What s New in Access 2007 This document provides a general overview of the new and improved features in Microsoft Access 2007. Opening Assurances 1. Functionality is the same; how we interact with the interface is different. 2. Databases made in previous versions of Access can be opened in Access 2007. 3. Databases created in Access 2007 can be saved in previous versions. a. Exception: Certain new data types and features can be used only in the Access 2007 file format and are not supported by earlier versions of Access. If your database contains any of these features, and you attempt to save it as an earlier version database, Access displays a message and does not convert the database. The New Look 1. Microsoft Office Button a. The Button is found in the upper-left corner of the screen. b. It includes the functionality of the File menu and the features available in the Tools > Options dialog box from previous versions of Access. 2. The Ribbon a. The Ribbon replaces the menu bars and toolbars from previous versions of Access. b. It keeps commands visible while you work instead of hiding them under menus and toolbars. c. The Ribbon has 3 components. i. Tabs are designed to be task-oriented; they represent an activity area. ii. Groups within each tab break a task into subtasks. Tab iii. Command buttons in each group carry out a command or display a menu of commands. Group Command Button Information Technology Services, UIS 1
3. Quick Access Toolbar a. This toolbar can be found to the upper-left of the Ribbon. b. It contains everyday commands, like Save and Undo. c. It is customizable, so you can add your commonly used commands. i. Right-click on a command to add it to the Quick Access Toolbar. 4. Dialog Box Launcher a. This small arrow in the lower-right corner of a group indicates that there are more detailed or advanced options available. Clicking on the Dialog Box Launcher in the Font Group brings up the more detailed Datasheet Formatting dialog box. New Features in Access 2007 1. Access 2007 includes a suite of professionally designed database templates that make creating a database even easier. Information Technology Services, UIS 2
a. Each time you start Access, the Getting Started with Microsoft Office Access page appears, which lists several templates ready for use. b. Each template comes with predefined tables, forms, reports, queries, macros, and relationships. 2. Field templates are also available. You can drag the desired fields directly from the Field Templates pane to a datasheet, and the fields come complete with name, data type, length, and preset properties. 3. Two new views have been added. a. Layout view has been added to help speed the design of forms and reports. Design view is still available for detailed work, but much of the tweaking of forms and reports can be done in Layout view, while the actual data is still being displayed. b. Report view allows you to browse your report without having to print or print preview. Information Technology Services, UIS 3
4. Split forms allow you to create a form that combines Datasheet view and Form view for fast browsing of data. Form View Datasheet View 5. Open objects are now shown as tabs in the Access window, allowing you to easily switch between objects. 6. The Create tab allows you to quickly create new objects in just one click. 7. The new Attachment data type allows you to easily store all types of files in your database without any unnecessary growth in database size. a. Access 2007 compresses the attachments to minimize space usage. Information Technology Services, UIS 4
Improved Features in Access 2007 1. Datasheet view has been enhanced with a Total row, in which you can display a sum, count, average, maximum, minimum, and more. In addition, you can alternate the background color for rows, allowing for shading every other row. 2. The Database window has been replaced with the Navigation Pane. The Navigation Pane allows you to organize your objects in a variety of ways, as well as in custom groups that you create. You can also collapse the Navigation Pane so that it takes up little space. 3. Sorting and filtering tools have been enhanced, allowing you to quickly focus on the data that you need. Information Technology Services, UIS 5
Saving Databases 1. Saving for Use in a Previous Version a. Access 2007 comes with an option to save your database in an Access 2002-2003 or 2000 format. i. Access closes the original database and opens a new copy of the database in the format that you specified. Any changes that you make to the database affect only the new copy. To make changes to the original database, you must reopen the original database. ii. Certain new data types and features can be used only in the Access 2007 file format and are not supported by earlier versions of Access. If your database contains any of these features, and you attempt to save it as an earlier version database, Access displays a message and does not convert the database. b. Databases saved in the 2007 format will end with the extension.accdb. c. To save a file, click on the Microsoft Office button and choose Save or Save As. 2. Save as PDF a. With a free download from Microsoft, you can also export files to a PDF (portable document format) format or an XPS (XML paper specification) format. b. To download the free add-in to export files to a PDF or XPS format, i. Click the Microsoft Office button, point to Save As, and then click Find add-ins for other file formats. ii. The Microsoft Help window will appear. Click the link to Install and use the Save as PDF or XPS add-in from Microsoft. iii. Then click the link for Microsoft Save as PDF or XPS Add-in for 2007 and follow the onscreen instructions. c. Once the add-in has been installed, to save a file as a PDF or XPS, click the Microsoft Office button, and then choose Save As. Information Technology Services, UIS 6