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LEARN MS-ACCESS TIPS AND TRICKS

LEARN MS-ACCESS TIPS AND TRICKS
Learn Mail Merge in MS-Access. Learn how to enhance your Microsoft Access Forms with 3D Headings and Animated Controls. Step by step tutorial to prepare Graph Charts in Access. Use of Office Assistant in Access. Easy to implement Examples and Codes.

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Find or Filter Data on Form
2007-12-14 08:50:00
When I started learning Microsoft Access in 1996 the first challenge that I have faced was how to find a particular record on the Data Editing Screen or Filter a group of records on some condition. I was asked to develop a System for the Vehicles Division of our Company, for tracking pending Orders and Receipts of Heavy Equipments and Vehicles. If I am the one who is going to use the System, then some how I could manage to find the information that I want to work with and nobody will know how much time I spent for doing that. But it is going to be used by someone else and it is my job to make it as user friendly as possible. Even though I have good knowledge of BASIC Language at that time, knew nothing about Access Basic (MS-Access Ver.2 language, a primitive form of Visual Basic).I struggled with the problem for a while and finally decided to have a look in the Northwind.mdb sample database for clues. There it was, on the Customer Phone List Form , the technique that I was strug...
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Who is Online
2007-12-07 09:01:00
As we already knew we can install Access Database on a Local Area Network (LAN) and several Users can work on it at the same time. But it is difficult to know how many users are actually online with the Application at a given time. Similarly, when there are several MS-Access Databases on a Network under a centrally controlled Security Workgroup it will be interesting to know which users are currently working on the MS-Access Applications on the Network.You don?t need any complicated programs to find this out. When someone opens a Database, say NorthWind.mdb, MS-Access opens a Lock-File with the same name of the Database with file extension .ldb (Northwind.ldb) in the same folder of the Database. You can open this file with Notepad or any other Text Editor and view the contents. This file contains the Workstation Ids and MS-Access User IDs of all the active Users of the Database. The lock file will be deleted by MS-Access when all the Users close the database. In other words if a...
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Automated Email Alerts
2007-11-16 11:11:00
Continued from previous Post: Configure Outlook for Lotus Notes.The next procedure, that we are going to look into, is applicable for both Internet as well as Intranet Email s. We have already configured Microsoft Outlook with Lotus Notes Profile for those who would like to try sending scheduled Emails from MS-Access in their Local Area Network (LAN).When we invoke the SendObject Action to send Emails with applicable parameters, the Target Addresses will be picked up from the default MS-Outlook Profile (Internet or Lotus Notes) and transmit Emails to destination.We will send the Mail Alerts on a weekly schedule and little more preparation is required for this event. We need two small tables for the Program.A Local Address Book Table to keep the Recipient?s Addresses in Access. NB: It is possible to attach MS-Outlook Address Book or Lotus Notes Address Book to Microsoft Access Database.We may be having Email addresses of many individuals in our Contact List in MS-Outlook or Lotus No...
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Configure Outlook for Lotus Notes
2007-11-08 08:37:00
Continued from earlier Post: MS-Access and EmailsWe have seen that sending EMails from MS-Access is easy enough like any other method you are familiar with. With few clicks we can send an email with MS-Access Objects as attachment to the mail. Depending on the object selected for attachment the output format options available may be different. The attachment format for VB Code module is Text format only and will be converted into this format before attaching it to the mail.As I have pointed out in the earlier post that we can send Mail Alerts automatically on important matters, within the Local Area Network (LAN) through Email Transport Services like Lotus Notes , from our Access Application. But before we look into the mail sending procedure and Programs, we must configure MS-Outlook on one of the PCs for Lotus Notes and to use its Contact List. Your Application may be shared by several Users on different PCs but the mails should go from only Machine, let us call it Access Mail Cl...
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MS-Access and E-Mail
2007-11-02 16:35:00
It is unlikely that you will use Microsoft Access to send your personal e-mails through Internet, when so many other options are available to you.But, when you need to share information from your Access Application with remotely located users regularly and you are sending printed Reports through conventional mail services then you can seriously think about the e-mail option. If you are connected to a Local Area Network (LAN) you can distribute Reports to the recipients through Intranet Mail Service Applications like Lotus Notes.For both Internet and Intranet mails to work Microsoft Outlook must be configured to act as a communication link between Microsoft Access and the Mail Transport; the SMTP Server of your Internet Service Provider(ISP) or the Intranet Mail Transport, like Lotus Notes. If you are already using Microsoft Outlook for Sending and Receiving e-mails then it is already configured. MS-Outlook will maintain the Contact List from which we can select the prospective mai...
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Dynamic Report
2007-10-26 18:07:00
Report designing in MS-Access is very easy as we already know. Once we setup a procedure to run the macros/programs to prepare the data for a standard Report, all we need to do is to design the Report and add it to the Report List. Every time the User runs the report it is ready to Preview or Print. The Source data may change, based on the report period setting, but there will not be any change in the structure of the Report or source data or need any change on the Report design itself as all the standard labels, like main heading, the period indicator, Report prepared date, Page Numbers etc. are already taken care as part of the designing task.We are going to discuss a Report that is not so easy to plan on the above rules or based on a fixed source data structure. The structure of the source data is not predictable or shall we say field names of the source data can change every time we run this Report. If the data structure changes every time then you cannot put the field names ...
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MS-Access and Mail Merge-3
2007-10-18 15:35:00
Continued from previous Post MS-Access and Mail Merge -2.MAIL MERGE IN MS-ACCESSWe have already designed and tried the Form Letter preparation procedure through the earlier article. We need all those Objects for the Mail Merge in Access and here we have less work to do. I hope you understood the intricacies of the procedure explained there and how all those objects and methods works together to prepare the Form Letter. Since, we are through with the major designing tasks already; we can concentrate on the implementation of Mail Merge method with some minor changes in two or three places.I will give few examples below as how to insert Field Values from the Report source Query/Table and how to use Built-in Functions into the letter body text on the editing Form. The user needs only few simple rules to keep in mind to use the Mail Merge method.I will insert the Main Program Codes at the end of this Article. You may Copy and Paste them in appropriate locations in your Project as sugge...

MS-Access and Mail Merge-2
2007-10-11 15:08:00
Form LettersA Form Letter can be anything like an Invitation to the Members of a Club or a Notice to the Share Holders of the Company or a Circular to the Head of the Departments of the Organization or a forwarding memo of Departmental Telephone Expenses Statement and so on. In all these cases the body text of the letter will be standard but the addressee information will change on every page of the document.When we plan for a Form Letter in Microsoft Access we must carefully organize five different elements of this task.Design a Table and add a single record to hold the main letter contents like Memo Reference, Date, Subject, Body Text and Letter Footer Information like Department Head who will sign the document etc.Design a Form for the above Table for editing the Letter Body Text, for changing contents as and when it becomes necessary.Processing of data and designing a sub-report (like a statement on department-wise telephone expenses) if needed to insert into the body of the ma...
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MS-Access and Mail Merge
2007-10-04 17:22:00
Address LabelsWhen we talk about Address Labels, Form Letters, Mail Merge and so on, the name that comes into our mind is MS-Word, loaded with plenty of functions for the above tasks. It needs a database to provide source data for address labels, Form Letters etc. We can prepare a Table in Word Document and use it for Addresses or attach one from Microsoft Access or other database sources.Here, we are not going to use MS-Word for Address Labels, Form Letters and Mail Merge operations, we will do it in MS-Access. Yes, we will try Mail Merge too.We may not be able to do fancy paragraph formatting as we do in Word but preparing Form Letters in Access is important in situations like reporting of Agency Agreement Renewals, Bank Guarantee Renewal Reminders or Department-wise Monthly Stationery Expenses or Telephone Expenses for review etc. and needs only one or two standard paragraphs combined with the actual statement, which we can quickly put on the print within no time.We will start w...

MS-Access Object Documenter
2007-09-26 20:07:00
We normally prepare Reports on processed or raw data and take print outs to share the information with others.But, there are times that we need details of the database Object s: Tables, Queries, and Scripts (Macros) or VB Modules and other objects. We can take detail listing of Objects, like Table Fields and their Properties, Data Types and Sizes or the Control Names on Forms/Reports and their properties, User-Level & Group-Level Permission Settings and so on.We will take a listing of a Table with Field Names, Data Type, Size of each field and the Index information. I have used the Employees Table for our example, but you can try this with any Table in your Database. The sample listing is given below:Select Tools -- > Analyze -- > Documenter.Click on the Tables Tab.Put Check Mark on any of your Table.Click on the Options? Button to open the Options Dialog Control.Change the settings as shown above and Click OK to close it.Click OK on the first Dialog control to format the Listin...
More About: Access

Useful Report Functions
2007-09-19 18:15:00
Common Functions that you can use in Report Header or Footer Sections, while designing Reports, are given below. Copy and Paste the VB Code into a Global Module of your database and save it.Write the Functions in the form of a Formula in Text Boxes as shown in the Syntax.Function to display formatted Page Numbers.Function : PageNo()Syntax : =PageNo([page],[pages])Result : Page : 1 / XXX where XXX stands for maximum number of pages of the Report.Note : [page],[pages] are MS-Access built-in Report Variables and must be used as shown.Code:Public Function PageNo(ByVal pg As Variant, _ByVal pgs As Variant) As String?---------------------------------- ------------------------?Output : Page: 1/25? : Call from a Report Text Box control?Author : a.p.r. pillai?Date : 01/09/2007?Remarks : The Formatted Text takes up 15 character space?----------------------------------- -----------------------Dim strPg As String, k As IntegerOn Error GoTo PageNo_Errpg = Nz(pg, 0): pgs = Nz(pgs,...

Reminder POPUPs
2007-09-12 15:57:00
The Reminder Popup is a Report that opens and displays its contents automatically and plays a background sound to remind about something that needs the User?s immediate attention. The Report is exported into an external independent file format (Access Snapshot File Format, need MS-Office 2000 or later) and opens it in an external Window.We can open and view Access Reports exported into Access Snapshot File Format independently without the use of Microsoft Access and easily transport the Report alone through e-mails and share with others.The reminder can be of any future event that falls between current date and within next 7 days or so that we need advance information about, like appointments, conferences, Birthdays etc.This action is programmed into the Control Screen module with the help of the Form_Timer() Event Procedure.We will try an example with the Employees Table from the Northwind.mdb database. Import the Employees Table from Northwind.mdb sample database. If you are no...

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