Contents
The Access 2007 Interface
Keyboard Shortcuts in Access 2007
How to Create New Databases and Open Existing Databases
How to Save and Close Databases
The Four Types of Access Objects
How to Navigate the Access
Work Space
How to Navigate Access Datasheets
Access Views
How to Print Access Objects
How to Create Tables
How to Populate Tables
How to Create Access Forms
How to Build Access Queries
How to Create Access Reports
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How to Save and Close Databases
Though Access 2007 is less prone to crashes than previous versions, it’s still smart to save your work often.
How to Save Your Access Databases
You can save your work in Access using either of two commands: Save and Save As.
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Save: Saves existing files under the same name, and opens the Save As dialog box (see below) for files you haven’t yet saved. Access the Save command through the Office button menu, the Save icon on the Quick Access Toolbar
, or the keyboard shortcut Ctrl+S. - Save As: Allows you to save an existing file under a new name while preserving the original file under the old name. For instance, you can use Save As to save different drafts of a database that you’re creating. Access the Save As command through the Office button menu. A Save As dialog box will appear that will let you give the file a name, choose a folder to house the file, and select a file type (explained below).
File Types in Access 2007
The Access 2007 Save As dialog box provides three main options for saving Access files:
- Access 2007 Database: Saves your database in the Access 2007 file format. Only users running Access 2007 can open databases saved in this file format.
- Access 2002–3 Database: Saves your database in the Access 2002–3 file format. Only users running Access 2002, 2003, or 2007 can open databases saved in this file format.
- Access 2000 Database: Saves your database in the Access 2000 file format. Users running Access 2000 or later can open databases saved in this format. (Users of Access 97 or earlier versions cannot, however.)
How to Save Objects
The Save As command in Access contains a fourth option—Save Object As. This option lets you save a new version of the object that you’re currently working on (with a different name), which can come in handy when you need to create several objects based on another “template” object or when you’d like to make drafts of objects. Note that this option does not save your entire database file. In addition, you’ll be able to access objects you save only by opening the database file in which they reside.
How to Save Access Objects as PDF and XPS Files
Adobe’s PDF (portable document format) file format has
become the standard format that people use when exchanging documents across software platforms. For instance, if you create a file on a Mac, you might save that file as a PDF so anyone can view it, even non-Mac users—all you need in order to open PDFs is Adobe Reader®, Adobe’s free PDF viewer. An XPS file is a new Microsoft file type that works much like a PDF.
Access lets you save objects as PDF or XPS files. To do so, you first need to download Microsoft’s free “Save as PDF or XPS” add-in at www.microsoft.com/downloads. Once you install that file, you’ll be able to save any Microsoft Office file as a PDF or XPS file in the Save As dialog box.
How to Close a Document in Access 2007
To close a database, choose Close from the Office button menu or press Alt+F, C.
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