Supersizing Your Databases Via Microsoft Access

As you begin storing important information in regard to the workings of your business it is helpful to be able to save all the data in one location

. Microsoft Access gives you the option of creating vast databases that contain an array of files and attachments. For example, if you are trying to locate address details of a supplier on a table you no longer need to look elsewhere for this information, as it can be attached to records within databases.

The innovative software means that banks of information that you create can hold a lot more data than just figures. As well as additional written information attached to databases, you can link files containing images, photos and spreadsheets to them. This has the advantage that it can save you time that you may have spent searching for extra details, while also modernising your virtual filing system.

When you create a database in MS Access you can design a medley of documents that show important data, such as mailing lists, customer addresses and your tax returns. Data can be displayed in tables, graphs and spreadsheets, all of which can be summarised with the help of reports.

In order to learn how to correctly link databases to attachments you may like to embark on a training course designed to show you the great benefits that MS Access can bring to the running of your company. For instance, on a spreadsheet you may have the name of a customer and the total of their orders placed with your business. By creating a new field you will be able to add an array of extra information regarding your customer, such as details of their last orders and shipping details.

As well as learning how to upload attachments to relevant fields in your databases, you may also find it useful to see how you can keep data contained in the files up-to-date. For example, if you are storing employee details, such as addresses, via attachments at some point you may have to alter information as workers' circumstances change.

MS Access allows you to open the Attachment's dialogue box, which will enable you to make changes to some uploaded files. Up-dates are made to documents in the files they were first created in, so if your attachment features an employee's address in a Word document, you will be required to make changes in this format.

The software makes sure that files you have uploaded to complement other data, such as that found in spreadsheets, are easy to manage. As well as up-dating attachments it is possible to save them in other locations if necessary. This involves you using the Attachment's dialogue box to choose where you would like the file placed, meaning it can be sent to or shared with other web users.

You are also free to delete these attachments if they are no longer necessary, for example if you have attached information concerning a supplier's products that are no longer available you can delete this option from the file. Files sizes for uploaded attachments can measure up to 256 megabytes each in order for them to be successfully linked to your tables and reports. However, MS Access helps you to save space via its automatic compression of content so you can enrich your databases with as much information as possible.

by: Rich Talbot

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