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recommendations and suggestions carefully For example, adding indexes might improve query performance, but they also increase the disk space needed for the database and could slow entering and editing data
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Optimizing Tables and Queries
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After you do all you can to normalize the database and distribute data efficiently among the tables, you can do a few other things to speed data processing Some examples are the following:
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Choose the appropriate data type for each field to save space and improve join
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operations In addition, if you know the range of values to be stored in the field, choose the smallest field size the data type will accept You have no choice with Date/Time fields, but you can reduce the default 50-character field size for Text fields if the data is, for example, a ZIP code
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Make sure the fields on either side of a relationship are of the same or a compatible
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Optimizing with Indexes
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In addition to the primary key, which is automatically indexed, you can create indexes on one or more fields to find and sort records faster Indexes can speed queries if the fields on both sides of the join are indexed In a one-to-many relationship, the primary table is already indexed on the primary key field, but creating an index for the field in the related table helps when the query is run In addition, indexing any field used in a criteria rule in the query reduces processing time for the query Multiple-field indexes help distinguish between records that might have more than one record with the same value in the first field If you re creating a multiple-field index, use only as many fields as necessary
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NOTE While indexes can speed searches, sorts, and queries of related tables, they can also add to the
database size Each index represents a condensed lookup table Additional problems can occur in a multiple-user environment because indexes can reduce the concurrency of the database, thereby limiting the ability of more than one user to modify data at the same time
Part III:
Improving the Workplace
Optimizing Queries
Among the guidelines for optimizing queries are the following:
Include only the fields you need in the query If a field isn t needed in the result set,
but you re using it as a criterion, clear the Show check box in the query grid
Avoid calculated fields in a query as much as possible If you nest the query in
another query as a subquery, you slow the operation considerably If you need an expression in the result of the query, instead, add a control to the form or report and use the expression as the control source If necessary, prompt the user to enter a value required by the expression in a parameter query
Use Between And in a criteria expression rather than the > and < operators If you want to count all the records in the recordset, use Count(*) instead of
Count([<fieldname>])
Don t use domain aggregate functions, such as DSum, in a query Access must
retrieve all the data in the linked table before running the query, even if the data isn t included in the query
When grouping records by values in one of the joined fields, be sure to place the
Group By aggregate function in the field that s on the side of the join containing the values you want to summarize If you place Group By in the joined field, Access must join all the records, and then calculate the aggregate using only the necessary fields
Use as few Group By aggregates as possible You might, instead, be able to use the
First function in some cases
Try not to use restrictive criteria on nonindexed or calculated fields If you need to place criteria on one of the fields used to join two tables in a
one-to-many relationship, you can place it on either field in the grid Run some tests to see which placement results in a faster query
If you re working with fairly static data, consider running a make-table query and
using the resulting table instead of the query as the basis for forms and reports You can always run the make-table query again if the data changes Be sure to add indexes to the resulting table
When you create a Crosstab query, try to use fixed column headings to avoid the
time it takes to update them
TIP To save even more time running queries, always save the query in a compiled state When you
simply save the query after making modifications in Design view, you re saving the query file A query isn t compiled until it s run To save the compiled query, run it by opening it in Datasheet view, and then save it The query is optimized if it s compiled with the same amount of data as your application will have
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