Access Hints & Tips

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SHORTCUT KEYS.
Since everyone likes shortcut keys, here's a collection for Access.
Display Control menu: Alt-Spacebar
Open Replace dialog box: Ctrl-H
Open new database: Ctrl-N
Open existing database: Ctrl-O
Paste the Clipboard contents at the cursor: Ctrl-V
Copy to the Clipboard: Ctrl-C
Cut to the Clipboard: Ctrl-X
Undo: Ctrl-Z
Open Find: Ctrl-F

Here are some more shortcuts you can use inside a database window:
Move up a single line: Up Arrow
Move down a single line: Down Arrow
Move up one window: Page Up
Move down one window: Page Down
Move to the first object: Home
Move to the last object: End

ADD RECORDS
There are two ways to add records to an Access table: Edit mode and Data Entry mode. When you change data or enter new records, Access automatically goes into Edit mode. To enter Data Entry mode, choose Record|Data Entry. Either way, you enter data into the blank line at the end of the table.

KEEPING TABS Version 95
When you design an Access form, you may find that you have several entry boxes that aren't used by most people. Even if you want to keep these boxes in order with associated boxes, you can change the tab order so that most people don't have to access them. While in Form Design view, choose View|Tab Order. When the dialog box opens, click a row that you want to change and drag it to its new location. When you're finished arranging the tab order, click OK.

ACCESSING FROM ACCESS
You may sometimes find it helpful to access a Word or Excel document to provide additional information about an item in an Access table or form. The easiest way to do this is to use Hyperlinks. And the easiest way to add Hyperlinks is during the design phase.

When you're designing a table, you can add a Hyperlink field. Add the field even if you're not sure you need it. To add a Hyperlink field to a table that you're designing, click on the spot where you want to add the field and choose Insert|Hyperlink Column.

SPEEDING UP YOUR ACCESS FILES
If you have a large database from which you primarily read data, you may never need to compact it. However, a database that you constantly write data to, and delete data from, will soon become extremely fragmented; and you may begin to notice that it doesn't run as fast as it did in the old days. What you need to do is compact those fragmented Access database files. Here's how:
Close the database you want to compact. Choose Tools|Database Utilities|Compact Database. When the dialog box opens, select the file you want to compact, and Access will automatically assign a new name to the output file. Click on Compact and then click on Save to save your new compacted file.
If you want to save back to the original file name, you can make the change here (in the Save dialog box). Type in the new (original) name and click on Save. Access will warn you that you're about to overwrite your original file.

DATABASE REPAIR
No matter how careful we are with our databases, stuff happens--the power might drop out, or the network might fail. For whatever reason, there are times when a damaged database is a distinct possibility.
If you encounter a damaged Access database, choose Data|Database Utilities|Repair Database. When the dialog box opens, click on the errant file to select it, and then click on Repair. Access will let you know when it's finished.

ACCESSING GRAPH IN ACCESS
In Word and PowerPoint, you use the Microsoft Graph data sheet to enter your chart values. When you use Graph in Access, you usually use values from one of your Access tables or from a query to create a chart.
When you create a chart in Access, a wizard opens to guide you through the process. To activate the wizard, go to Form design and choose Insert, Chart.

USING NULL VALUES.
You need to be careful about using null values in place of zeroes in Access. What happens is this: Access will try to add a number and come up with null. For example, 25 + 0 is 25, but 25 + null is null. One could get some really confusing results by forgetting to enter the zero.

CHANGING TAB ORDER.
When you design an Access form, you may find that you have several entry boxes that aren't used by most people. Even if you want to keep these boxes in order with associated boxes, you can change the tab order so that most people don't have to access them. While in Form Design view, choose View, Tab Order. When the dialog box opens, click a row that you want to change and drag it to its new location. When you're finished arranging the tab order, click OK.

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