Repairing broken connections Browse to the correct location of the missing component to repair

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1 Quick Reference Card - Access 2010 Access Navigation pane In Access 2010, the Navigation Pane replaces and extends the functionality of the Database Window. The Navigation Pane displays all the objects in your database. Repairing broken connections Browse to the correct location of the missing component to repair Click the File tab and select Save & Publish. Select Save Database as: the Access-Database type (*.accdb) and click the Save as button. Specific filters for objects or sorting can be added to the menu. ActiveX control If you get a reference error message, you can fix the problem in the references window. Via ALT+F11 Extra References you can view missing or broken components: the connection. Compiling a database If the database can be compiled without errors, all the references are correct. Menu selection Identify error Compile database: Converting to 2010 format Microsoft changed the format of the database beginning with the 2007 version of Office. A database in the old.mdb format can be converted to the new.accdb format using the following steps: Provide the location where you want the file to be saved. Sharing a database on the web Using a template Access 2010 offers five in-built templates: Contacts, Contacts, Assets, Projects, Events and Charitable Contributions. You can also modify any template, before or after you publish it. Starting from scratch When you create a blank database, you choose between a regular database and a web database. This choice affects the design features and commands that you see, so that it is easy to be sure that your application is Web-compatible. Converting an existing database to a web database You can publish an existing application to the Web. Not all desktop database features are available on the Web, so you may have to adjust some features of your application. You can run the new Web Compatibility Checker to help you identify and fix any compatibility issues. Intranet or internet You can publish to your own SharePoint Server or you can make use of a hosted SharePoint solution.

2 Quick Reference Card - Access 2010 New macro builder Access 2010 offers a new macro builder that features IntelliSense and a clean user-friendly interface. Select an action from the list......or double-click an action in the action catalogue to add it to your macro. The Design tab appears when you are working on a macro. If you add an action, more options appear in the macro builder. For example, when you add an If -action, you see the following: Data macros: change data based on events Data macros help support aggregates in web databases, and also provide a way to implement triggers in any Access 2010 database. For example, suppose you have a PercentComplete field and a Status field. You can use a data macro to set PercentComplete to 100 when you set Status to Complete and to 0 when you set Status to NotStarted. Enhanced Expression Builder The Expression Builder now features IntelliSense, so you can see your options as you type. It also displays help for the currently selected expression value in the Expression Builder window. For example, if you select the Trim function, the Expression Builder displays: Trim (string) returns a Variant of the type string containing a copy of a specified string without leading and trailing spaces. Calculated fields You can create a field that contains the results of a calculation. The calculation must refer to other fields in the same table. You use the Expression Builder to create the calculation. Table validation rule Note: This feature was introduced in Access You can create a rule to prevent data from being entered if the modified record violates a specified rule. In contrast to a field validation rule, a table validation rule is used to control the value of more than one field. You use the Expression Builder to create a validation rule. Database templates to build complete applications Access 2010 includes a suite of professionally designed database templates for tracking contacts, tasks, events, students and assets, among other types of data. You can use them as they are or enhance and refine them to track information exactly the way you want. Every template is a complete tracking application that contains predefined tables, forms, reports, queries, macros and relationships. The templates are designed to be immediately useful out-of-the-box so that you can get up and running quickly. Otherwise you can use the template to get a head start in creating the database that meets your specific needs.

3 Application parts for adding functionality to an existing database You can easily add functionality to an existing database by using an application part. New in Access 2010, an application part is a template that comprises part of a database - for example a pre-formatted table or a table with an associated form and report. For example, add a Tasks application part to your database, and you get a Tasks table, a Tasks form and the option to relate the tasks to another table in your database. Improved datasheet view You can create a table and start using it without defining fields ahead of time. Just click Table on the Create tab and start entering data into the new datasheet that appears. Access 2010 automatically determines the best data type for each field so that you are up and running in no time. Field List pane The Field List pane, introduced in Access 2007, lets you add fields from other tables. You can drag fields from the table in your record source, from related tables, or from unrelated tables in the database. If a relationship between tables is needed, it is automatically created, or you are prompted through the process. Layout view helps speed the design of forms and reports Use Layout view to make design changes while you view data in the form of a form or report. The Layout view has been much enhanced as compared to Access The Layout view is required to create a form or a report. You can for instance add a field in the Design view by dragging the field from the List of fields window or you can modify properties using the Properties window. Improved object creation tools Access 2010 provides an intuitive environment for creating database objects. Use the Create tab to quickly create new forms, reports, tables, queries and other database objects. If you select a table or query in the navigation pane, you can create a new form or report based on that object in one click by using the Form or Report command. The new forms and reports that are created by this one-click process use an updated design to help make them more visually appealing and immediately useful. Automatically generated forms and reports get a professional-looking design with headers that include a logo and a title. Streamlined creation of grouping and sorting in reports Office Access 2007 has a better and more convenient way to group and sort data in reports, and to add totals. The interface is easy to navigate and understand, and when it is used with the new Layout view, you see the effect of your changes instantly. The Click to Add column shows you just where to add a new field and if you need to change the data type or display format of a new or existing field, you can use the commands on the ribbon, on the Fields tab. You can also paste data from Microsoft Excel tables in a new datasheet. Access 2010 creates all of the fields and recognises the data types automatically. Tabbed objects By default, your tables, queries, forms, reports and macros are displayed as tabbed objects in the Access window. You can change this setting per database, and use object windows instead of tabs. Suppose that you want to see total sales per region in a report. Use Layout view and the Group, Sort and Total pane to add a group level and request a total and see the changes live in your report. The Total row makes adding a sum, average, count, maximum or minimum to your report headers easy. Simple totals no longer require manually creating a calculated field. Now you just point and click. By clicking the object tabs, you can easily switch between various objects.

4 Report view and Layout view These views, introduced in Office Access 2007 and enhanced in Access 2010, allow you to work with forms and reports interactively. By using Report view, you can browse an accurate rendering of your report without having to print or display it in Print Preview. To focus on certain records, use the filter feature, or use a Find operation to search for matching text. You can use the Copy command to copy text to the Clipboard, or click the active hyperlinks displayed in your report to follow a link in your browser. Layout view lets you make design changes while you browse your data. You can use Layout view to make many common design changes while you view data in a form or report. For example, add a field by dragging a field name from the new Field List pane, or change properties by using the property sheet. Layout view now offers improved design layouts groups of controls that you can adjust as one so that you can easily rearrange fields, columns, rows or whole layouts. You can also remove a field or add formatting easily in the Layout view. Improved control layouts to help you create polished forms and reports Forms and reports often contain tabular information, such as a column that contains customer names or a row that contains all the fields for a customer. You can group these controls into a layout that can easily be manipulated as one unit, including the label. Because you can select controls from different sections, such as the label in the section header or footer, there is considerable flexibility. You can easily: Move or resize a layout. For example, move a column to the left or to the right. Format a layout. For example, set a customer-name column in bold so that it stands out. Add a column (field) to a layout. Delete a column (field) from a layout. Merge or split cells (only in Access 2010). New data types and controls New in Access 2010, calculated fields let you store the result of a calculation. Office Access 2007 introduced the following new and enhanced data types and controls: Multivalued fields Attachment data type Enhanced Memo fields Built-in calendar control for date/time fields Calculated fields You can create a field that displays a value that is calculated from other data in the same table. You use the Expression Builder to create the calculation, so you benefit from IntelliSense and easy access to Help for expression values. Data from other tables cannot be used as the source for the calculated data. Some expressions are not supported by calculated fields. Multivalued fields are especially appropriate when working with a SharePoint list that contains one of the multivalued field types that are used in Windows SharePoint Services. Access 2010 is compatible with these data types. Multivalued fields Multivalued fields, which were introduced in Office Access 2007, can store more than one value per record. Suppose that you have to assign a task to one of your employees or contractors, but you want to assign it to more than one person. In most database management systems and in versions of Access earlier than Office Access 2007, you had to create a many-to-many relationship to do this correctly. Note: Access creates a hidden table to maintain the necessary many-to-many relationship for each multivalued field. Layouts are saved with your design, so that they remain available.

5 Attachment fields for files The attachment data type lets you easily store all kinds of documents and binary files in your database without any unnecessary growth in database size. Access automatically compresses attachments, when it is possible, to minimise space usage. Do you want to attach a Word document to a record or save a series of digital pictures in your database? Using attachments makes these tasks much easier. You can even add multiple attachments to a single record. Note: you can use attachment fields in web databases, but each web table can have at most one attachment field. Memo fields now store rich text and support revision history Rich text memo fields were introduced in Office Access 2007, which means that you are no longer limited to plain text in your records. You can format text with options (such as bold, italic, in addition to different fonts and colours, and other common formatting options) and store the text in your database. Rich-formatted text is stored in a Memo field in an HTML-based format that is compatible with the rich text data type in Windows SharePoint Services. You set the new TextFormat property to either RichText or PlainText, and the information is then correctly formatted in text box controls and in Datasheet view. Memo fields are useful for storing large amounts of information. You can configure the Append Only property to retain a history of all changes to a Memo field. You can then view a history of those changes. This feature also supports the tracking feature in Windows SharePoint Services so that you can also use Access to view the SharePoint list content history. Calendar for picking dates Fields and controls that use the Date/Time data type automatically offer support for a built-in interactive calendar, introduced in Access The calendar button automatically appears to the right of the date. Want to know the date for this coming Friday? Click the button and the calendar automatically appears to let you find and choose the date. You can opt to turn off the calendar for a field of a control by using a property. Improved data presentation New data presentation features help you create database objects more quickly and analyse your data more easily. Enhanced sorting and filtering tools Suppose that you have to quickly find a matching value or sort a column of data. The AutoFilter feature introduced in Office Access 2007 augments already powerful filtering abilities so that you can quickly focus on the data that you need. You can easily select from the unique values in a column, which is useful for situations when you cannot recall the name that you need, or you can sort the values by using context menu options in plain language, such as Sort Oldest to Newest or Sort Smallest to Largest. The most common filter options are easily visible in menu commands, or you can use quick filters to limit information based on the data that you enter. Quick filter options automatically change based on the data type so that you will see sensible choices for text, date, and numeric information. Totals and alternating background colours in datasheets Datasheet view offers a Total row, in which you can show a sum, count, average, maximum, minimum, standard deviation, or variance. After you add the Total row, you point to the arrow in the column s cell and select the calculation that you want. Datasheets, reports, and continuous forms support an alternating background colour for rows, which you can configure independently of the default background colour. Shading every other row is easy, and you can choose any colour.

6 Conditional formatting Access 2010 adds new conditional formatting features, enabling you to achieve some of the same formatting styles as are available in Excel. For example, you can now add Data Bars to make a column of numbers more readable, as shown in the following illustration. Note: Conditional formatting is not available in web databases. Enhanced security Enhanced security features and strong integration with Windows SharePoint Services help you to manage data more effectively and allow you to make your information tracking applications more secure than before. By storing your tracking application data in lists on Windows SharePoint Services, you can audit revision history, recover deleted information and configure data access permissions. Office Access 2007 introduced a new security model that has been carried forward and improved in Access Unified trust decisions are integrated with the Microsoft Office Trust Centre. Trusted locations make it easy to trust all databases in secure folders. You can load an Office Access 2007 application that has code or macros that are disabled to provide a more secure, sandboxed (that is, unsafe commands can t be run) experience. Trusted macros are run in Sandbox mode. Collect data by using InfoPath forms and Outlook The Data Collection feature helps you collect feedback by using Outlook and, optionally, InfoPath. You can automatically generate an InfoPath form or an HTML form, and embed it in the body of an message. You can then send the form to recipients selected from your Outlook contacts, or to the names of recipients stored in a field in your Access database. You choose whether to collect new information or update existing information. Recipients then complete the form and return it. Outlook recognises the incoming forms and automatically saves the data in your Access database no retyping required. Export to PDF and XPS In Access 2010, you can export data to a PDF (Portable Document Format) or XPS (XML Paper Specification) file for printing, posting, and distribution, provided that you first install the Publish as PDF or XPS add-in. Exporting a form, report or datasheet to a.pdf or.xps file lets you capture information in an easy-to-distribute form that retains all your formatting characteristics, but does not require others to install Access on their computers to print or review your output. Portable Document Format PDF is a fixed-layout electronic file format that preserves document formatting and helps with file sharing. The PDF format ensures that when the file is viewed online or printed, it retains exactly the format that you intended, and the data in the file cannot be easily copied or changed. This format is also useful for documents that will be reproduced by using commercial printing methods. XPS (XML Paper Specification) XPS is an electronic file format that preserves document formatting and helps with file sharing. The XPS format ensures that when the file is viewed online or printed, it retains exactly the format that you intended, and the data in the file cannot be easily copied or changed. Working with external data made easier You can now connect to a Web service as an external data source. You will need a Web service definition file provided by the Web service administrator. After you install the definition file, you can link to Web service data as a linked table. New features introduced in Office Access 2007 make it easier to import and export data. You can save an import or export operation and then reuse the saved operation the next time that you want to perform the same task. The Import Spreadsheet Wizard allows you to override the data type chosen by Access, and you can import, export, and link to files that have at least Office Excel 2007 file formats.

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