Even moderately sized Access databases will require a number of objects to function, and the Navigation pane will fill up quickly. In this video, let database expert Adam Wilbert show you how to organize all of these objects into customized groups so that objects that share common tasks or workflows can be located quickly.
- [Instructor] Now that our database is filling up with objects, you might wanna consider reorganizing your navigation pane, so that your objects are grouped by task rather than by object type. We can create custom groups, so that all of the objects that go together will appear next to each other. Regardless of whether they're forms, queries, tables or reports. To do this, we'll come up with a navigation pane and we'll open up this drop down menu. In the navigate to category section, I'm gonna change it from object type, which is the current default, to tables and related views. This will have Access group objects together based off of their relationship to each table.
You can see we have a section here that's all about the guest's table, and then the section down here that's all related to the room assignments table. You'll also notice that we get duplicates of some objects such as the check in details query, that's related to both the guest table and again it's related to the room assignments table. Just like with sorting by object type, we can use the up arrows next to each category header, in order to collapse this view and focus our work on just a specific section. Let's come up to the drop down menu again and take look at the custom option instead now.
When I do that I get two different groups. One called unassigned objects, and an empty one called custom group one. Let's go ahead and start populating the custom group with some objects. I'm gonna hold down the control key and choose guest credit cards, guests. I'll choose the guests by last name query, the check in guest form, and the guest mailing labels report. Then I'll just come up and drag all of those into the custom group number one. Now I can right click on the group name and come down to the rename option, and I'll call this guests.
Now we have all the objects that deal with our guests together in a single group. Let's create another one by holding the control key again, and this time I will select room assignments, the room details, room rates, and rooms, and I'll let go of control and then right click. Come down to add to group. And this time I'll point to new group. We'll call this one rooms. If I decide later that I want to add additional objects to an existing group, what I can do is come down here, and for instance I'll take the guest check ins report, and I'll right click on it and choose add to group and I'll just choose to put it in the guests group.
If you want to get rid of a group, go ahead and come up to the header, right click on it and choose delete. Notice that it doesn't actually delete any of the objects, it just puts them back down in the unassigned objects group. So that's how you would organize all the different objects inside of your navigation page. Having multiple organization schemes set up for the objects in your database makes it easy to manage all of the components and quickly find the ones that you want to work with. Once you have set up custom groups, you can always switch back and forth to other grouping options as needed.
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- Break down the fundamentals of filtering and sorting table data in Access.
- Identify the method utilized when building queries in Design view.
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- Examine all of the elements involved in maintaining a database in Access.
- Explore how to properly protect an Access database with a password.