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ELEMENTS OF THE MICROSOFT ACCESS 2010 WORKING SCREEN – PART 1

Microsoft Access 2010

This article will show you the basic elements of Microsoft Access 2010 and explain the function of these elements. Also this article will cover how some elements vary depending on which objects are open.

At the top of the working area Access has a title bar and a windows control button. On the left end of the title bar is the quick access to a bar which contains frequently used commands such as redo and undo.

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You can customize the quick access bar to add any buttons you want. For example if you use the print command frequently you could have the quick print button to your quick access tool bar.

1. The ribbon is located below the title bar and quick access tool bar and includes the tabs groups and buttons that contain most of the features and commands you will use. By default Access opens to the home tab which contains many of the most commonly used commands. The other tabs are organized by function. For example if you want to add a new database object such as a table you would want to click the create tab. This tab like most of the other organises the buttons in groups that relate to a certain function. For example the buttons in the tables group create tables in various ways, while those in the forms group create various types of forms. So, clicking any button activates the corresponding command.

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2. While most of the tabs on the ribbon contain similar elements, in the first tab on the ribbon the files are a bit different. It is referred to as backstage view which is new to the Microsoft Office 2010. It contains several buttons and tabs that allow you to perform any common Access tasks, such as opening and creating databases, adjusting Access options, printing and more. If you find that the ribbon is in your way, you can collapse it by using the minimize button. This button is located on the right above the ribbon, next to the help button.

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3. Another important feature of the ribbon is that many of the buttons, commands and tabs on the ribbon are available only if they pertain to the current task or object. Also notice that the Linked Table Manager button in the in the import in the Import & Link section is greyed out. If a button is great out, it means that it is currently not available. In this case the Linked Table Manager button is greyed out because there aren’t any links tables in the database.

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4. Now let’s see how the ribbon options change according to the selected object. Most of the buttons are greyed out now, so let’s see what happens when we open a database object. You can do this by using the navigation pane that appears on the left side of the access window. It lists the objects in the database and from there you can open the objects in any view you choose. Let’s open the customers table in the Navigation Pane. As you can see our table open to the right of the navigation pane. More of the buttons are available now because we can use these functions in a table. In some instances Access hides a few of the less commonly used commands. To see all of the options and commands for a particular group you may have to click that group’s dialog box launcher which is the arrow in the lower right corner of the group. Let’s try one of the launchers to see how it works.

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5. There are several data sheet format options here that weren’t available on the ribbon, however we aren’t going to make any changes here so let’s just cancel. Notice that the name of the current object appears as a tab in the upper left corner of the object window. If you have more than one object open the object tabs are staggered so that you can move easily from one object to another not open another table and try this. The orders table now covers the customers table, but you can’t easily switch between the two tables by using the tabs.

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This article continues in PART 2.

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