when you perform different actions in the Datasheets and Forms and Reports. Here, you can set your default margins for your reports. Here's a great check mark that opens up the last database you're in, the next time you open up Access. Down here you can choose your Default Theme. For example, throughout this course, we've been using Foundry. I could set it to Foundry automatically.

Customize Ribbon, we talked about in a previous lesson. The Quick Access toolbar, we also spoke about in the previous lesson. Add-ins are the utilities that extend the functionality of Access. Acrobat PDFMaker is a great one to have active, and you can find others as well on the Web. The Trust Center is where you manage your security. I am going to click right here on the Trust Center Settings, and we are going to start up here with Trusted Publishers. If you work with different companies, you can add them right here.

Trusted Locations are locations on your computer, or on your network, where you know that your files are safe. Trusted Documents is where you manage the security for your individual documents. If you are using documents on a network, you can tell it never to give you a security warning about those. Also, if you want to clear the Trusted Documents, you can do that right here. Add-ins allows you to manage the security for your Add-ins. Here are settings for ActiveX, Macros, and Data Execution Prevention.

This Message Bar allows you to turn off the yellow bar that appears at the top of some windows. And here are your Privacy Options. This first check mark connects you to Office.com for updated content. That's particular to your help files. This one downloads a file to your computer from Microsoft that helps determine system problems. This check marks signs you up for the Customer Experience Improvement Program, and it sends some of your computer information to Microsoft.

This check mark will detect your Office components when you go to Office.com. This one will check your office documents if you got them from suspicious Web sites, and then this one allows the Research pane to go online to get updates to its Resource tools. Click Cancel, and let's go back to General. So to be as effective and efficient with Access is possible, personalize your application to work the way you do.

Find answers to the most frequently asked questions about Access 2010 Essential Training.


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Q: It seems there are movies missing in the course which should explain how to enter products in the Order table. How do I do this?
A: The lessons in this course are only somewhat cumulative. The database is built throughout the title before getting to the relationships and referential integrity, but not every step is shown. This is one of those courses where using the exercise files is recommended. The course would be very long and repetitive if I demonstrated the same technique over and over for every step in building a database.

Take a look at these videos instead.
Chapter 2: Planning and designing your database (concept)
Chapter 2: Creating and editing tables in design view (building the order table)
Chapter 2: Creating a lookup field. (This one uses Customer lookup as the example, but I believe this technique answers your actual question. You would use the same procedure to add the field that calls up the list of products.)
Q: In the Chapter 6 video "Using Design view," we work with the Combo Box Wizard. When I click on the Combo Box then click the
 location on the form, it does not start the Combo Wizard. Please advise.
A: Click on the Data tab and make sure one of the tables or queries appears selected in the Control Source. The form needs to be bound to a table or query before you make the combo box.

Also, Access is extremely finicky. When you're looking at the Properties window, be sure to click in the little box in the upper left corner of the form, between the vertical and horizontal rulers—as noted in the screenshot—before creating the combo box.

 
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