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Option OLE/DDE Timeout (sec) Refresh Interval
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Description Controls the time to wait before retrying a failed OLE or DDE attempt Sets the number of seconds between automatic updating of records in Datasheet or Form view Setting to 0 results in no automatic updating Sets the number of times Access tries to save a record locked by another user before displaying a Write Conflict message Sets the number of seconds between automatic refreshing of records accessed using ODBC Setting to 0 results in no automatic updating Sets the number of milliseconds between automatic attempts to save a record locked by another user
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TABLE 24-1 Advanced Options for the Multiuser Environment
Refresh
Offers a periodic quick update of the data currently on the screen
Requery Completely rebuilds the underlying recordset by running the query or applying the filter again Refresh updates only those records already appearing in Datasheet or Form view When you refresh the datasheet or form, records are not reordered or deleted, and those that no longer meet the filter criteria also are not removed To update the recordset to reflect these actions, you must requery the records The default interval for refreshing records is 60 seconds, which might be too long in critical situations You can reset the interval to 10 or 15 seconds If you set the interval too low, Access creates a lot of network traffic To refresh a table, query, or form manually, open the table or query in Datasheet view or the form in Form or Layout view, and then on the Home tab s Records group, click the Refresh All down arrow and choose Refresh All or Refresh in the context menu You can also press f9 to refresh the records Requerying completely rebuilds the underlying recordset The easiest way to requery is to press shift-f9
PART IV
TIP Requerying is somewhat of a nuisance to the user because the form or datasheet returns to the
first record in the recordset If you were working with a record deep in the recordset, you must manually return to it after requerying Remembering the record number doesn t help much because the record order might have changed with the requery
Part IV:
Exchange Data with Others
Editing Shared Database Objects
Even though you do your best to have all the database object designs completed before setting up the database for shared access, changes are bound to be necessary later Any local objects can be modified at any time, but the shared objects require special consideration Before you begin to make significant design changes to a shared database, be sure that you open it in Exclusive mode: click the Microsoft Office button and choose Open in the drop-down menu Then in the Open Database dialog box, click the down arrow next to the Open button and choose Open Exclusive Pick a time to do this when other users don t require access to the database, such as during nonworking hours If the required design changes are less invasive, you can safely modify the objects while the database is open in Shared mode To make changes to a table design, the table must not be in use by another user If the table or any query, form, or report based on the table is open, the table design cannot be changed In this case, you can still view the table design, but Access informs you that the table is read-only The converse is also true if you re modifying a table design, the table and any query, form, or report that is based on it is unavailable to another user A good idea is to have the changes well-thought-out and specific before opening the table design Then keep the table design open as briefly as possible
NOTE The Name AutoCorrect feature available in the list of Current Database options keeps track
of object and field name changes, and tracks down locations where they re referenced The changes affect all the references Here are some helpful tips to keep in mind when you need to edit shared database objects: When you edit a query, form, or report design already in use by another user, that user won t see the new version until the object is closed and reopened If the objects that you want to change are dependent on each other, be sure to edit them all at the same time, so that they ll be consistent Make sure no one else is using the macro that you want to edit by opening the database in Exclusive mode If you change a macro that someone s using, you can cause problems
Summary
When multiple users need access to the same database, it s essential to ensure that all users have the same data This chapter discussed a few of the ways this can be accomplished Sharing a single file stored on a server with multiple users is one way Another way is to split the database into a front-end database that contains the database objects and links to the data tables on the back-end database As multiple users make changes to the data at the same time on a LAN, provisions must be made to prevent conflicts from occurring Various record-locking schemes are available in Access, some of which are quite lenient, while others are stricter In the next chapter, you will learn ways to keep your database secure and safe
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