Opening a Database in Microsoft Office

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Opening a Database
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If the database you want to open is listed in the Getting Started task pane that appears when Access starts, you can open it by simply clicking the filename If the one you want isn t on the list, click More The Open dialog box appears, as shown in Figure 1-2 (Your list of folders and files will be different) The same dialog box appears if Access is already running when you choose File | Open or click the Open toolbar button
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TIP If Access is already running, you can open a recently opened file by choosing File on the menu
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bar and selecting the filename from the list
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Getting Started
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Search the Web Delete Up one level Create new folder Folder list Views Tools To previous folder
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The Open dialog box
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The Groups pane at the left contains five buttons, which you can click to open other folders or to return to the Windows desktop
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The top button, My Recent Documents, opens the new Recent folder that contains
the name, size, type, and date of the last modification for each recently accessed database When you click the My Recent Documents button, the Recent folder name appears in the Look in box
The Desktop button displays a list of the desktop components on your computer
that you can move to, including such items as My Computer, My Documents, Network Neighborhood, and Online Services
The My Documents button (or the name of your personal default folder) shows the
contents of that folder This is the default display in the Open dialog box
The My Computer button displays the list of available hard disks, floppy disk drives,
CD drives, and other data storage systems
In Windows 2000, the My Network Places button displays the folders and objects you
saved in web folders In Windows XP, you see the network drives on your LAN, as well as the names of any web folders you ve set up The trick is to know where you stored your database If you have used other applications, such as Word or Excel, you know how to find the file you want with the Open dialog box
1:
Q u i c k To u r o f M i c r o s o f t O f f i c e A c c e s s 2 0 0 3
You use the Look in box to zero in on the folder that contains the database, double-click the folder name or icon to open it, and then simply select the one you want from the list that appears in the dialog box The Open dialog box contains several buttons that help you find the file you want to open You can see the name of each button by resting the mouse pointer on the button in the command bar The Views drop-down list includes the following options:
Large Icons Displays the names of the files and subfolders located in the folder
specified by the Look in box in rows accompanied by large type icons
Small Icons Displays the file and subfolder names in rows with small type icons List Displays the file and subfolder names in a columnar list Details Displays the size, type, and date last modified for each file in the list Properties Displays the properties of the currently selected file, such as title,
author, and application
Preview Shows a preview of the file, if one is available, without opening it Thumbnails Creates thumbnail graphics of files in the selected folder if their file
formats permit
WebView Shows the web view of files in the selected folder, if available
The Tools drop-down list includes the following options:
Search Opens the File Search dialog box that you can use to locate a database by
means other than its name
Delete Deletes the currently selected item You re always
asked to confirm the deletion before Access removes the file Same as Delete command bar button
Rename Enables you to change the name of the item Add to My Places Adds a shortcut to the Groups pane
The item appears in the dialog box list when you click the My Network Places button or the Web Folders button, depending on which version of Windows you re using
Map Network Drive Enables you to indicate the drive and
path to a network connection
Properties Opens the Properties dialog box for the currently
selected database To choose a different file type to open, click the down arrow next to the Files of type box and choose from the list of 18 types or All Files The default file type for Access 2003 is Microsoft Access, which includes all Access databases and any other Office documents that have been linked to an Access database, such as an Excel spreadsheet or a Word document Choose Microsoft
Part I:
Getting Started
Access Databases to see only the database files in the current folder or Microsoft Access Projects to see only the list of projects
Once you locate the database you want to open, double-click the name or select it and click Open
NOTE The Open button offers other ways to open the database, such as read-only, exclusive, or
both More about these options in later chapters To start working with a database in Access 2003, let s open the Northwind sample database that comes with Microsoft Office The Northwind database is an order-processing application that demonstrates the power and usefulness of a relational database Even though the purpose of the database seems straightforward enough taking and filling orders from customers for the company products a lot of data still must be manipulated The database is introduced in this chapter and discussed further in 2 To open the Northwind sample database: 1 Start Access and click More in the opening Getting Started task panel If Access is running and you closed the Getting Started task pane, click the Open button The Open dialog box appears 2 Click the Look in arrow at the top of the dialog box and click C: to revert to the root directory of your hard drive (If Access is installed on another drive, choose that one instead) 3 In the list of folders and files in the C: directory, double-click Program Files Program Files now appears in the Look in text box A list of the subfolders and files in that folder shows in the window 4 Continue to open the folders for the Program Files\Microsoft Office\Office\ Samples path If Office 2003 is installed in a different directory, use that pathname 5 Select Northwind and click Open If the Northwind Traders welcoming screen appears, click OK to close the screen 6 If you re greeted by the Main Switchboard, click the Display Database Window button to open the Database window (see Figure 1-3)
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