To start importing your data, follow these steps.

Step 1: Open Access and create a blank database. Once you have done this, Access automatically brings up a table. You can close this table as it isn’t needed.

Step 2: Click the External Data tab at the top of the page and then select Excel in the Import category which will in turn bring up the Get External Data – Excel Spreadsheet wizard to help you input the data.

Step 3: Browse for the worksheet which contains the information that you would like to put in the Access database and then select the button labeled Import the source data into a new table in the current database. Click on OK to continue.

Step 4: If you have different worksheets in the same document, select which worksheet it is that you want to import and then click Next to continue.

Step 5: Next, if the spreadsheet you’re using has column heading in its first row, click the box, if not names will be generated and you’ll be able to change them later on. Then you click on Next again.

Step 6: The next screen gives you the option to leave any column that you don’t want to import out. In order to do this, you start by clicking on the first column in the preview area. If you don’t want to import that column into the table, put a check mark in the box next to Do not import field and move on to the next column. To change the name of a field, use the Field Name box to change it and then just select which type of data is in the column itself.

Step 7: Next you have to choose a Primary Key if you want one.

Step 8: Input a name for the table in the box under Import to Table and then click Finish.

Step 9: You’ll now be asked whether you want to save the import steps or not. If you are importing more than one worksheet with the same layout then you can choose this option to save you time importing future worksheets. Click close and your new table will be shown in your database.

Before you start the diagnostics:

• Run the diagnostics when you do not need to use your computer
• Make sure you are connected to the Internet
• Close other programmes
• Make sure you have Microsoft Office installation disk in case there are problems and your program will need an access to the disk to repair

If Microsoft Word, Excel, PowerPoint or Access are still working then to start the Microsoft Office Diagnostics follow the steps:

1. Click the Microsoft Office Button , and then click Word Options (or Excel Options or PowerPoint Options or Access Options)
2. Click Resources
3. Click the Diagnose button
4. Click Continue, and then click Run Diagnostics.

If InfoPath, OneNote, Outlook, Publisher, Project, SharePoint Designer, or Visio are still working then to start the Microsoft Office Diagnostics follow the steps

1. On the Help menu, click Office Diagnostics.
2. Click Continue, and then click Start Diagnostics.

If any of the above programmes has crashed so badly that they not start, you can run Office Diagnostics from the Start menu.

1. In Windows, click the Start button
2. Point to All Programs, then to Microsoft Office and then to Microsoft Office Tools
3. Select Microsoft Office Diagnostics

To check which tests are available read Tips and Tricks: Microsoft Office 2007 – Why Use Microsoft Office Diagnostics?

Want more tips? Click on Microsoft Tips & Tricks

Microsoft Office Diagnostic is a tool included in Microsoft Office 2007 pack, allowing you to run a series of diagnostic tests that can help you discover why your computer is crashing. These tests will either solve problems directly or may help you with the ways to solve them.

These are the diagnostics that are run:

Setup Diagnostic – Files and registry are checked for errors occurring due to viruses or by hardware that is faulty or incorrectly configured. While running for about 15 minutes, the test may require the original installation source.

Disk Diagnostic – Hard disk is examined for errors logged by the Windows system and SMART (Self-Monitoring, Analysis and Reporting Technology) feature of your hard disk (if provided by disk drive manufacturers) to notice potential hard disk failure.

Memory Diagnostic – Random Access Memory (RAM) is verified for integrity.

Update Diagnostic – Your computer is tested as to whether it has the latest updates installed to make Microsoft Office more stable. You can install updates from Microsoft Office Online.

Compatibility Diagnostic – Different versions of Microsoft Office are checked for conflicts, as two different versions of Office installed on your computer can cause instability.

Check for Known Solutions – The crash report is tested and checked against the database of Microsoft’s crash cases for available solutions.

To find out how to run diagnostics, read How to Fix Errors Using Microsoft Office Diagnostics.

So why do IT professionals react against the idea of Access as a possible database solution?

Reason 1: It grows

Access is frequently used for everyday work activities – even when a larger, more powerful system is available. Sometimes a relatively small-scale Access database outgrows its original purpose to become central to an organisation. The challenge at this stage for IT professionals is to put a lot of work into revamping or upgrading the Access database. This is where some of them get grumpy. They want to know why the system wasn’t developed with a more sophisticated platform from the start. But unless you’re good at reading tea leaves, it’s not easy to look into the future and see how important an Access database is going to become for a company. The secret at this stage is to adapt the database to suit the changing needs of the business.

Reason 2: It needs support

The average Access database isn’t created by an IT professional. It’s set up by anyone from an office administrator to a sales manager. Any person who needs to store, manage and analyse information, basically. Which means it’s often not seen by an IT professional until there’s a problem. The glitch might be due to too much information, lack of training or the need for a new feature. The IT person might be called on, but not want to help because of the complexity of sorting it out. This is why in some companies, IT departments have banned the use of Access. But this is missing the point. The best approach is to assess how Access could work as an asset for an organisation.

Reason 3: It’s not professional

IT professionals can be tough critics. Some of them see Access as a toy instead of a real database and won’t use it. This could be something to do with the fact that a lot of Access developers are from a non-programming background. Unfairly, this prevents IT professionals from recognising the potential of Access. Perhaps they’re a little bit jealous. After all, Access is the most popular desktop database on the market.

Reason 4: It’s too easy

What’s wrong with something being easy to use? A lot, according to some people. Believe it or nor, there are IT professionals out there who won’t use Access precisely because it’s too simple to use. Daft, isn’t it? That’s exactly why clever people use it. It’s flexible, fast and it can help resolve a range of issues.

Reason 5: It’s not strategic

Access is so versatile it’s often the basis for a database used by just a few people. This type of database usually has one clear purpose and gets on with the job. In contrast, at enterprise level, an organisation will use highly complex, powerful and expensive to develop databases to drive its needs. Some IT professionals have a problem with organisations that don’t use these powerful databases at all levels. But why apply one answer to a whole range of different issues? After all, a flexible approach can help an organisation get the best out of IT, at every level.

First of all select or click in the Date/Time field. Then do one of the following:

1. Type the date or time

 

Or

 

2. Click the date picker, located to the right or left of the field. From the appearing calendar control click Today

  

Or

 

3. Select a day in the current month.

 

Or

 

4. Press simultaneously <CTRL> and <:> keys on a keyboard

Access will add the current date to the record.

It will certainly take a while to adjust to a new Menu. So what you can do to locate where your favourite Office 2003 commands are in the new Office 2007 interface?

Microsoft developed visual, interactive reference guides to help you quickly learn where things are. You can download and install them on your computer.

The only downside to it is that you have to download these guides for each of the Office 2007 Applications.

If you are not sure if it will help it, try an online demonstration from one of those listed at Microsoft Office Online.

If you are happy to proceed, use the following links to download command reference guides for each of the Office applications:

Word 2003 to Word 2007 interactive command reference guide

Excel 2003 to Excel 2007 interactive command reference guide

PowerPoint 2003 to PowerPoint 2007 interactive command reference guide

Outlook 2003 to Outlook 2007 Interactive Command Reference Guide

Access 2003 to Access 2007 interactive command reference guide

To set an option that automates this process every time the database is closed:

1. Open the Access database that you want Access to compact automatically.
2. Click the Office Button , and then click Access Options.
3. Click Current Database and, from Application Options, select the Compact on Close check box.

Before the release of Office 2007 we had to either buy Adobe Acrobat for about £450 in order to convert Office files into PDF format, or install a third party software solution.

With the release of Microsoft Office 2007, Microsoft introduced a file format called XPS. It is similar to PDF in that you can save a file to this format and share or print it at a later date. This XPS format is not the global standard, and not many people know what it is when they receive it.

The following Office applications can be used to convert files to PDF format:

• Access
• Excel
• InfoPath
• OneNote
• PowerPoint
• Publisher
• Visio
• Word

In order to convert files, you need to install 2007 Microsoft Office Add-in: Microsoft Save as PDF or XPS. 

Let’s use Microsoft Word application to convert a Word file into PDF format.

1. Open a Microsoft Word document you want to save in PDF format
2. Click the Microsoft Office Button , and then navigate to Save As, and click PDF Or XPS.

 

 

3.  In Save as Type, make sure that PDF is selected.

 

 

If you want to open the file immediately after saving it, select the Open file after publishing check box. This check box is available only if you have a PDF reader installed on your computer.

 

4. Click Publish to create your PDF.

Let’s say you have a table in Microsoft Access with your Customer names and Invoice date:

Your invoices should be paid within 30 days of issue. In order to find overdue accounts you can create a filter that compares today’s date with the Invoice Date in the table.

1. Open the Query in Design View
2. Select the field for the filter and in the criteria row enter <Date()-30

After running the query you will receive records for customers, where the Invoice Date is 30 days before today’s date.

Never forget another birthday again!

It’s true – Microsoft Access can help you remember every important date. Its personal address book feature allows you to create a database with useful information about your nearest and dearest. It provides an individual record for each one of your contacts which includes name, address, telephone number, email and other details including birthdays, anniversaries and upcoming social events. Want to plan ahead?  You can even use Access to generate reports of birthdays or other special events for a particular month.

Keep track of your home contents

You might not want to think about it, but it’s important to be prepared for the worst. If you were burgled would you have the information you need to give to your insurers? With Microsoft Access training you could learn how to use Access to create a database or inventory for insurance purposes. This will allow you to keep key information together – manufacturer, model, purchase price and more. You can even create reports to list your home contents in order of value.

Get a taste for a database

Keen to keep up with a healthy eating plan? Try adding a nutritional database into your daily routine. Used properly it can help you to keep track of your weight, calorie intake, exercise regime – and even record your favourite recipes.

Keep tabs on your collections

Got a hobby? Whether you collect antiques or AC/DC records, Access allows you to keep track of all the vital information on your prized possessions.

Stay on top of your finances

Staying in control of your personal finances is more important than ever these days. But it’s not always easy to keep track of your spending. Why not use Access to create a database and keep a closer eye on your personal account transactions? You could also create regular reports to see exactly what’s going in and out of your account at particular times.