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ACCESS - Quick Buttons and Definitions

A single month is not nearly enough time to fully delve into all of the aspects of Microsoft Access, though we hope we've given you some of the basics to get started in experimenting on your own. For today's blog, we'll be defining some terms and explaining a few buttons on the ribbon that ought to make your database practice a little easier. Remember, Access databases can be large and complex - always keep a back up of your data, and ask for help if you need it.



Navigation Pane: The collapsible frame to the left of your Access working window. The navigation pane outlines all saved tables, forms, and queries contained in the database file.



Query: A designated search or "question" for your database.  Queries may be a simple search for single entry or term, or they may be elaborate, evaluating variables and numerous criteria. Repetitive searches should be saved as queries in your database for time saving one-click results.




(Auto) Form: With a data table highlighted in your navigation pane, clicking this button will automatically generate a simple form from the data fields contained in the table.  This form may then be edited/customized to the user's preferences.


Import Buttons: The external data import fields make it easy to transition your existing data to your new Access database. If you've kept records in a previous version of Microsoft Access, in Excel, or other data management system, you can use the Import Wizard to bring your information into the database.  Many online contact management systems allow users to export data in text or CSV (comma separated values) format - both of these are easily imported and interpreted by Access.

Export Buttons:  Conversely, if you were looking to export your contact emails (with permission, of course) to an online electronic newsletter service, you may elect to export only the names and email addresses of the contacts to a text or CSV file type.  These simple files types are widely accepted by online e-marketing services.



Create Email: Access grants users the ability to email forms to contacts in order to collect or update data. This can be a handy tool to ensure your contact lists are up-to-date, allowing you to maintain a stronger connection with existing and potential customers.



If you would like more information on how to create and maintain your own Access database, we'd be happy to provide you and/or your staff with customized training opportunities. Connect with us today.


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Friday, 03 April 2020

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