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Access 2010 Power Shortcuts
Illustration by Neil Webb

Turning the Navigation pane into a switchboard


From:

Access 2010 Power Shortcuts

with Alicia Katz Pollock

Video: Turning the Navigation pane into a switchboard

When you're designing your database for others to use you'll want to guide them from where to go and what to do. You can transform the navigation pane to turn your database into a customize switchboard by changing the names and even hiding things that you don't want anyone else to use. In this example I'll transform this list, so instead of being based on the database objects it will focus on the tasks done by the users. I'll reorganize this pane into groups specific to job functions. Tables and forms use by the customer service department will be grouped together as will forms and queries used by order fulfillment and the sales reps.
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  1. 1m 15s
    1. Welcome
      47s
    2. Using the exercise files
      28s
  2. 25m 49s
    1. Customizing the Navigation pane
      2m 23s
    2. Toggling between Design and Data views
      2m 40s
    3. Creating new fields with field templates
      2m 9s
    4. Understanding the "Cannot contain a Null value" error
      1m 29s
    5. Working with AutoNumbers as foreign keys
      2m 24s
    6. Using input masks
      2m 39s
    7. Four ways to add fields to a query
      1m 41s
    8. Four ways to filter data
      2m 56s
    9. Selecting multiple form and report controls
      2m 13s
    10. Aligning and distributing controls on forms and reports
      5m 15s
  3. 5m 48s
    1. Opening recent files
      2m 33s
    2. Opening your most recently used file automatically
      56s
    3. Selecting a startup form
      1m 0s
    4. Changing the default saving location
      1m 19s
  4. 8m 22s
    1. Expanding and collapsing the Ribbon
      1m 13s
    2. Three ways to customize the Quick Access toolbar
      3m 14s
    3. Selecting Ribbon buttons using KeyTips
      1m 47s
    4. Creating your own ribbons
      2m 8s
  5. 9m 26s
    1. Turning the Navigation pane into a switchboard
      3m 48s
    2. Right-clicking
      2m 48s
    3. Using keyboard shortcuts
      2m 50s
  6. 5m 56s
    1. Navigating between records
      2m 8s
    2. Using Search, Go to, and Find
      2m 20s
    3. Selecting fields, rows, columns, and tables
      1m 28s
  7. 21m 46s
    1. Undo and Redo tips
      2m 18s
    2. Entering data across, not down
      59s
    3. Repeating data from the record above
      1m 39s
    4. Copying and pasting content
      2m 44s
    5. Inserting today's date
      1m 10s
    6. Removing automatic hyperlinks
      1m 54s
    7. Using AutoCorrect
      1m 36s
    8. Using concatenated fields
      2m 16s
    9. Linking Outlook contacts
      2m 23s
    10. Saving imports and exports for reuse
      4m 47s
  8. 35m 56s
    1. Creating a table using application parts
      2m 18s
    2. Creating Quick Start fields
      1m 49s
    3. Saving application parts
      2m 43s
    4. Understanding number field sizes
      3m 2s
    5. Setting default field types
      2m 55s
    6. Using validation rules
      4m 0s
    7. Using flag fields
      2m 1s
    8. Using an index
      2m 4s
    9. Using a datasheet Totals row
      2m 0s
    10. Filtering by selection
      1m 26s
    11. Resizing columns and rows
      2m 7s
    12. Removing gridlines and shading from tables
      1m 29s
    13. Hiding and unhiding table fields
      1m 13s
    14. Freezing fields when scrolling
      59s
    15. Analyzing your table for redundant structure
      5m 50s
  9. 10m 53s
    1. Setting a starting AutoNumber
      3m 14s
    2. Creating a multi-field primary key
      4m 17s
    3. Using subdatasheets
      1m 27s
    4. Using relationship reports
      1m 55s
  10. 28m 32s
    1. Using wildcards
      5m 40s
    2. Using IN instead of OR
      1m 29s
    3. Hiding query fields
      54s
    4. Changing captions
      1m 31s
    5. Finding duplicate records
      2m 13s
    6. Moving records with append and delete queries
      4m 31s
    7. Using make-table queries
      2m 12s
    8. Creating an update query
      2m 55s
    9. Turning a query into a PivotTable
      2m 30s
    10. Turning a query into a PivotChart
      2m 6s
    11. Using SQL statements
      2m 31s
  11. 28m 48s
    1. Using the property sheet to work with controls
      2m 16s
    2. Creating option groups
      2m 43s
    3. Using a ComboBox to select a record
      2m 55s
    4. Creating tabbed form layouts
      4m 45s
    5. Inserting charts
      3m 42s
    6. Creating your own smart tags
      1m 24s
    7. Using the CanGrow and CanShrink properties
      1m 46s
    8. Hiding fields in printouts
      1m 26s
    9. Setting tab stops
      3m 41s
    10. Clipping, stretching, and zooming images
      1m 17s
    11. Viewing single or continuous forms
      1m 1s
    12. Changing a form's default view
      1m 52s
  12. 9m 7s
    1. Inserting page breaks in reports and forms
      2m 15s
    2. Creating headers and footers
      5m 49s
    3. Hiding duplicates in reports
      1m 3s
  13. 10m 17s
    1. Using themes to customize the look of the database
      4m 12s
    2. Using the Format Painter
      2m 25s
    3. Grouping controls on forms and reports
      1m 35s
    4. Setting default appearance for new databases
      2m 5s
  14. 17m 56s
    1. Using a Before Change macro to create a time stamp
      6m 51s
    2. Triggering a Before Delete warning message
      2m 49s
    3. Creating an After Update macro to email a customer
      2m 11s
    4. Creating a user interface macro
      4m 12s
    5. Using AutoExec macros
      1m 53s
  15. 2m 53s
    1. Saving templates
      2m 10s
    2. Locking files
      43s
  16. 44s
    1. Goodbye
      44s

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Access 2010 Power Shortcuts
3h 43m Intermediate Feb 08, 2011

Viewers: in countries Watching now:

In Access 2010 Power Shortcuts, Access expert Alicia Katz Pollock shares hundreds of tips and shortcuts to vastly increase efficiency and get the full power out of Access 2010. The course includes tips for working with the Ribbon and Quick Access toolbar, managing files, customizing and automating Access, rapid data entry and editing, working with tables, queries, forms, and reports, managing your database, and much more. Exercise files accompany the course.

Topics include:
  • Creating new field with field templates
  • Understanding errors
  • Filtering data
  • Aligning and distributing controls
  • Customizing the interface
  • Navigating quickly between records
  • Speeding up data entry
  • Analyzing a table for redundant data
  • Creating a multi-field primary key
  • Moving records with append and delete queries
  • Transforming a query into a PivotTable or PivotChart
  • Working with images, charts, and Smart Tags in forms
  • Hiding duplicates in reports
  • Formatting shortcuts
  • Using macros
Subjects:
Business Productivity
Software:
Access Office
Author:
Alicia Katz Pollock

Turning the Navigation pane into a switchboard

When you're designing your database for others to use you'll want to guide them from where to go and what to do. You can transform the navigation pane to turn your database into a customize switchboard by changing the names and even hiding things that you don't want anyone else to use. In this example I'll transform this list, so instead of being based on the database objects it will focus on the tasks done by the users. I'll reorganize this pane into groups specific to job functions. Tables and forms use by the customer service department will be grouped together as will forms and queries used by order fulfillment and the sales reps.

I'll start by right-clicking on the navigation pane at the top. Mine says All Access Objects, yours maybe different depending on your file. I'll choose Navigation Options. A window will open, click on Custom and then on the Rename Item down at the bottom I'll call this Two Trees the name of my company and I'll hit Enter. Now on the right-hand side is the list of groups or categories that I want to show in my switchboard.

I'll start by clicking on Custom Group 1 and I'll Rename it to Customer Service and hit Enter. Next, I'll click Add Group at the bottom and enter in Sales Reps. Then I'll create a third Group and call it Fulfillment. Because it's likely that I'll have some objects that I myself need, but my users don't, I'll leave Unassigned Objects on the list.

I'll need it for my next step, but afterwards I'll even show you how to hide it. Click OK and now let's look at out navigation pane. First, I need to use the dropdown and select my new Two Trees navigation set. There are sections for Customer Service, Sales Reps, and Fulfillment, but there is nothing in them yet. I need to move them so I'll pick up my Customers table and drop it on Customer Service. I'll pick up Orders table and move it to Fulfillment.

My Products will go to my Sales Reps as well my SalesReps table itself. ServiceRequests will go up to Customer Service. So you can see that I can keep picking up all of my different objects and moving them into the category in which they belong. Now I have a long list so I am not going to do them all, but you get the idea. Notice that all the tables and objects will have a little shortcut arrows in the corners. That's because you're creating an artificial environment, so these little indicators are pointing to the real tables behind the scenes.

We don't have to be concerned with them. Once I'm done reorganizing my objects I can choose to leave this Unassigned Objects group here if I need to use it frequently, or I can click on it to hide it. Now, that doesn't prevent my employees from looking at it. If I want to hide it completely I'm going to right-click on my Two Trees object go back to Navigation Options I have to select Two Trees again for my navigation scheme and now I'll uncheck Unassigned Objects.

Now it won't show on the list. If I want to see it again I can either go back by right-clicking on Two Trees and choose the Navigation Options, or I can use the dropdown I can select any of the standard navigation pane options and see all my objects again. Turning the navigation pane into a switchboard is a creative way of manipulating Access's tools to create a custom database solution for your workplace.

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