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You have selected free tutorial of the Microsoft Corporation for the Microsoft Office Specialist (MOS) :
77-424: Access 2013
Topics : Create and manage a database (20–25%) : Print and export a database •Print reports, print records, maintain backward compatibility, save databases as templates, save databases to external locations, export to alternate formats
Microsoft Help:-
Print reports
Printing an object: Select or open the object you want to print and then press Ctrl+P. Alternatively, click the File tab on the Ribbon to display Backstage View, click Print, and choose one of the following options: Quick Print (to use the existing printer settings), Print (to select printer settings), or Print Preview (to see what you’re about to print before wasting paper on it).
reports are the Access objects that give you the most printing and formatting options
This is Complete Basic 12 nos of video to get pass out
print records
Printing the Design view of your table isn’t as easy as clicking the Print button; as you may have noticed already, the Print button isn’t available when Design view is displayed. Luckily, Access includes a cool feature called the Documenter dialog box to help you document your database. To print your field definitions with field properties, follow these steps:
- Click the Database Documenter button in the Analyze group on the Database Tools tab of the Ribbon. Access displays the Documenter dialog box, (Your Documenter dialog box will show different objects.)
- Click the Tables tab to display a list of tables in your database.
- Select the table definition(s) you want to print by clicking the check box in front of the table name. Alternatively, click the Select All button to get the whole enchilada — all the tables.
- Click the Options button to display the Print Table Definition dialog box,
- Select the aspects of the table definition that you want to print; then click OK to close the dialog box. The Documenter dialog box makes its return.
- Click OK in the Documenter dialog box to display the object-definition report in a form that can be printed. The contents of the report depend on the settings you selected in the Print Table Definition dialog box (Step 5), but the default display shows the following:
- The properties of the table at the top
- The name of each field with its properties
- How the table is related to other tables in the database
- The table index fields
- The primary key
- Click the Print button on the Print Preview tab of the Ribbon to print the report.
Printing the Relationships Window , just follow these steps:
- Make sure that the Relationships window is open and looks just the way you want the printed copy to look.
- Click the Relationship Report button in the Tools group on the (Relationship Tools) Design tab. The printer won’t start churning right away. Instead, a preview of what the printer will print appears in a new tab.
- Click the Print button in the Print group on the Print Preview tab. Now the printer actually prints the relationships.
- Click the Close Print Preview button in the Close Preview group on the Print Preview tab.
- Click the Close (X) button in the top-right corner of the Report Design window.
- When you’re asked whether you want to save the changes made in the report, click the No button. You return to the Relationships window.
- To close the Relationships window, click the Close (X) button in its top-right corner.
maintain backward compatibility
Summary: Find out which features have been changed or removed since Office 2010 was released.
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Audience: IT Professionals |
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You can use the following tables to find Office features that are changed or removed in Office 2013. |
Title |
Scope |
Type of Change |
Description |
Reason for Change |
Benefits |
Replacement |
Additional Information |
Access 2010 web database creation |
Access |
Fully removing the functionality |
Access 2010 introduced Access web databases that allowed you to build web databases and publish them to a SharePoint site. SharePoint visitors could then use your database application in a web browser. |
N/A |
N/A |
In Access 2013, you can create new Access web apps where the data and database objects are stored in SQL Server or a Azure SQL Database so that you can share the data within your organization using on-premises SharePoint 2013, Office 365 Small Business, or Office 365 Enterprise. |
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In Access 2013, you can open, design, and publish existing Access 2010 web databases, but you can’t create new Access 2010 web databases. |
Access Data Projects (ADP) |
Access |
Fully removing the functionality |
Removing the ability to open Access Data Project files. |
N/A |
N/A |
Access 2013 SQL-based databases will replace much of the benefit of ADPs. |
Changes in Access 2013 |
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There are three possible mitigations for ADPs: |
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Convert the ADP to an Access App solution. |
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Convert the ADP to a linked Access Desktop Database. |
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Convert the ADP to a full SQL-based solution. |
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Import objects into an ACCDE file and then create linked tables to the existing data by using an earlier version of Access. |
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Access support of Jet 3.x IISAM |
Access |
Removing support because the Jet 3.x IISAM driver is no longer available. |
An Access 97 user can no longer open an Access 97 database in Access 2013. To upgrade, the user must open the file in Office 2010 or an earlier version, and then open it in Office 2013. |
N/A |
N/A |
ACCDB is the recommended format for desktop databases. |
N/A |
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This change affects databases that are linked to Access 97 databases. |
Open the Access 97 database file in an earlier version of Access and convert it to a later version. Access 2013 supports Access 2000 and later versions through Access 2010. |
PivotCharts and PivotTables |
Access |
PivotCharts and PivotTables are removed |
There are no options to create PivotCharts and PivotTables in Access 2013. |
Office Web components are no longer supported. |
Better charting capabilities in Excel. |
Use enhanced PivotChart and PivotTable capabilities in Excel. |
For background on the Office Web components life cycle, see the following blog post: Office Web Components "Roadmap". |
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Charts that are not PivotCharts and that use the MSGraph component are still available in Access 2013. Charts that are created by the Chart Wizard component are still supported. |
dBASE support removed from Access |
Access |
Fully removing the functionality |
dBASE support is removed so that the user can no longer connect to an external data dBASE database. |
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Access Data Collection |
Access |
Fully removing the feature |
Cannot create new Data Collection forms. |
The data collection feature enabled customers to create data collection forms and send those forms as an e-mail message. When customers returned those e-mail messages, the data was processed and stored in an Access database. Access 2013 cannot create new forms. Access 2013 enables processing data collection forms that are created in earlier versions of Access. |
N/A |
N/A |
N/A |
Access 2003 toolbar and menus |
Access |
Fully removing the feature |
You can no longer create Access 2003 toolbar and menus that display in Access 2013. Access 2003 toolbars and menus are displayed in Access 2007 and Access 2010 without the Ribbon. They will not display in Access 2013 but will appear in the Add-ins tab in Access 2013. Custom Ribbon commands are supported. |
Removing legacy feature. |
N/A |
Toolbars display in the Add-ins tab on the Ribbon. Custom Ribbon commands are also supported. |
N/A |
Access Replication Options |
Access |
Fully removing the feature |
When opening a .mdb file in Access 2010 or older, the Replication Options displays in the Ribbon Database Tools tab. This option is removed from Access 2013 |
Removing legacy feature. |
N/A |
N/A |
N/A |
Access Source Code Control |
Access |
Fully removing the feature |
The Source Code Control add-in lets Microsoft Visual SourceSafe or other source code control systems integrate to allow check-in/check-out of queries, forms, reports, macros, modules, and data. The Developer Source Code Control is not available as an add-in for Access 2013. |
Removing legacy feature. |
N/A |
N/A |
N/A |
Access Three-State Workflow |
Access |
Fully removing the feature |
The entry points for workflow are no longer available. In UI Macros the Workflow commands are not available. If you open an existing Access 2010 database that has UI Macros with StartNewWorkFlow or Workflow tasks, Access displays a warning. |
Removing legacy feature. |
N/A |
N/A |
N/A |
Access Upsizing Wizard |
Access |
Fully removing the feature |
The Upsizing Wizard lets you scale up Access database tables to a new or existing Microsoft SQL Server database. This feature is removed for Access 2013 |
Removing legacy feature. |
N/A |
N/A |
N/A |
Access Package Solution Wizard |
Access |
Fully removing the feature |
The Package Solution Wizard enabled you to package an Access desktop database file together with Access Runtime and to distribute the files to others. |
Removing legacy feature |
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Rather than package up a desktop database for distribution to others, the better way to go in Access 2013 is to create an Access app. You can save an Access app as a package to submit to the Office App Marketplace or an internal corporate catalog. |
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If you do create a desktop database that you decide you want to share with others who may not have a full version of Access 2013 installed, you can give the database to others and have them download the Microsoft Access 2013 Runtime. |
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save databases as templates
save databases to external locations
To quickly upload an Access database to a SharePoint site, follow these steps:
- Choose File→Save As. Access enters Backstage view.
- In the "Save Database As" list on the right, choose SharePoint.
- Click the big Save As button. The "Save to SharePoint" window appears. It looks like an ordinary Save window, except it's pointed at your network.
- Browse to your SharePoint site. If your SharePoint server is on a local network, you may be able to see it in the network listing provided by the "Save to SharePoint" window. If so, doubleclick it. If not, you need to type the URL that points to your SharePoint site. To do that, click in the blank space inside the address box at the top of the "Save to SharePoint" window; the word "Network" becomes selected. Then type in the SharePoint URL and press Enter. Either way, the "Save to SharePoint" window will contact your SharePoint server and display its contents
- Double-click the Documents or Shared Documents folder. The exact naming depends on how your SharePoint server is configured.
- Click Save. Access uploads your database to SharePoint. To see it, visit the SharePoint site and click the Documents link in the navigation panel.
export to alternate formats
Access has fantastic support for getting data into and out of your database by using import and export procedures. You can import data into existing tables, or create new tables as the data is imported. In this section, we demonstrate the most popular formats for exchanging data. Access exports to the same formats that it imports (as listed earlier in the chapter). Access also exports to PDF (Adobe Acrobat files), XPS (XML Paper Specification), Microsoft Word, and to an e-mail attachment. Export Formats The Print Preview tab is a bit of an oddity, because it includes a few commands that don't have anything to do with printing your report. The commands in the Print Preview→Data section let you take a snapshot of the current report data, and then export the snapshot into some other type of file so you can view it outside of Access or work with it in another program. This technique is a great one to use if you want to share some data with other people (read: impress the boss).
Although Access supports many different export formats, you'll use just a few of them with reports. The useful formats for exporting reports include:
- PDF or xPS. This option lets you preserve your exact report formatting (so your report can be printed), and it lets people who don't have Access (and possibly don't even have Windows) view your report. It's one of the most popular export options. For more information about the PDF and XPS formats,
- Word. This option transforms your report into a document you can open in Microsoft Word. However, the format Access uses is a bit clumsy. (It separates each column with tabs and each line with a hard return, which makes it difficult to rearrange the data after the fact in Word.) A nicer export feature would put the report data into a Word table, which would make it far easier to work with.
- HTML Document. This option transforms your report into a rich HTML document, suitable for posting on the Web or just opening straight from your hard drive. The advantage of the HTML format is that all you need to view it is a Web browser (and who doesn't have one of those?). The only drawback is that the formatting, layout, and pagination of your report won't be preserved exactly, which is a disadvantage if someone wants to print the exported report.
You can export data by using a table, query, form, or report. Using a query allows you to choose only the required subset of data, rather than including all the columns and rows in the underlying tables of data.
- In the navigation pane, highlight the object you want to export.
- Click Excel in the Export group on the External Data tab.
- Type a file name for the exported file.
- Choose the file format.
- Click OK.
- If you will be repeating this operation later, select the Save Export Steps check box.
- Click Save Export.
Exporting data as PDF documents Exporting a report to a PDF is slightly different than exporting it to any other format, due to the fact that PDF and XPS exporting ability started out as a separate plug-in (in the dark ages of Access 2007). A great feature in Access is the ability to easily facilitate exchanging information in the PDF file format. This allows you to export a complex report as a PDF file. Access also supports the alternative Microsoft standard XPS (XML Paper Specification). Exporting data in PDF format is not limited to exporting a report. You can also export data in tables, queries, and forms in PDF format.
- Select an object in the navigation pane.
- Click PDF Or XPS in the Export group on the External Data tab.
- Click Options to display other publishing options.
- Click OK.
- Click Publish to export the data.
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