IntroductionWelcome| 00:00 | (Music playing.)
| | 00:03 | Hi, and welcome to Migrating from Access
2003 to Access 2007! I am David Rivers.
| | 00:11 | Microsoft has incorporated some major
changes and improvements in Access 2007.
| | 00:15 | So, if you're considering migrating
from Access 2003, this title will help to
| | 00:19 | make your transition to
Access 2007 a smooth one.
| | 00:23 | We will begin with the tour of the new
and improved user interface, namely the
| | 00:27 | Ribbon, where you'll find easy and
logical access to the various features and
| | 00:32 | functions in Access 2007.
| | 00:35 | Then we will investigate the various
options for staying compatible with older
| | 00:38 | versions of Microsoft Access, such
as continuing to work with Access 2003
| | 00:43 | databases in Access 2007 versus
converting older databases to Access 2007
| | 00:49 | databases that use a new format.
| | 00:51 | Now the way you perform many of the
common commands in Microsoft Access 2003
| | 00:57 | may be performed in a different way
in Access 2007. So we'll investigate
| | 01:01 | the Office button for common file-related
commands, and we will work with the quick
| | 01:06 | access toolbar to help create a
more efficient work environment.
| | 01:10 | We'll discover new ways to view the
parts of your database, new fields and
| | 01:14 | options, and we will also work with the
mini toolbars for even faster access to
| | 01:18 | related functionality when
selecting content in Access 2007.
| | 01:23 | So with so much to cover,
| | 01:24 | let's get started.
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| Using the exercise files| 00:00 | If you're a premium subscriber at
lynda.com, you'll have access to the Exercise
| | 00:04 | Files, the files we'll be
working with in this title.
| | 00:07 | With access to these files, you'll be
able to follow along with me step-by-step
| | 00:11 | as we move through the
various lessons in this title.
| | 00:14 | Now if you do have them, and you'd
like to follow along with me, I highly
| | 00:17 | recommend placing the Exercise Files folder
in a convenient location, such as your Desktop.
| | 00:22 | Now, double-clicking this folder reveal
subfolders for each of the chapters in this title.
| | 00:28 | Double-clicking a subfolder will
reveal additional folders for each of the
| | 00:32 | movies in the chapter.
| | 00:34 | And if you'll open up one of those
folders, that's where you'll find the actual
| | 00:37 | file we'll be working with in that movie.
| | 00:40 | Now if you don't have access to
the Exercise Files, not to worry.
| | 00:45 | You can try following along with your
own files, or you can still learn lots by
| | 00:48 | simply sitting back,
relaxing, and just watching.
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|
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1. Getting StartedUnderstanding the reasons to switch| 00:00 | Access 2007 offers a number of major
improvements and enhancements that make
| | 00:05 | upgrading from Access 2003 worthwhile.
| | 00:08 | There is an improved user interface
with a new layout view to help you stay
| | 00:12 | organized when working with forms and reports.
| | 00:15 | There are new and helpful fields you
can use in your tables and forms, and you
| | 00:19 | can use Rich Text Formatting
now when working with Memo fields.
| | 00:23 | In this movie, we'll get a brief
overview of some of these features before
| | 00:26 | covering them in greater
detail later on in this course.
| | 00:29 | We'll begin with the new Fluent User
Interface, which has been improved to help
| | 00:34 | you work more efficiently
and improve productivity.
| | 00:37 | The Ribbon allows you to spend more
time getting your work done and less time
| | 00:41 | searching for commands by
making them easier to find and use.
| | 00:45 | You'll also find quick and easy
access to relevant commands using the Quick
| | 00:48 | A ccess toolbar, and the new mini toolbars
that appear when working with selected text.
| | 00:55 | With Access 2007, you can continue to
work with your older databases created in
| | 00:59 | Access 2003, and when you're ready to
make use of the added functionality here
| | 01:04 | in Access 2007, it's a simple process
to convert your older databases to the
| | 01:09 | new Access 2007 format.
| | 01:11 | There are also a number of new
features to help improve your productivity and
| | 01:16 | efficiency when working in Access.
| | 01:18 | For example, you no longer have to be
in Design view to work on the design of
| | 01:23 | your forms and reports.
| | 01:25 | Layout view is a new view that allows
you to preview the layout of your form or
| | 01:29 | report while you work on its design.
| | 01:31 | So, being able to view the form or
report with real-like data, while you
| | 01:35 | design it, eliminates the need to change
views back and forth to preview the end result.
| | 01:41 | And now you can make use of some new
field types in Access 2007. If you need
| | 01:46 | users to insert dates into a form that
you've created, users can now pick dates
| | 01:50 | off a pop-up calendar as opposed
to typing them into a form field.
| | 01:54 | This helps to eliminate the
possibility of improperly entered dates due to
| | 01:58 | confusing date formats.
| | 02:00 | Also, users will be able to attach files to a
record now, as they fill in a form or table.
| | 02:06 | Imagine entering an expense amount
and attaching a scanned image of the
| | 02:10 | receipt to back it up.
| | 02:11 | And with the added benefit of better
compression here in Access 2007, they won't
| | 02:16 | need to be concerned about database bloat.
| | 02:19 | Lastly, you'll be able to apply Rich
Text Formatting to your text in Memo fields
| | 02:23 | without the need for third-party controls.
| | 02:26 | Access 2007 stores this formatting as
HTML, so users will be able to apply
| | 02:31 | color, bold, italics, underlining, and
more to the text they enter into a Memo field.
| | 02:37 | So, I hope this brief overview has
helped to show you why you might want to
| | 02:40 | migrate from Access 2003 to Access 2007.
| | 02:43 | We will be exploring these reasons in
greater detail as we move through the
| | 02:48 | various chapters in this course.
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| Exploring the new fluent interface| 00:00 | When we first launch Access 2007, it
looks like no other version before.
| | 00:05 | We need to spend some time now getting
acquainted with our newly designed user
| | 00:09 | interface and we'll start by
comparing it to Access 2003.
| | 00:13 | Launching that application,
you're pretty much left on your own.
| | 00:17 | You see a blank screen. Off to the
right-hand side is the Getting Started
| | 00:21 | pane where you can get some Office
Online help, or go down to the Open button,
| | 00:26 | or Create a new file.
| | 00:28 | You also have, at the very top, the
Title bar, showing you the name of the
| | 00:31 | application you're working with,
Microsoft Access. And in the top
| | 00:35 | right-hand corner you've got your
Minimize, Restore and Close buttons for
| | 00:39 | closing the entire application.
| | 00:41 | Then it's the usual menu system
starting with File > Edit > View all the way
| | 00:45 | over to Help and a
toolbar that appears just below.
| | 00:48 | Now, we can use this Open
button as well to open up a database.
| | 00:52 | If you've got the Exercise Files, we
are going to open one up, in the 01_02
| | 00:57 | subfolder called CustomerAddressList
and clicking Open displays this warning.
| | 01:02 | It's a security warning indicating that
This file may not be safe if it contains
| | 01:07 | code that was intended to harm your computer.
| | 01:09 | That's not the case, so we are going to
click Open, but it's a nice little warning.
| | 01:13 | This is what you get. Notice that
the Getting Started pane has closed up
| | 01:16 | automatically, and now we
are working with the window.
| | 01:19 | This window contains all of our
objects down the left-hand side, so
| | 01:22 | Tables, Queries, Forms etc.
| | 01:25 | We can move between those
categories simply by selecting them.
| | 01:28 | If we want to open up one of the objects,
we go into the right-hand side, find
| | 01:32 | it, and just double-click to open it,
or if you needed to create something,
| | 01:35 | you've got the Create options as well.
| | 01:38 | We'll just double-click to open up a Table.
| | 01:39 | So, now we are working with the table.
| | 01:41 | We've got access to all of the
commands via the menus or toolbars.
| | 01:46 | Let's switch over to Access 2007, now.
| | 01:49 | Now at first glance, we actually have a
lot of information at our disposal here,
| | 01:53 | starting with templates.
| | 01:55 | Here, we can start with a New Blank
Database using the blank template or access
| | 02:00 | a number of other templates
featured online and you can see
| | 02:02 | they are categorized.
| | 02:04 | So, if you're working with Assets,
| | 02:05 | you've got access to a number of Asset
type templates, Contacts, Issues and so on.
| | 02:11 | Also, on the right-hand side,
you'll see recently opened databases, if
| | 02:14 | you've used it before,
| | 02:16 | along with the More button that will
allow you to browse to existing databases.
| | 02:20 | Let's click there and we'll go to the
same folder in the Exercise Files, but
| | 02:25 | we'll open up the Microsoft Office
Access 2007 database by the same name,
| | 02:29 | CustomerAddressList.
| | 02:31 | When we click Open, you can see
this looks a little bit different now.
| | 02:35 | First of all, on the left-hand side
inside, we still have our Navigation Pane,
| | 02:38 | but we're now able to view all of
our objects together in one area.
| | 02:42 | So, we've got our table and our form
showing up here, and then we've got, at the
| | 02:46 | very top of our user interface,
some new things to look at.
| | 02:50 | We do have the Title bar showing us
the name of the application we're working
| | 02:53 | with and the name of the
database that we've just opened.
| | 02:56 | But in the top left-hand corner,
you'll also notice the Office button.
| | 03:00 | Clicking the Office button, gives you
access to many of those file-related
| | 03:04 | commands, so creating a new
database, opening an existing one, saving,
| | 03:08 | printing and so on.
| | 03:09 | You've also got something
called the Quick Access toolbar.
| | 03:13 | If we just click anywhere to close
up the menu, you'll notice that there
| | 03:16 | are some buttons here that
currently aren't available to us, like the Save,
| | 03:20 | Undo and Redo buttons.
| | 03:21 | We've also got little dropdown,
where we can customize this Quick Access
| | 03:25 | toolbar to add or remove buttons.
| | 03:27 | In the far right-hand corner, we
still have our Minimize, Restore and Close
| | 03:31 | buttons, like we did in Access 2003.
| | 03:34 | But the newest feature is the Ribbon.
| | 03:37 | The Ribbon, you can see, is
broken up in to several tabs:
| | 03:40 | the Home tab, Create,
External Data, and Database tools.
| | 03:44 | This is really designed to be logical,
so you spend less time looking for
| | 03:49 | commands and more time
actually getting your work done.
| | 03:52 | If we are to open up our table by
double-clicking it here in the Navigation
| | 03:56 | Pane, you'll notice a number
these commands become available to us.
| | 03:59 | So, we can quickly switch
views by going to the Views button.
| | 04:03 | You can see the Ribbon is broken up
into groups, and they are labeled at the
| | 04:06 | bottom of each group, the
Clipboard group, the Font group.
| | 04:09 | And you can see, as we move across
each of them has their own titles.
| | 04:12 | Now you also notice that the Ribbon is
context-sensitive meaning it's going to
| | 04:17 | change depending on what you are doing.
| | 04:18 | In this case, we're working with a
Table, so you'll notice Table tools has
| | 04:22 | appeared right over the Datasheet tab.
| | 04:24 | When we click Datasheet, we
are going to see those tools.
| | 04:26 | So, if we wanted to add New Fields
and Columns, Insert or Delete items,
| | 04:31 | Rename, we've got the Data Type &
Formatting section for working with tables
| | 04:35 | and Relationships as well, all available to
us on this tab, and it's context-sensitive.
| | 04:41 | If we go to the Navigation Pane
and double-click our form called
| | 04:44 | Office_Address_List to open up the form,
you can see now, because we are working in
| | 04:48 | a form, that our Ribbon, once again, has
changed. So we've got the Home tab.
| | 04:52 | The views are a little bit different.
| | 04:54 | You still have those same groups for
working with fonts and text and so on,
| | 04:58 | but now we've got one called Records and
we have got Sorting and Filtering and so on.
| | 05:03 | You'll also notice that we've got a
Create tab for creating things, and there is
| | 05:08 | whole Forms group here for creating
different types of forms and so on,
| | 05:12 | External Data allowing us to import
and export data, connect to external data
| | 05:18 | and Database tools as well.
| | 05:20 | So, we'll just close up our
form and leave the table open.
| | 05:24 | Because we have a table open, you'll
notice at the bottom of this window, we
| | 05:27 | also have some navigation buttons for
moving through the various records of this table.
| | 05:32 | So, I am moving to the first record, or
to the last record, or just simply moving
| | 05:37 | through the various records using the
left and right arrow buttons, and there is
| | 05:41 | a Search field down here as well.
| | 05:43 | So, the user interface has totally
been redesigned here in Access 2007.
| | 05:48 | It's much more logical.
| | 05:49 | You should spend less time searching
for commands, more time actually getting
| | 05:53 | your work done, and I think once you
find yourself getting used to this new
| | 05:57 | Ribbon-type user interface, you are
going to find you are more productive and
| | 06:01 | more efficient as you work here in Access 2007.
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| Controlling Access 2007 with keyboard shortcuts| 00:00 | As Microsoft designed the new user
interface here in Access 2007, they also
| | 00:05 | considered the fact that many
users prefer to use keyboard shortcuts.
| | 00:09 | If you're one of those people, you'll
be happy to know the keyboard shortcuts
| | 00:12 | you learned in previous versions of
Microsoft Access also apply here in Access 2007.
| | 00:18 | Let's start by going to a table in Access 2003.
| | 00:22 | We'll click the File menu and explore
some of the commands that appear on this
| | 00:26 | menu, for example, right at the top to
create a new table, in this case, Ctrl+N
| | 00:31 | is the keyboard shortcut.
| | 00:33 | It's displayed off to the right-hand side.
| | 00:35 | That means, while holding down Ctrl, you
would tap the letter N and then release
| | 00:38 | both keys and have a new table.
| | 00:41 | You could also open, using Ctrl+O, Save,
the shortcut has always been Ctrl+S, and
| | 00:47 | printing, Ctrl+P. Let's flip over to
Access 2007 now and the equivalent of the
| | 00:52 | File menu is the new Office button,
| | 00:54 | so we'll click there.
| | 00:55 | Now we don't see tooltips explaining the
various shortcuts until we hover over a button.
| | 01:01 | So, if we go down to New, for example,
without clicking, you'll see that tooltip
| | 01:04 | pop up and Ctrl+N, sure enough, is the
keyboard shortcut for creating a new, in
| | 01:10 | this case, table. Open, Ctrl+O, Save,
Ctrl+S. Let's just click anywhere in the
| | 01:16 | table itself to close up that
menu and try Ctrl+P for printing.
| | 01:21 | Hold down Ctrl, and while you're
holding it down, just tap and release the
| | 01:24 | letter P, and then you
can let go of the Ctrl Key.
| | 01:28 | There is the Print dialog box.
| | 01:30 | So, Ctrl+P, still the shortcut
for accessing the Print dialog box.
| | 01:34 | Now at this point, you could continue
using your keyboard if you wanted to.
| | 01:38 | Pressing Enter would be the equivalent
of clicking the default button, which is
| | 01:42 | highlighted here, the OK button, or if
you didn't want to print quite yet, you
| | 01:46 | want to go back, press Escape to
close up the dialog box, and you're back.
| | 01:50 | Now because of the new user interface
and the new Ribbon you have another way
| | 01:54 | to access commands.
| | 01:56 | You can access the Ribbon
commands using your Alt Key.
| | 01:59 | Just press the Alt Key and release it,
and you'll notice the labels that appear
| | 02:03 | over the various tabs on the Ribbon,
H for home, C for create, et cetera.
| | 02:07 | You'll also see some labels appear over
the various buttons on the Quick Access
| | 02:11 | toolbar. Even the Office button can be
accessed from your keyboard using the
| | 02:15 | letter F. Let's do that.
| | 02:17 | We'll press F and now we've got
access to the various commands, and they
| | 02:21 | have their own keys,
| | 02:23 | so if we wanted to create something
new, we could type the letter N or save
| | 02:27 | using S. Let's say we wanted to print.
Press the letter P, and there's that
| | 02:31 | same Print dialog box we accessed using Ctrl+P.
Let's press Escape and press Alt again.
| | 02:37 | Now once you get into a Tab on the Ribbon,
things change up a little bit as well.
| | 02:42 | Let's go to C, for create, by
typing the letter C on the keyboard.
| | 02:46 | Now you can see the various commands in
the various groups on the Create Ribbon
| | 02:51 | are now labeled with various keystrokes,
some of them requiring more than one.
| | 02:55 | For example, to create a
table, you can see, is TN.
| | 03:00 | We've got two letters there.
| | 03:01 | So, type T, then N, and there is
a brand-new table, easy as that.
| | 03:06 | Go back to the Alt key by tapping it,
press H for home and now you've got access
| | 03:11 | to the various groups on the Home Ribbon.
| | 03:14 | Now if you wanted to access a dialog box,
let's say you want to work with some
| | 03:17 | Font options, and they don't
appear here in the Font group.
| | 03:21 | You also notice that we've got these
little buttons on the Ribbon in the bottom
| | 03:25 | right-hand corner
representing dialog box launchers.
| | 03:28 | So, if we want to access a dialog
for working with fonts, it would be the
| | 03:32 | letter L according to our label.
| | 03:34 | Type the letter L on your keyboard, and
there's your Datasheet Formatting where
| | 03:38 | you can access all kinds of additional
formatting that does not appear in the
| | 03:42 | Font group on the Ribbon.
| | 03:44 | Press Escape if you want to go back.
| | 03:46 | Now one last thing that can
happen is you press the wrong key.
| | 03:50 | Let's press the Alt key to access
those labels, and let's say we want to go
| | 03:54 | into the Datasheet tab and we
accidentally hit A instead of W. That takes us
| | 03:59 | into the Database tools.
| | 04:01 | Well, pressing Escape
actually takes you back a step.
| | 04:04 | It doesn't just clear all of those labels.
| | 04:06 | Now you're back to the Tab labels where
you could press W to get into your Datasheet.
| | 04:10 | Press Escape to go back, press Escape
again, and you take away the labels, and
| | 04:15 | you're back to using your mouse.
| | 04:17 | So, it's good to know that if you're
one of those people who prefers to use the
| | 04:21 | keyboard and the keyboard shortcuts in
Access, those same keyboard shortcuts
| | 04:25 | you are accustomed to using in Access
2003, you have access to them here in
| | 04:29 | Access 2007.
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| Understanding the new file formats| 00:00 | With the release of Access 2007,
comes a brand-new file format.
| | 00:05 | The old MDB database files you've come
to know over the past decade or so are
| | 00:09 | now being replaced with the new ACCDB format.
| | 00:13 | Now, while Access 2007 continues to
support the MDB databases for backwards
| | 00:18 | compatibility, Microsoft has now
introduced this new ACCDB file format as
| | 00:23 | the future standard.
| | 00:24 | It doesn't mean we can't
open those older formats.
| | 00:27 | Here, from the main screen, after
launching Access 2007, we'll click the More
| | 00:32 | link to navigate to our exercise files
where we've got three different formats
| | 00:36 | of the same database.
| | 00:37 | You'll see CustomerAddressList 2000,
CustomerAddressList 2003, each of those has
| | 00:43 | the MDB extension and the new
version 2007 with the ACCDB extension.
| | 00:50 | Let's go back to CustomerList 2000.
Select it by clicking and then click Open.
| | 00:55 | Now we'll go to the only table in this
database called Office_Address_List and double-click.
| | 01:00 | This allows us to go in and manipulate
the data, if we needed to, but we can
| | 01:04 | also manipulate the design.
| | 01:06 | We'll click the Views button in the top-
left corner on the Ribbon, and you can
| | 01:11 | see we've got access to our
field names and out types.
| | 01:13 | Let's say we wanted to add a picture.
| | 01:15 | We could scroll down under Postal Code
and click. We'll type in a name, Picture,
| | 01:21 | and then we'll Tab over, or
click in the Data Type column.
| | 01:24 | Text is the default, but let's
say we wanted to attach a picture.
| | 01:28 | Click the dropdown, and you'll notice
that we don't have access to that new
| | 01:32 | functionality of Access 2007,
known as the New Attachment field.
| | 01:37 | It's not there on the list.
| | 01:38 | Access knows we're using an older format
that doesn't support the new field type.
| | 01:43 | So, I'll just click out
here anywhere to deselect.
| | 01:46 | Click back where it says Picture,
and we'll just take that out, and let's
| | 01:50 | change it to Notes.
| | 01:52 | We'll change it from a Text field to a
Memo field, and down below, where you see
| | 01:57 | Text Format, we can actually
change it from Plain Text to Rich Text.
| | 02:02 | So, that is supported, even though
we're using an older format of a database
| | 02:06 | here in Access 2007.
| | 02:07 | Let's go to the Office
button and click Close Database.
| | 02:13 | Click No, so we don't save those changes.
| | 02:16 | Let's go back to the More
link and open up the new version.
| | 02:20 | Now, the 2000 and 2003, which is also a
version 2002 database, the same features
| | 02:27 | are available to you here, and the
same features that were not available in
| | 02:30 | these older versions are not
available to you here in Access 2007.
| | 02:33 | Let's double-click the
CustomerAddressList 2007 database, double-click the
| | 02:39 | Table, go to the Views button,
just like we did a moment ago.
| | 02:43 | We'll go in here to the Field Name
column and scroll down and add a Picture.
| | 02:49 | Now when we click in the Data Type and
click the dropdown, notice Attachment is
| | 02:53 | available to us here.
| | 02:54 | So, we could actually
attach a picture to this record.
| | 02:58 | We'll go back to the Office button and
close the database without saving it.
| | 03:02 | Now, there are some other types that
you should be aware of, such as Templates.
| | 03:10 | All of the templates you see
available to here, whether they'd be local or
| | 03:13 | online templates, have a new extension as well.
| | 03:16 | It's the ACCDT extension.
| | 03:19 | There is quite a number of
templates to choose from.
| | 03:22 | There is another
extension that's very interesting.
| | 03:27 | Let's go back to the More link and
we'll click once to select our new format,
| | 03:31 | CustomerAddressList 2007
with the ACCDB extension.
| | 03:36 | We could change this to ACCDR.
| | 03:40 | It's a new file extension that enables
you to open the database in runtime mode.
| | 03:45 | By simply changing the extension, like
we will in a moment here, you can create
| | 03:49 | a lockdown version of your Office 2007 database.
| | 03:52 | So, we just click once to select,
click again to get inside the name.
| | 03:57 | We're not actually going to
change the name, just the extension.
| | 03:59 | So, we'll click after the B,
Backspace and type in an R. Now when we press
| | 04:04 | Return, you see this message that
we're about to change the extension, and it
| | 04:09 | might become unusable.
| | 04:10 | I know, for a fact, that's
not true, so we'll click Yes.
| | 04:13 | It looks that it's disappeared, but
remember, we're only listing databases here.
| | 04:18 | So, we'll click the dropdown here in
the bottom-right corner of the dialog box,
| | 04:22 | and choose All Files.
| | 04:25 | Now you'll see that it does appear on the
list, but the logo has changed slightly.
| | 04:29 | The icon now has this little padlock
on it, indicating that it's a Microsoft
| | 04:33 | Office Access Runtime Application.
| | 04:37 | All we did was simply change the extension.
| | 04:39 | Now we could go back in there by
clicking once, click again, click after the R,
| | 04:45 | take it out and put in the B. When
you press Return, you'll see the same
| | 04:49 | warning, just answer Yes and you're
back to working with Microsoft Office
| | 04:53 | Access 2007 Database.
| | 04:56 | So, here are some things to consider
when working with the various database
| | 05:00 | formats here in Access 2007.
| | 05:03 | Access 1997 Databases, they can be
opened here in Access 2007, but you won't be
| | 05:08 | able to change anything to do with its design.
| | 05:11 | Access 2000, 2002 and 2003 databases,
they can be opened in Access 2007, and
| | 05:17 | you will be able to change its design,
but you won't have access to all of the
| | 05:21 | new functionality found in Access 2007, like
the new Attachment field type we just saw.
| | 05:26 | Lastly, the new database format, in
Access 2007, cannot be opened or linked to
| | 05:32 | with earlier versions of Access,
and the new format no longer supports
| | 05:36 | replication or user level security.
| | 05:39 | So, if you need to use your Access
2007 database with an earlier version of
| | 05:42 | Access, or if you need to use
replication or user level security, you'll still
| | 05:47 | need to use the file format
from that earlier version.
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2. Using Access 2003 and Access 2007 in a Mixed EnvironmentConverting older databases to Access 2007| 00:00 | If you share a database with someone
who has yet to upgrade to Access 2007, you
| | 00:05 | need to continue working on the older format.
| | 00:08 | However, if everyone has upgraded to
Access 2007, or if you need the added
| | 00:13 | functionality now found in Access 2007,
you can take an older database and
| | 00:17 | convert it to the new format.
| | 00:19 | That's what we're going to do with
this one called CustomerAddressList2003.
| | 00:24 | On the title bar, you can see it's
an Access 2002 - 2003 file format.
| | 00:30 | When we go over to the Navigation pane, you
might be seeing tables, forms or all objects.
| | 00:34 | Click the dropdown and
select All Access Objects.
| | 00:37 | You can see there's actually a table, a
query, form, even a report in here, all
| | 00:43 | of which will be converted to the new format.
| | 00:45 | And to do that, it's really quite simple.
| | 00:47 | We click the Office button and select Convert.
| | 00:51 | Now we need to choose a location where we're
going to create this new version of our database.
| | 00:56 | So, for example, you might want to put it
in your documents or right on the desktop.
| | 01:01 | The name you can see is going to be the
exact same name but with the new extension.
| | 01:05 | So, if you want, you can
change the name as well.
| | 01:08 | I'm going to change it to 2007, and the
Save as type, by default, now shows up
| | 01:14 | as a Microsoft Office Access 2007 database.
| | 01:17 | All you need to do is click Save.
| | 01:19 | Now you'll see this message that the
database has been upgraded to the new format.
| | 01:24 | The new database cannot be shared with
users of Access 2003 or earlier versions.
| | 01:29 | Just a reminder, click OK to close up
that message, and you're now working on
| | 01:34 | your Access database using the new
formats, and you'll have all of the
| | 01:39 | functionality available
to you here in Access 2007.
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| Changing the default file format in Access 2007| 00:00 | Each time you create a new database in
Access 2007, it's automatically created
| | 00:05 | using the new file format
with the ACCDB extension.
| | 00:09 | But if you're working in a mixed
environment where not everyone has upgraded
| | 00:13 | to Access 2007, you need to work on older
formats with the MDB extension, for example.
| | 00:19 | In that case, you may want to make it your
default format when creating new databases.
| | 00:25 | And here's how you do it.
| | 00:25 | Just go up to the Office
button and click Access Options.
| | 00:31 | With Popular selected, you'll notice
three is a Creating databases section here,
| | 00:35 | and the Default file format shows up.
| | 00:37 | And there it is, Access 2007.
| | 00:38 | When you click this dropdown though, you
can see you can go back to the previous
| | 00:43 | version, which is 2002 to 2003,
and it'll have the MDB extension.
| | 00:49 | Or if there are people in your
organization or people you collaborate with, who
| | 00:53 | are using Access 2000, you can even
make that the default save format.
| | 00:58 | Let's go back to Access 2002 - 2003
and click OK to confirm that setting.
| | 01:06 | And now when you create a new
database, for example, if you go to Blank
| | 01:09 | Database and click Create, you'll notice that
we're creating a database with an MDB extension.
| | 01:16 | So, if you need to work in a mixed
environment, you want to make sure that any
| | 01:20 | new databases you create in Access 2007
will be compatible with those people who
| | 01:26 | are using an older version of Access,
just change the default save format, and
| | 01:31 | you won't have to do it each
time you create a new database.
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| Best practices for managing files in a mixed environment| 00:00 | It's usually best to rely on your
company's IT Department to manage the software
| | 00:05 | installed on your computers,
| | 00:06 | but here are a few guidelines to
help facilitate working across multiple
| | 00:10 | versions of Microsoft Access.
| | 00:12 | Your first step should be to educate
your users on how the different versions of
| | 00:16 | Microsoft Access interact.
| | 00:18 | There are number of features and
functions in Access 2007 you simply won't
| | 00:22 | find in older versions on Access and other
features and functions that behaved differently.
| | 00:27 | Users of Access 2007 who require the
new functionality of the new database
| | 00:32 | format should definitely save their
files to the native .accdb format,
| | 00:37 | but for databases not requiring the new
functionality, specifically those that
| | 00:41 | may be shared or collaborated on, users
should consider saving to a format used
| | 00:46 | by the lowest common denominator.
| | 00:47 | For example, users of Access 2003 will
only be able to work with databases
| | 00:53 | saved in the Access 2003 and earlier formats.
| | 00:56 | There is no compatibility
pack for Microsoft Access.
| | 00:59 | So, users of earlier versions of Access,
like Access 2003, are not able to open
| | 01:04 | newer versions of an Access database,
such as those created in Access 2007.
| | 01:09 | Finally, if you share databases with
others who have not upgraded to Access
| | 01:12 | 2007, and you find yourself saving
them back to an earlier version, save
| | 01:17 | more time and effort by setting your default
save format to that of the earlier version.
| | 01:23 | Then eventually, when everyone gets
upgraded to Access 2007, it's a simple
| | 01:27 | operation to convert the older
databases to the new Access 2007 format.
| | 01:32 | Business environments that include
multiple versions of Microsoft Access can
| | 01:36 | present interesting challenges.
| | 01:38 | Proper education and planning can
definitely help in creating a smooth
| | 01:41 | transition from older versions of
Microsoft Access to Access 2007.
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3. Performing Common Access 2003 Tasks in Access 2007Using the Office button and the Quick Access toolbar| 00:01 | In Access 2003, when we launch the
application, we are presented with pretty
| | 00:04 | much a blank screen ,aside from the task
pane that appears on the right-hand side
| | 00:08 | for getting started.
| | 00:09 | We have the ability to open
or create new files from here.
| | 00:13 | Or we could go to the
Standard toolbar that appears.
| | 00:16 | You will see some buttons, representing
some of the commands available in Access.
| | 00:20 | Or any file-related commands can
be performed from the File menu.
| | 00:24 | When we click this menu, you will see
New, Open, File Search and so on.
| | 00:28 | Let's click Open, and it will open up a
database that is an Access 2003 database
| | 00:34 | called CustomerAddressList2003.
| | 00:37 | You may see a warning, just in case there
is a malicious code in here. There isn't.
| | 00:41 | We can click Open.
| | 00:42 | And there we have access to our database.
| | 00:44 | We can view Tables, Queries, Forms,
Reports, just by selecting them in
| | 00:48 | the Navigation Pane.
| | 00:50 | Now file-related commands are
obviously under the File menu,
| | 00:54 | so we have some new options once we
open up a database, like closing the
| | 00:57 | database, backing it up and so on.
| | 01:01 | Now in Access 2007, it's a little bit different.
| | 01:04 | When we launch the
application, we see a lot more.
| | 01:06 | We have access to templates right from here,
| | 01:08 | the ability to create a new database
that's blank, right from the screen.
| | 01:12 | We also have access to recent
databases. If we had opened them previously,
| | 01:17 | they would be listed here.
| | 01:18 | And of course, file-related commands
are now available from the Office button.
| | 01:22 | It's kind of like a fancy File menu.
| | 01:24 | When you click it, you
will see New and Open there.
| | 01:26 | Let's go to Open and we will up the
2007 version of our CustomerAddressList.
| | 01:31 | And you can see it's a
little bit different here.
| | 01:34 | We have got our Navigation Pane on the left.
| | 01:36 | You can choose to display certain
objects by clicking the dropdown.
| | 01:40 | If you don't see all Access objects, you
will want to select it down at the bottom.
| | 01:44 | If you are only interested in working
with tables, you would select Tables
| | 01:47 | from here and so on.
| | 01:49 | Now, once you got your database open,
file-related commands appear, again,
| | 01:53 | from the Office button.
| | 01:54 | We'd go there, and you will see
additional options now available to you, like
| | 01:57 | saving, and printing, and
emailing, and publishing, and so on.
| | 02:01 | Here is where we access our options
and exit the entire program as well.
| | 02:06 | But we won't select anything from here.
| | 02:07 | We will just click in an empty space.
| | 02:09 | The other option is the Quick Access
toolbar, which, by default, displays a
| | 02:13 | few different buttons:
| | 02:14 | Save, Undo and Redo.
| | 02:17 | But we can customize that.
| | 02:18 | Click the dropdown.
| | 02:19 | If you want to add the
Open button, just click Open.
| | 02:22 | And it now appears on the Quick Access toolbar.
| | 02:25 | When we go back to the dropdown, anything
with a checkmark is currently on the toolbar.
| | 02:30 | Anything without a checkmark is not.
| | 02:31 | I like Print Preview.
| | 02:33 | So, I am going to select it.
| | 02:34 | Now, there are some options.
| | 02:35 | If there are commands you use regularly
that you don't see on that list, you can
| | 02:40 | always customize it.
| | 02:41 | Just click the dropdown, and this time we will
go close to the bottom where we More Commands.
| | 02:46 | I will select it, and this gives us access to
all of the commands available to us in Access,
| | 02:52 | starting with the popular commands.
That's what is displayed down below, but we
| | 02:56 | can click the dropdown to view
different groups of commands, including every
| | 03:00 | single command by clicking All Commands.
| | 03:02 | Now, you will see an alphabetical
listing of every possible command that can be
| | 03:06 | added to the Quick Access toolbar here.
| | 03:09 | If you often do autofiltering, you
might want to select it and then click the
| | 03:14 | Add button to add it to the right-hand side.
| | 03:16 | Now, these are the buttons that do
appear on the Quick Access toolbar, and from
| | 03:20 | here, we can also rearrange them.
| | 03:21 | For example, if you like Open to be the
first button, select it, and click the
| | 03:26 | Up arrow as many times as it takes
to move it to the top of the list.
| | 03:30 | And if Print Preview should be last, we
will select it and click the Down button.
| | 03:35 | If there is something here that you don't
want, maybe we don't actually need Autofilter,
| | 03:38 | we can select it and click Remove.
| | 03:41 | And the other option we can change here
is where the Quick Access toolbar appears.
| | 03:46 | Do we want it above the Ribbon,
where it is by default, or below?
| | 03:49 | If it's above, we see the
option here to put it below the Ribbon.
| | 03:53 | By clicking the checkbox and
clicking OK, we see those changes.
| | 03:57 | So, there is our Quick Access toolbar.
| | 03:58 | It's now below the Ribbon.
| | 04:00 | We still have the dropdown for customizing.
| | 04:02 | And if you prefer to have it above the Ribbon,
you decide this is not the ideal position,
| | 04:07 | click the dropdown, and you can actually
change its position right from this list.
| | 04:11 | Now, it says Show above the
Ribbon, because it's currently below.
| | 04:15 | So, we will just move back up to the top.
| | 04:17 | So, you may be accustomed to accessing
your file-related commands either from a
| | 04:21 | toolbar or from the File menu.
| | 04:23 | Now, here in Access 2007, we use the
Office button, and the totally customizable
| | 04:29 | Quick Access toolbar.
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| Designing forms and reports in Layout view| 00:01 | There is a new view available here in
Access 2007 that allows you to manipulate
| | 00:05 | the design of your forms or reports,
while at the same time viewing live data.
| | 00:11 | It's kind of a mix of
Design View and the Object View.
| | 00:14 | It's called Layout View.
| | 00:16 | If we go back to Access 2003, with an
open database, if we wanted to manipulate
| | 00:22 | the design of a form, let's say,
| | 00:24 | we'd select Forms and then double-click
the form, and that'll open it up in the
| | 00:28 | Default View, which is the Form View.
| | 00:31 | But we can go to the toolbar, click the
dropdown to see the two different views
| | 00:35 | available to us here, only Form View,
which we're currently in, and Design View to
| | 00:40 | manipulate the design.
| | 00:42 | When we select Design View, we're not
viewing real live data, and you can see
| | 00:47 | we've got this grid.
| | 00:48 | So, if wanted to change the width, for
example, of a field, we could select it and
| | 00:52 | use the handles to drag it down, or we
could do it the same for a number of
| | 00:57 | fields by holding down Shift, and then
we could go to any one of those handles
| | 01:01 | to move them all in, and there we go.
| | 01:03 | But we're really not seeing the effect.
| | 01:05 | To see the end result and what it's going
to look like, we switch back to Form View.
| | 01:10 | So, we can do that by going to the
Standard toolbar, selecting it, and then
| | 01:14 | you can see the change.
| | 01:16 | Now, in Access 2007, it's a little bit easier.
| | 01:20 | Let's double-click our Customer
Address List, under Forms. There is our form.
| | 01:25 | And now when we go to the Views
dropdown on the Ribbon, you'll notice there is
| | 01:29 | an additional view available to us,
not just Design View, but Layout View.
| | 01:33 | And when we select it, we're actually
able to manipulate the design of our form,
| | 01:38 | but we're still viewing
actual data, live data in our form.
| | 01:43 | So, we can select fields doing the same thing.
| | 01:45 | Hold down your Shift key while
selecting multiple fields, and if we go to the
| | 01:49 | right-hand side and just drag in the
border a little bit, we're still viewing
| | 01:53 | the data so we know that it's all going to fit.
| | 01:55 | And it's a great advantage, saving us
from flipping back and forth between
| | 01:58 | the different views.
| | 02:00 | We can always go back and switch to Form View.
| | 02:02 | We're no longer able to manipulate the
design at this point, but you can see it
| | 02:06 | doesn't look a whole lot different.
| | 02:07 | So, you'll definitely save a lot of
time in the design process for your forms
| | 02:11 | and your reports - it works the same
with reports - using the new Layout View
| | 02:16 | here in Access 2007.
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| Filtering data in Report view| 00:00 | There's a new Report View in Access
2007 that allows you to view your reports
| | 00:05 | and apply filtering criteria to those reports.
| | 00:09 | In Access 2003, if you wanted to
filter data and show it in a report, you
| | 00:15 | couldn't actually do it from the report.
| | 00:17 | If we open up our Customers by State
report, we're able to see a print preview
| | 00:21 | of that report, and we can go into Design View.
| | 00:25 | Those are the only two Options.
| | 00:27 | But in Access 2007, when we open up a
report, we have some additional options
| | 00:31 | available to us now,
| | 00:32 | thanks to this brand-new
view called Report View.
| | 00:36 | Click the View dropdown button.
| | 00:37 | You'll see that new option, called
Report View, above the Print Preview.
| | 00:41 | There is also Layout View and Design View.
| | 00:43 | So, with Report View selected, we can now
go into the data itself and start filtering.
| | 00:48 | For example, if we click anywhere in
the State column, let's just click in
| | 00:53 | California, you'll notice on the Ribbon
with the Home tab selected, there is a
| | 00:56 | Sort and Filter group.
| | 00:58 | And you can click the Selection
dropdown and in this case, you'll see some
| | 01:02 | options, or criteria for the state of California:
| | 01:05 | Equals CA, Does Not Equal,
Contains CA, or Does Not Contain CA.
| | 01:10 | So, if we wanted to see all of our
customers outside of California, we'd
| | 01:13 | choose Does Not Equal CA.
| | 01:16 | And now you can see how
we're looking at filtered report.
| | 01:19 | And if we want to print this now, all
we have to is go ahead and print it and
| | 01:23 | not worry about seeing the
data we didn't want to include.
| | 01:26 | We also have this Toggle Filter button
now that allows us to toggle between the
| | 01:30 | filtered view and the Original.
| | 01:32 | Now, another option is to simply right-click.
| | 01:35 | For example, if we went into the Last
Name column here and just right-click
| | 01:40 | anywhere, you'll notice that, depending
on the name where you right-click, you
| | 01:44 | have all those options down below: Equals,
Does Not Equal, Contains or Does Not
| | 01:48 | Contain and the Name.
| | 01:49 | But you also have text filters that you
can move to and we can see a whole bunch
| | 01:53 | of other options, for example
Ends With, Does Not End With.
| | 01:57 | Same thing goes for Begins
With and Does Not Begin With.
| | 02:01 | And if we go back up to the Ribbon, we
also have a Filter button that we can select.
| | 02:05 | When you click the Filter button, you'll
see a list of all of the last names and
| | 02:09 | in this case, we could select
them all or deselect them all.
| | 02:12 | And if we only want to see the last
names that start with B, for example, we
| | 02:16 | would select those checkboxes and click OK.
| | 02:20 | Again, we'd have this shortened list,
this filtered report that we could print
| | 02:24 | out, and then always go back to the
original by clicking the Toggle Filter, and
| | 02:28 | it will take us back to her entire list.
| | 02:31 | So, with this new Report View in
Access 2007, you'll be able to filter your
| | 02:36 | reports on the spot.
| | 02:38 | In Access 2003, there were a number of
steps involved in getting filtered data
| | 02:43 | to display on a report.
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| Inserting dates in a form field| 00:00 | There's a new way to add dates into a
Table or a Form here in Access 2007, which
| | 00:06 | will help to eliminate the mistake
of entering a date in the wrong order.
| | 00:10 | In the past, if we go to Access 2003,
you could choose the Format for the date,
| | 00:16 | but the order the date was
input left it open to mistakes.
| | 00:19 | Let's go to a table here called
Customer_Address_List and double-click.
| | 00:24 | Here we have the ability to enter dates
in the Join Date column, and if we go to
| | 00:29 | the Design View by clicking the Design
View Button on the toolbar, we can see
| | 00:33 | the Join Date field name at the bottom,
| | 00:35 | when we click down there, in Join Date.
We see the Data Type is Date/Time and
| | 00:40 | down below is where we set up the Format.
| | 00:42 | In this case, we see Medium Date and
when we click the dropdown, we see all of
| | 00:46 | the different options for
how a date is displayed.
| | 00:49 | That doesn't restrict how the date is input.
| | 00:52 | So, for example, if we close this up,
answer Yes to saving any changes, and go
| | 00:58 | to the Table or a Form that uses that field -
| | 01:01 | let's go to Forms and double
click Customer_Address_List -
| | 01:04 | we see the Join Date field.
| | 01:06 | Now let's say we wanted to put in the
12th of August, so we'll do 12/08/2008,
| | 01:13 | so we'll just do 2008.
| | 01:16 | When we press Enter, we move on to
the next record, so it was accepted.
| | 01:21 | If we go back to the previous Record,
by clicking the navigation button that
| | 01:25 | points to the left, we see
we didn't get August the 12th.
| | 01:29 | We got December the 8th.
| | 01:31 | So, the date was accepted, the date Format
is correct, but the date itself is wrong.
| | 01:36 | Well when we go to Access 2007,
we've got that new option, called the Date
| | 01:41 | Picker, that will help to
eliminate that type of mistake.
| | 01:44 | Let's start by going to the Customer_
Address_List Table with a double-click, and
| | 01:49 | you can see we've got the same fields.
| | 01:50 | We've got that Join Date column
in the very far right-hand side.
| | 01:54 | We'll go to Design View by clicking
the Design View Button on the Ribbon, and
| | 01:59 | we'll click anywhere in the Join Date
field down at the bottom of the list.
| | 02:03 | Now down below, where we see the
Field Properties, we see the same Format,
| | 02:07 | Medium Date, but a little further down
you'll notice right at the bottom where
| | 02:11 | it says Show Date Picker,
| | 02:13 | that's new. And by default, it is set
up to show the Date Picker For Dates.
| | 02:18 | Your only other option is to click down
there and choose None. So if you don't
| | 02:22 | want the Date Picker you can choose
Never, but let's leave it at For Dates and
| | 02:26 | we'll just close this up and save any
changes that might have been made and
| | 02:31 | we'll go to the Form now called
Customer_Address_List by double-clicking.
| | 02:35 | Now we'll just make sure we can see
all of the fields, including the Join
| | 02:39 | Date field down below, and when we click
inside, look what happens. We don't have to type.
| | 02:44 | We can type in the date.
| | 02:45 | We also see this little Calendar
Icon off to the right-hand side.
| | 02:49 | So, we can click it and now you can
see we can move from month to month using
| | 02:54 | the navigation buttons.
| | 02:55 | So, if we wanted to, for example, go
all the way back to August of 2008,
| | 03:00 | we could do that with a number of
clicks. Choose the 12th, and it's
| | 03:05 | inserted correctly for us.
| | 03:06 | Now that's not the Format we chose,
but when we press Return or Enter on the
| | 03:10 | keyboard, it's accepted.
It takes us to the next record.
| | 03:13 | Let's go back to the
previous record, and there it is.
| | 03:17 | It's the 12th of August
of 2008. So, no mistakes.
| | 03:21 | We were able to select the date from
the calendar, meaning we're always going
| | 03:25 | to get the right date.
| | 03:26 | This is a new feature to Access 2007.
| | 03:30 | It's available when entering
dates into a Table or a Form.
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| Adding attachments to a field| 00:00 | Access 2007 introduces a new data type
known as Attachment that allows you to
| | 00:06 | save one or more attachments with a
record, and this could be pictures,
| | 00:09 | spreadsheets, documents. You name it.
| | 00:12 | And with the added benefit of better
compression in Access 2007, you can easily
| | 00:16 | add pictures to your records where appropriate.
| | 00:19 | So, we're going to start in
Access 2003 working with our
| | 00:23 | Customer_Address_List table.
| | 00:25 | And when we look at it in Datasheet
View we see all of the information,
| | 00:30 | including a column for Photos where
we could go in and click a checkbox to
| | 00:33 | say that we do have a photo, but there is
nowhere where we can actually attach the photo.
| | 00:38 | If we go into Design View,
and look at the various types,
| | 00:42 | for example, if we click Photo, and
click where it says, Yes/No, click the
| | 00:46 | dropdown, you'll notice there is
nowhere here where we can actually name this
| | 00:50 | data type Attachment.
| | 00:52 | Now when we switch over to Access
2007, it's a little bit different.
| | 00:56 | Here we are with the same Data sheet.
When we go to Design View, and we click
| | 01:01 | the dropdown for Photo, you'll notice
that one of the options is Attachment.
| | 01:06 | Now we can't change an
existing field to an Attachment.
| | 01:09 | You can only do it as
you're creating new fields.
| | 01:12 | So, we will click underneath, and we'll
just type in 'Attached Photo' as the name
| | 01:17 | of this field, and for the Data Type,
when we click in there, we'll click the
| | 01:21 | dropdown and choose Attachment.
| | 01:23 | Now you'll see, down below, there are a
very few field properties for this one,
| | 01:27 | whether it's Required and a Caption.
| | 01:29 | Caption is what will show up
on a form if we link to it.
| | 01:32 | But we can also do all of
this in the form itself.
| | 01:35 | So, that's really all we need to do
is name the Data Type Attachment.
| | 01:38 | Of course, we want to save our change,
and when we go to the Data Sheet View and
| | 01:43 | scroll over, we'll see that we've got
this new field, and you can see it's got a
| | 01:47 | little paper clip icon. And you'll see
a number in brackets, indicating whether
| | 01:52 | or not there are attachments.
| | 01:54 | In this case, there are no
attachments for any of these records.
| | 01:58 | But if we click inside, and the then
double-click to add the attachment, all we
| | 02:02 | have to do is click the Add button,
and browse to that Attachment.
| | 02:06 | For example, if you had a picture
that you wanted, select HeadShot from the
| | 02:09 | Exercise Files, click Open,
| | 02:11 | it gets added, and we could
start adding additional ones.
| | 02:14 | You're not limited to a single
attachment here. So, there we go.
| | 02:18 | We'll click OK, and now you'll notice a
one in brackets, next to the attachment.
| | 02:22 | Same goes when we move over to the form now.
| | 02:26 | So, let's double-click the Form.
| | 02:27 | We've got that photo there, where we can
choose whether or not there is a photo,
| | 02:31 | but if we need to add the field for
the attachment, we go into Design View.
| | 02:36 | So, from the Ribbon, click the View
button dropdown, choose Design View, and
| | 02:41 | we'll just create a little
space for the attachment itself.
| | 02:45 | So, in this case, we need to
add the Attachment Data Type.
| | 02:49 | We do that from our Controls, and you'll
notice there is a little Paper Clip icon here.
| | 02:53 | When we click that, from the Design
Tab, you can then just come down here,
| | 02:57 | click-and-drag to add it anywhere, and
if we wanted to make some more room, we
| | 03:01 | could, but I think we're okay there.
| | 03:02 | We don't need to see the attachment.
| | 03:05 | All we need to do now is make sure that
it is linked to our table Attachment field.
| | 03:09 | So, we'll go to the Control Source, right
here in our Property Sheet, and we choose
| | 03:15 | Attached Photo. And the label itself,
we can actually double-click in there to
| | 03:19 | change the label, or do
it in the Property Sheet.
| | 03:21 | Let's just type 'Attached.' There we go.
| | 03:26 | Now we could tidy that up just by
going to the controls and moving them
| | 03:29 | around, maybe line it up a little bit
underneath, and over here to the right,
| | 03:34 | and click Photo, grab the Format Painter and
paint the Attached label, so it looks the same.
| | 03:41 | Go back down there, and
just line things up nicely.
| | 03:44 | We can worry about aesthetics later
on, but now when we save this up by
| | 03:48 | clicking the Save button,
| | 03:49 | go back to Form View,
| | 03:51 | you can see, we've got the Attached
field here, and when we click inside, we've
| | 03:55 | got the little Mini toolbar that shows up.
| | 03:58 | And if we wanted to add an Attachment here,
we could do it by clicking our Paper Clip icon,
| | 04:03 | again, going to add and adding
whatever attachments you need to add.
| | 04:08 | Once you're done, click OK. Could not update.
| | 04:11 | It's currently blocked by another
session on this machine, because we're
| | 04:13 | doing it in the table. So, that's okay.
| | 04:15 | We'd simply go to the table, close
it up, and there is our Attachment.
| | 04:19 | So, brand new in Access 2007 is the
ability to attach files, not just pictures,
| | 04:26 | but all types of files, to
a record in Access 2007.
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| Formatting rich text in a memo field| 00:00 | With Access 2007, you can now take the
formatting of any text in a Memo field to
| | 00:05 | the next level by applying Rich Text formatting.
| | 00:09 | Of course, this is a
feature that needs to be enabled.
| | 00:11 | So, here in Access 2007, with
our database already open and the
| | 00:15 | Customer_Address_List table in front of us,
| | 00:17 | let's go to Design View,
click the Design View button.
| | 00:21 | You'll notice here that we've got this
Field Name at the bottom called Notes.
| | 00:26 | The Data Type is set to Memo, and if we
look at the field properties down below,
| | 00:30 | next to Text Format, Plain Text is selected.
| | 00:33 | It's the default, and it's what we've
always had access to in previous versions.
| | 00:37 | But when we click down here and click
the dropdown button, there is a new option,
| | 00:41 | and that is Rich Text.
| | 00:43 | So, we'll enable it here in the table.
| | 00:45 | We need to confirm we want to do that,
because if we've already used HTML
| | 00:48 | coding to display Rich Text, we have
to remove it by going back to the Plain
| | 00:53 | Text option and so on.
| | 00:55 | But this not the case.
| | 00:56 | We are just starting out.
| | 00:57 | Do we want to convert the column to Rich Text?
| | 00:59 | Click Yes and Rich Text now appears down below.
| | 01:03 | So, let's Save that up and we'll go to
our Form, but first let's close the Table.
| | 01:08 | I'd like to go to Datasheet view to look
at the contents here, in my Notes column.
| | 01:12 | I don't have any notes at this point,
so we are going to close up the table
| | 01:16 | and go to the Form.
| | 01:17 | It's the ideal place for entering our data.
| | 01:20 | So, we'll double-click, and that
opens up our Form, and you can see we've
| | 01:22 | got our Notes field.
| | 01:24 | But you have to keep in mind we need to
select the Rich Text Formatting for our
| | 01:29 | Memo field here in the Form as well.
| | 01:31 | So, we need to go to Design View.
| | 01:33 | Click the dropdown for the
different views and select Design View.
| | 01:37 | Now we'll click right in our Notes field,
so if you can't see it, you might need
| | 01:41 | to stretch out the window a little bit,
maybe narrow down the Property Sheet.
| | 01:45 | But click anywhere inside that Notes field
and look at the Text Format from the Data tab.
| | 01:51 | The Text Format says Plain Text.
| | 01:53 | That's what it was before.
| | 01:54 | So, we need to change it to Rich
Text and we need to save that change.
| | 01:58 | Now, we'll switch back to Form View.
| | 02:00 | Now, we'll just click anywhere inside that
Notes field and start typing, 'This is a VIP member.'
| | 02:09 | Let's say we want to add
some pizzazz to the word VIP.
| | 02:12 | We want that to stand out.
| | 02:13 | We can click and drag across
just that text that you selected.
| | 02:17 | There is a couple of different
ways to apply a Rich Text Formatting.
| | 02:20 | You'll see it up here on the Ribbon:
Bold, Italics, Underline, changing the
| | 02:24 | font color, the font face and size, even the
alignment can be done right from the Ribbon.
| | 02:29 | But there is also the Mini toolbar,
so when we hover over a selected text.
| | 02:33 | So, you click and drag over the text.
| | 02:35 | As you click and drag - and we'll just
start over here, when you got all of your
| | 02:39 | text selected, as you move up and to
the right, you'll see that little Mini
| | 02:42 | toolbar start to appear, with all
of our Rich Text Formatting options.
| | 02:47 | So, let's bold it by
clicking Bold, maybe Underline it.
| | 02:51 | We can change the color by
clicking the Color dropdown.
| | 02:53 | Let's choose a nice bright red, and
you've got all of these other options,
| | 02:57 | including Highlighting.
| | 02:58 | Let's change the size, as well, to be a
little bit bigger. We'll go up to 14.
| | 03:01 | Then you have got options for
Alignment, even numbered and bulleted lists.
| | 03:06 | But let's just click anywhere
inside the field to see the end result.
| | 03:09 | Now, this is something you
could not do in previous versions.
| | 03:12 | Let's go over to Access 2003 into our
Customer_Address Form and type the exact
| | 03:18 | same text, 'This is a VIP member.'
| | 03:24 | We'll click and drag over VIP.
| | 03:26 | Now, we do have our Formatting toolbar up here.
| | 03:29 | Let's see what happens when we click Bold.
| | 03:31 | Notice it's the entire contents that are bolded.
| | 03:33 | Underline, all of the text
in the field is underlined.
| | 03:37 | How about the Color? Same thing.
| | 03:39 | All we are doing is changing
the properties of the box itself,
| | 03:43 | the text box, in this case,
containing our text in our Memo.
| | 03:47 | So, we are not actually able to select
specific text in our memo and apply Rich
| | 03:51 | Text Formatting, but we can change
the properties of the field itself.
| | 03:55 | So, with Access 2007 now, we can take
the formatting of our text in a Memo
| | 04:00 | field to the next level,
| | 04:02 | thanks to the Rich Text option.
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ConclusionGoodbye| 00:00 | Congratulations!
| | 00:01 | You've reached the end of
Migrating from Access 2003 to Access 2007.
| | 00:06 | You should now be feeling confident as
you transition from Access 2003 to 2007,
| | 00:11 | and hopefully the lessons we've just covered
will simplify the migration process for you.
| | 00:16 | Your biggest hurdle, no doubt,
will be getting used to the brand-new
| | 00:19 | Ribbon-based User Interface, but I'm
confident with time, you'll learn to love it.
| | 00:24 | This is David Rivers saying, "Thanks for
watching," and best of luck as you Migrate
| | 00:28 | from Access 2003 to Access 2007.
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