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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.
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.
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