Become a Cost Saving Hero in Your Organization With 'Free' Microsoft Access Licenses

Audit an Access database application that has been constructed and I'm frequently hired to carry out and re-developed over the years due to:

The programmer (perhaps a former employee) has since left the organisation and left no documentation.

A person has inadvertently locked a database and cannot obtain access which necessitates an official 'hack'.

Some of the components to the Access database has been lost and users need some new functions added.

New administrators have been given a database and would not have sufficient knowledge to expand the system reports.

The customer needs an honest view on how well (or poorly) designed an Access database has been built and executed.
But with a little training and know how, there are some basic but easy jobs that users comprehend an Access database and can carry out to break down.

I have 5 tips that are common to help you

With most well designed Access database systems, you generally start with a welcoming screen (an Access form) which should be disabled when starting the application and instead get either the database window (Access 2003 or earlier) or the navigation pane (Access 2007 and later). You must hold down the SHIFT key in the computer keyboard before starting the program which will 'ByPass' the startup form and take you to the background environment.

<p>With the database window or navigation pane, you must ensure that all items are visible (as some could well be hidden). This can require which you switch to the 'Show Hidden Objects' switch that is located in either the 'Tools', 'Options' menu (Access 2003 or earlier) or the 'Office/Backstage' buttons (Access 2007 or later).

Together with the observable tables, ascertain when they're local (physical) tables or linked tables to other databases (including Microsoft Access). This really is easily identified by the icon. A straightforward table icon (which looks like a table grid) is a genuine physical table plus a link table has a blue pointing arrow (to the right) with the same icon symbol. If you database is using linked tables, you will need to source the database file and audit that system too (probably first). More information you can found at

A useful utility known as the 'Database Documenter' may be run to make a long and comprehensive report of all selected items which covers the design elements, indexes and security (where applicable). This an extremely comprehensive report but it shows the technical information needed to know the arrangements in your database. Search the Access help to really know the way to run his software - it is user friendly.

Another useful utility is really to run the 'Object Reliance' application to get a selected object which exhibits a window pane show what other things that have a relationship which depend on the chosen item as its source. Again, make use of the Access help system to locate the way to run it.
You'll need to set some time aside to perform the preceding endeavors especially if it is fairly a big database (say over 100 items joined) but with patience and determination you'll shortly have documented your personal Access database and take control over it.

Another tip for you! Most Microsoft Access database systems are relational (RDBMS) and it is possible to go and check the 'Relationship Window' to see and develop a map of your database structure that may help in discovering how your tables (and queries) are joined together. Our