Tips and Tricks : Access 2002

Recycle Access Tables

Did you know you can create a copy of a Microsoft Access table without copying all the data it contains? Here's how:

1. In the Database window under Objects , click Tables .
2. In the Object list on the right side of the Database window, click the table that has the structure or data you want to copy, and then click Copy on the toolbar.
3. Click Paste on the toolbar.
4. Click Structure Only under Paste Options .

The new table inherits all the field properties from the original table. You can then alter field names and properties as appropriate.



Set Up Your Access Database to Automatically Compact and Repair

Worried about the increasing size of your database? To ensure optimal performance, you should compact and repair your Microsoft Access files regularly. On the Tools menu, point to Database Utilities , and then click Compact and Repair Database . But don't stop there! Let Access do it for you automatically. How?

1. Open the Access database or Access project that you want Access to compact automatically.
2. On the Tools menu, click Options .
3. Click the General tab.
4. Select the Compact on Close check box.
   
   

Use This Shortcut to Insert Time/Date in Excel or Access

Here are a few keyboard shortcuts you can use to insert the current time and date in a Microsoft Access table or Microsoft Excel spreadsheet.

• Current date: Press CTRL+SEMICOLON
• Current time: Press CTRL+SHIFT+ SEMICOLON
• Current date and time: Press CTRL+ SEMICOLON then SPACE then CTRL+SHIFT+ SEMICOLON

In Access, this keyboard shortcut only works if you are entering data in the Datasheet or Form view.

Editor's Note: When you insert the date and time using this tip, the information remains static. To update this information automatically, you must use the TODAY and NOW functions. To learn how to do this, search for Insert the current date and time in a cell in Excel Help and then click Insert a date or time whose value is updated .

1. Open a form in Design view.
2. Click the Text Box tool on the Toolbox toolbar.
3. To open the property sheet for the text box, click Properties on the Form Design toolbar.
4. In the AutoLabel box, click No .

Editor's Note: You can use this same technique to change the default properties for any control.

Convert Your Access Database for Better Performance

Access 2002 automatically saves all database files in Access 2000 format, which is great for smaller databases and enables you to share your database files with Access 2000 users.

If, however, you don't plan to share your database with Access 2000 users, or you are creating a large database, you can achieve better performance by converting your database to the new Access version 2002 format. Access 2002 will create a separate database file in the new format, leaving your original database file intact.

To convert your database to Access 2002 file format:

1. On the Tools menu, point to Database Utilities .
2. Point to Convert Database .
3. Then click To Access 2002 File Format .

Print a Map of Table Relationships in Access 2002

Proper design of tables and the relationships between them is critical to building a good database. Access 2002 helps you evaluate your design by generating a graphical representation of table relationships in your database.

1. On the Tools menu, click Relationships .
2. On the File menu, click Print Relationships . A report is generated that displays the relationships as they appear in the Relationships window.
3. Save or print the report, if desired, and then close the report window.
4. Close the Relationships window.