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Navigating the New Access 2007 User Interface

May 18, 2007

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Navigating the Home and Create Ribbons

The Home, Create, External Data, and Database Tools ribbons vary only slightly as you change objects, operating modes, screen resolution, or window width. Access enables or disables a few command buttons and gallery items in response to changes of object type and view. Familiarity with the Home and Create ribbons is required to get up to speed with Access 2007, so this chapter covers these ribbons in detail.

The Home Ribbon

Figure 3.7 is a multiple-exposure, split view of the Home ribbon for table Datasheet view in 1,024x768 resolution. The View, Font Color, Text Highlight Color, Refresh All, Advanced Filter Options, and Go To galleries are open.

Figure 3.7 Control buttons on ribbons haven't replaced all hierarchical Office menus. Drop-down galleries and context menus substitute icons, lists, or both for earlier Access versions' conventional Windows menu choices.

Table 3.2 lists the Home ribbon's command buttons, keyboard shortcuts (also called KeyTips), and actions. Press Alt+H to activate the KeyTips, release the Alt key, and then sequentially press the keys shown in the Shortcut column.

Table 3.2. The Home Ribbon's Command Buttons and Their Actions in Table Datasheet View

Icon	Command Button	Shortcut Alt+H, ...	Command Action
Views Group
	Datasheet View	W, H	Changes to Datasheet view
	PivotChart View	W, O	Changes to PivotChart view
	PivotTable View	W, V	Changes to PivotTable view
	Design View	W, D	Changes to Design view
Clipboard Group
	Paste	V, P (Ctrl+V)	Pastes Clipboard content
	Paste, Special	V, S	Pastes Clipboard content in selected format
None	Paste, Append	V, N	Inserts records copied to the Clipboard
	Cut	X (Ctrl+X)	Cuts selected content to the Clipboard
	Copy	C (Ctrl+C)	Copies selected content to the Clipboard
None	Office Clipboard	F, O	Opens the Office Clipboard task pane
Font Group
	Format Painter	F, P	Copies the format from one object to another
None	Font, Face	F, F	Sets the focus to the Font Face list box
None	Font, Size	F, S	Sets the focus to the Font Size list box
	Bold	1 Ctrl+B	Applies bold attribute to selected text
	Italic	2 Ctrl+I	Applies italic attribute to selected text
	Underline	3 Ctrl+U	Applies underline attribute to selected text
	Align Left	A, L	Aligns selected text left
	Align Center	A, C	Centers selected text
	Align Right	A, R	Aligns selected text right
	Font Color	F, C	Opens font color picker
	Fill/Back Color	F, B	Opens fill/background color picker
	Gridlines	B	Opens gridlines gallery
	Alternate Fill/Back Color	F, A	Opens fill/background color picker for alternate rows
None	Datasheet Formatting	L	Opens the Datasheet Formatting dialog (see Figure 3.8)
Rich Text Group (for rich-text-enabled Memo fields only)
	Decrease List Level	A, O	Decreases rich-text indent level
	Increase List Level	A, I	Increases rich-text indent level
	Left-to-Right	A, F	Enables changing rich-text entry direction
	Numbering	N	Starts a rich-text numbered list
	Bullets	U	Starts a rich-text unordered list
	Text Highlight Color	I	Opens a color picker to highlight selected rich text
Records Group (see Chapter 6)
	Refresh All	K, R	Regenerates the Recordset and repaints the Datasheet
	New Record	K, N Ctrl++	Moves to the tentative append record
	Save	K, S Shift+Enter	Saves changes to a record
	Delete	K, D (Del)	Deletes the selected (current) record
	Totals	T	Toggles the appearance of a totals row below the tentative append record
	Spelling	S (F7)	Starts the spelling checker for the selected object and opens the Spelling: Language dialog (see Figure 3.9)
	More choices	P	Opens a context menu with Datasheet formatting
Sort & Filter Group (see Chapter 7)
	Sort Ascending	E	Sorts the selected field/column in ascending (A–Z) order
	Sort Descending	D	Sorts the selected field/column in descending (Z–A) order
	Clear All Sorts	F, R	Removes sorts from all fields/columns
	Filter	Q	Opens the filter context menu for the selected field/column
	Selection	O	Opens a context menu that lets you filter records by selection
	Advanced Filter/Sort	FV	Opens a context menu that lets you choose advanced filter/sort features
	Toggle Filter	J	Alternately applies and removes the current filter
Find Group (see Chapter 7)
	Find	F, D Ctrl+F	Opens the Find and Replace dialog with the Find page active
	Replace	R Ctrl+H	Opens the Find dialog with the Replace page active
	Go To	G	Opens a context menu with First, Previous, Next, Last, and New choices
	Select	H	Opens a context menu with Select and Select All choices

Figure 3.8 The Datasheet Formatting dialog consolidates most Datasheet appearance settings in a single location.

Figure 3.9 Access's Spelling: Language dialog is common to all Office 2007 applications.

NOTE

The QAT and ribbon UI comprise a window that's independent of the Access window that contains the Navigation pane and tabbed documents. When you press Alt once or twice to set focus to the ribbon window and display the KeyTips, pressing the left or right arrow key cycles focus through the primary and context-specific ribbons, QAT, and Office button. Pressing Tab or an arrow key cycles the focus through the selected ribbon's command buttons. You move between ribbon and command button selection with the up- and down-arrow keys. Pressing Enter with a command button selected executes its action.

Context-specific Table Tools Ribbons

Opening any Access object except a module in Design view adds one or more context-specific ObjectType Design Tools ribbons. Similarly, opening a form or report in Layout view adds ObjectType Layout Tools ribbons. Opening a table in Datasheet or Design view adds a Table Tools, Datasheet ribbon. Changing to Design view substitutes a Table Tools, Design ribbon. The following sections describe these two context-sensitive ribbons briefly.

The Table Tools, Datasheet Ribbon

Microsoft encourages Access users to create tables in Datasheet view, type data in the default empty column provided, add new columns as needed, and populate the new columns. As mentioned earlier, opening a new empty database creates an empty starter table. Alternatively, you can add a starter table by clicking the Create ribbon's Table button. In either case, the Table Tools, Datasheet ribbon opens by default.

TIP

You can discourage users from making table design changes in Datasheet view by clearing the Enable Design Changes for Tables in Datasheet View check box in the Application Options group of the Access Options dialog's Current Database page, as described in the later section "The Current Database Page."

To prevent users from changing options, you must split the database and secure the front end, as described in Chapter 19, "Linking Access Front Ends to Access and Client/Server Tables."

Figure 3.10 is a split view of the Table Tools, Datasheet ribbon for a database (in 1,024x768 resolution) that includes tables linked from SharePoint lists. The term SharePoint refers to Windows SharePoint Services (WSS) 3.0 or Microsoft Office SharePoint Server (MOSS) 2007.

Figure 3.10 The Table Tools, Datasheet ribbon for a database with tables linked to SharePoint adds a SharePoint Lists group with command buttons for common operational and maintenance duties for a site.

Table 3.3 lists the Table Tools, Datasheet ribbon's command buttons, shortcut keystrokes, and command actions. Like primary ribbons, you press Alt+H, release the Alt key, and then press the shortcut key. The Views button behaves identically to the same button on the Home ribbon. This ribbon doesn't have galleries, but three buttons open task panes, one button opens the Relationships window, and all buttons in the SharePoint Lists group open SharePoint pages.

Table 3.3. The Table Tools, Datasheet Ribbon's Command Buttons and Their Actions in Table Datasheet View

Icon	Command Button	Shortcut Alt+W, ...	Command Action
Fields & Columns Group (disabled for SharePoint lists)
	New Field	D	Opens the Field Templates task pane (see Figure 3.11, left) to select a data type and adds a field
	Add Existing Fields	X	Opens the Field List task pane (see Figure 3.11, center) to clone a field from any database table
	Lookup Column	L	Starts the Lookup Wizard to add lookup properties to a field
	Insert Column	I	Inserts a field to the left of existing columns
	Delete Column	T	Deletes the selected column
	Rename Column	N	Enables renaming the column, usually from Field1
Data Type and Formatting Group
None	Data Type	J	Lets you select one of Access's nine data types: Text, Memo, Number, Date/Time, Currency, Yes/No, OLE Object, Hyperlink, or Attachment (disabled for SharePoint lists)
None	Format	F	Lets you select one of Access's seven Number or seven Date/Time formats
	Unique	U	Adds a no-duplicates index to the selected field, which requires each cell value to be unique
	Is Required	Q	Prevents users from leaving empty cells in the selected field
	Apply Currency Format	A, N	Formats the Number data with the Windows default currency format
	Apply Percentage Format	P	Multiplies the Number data by 100 and adds two decimal digits (does not affect the cell value)
	Apply Comma Number Format	K	Adds comma (or dot) thousands separators and two decimal digits
	Decrease Decimals	0	Reduces the number of decimal digits
	Increase Decimals	9	Increases the number of decimal digits
Relationships Group
	Relationships	E	Opens the Relationships window to enable establishing or editing relationships between tables
	Object Dependencies	O	Opens the Object Dependencies task pane (see Figure 3.11, right)
SharePoint List Group (visible only when a table linked to a SharePoint list is selected)
	Default View	S, V	Opens the selected linked SharePoint list's default view page in an Access Web Datasheet ActiveX control (see Figure 3.12)
	Refresh List	S, R	Causes the table to rewrite the selected linked SharePoint list data to the local Datasheet
	Modify Columns and Settings	S, M	Opens SharePoint's Customize ListName page on which you can change the design of the selected list
	Alert Me	S, A	Sends you an email message when users make specific types of changes to the selected list
	Modify Workflow	S, W	Opens SharePoint's Change Workflow Settings: ListName page for the selected linked list
	Permissions	S, P	Opens the Permissions: ListName page for the selected linked list

Figure 3.11 Access 2007 relies on task panes for operations that are more complex than galleries can handle.

Figure 3.12 An Access database has a Categories table linked to this SharePoint Categories list. Paperclip icons in a column indicate that the column uses the SharePoint (or Access) Attachment data type.

The Table Tools, Design Ribbon

Changing to table Design view replaces the Table Tools, Datasheet ribbon with the Table Tools, Design ribbon shown in Figure 3.13. Table Design view is the better choice for designing tables than typing data items to generate an ad-hoc table structure. Design view and the Table Tools, Design ribbon expose many more field and table properties than Datasheet view and the Table Tools, Datasheet ribbon.

Figure 3.13 The simpler Table Tools, Design ribbon replaces the Datasheet version in table Design view. The field design grid and the Field Properties pane set values for individual fields. Property Sheet settings apply to the entire table.

Table 3.4 lists the Table Tools, Design ribbon's command buttons, shortcut keystrokes, and command actions.

Table 3.4. The Table Tools, Design Ribbon's Command Buttons and Their Actions in Table Design View

Icon	Command Button	Shortcut Alt+D, ...	Command Action
Tools Group
	Primary Key	P	Toggles the status of the selected column(s) as the primary key for the table
	Builder	B	Opens the Expression Builder dialog when entering Default Value or Validation Rule property values
	Test Validation Rules	V	Tests new or modified validation rules with existing data
	Insert Rows	I	Inserts a new field grid row above the current row
	Delete Rows	R	Deletes the selected field grid row(s)
	Lookup Column	L	Inserts a new field grid row and starts the Lookup Wizard
Show/Hide Group
	Property Sheet	H, P	Toggles visibility of the Property Sheet pane
	Indexes	X	Opens the Indexes: TableName dialog to add indexes on fields other than the primary key field

TIP

Almost all nontrivial databases contain more than one table because a single-table database is the functional equivalent of a spreadsheet or a SharePoint list. Before you design a table for a production database that requires two or more related tables, read—or at least skim—Chapter 4, "Exploring Relational Database Theory and Practice," and Chapter 5, "Working with Access Databases and Tables."

Many novice database designers find the usability or performance of their application deteriorates greatly as the number of table rows increases. Changing table design to overcome deficiencies after users enter large amounts of data is time-consuming, frustrating, and prone to errors. Starting your first database project with one of the many Access database templates, even if you must modify it to suit your application, provides a reasonable degree of assurance that you won't "design yourself into a nonrelational corner."

The Create Ribbon

You use the Create ribbon to add new table, query, form, report, macro, and module objects to Access databases (see Figure 3.14).

Figure 3.14 The Create ribbon lets you add new Access objects to your database and take advantage of table and field templates, when applicable.

Table 3.5 lists the Create ribbon's command buttons, shortcut keystrokes, and command actions.

Table 3.5. The Create Ribbon's Command Buttons and Their Actions in Table Datasheet View

Icon	Command Button	Shortcut Alt+C, ...	Command Action
Tables Group (see Part II of this book)
	Table	T, N	Adds a new table with a single field in Datasheet view
	Table Templates	L	Opens a gallery that contains the following five command buttons
	Contacts	L, C	Adds an Outlook-compatible list for individuals from the Contacts and other application templates
	Tasks	L, T	Adds a task list that's suitable for managing a group's activities (from the Tasks application template)
	Issues	L, I	Adds an issue list that might be used for bug reporting and the like (from the Issues application template)
	Events	L, E	Adds a date-based list for scheduling events (from the Events application template)
	Assets	L, A	Adds a list that's designed specifically for tracking fixed assets (from the Assets application template)
	SharePoint Lists	S	Opens a gallery that contains the following six command buttons
	Contacts	S, C	Generates a Contacts list in the designated SharePoint site and links it and a User Information List to an Access table
	Tasks	S, T	Does the same for a Tasks list and table
	Issues	S, I	Does the same for an Issues list and table
	Events	S, E	Does the same for an Events list and table
	Custom	S, U	Generates a basic SharePoint list with visible ID (AutoNumber), Title (Text), and Attachments (Attachment) fields, as well as 11 hidden SharePoint-specific fields and links it to an Access table
	Existing SharePoint List	S, X	Lets you import or link the data from a SharePoint list you specify to an Access table
	Table Design	T, D	Adds a new Access table in Design view
Forms Group (see Chapters 14 and 15)
	Form	F, M	Generates a formatted columnar form from the selected table or query and adds a Datasheet subform bound to a related form, if present
	Split Form	P	Generates a formatted columnar form and a Datasheet from the selected table or query
	Multiple Items	M	Generates a formatted tabular list from the selected table or query
	PivotChart	C	Creates a form that contains a PivotChart control (see Chapter 18, "Adding Graphs, PivotCharts, and PivotTables")
	Blank Form	F, B	Creates an empty (blank) form in Layout view and opens the Field List pane
	More Forms	F, M	Opens a gallery with the following four command buttons
	Form Wizard	F, M, W	Starts the Form Wizard, which lets you create a columnar, tabular, Datasheet, or justified form from table fields or query columns you select with a format from one of 25 predesigned styles
	Datasheet	F, M, D	Creates a form that's indistinguishable from table Datasheet view
	Modal Dialog	F, M, M	Creates an empty modal dialog (overlapping window) in Layout view and opens the Field List pane
	PivotTable	F, M, T	Creates a form that contains a PivotTable control (see Chapter 18)
	Form Design	F, D	Opens a new blank form in Design view
Reports Group (see Chapters 16 and 17)
	Report	R, N	Generates a simple formatted list from the selected table or query with the same font size as forms and opens it in Report view
	Labels	B	Starts the Mailing Label Wizard to print mailing labels standard label sheets you specify
	Blank Report	R, B	Opens a blank report in Layout view for the selected table or query and opens the Field List pane
	Report Wizard	W	Starts the Report Wizard, which lets you base the report on a table or query you select, and add grouping, sort order, and format
	Report Design	R, D	Opens a new blank report for the selected table or query in Design view
Other Group (see Parts III and VII of this book)
	Query Wizard	Q, W	Opens the New Query dialog, which lets you select the Simple Query, Crosstab Query, Find Duplicates, or Find Unmatched Query Wizard to help you design a query from one or more tables
	Query Design	Q, D	Opens a new query in Design view and displays the Show Table dialog
	Macro	A	Opens a gallery with the following three command buttons
	Macro	A, A	Opens an empty standalone macro object for a nonembedded Access macro
	Module	A, M	Opens an empty VBA module in the VBA Editor application
	Class Module	A, C	Opens an empty VBA Class Module in the VBA Editor application

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