Microsoft Access

I was told that as my database grows, I should compact it on a regular basis. What does that mean and how do I do it?

How do I password protect my Access database?

How do I write a query that will show me blank fields?

In a table, I am entering data in a field named "ID Number." However, when I finish typing the number, all of the leading zeros disappear.

How do I email just one report in my database?

How can I get the heading of a report to appear on every page?

I created a two-page report in Access and it is printing a blank page in between the two pages. How do I get rid of it?

 

I was told that as my database grows, I should compact it on a regular basis. What does that mean and how do I do it?

When you delete a record from a database, the space allotted for that record continues to be held in reserve by the database and it is not released for reuse. Likewise, extra space, created by modifying and shortening records, is not released for reuse. If you never compact your database, your database will retain the "wasted" space and continue to consume additional space to accommodate additional data. This can cause corruption in your database and fragment the data.  So yes, you should compact your database on a regular basis.  Here is how.

1. Open the database.
2. Go to the TOOLS menu, choose DATABASE UTILITIES, and then COMPACT AND REPAIR DATABASE.

Your database will automatically close and reopen. 

How do I password protect my Access database?

To set a password on a database, you must first open the database EXCLUSIVELY.

1. Open Access and then open your database by using the FILE menu and choosing OPEN.
2. When the Open dialog box appears, find your database and SINGLE click on it.  Instead of clicking the OPEN button, click on the ARROW to the right of the button.
3. Choose OPEN EXCLUSIVE to open the database exclusively.
4. Go to the TOOLS menu, choose SECURITY and then SET DATABASE PASSWORD.
5. Type the password (twice--under password and verify).  Do not forget it!  Click OK.
6. Close Access and reopen the database regularly.  You should now be prompted for a password to open it.

How do I write a query that will show me blank fields?

1. Go to the Design View of the query.
2. In the Criteria row of the field, type the words IS NULL.
3. Run the query. It will just show records when that field is empty, blank, or null.

 

In a table, I am entering data in a field named "ID Number." However, when I finish typing the number, all of the leading zeros disappear.

Go to the Design View of the table.  Change the type of field to TEXT.  It probably was created as a NUMBER field.  You will then be able to type leading zeros and have them stay right where you want them.

How do I email just one report in my database?

1. Open Access and go to the Reports.  Do NOT open the report you want to email though.  Highlight (single click) it. 
2. On the toolbar, look for the "Office Links" button (it may be grayed out). 
3. Click on the small "arrow" to the right of that button. 
4. Choose "Publish It with Microsoft Office Word."

An rtf file will be saved in the same folder as the database.  You can now email just the file (report).

How can I get the heading of a report to appear on every page?

1. Go to the DESIGN VIEW of the REPORT.  You will notice the heading is in the REPORT HEADER section.  A report header prints only on the first page.  It needs to be in the PAGE HEADER section for it to appear on every page. 
2. You can move it.  Before you do, you will have to add extra space to the bottom of the page header section.  You do that by placing your cursor on the bottom border (make sure you get the two-header arrow) and dragging downward.
3. You now need to move all of the page headers (and any lines) down so there is enough room for the report header to fit above.
4. Once you do that, simply drag the header from the report header section to the page header section.
5. Lastly, close up the space in the report header section (drag upward this time).

 

I created a two-page report in Access and it is printing a blank page in between the two pages. How do I get rid of it?

1. While viewing the report, go to File and then Page Setup.
2. Click on the Columns tab.
3. DECREASE the width of the column.  Do it in increments of .5 until you get rid of the blank page.  You will have to click OK and look at the report each time you change the column width.  Changing the margins rarely works in this case.