Office Solutions Archive

In this topic, we look at making Access Reports available to all – including those who do not use Access database or have Access runtime installed on their machines

If you are using MS Access as a line of business application, there would be times where you need to share reports with various people including possibly customers, employees and other stakeholders. Now not everyone would have MS Access installed on their systems, so it becomes imperative that you figure out a way to share Access report with non-users. Well it’s quite feasible to achieve the same if you follow the steps listed below.

Make Access Reports Available to Everyone

1. Export Reports in PDF or HTML and Other formats manually

One of the easiest ways of sharing reports involves exporting them into another format. In MS Access navigation pane, choose the report you wish to share and right click on it. Next, choose Export and select from a format like PDF to export the report. Once the report has been generated, you can share it with everyone.

2. Connect with Outlook for Sharing Reports Regularly

In later iterations of MS Access, it is possible to create an Outlook Task and ensure the reports are sent out regularly. To do so follow the steps listed below:

  1. From the Access, interface click on External data option.
  2. Next, click on Saved Export option and then choose to Create Outlook task.
  3. In the next screen check the task setting such as Due Data along with Reminder.
  4. If you wish the report to be sent regularly, choose the Recurrence option and follow the onscreen instructions to save the task.

You would be able to later run this task directly from MS Outlook.

3. Exporting Reports in Text Format

In MS Access you can also export reports in text format or RTF using the Export Wizard. The tool essentially allows you to customize the output. You get the option to output data with formatting while maintaining layout. It also allows you easily choose the output destination and also specify the output file name. Further, you can choose the option to automatically open the destination file once the export operation has been completed.

Keeping Data in MS Access Safe

When it comes to the commercial application of MS Access, a great many number of small and mid-sized businesses fail to give thought to data safety. While Access is easy to use, it is equally prone to crashes which make the underlying data inaccessible. Hence if you are using MS Access for commercial purposes, do make it a point to keep a tool like DataNumen Access Repair that can recover Access database files around. In cases where critical data becomes inaccessible, this tool can save the day as it can assuredly bring back data which normal tools like Access Compact and Repair may fail to achieve.

Author Introduction:

Vivian Stevens is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including mdf recovery and excel recovery software products. For more information visit www.datanumen.com

In this article, we look at the scene where the OS crashes, thereby compromising the Access data stored on it. We also look at specialized tools for extracting the Access files.

Owing to several parts that go in making a computer work, it is hardly a surprise that a computer OS crash can occur at any point in time. From a hard disk failure to a debilitating issue with system memory can lead to a computer crash. Now if you had MS Access files stored in the crashed system and wish to recover the same, use the steps mentioned below to achieve the same.

Recover Access Data from Crashed Operating System

Step 1: Connect Hard Drive to a Different Machine – Identify whether your hard drive is Functional

The first step you need to look at while trying to get back Access data from a crashed machine involves checking whether the hard drive is in working condition. To do so connect the hard drive as a slave drive on a different machine and try to read its contents. If you are able to view files on it, then just copy the Access files to a new machine. In some cases, the hard drive may not work at all. If the hard drive is simply not detected (check if it is getting detected in the bios during the start-up process), you may need to send in the drive to a data recovery service.

Step 2: Try to open the Access files in Normal fashion in the new machine

In the new machine, first, ensure MS Access is installed and then open the recently copied Access files in a normal fashion. If it does not open, recheck the MS Access version installed on the new machine.

Step 3: Use the Compact and Repair feature present in MS Access

If the Access files do not open up despite having the same version of MS Access present in the new machine, you need to look at performing a recovery operation by using the Compact and Repair option present in MS Access. To do so, just follow the steps listed below

  • Launch the MS Access application and then click on the Database Tools tab
  • Next move to the Tools group
  • Here you will find the Compact and Repair Option
  • Select the compromised file and use the onscreen instructions to recover Access data.

Step 4: Use a Specialized Access recovery tool

In some cases, it is better to use a specialized Access recovery tool like DataNumen Access Repair to get back your data in perfect shape. This powerful utility is capable of bringing back all data elements stored in MS Access files, including reports and Indexes with effortless ease. Further, the tool can also serve as a regular maintenance utility as it can break up large files into smaller ones when needed.

Author Introduction:

Vivian Stevens is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including mdf repair and excel recovery software products. For more information visit www.datanumen.com

While theoretically Access can support 255 simultaneous connections, in reality, bottlenecks arise at even 20 to 25 simultaneous users. In this article, we plan the deployment in a manner than 100 users can be simultaneously supported.

Many small businesses tend to grow over time both in business size and employee count. With Access being the preferred database for small business users, there are numerous cases where people using Access in their company suddenly found that their line of business application needs to handle numerous users at the same time. While some experts suggest dumping Access altogether if you have, say 50 to 100 simultaneous users, the choice may be difficult for small businesses. Creating another application from scratch that too with a different database platform can prove costly. In such scenarios, you should look at using MS Access in an optimal manner and a well-designed Access application can even handle 200 simultaneous users at one time. Just follow the roadmap below to ensure your Access application can handle multiple users at the same time

Design an Access Application that Can Sustain 100 Simultaneous Users

1.      Split the Access Database and use privileges to restrict write access.

If you are looking to support numerous users, it is quite likely that you are using a split access database. In case you have not, immediately split the database with the front end user interface being deployed on user machines while the backend data repository been kept on a different machine. In case you need help on how to split your Access application, try visiting Microsoft’s support site. 

In split database model, use user privileges to grant writing authority to a limited number of users while allowing read authority for all else. Not everyone in your office may need to input data and thus you can limit these people to view access only. 

2.      Design effective input forms and use proper validations

The amount of data that moves during concurrent sessions can affect the performance of an Access application. Ensure the input forms are well designed and do not contain useless data fields. If possible avoid attachment options in input forms.  

3.      Restrict size of graphics

In case you are using images, especially inputting image files, make sure you restrict their size.

4.      Enforce correct Record locking options

In a multiuser Access solution, it is critical to choose the right record locking option. Choose the default open mode as Shared while you need to record locking default to Edited Record.  To access these options visit the File Menu and go to the Client Settings in the Options tab.

5.      Adhere to standard Access optimization best practices

To ensure the application works perfectly, standard Access best practices need to be followed. They include the use of temporary tables wherever needed, smaller indexes and regular compacting of the backend database.

Prepare for Contingencies

When your application is being used by several users at any point in time, chances of errors and database crash is always present. Despite your best efforts, you may not be able to prevent an MS Access crash. To avoid incidents of data loss due to corrupt accdb or mdb errors, consider keeping an Access recovery tool like DataNumen Access Repair handy.

Author Introduction:

Vivian Stevens is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including sql fix and excel recovery software products. For more information visit www.datanumen.com