Once youâve created a database, itâs easy to open it later. The standard approach is to choose FileâOpen, and then to browse for your database file, select it, and click Open.
You can also open a database file from outside Access. For example, you can browse to the folder that holds your database file using Windows Explorer and double-click it. Or, just save the file on your desktop so itâs easy to find when you need it.
When you open a database for the first time, youâll notice something a little bizarre. Access pops up a message bar with a scary-sounding security warning (Figure 1-14).
If youâre opening your own recently created database, this security warning is a bit confusing, because right now your database doesnât even attempt to do anything risky. However, once you start building databases with code routines (as described in Part Five), or when you start using action queries (Chapter 8), itâs a different story. In those situations, you need to know if Access trusts your database and will allow it to run code and action queries.
In the meantime, youâre probably wondering what you should do about the message bar. You have two options:
Click the X at the right side of the message bar to banish it. (But itâll reappear the next time you open the database.)
Click Enable Content to tell Access that it can trust this database. Access wonât bother you again about this file.
In previous versions of Access, the security warning would appear every time you opened a database, unless you took additional steps to configure Accessâs security settings. Access 2010 tries to be less annoying. If you click Enable Content, Access remembers that you trust this database, and it wonât ask you again, unless you rename the database file or move it to a new folder. This arrangement is called trusted documents, and itâs described in more detail on Trusted Databases.
You can find the most recently opened databases in Accessâs Recent Databases list. To see this list, just choose FileâRecent (Figure 1-15).
Ordinarily, Access tracks the previous 17 databases in the FileâRecent list, but you can tell it to keep a shorter or longer list. To change this setting, choose FileâOptions, choose Client Settings, scroll down to the Display section, and change the number for âShow this number of Recent Documentsâ. You can pick any number from 0 to 50.
The Recent Databases list isnât the only way to return to a database that youâve worked on recently. Access places the four most recently opened database files in an even more accessible place: the column of commands in backstage view. For example, if youâve recently worked on Bobbleheads.accdb, you can open it in a jiffy by choosing FileâBobbleheads.accdb, as highlighted in Figure 1-15.
Figure 1-15. The Recent Databasesâs biggest advantage is the way it lets you keep important files at your fingertips using pinning. To try it, click the thumbtack next to the database file you want to keep. Access moves your database to the top of the list and keeps it there. From this point on, that database wonât leave the list, no matter how many databases you open. If you decide to stop working with the database later on, just click the thumbtack again to release it.
If you want Access to place more (or fewer) recent databases in this superconvenient spot, choose FileâRecent, and modify the number for the âQuickly access this number of Recent Databasesâ setting at the bottom of the window. You can also clear the checkbox next to this setting to stop adding recent databases to the command list altogether, which is useful if you find theyâre just getting in the way.
Tip
Do you want to hide your recent work? You can remove any file from the Recent Databases list by right-clicking it and choosing âRemove from listâ. And if the clutter is keeping you from finding the databases you want, just pin the important files, then right-click any file, and choose âClear unpinned itemsâ. This action removes every file that isnât pinned down.
Every time you use the FileâOpen command, Access closes the current database and then opens the one you chose. If you want to see more than one database at a time, you need to fire up more than one copy of Access at the same time. (Computer geeks refer to this action as starting more than one instance of a program.)
Itâs almost embarrassingly easy. If you double-click another database file while Access is already open, then a second Access window appears in the taskbar for that database. You can also launch a second (or third, or fourthâ¦) instance of Access from the Start menu, and then use FileâOpen to load up a different database in each one.
You can use the FileâOpen command to open an Access database that somebody created with a previous version of Access.
Access handles old database files differently, depending on just how old they are. Hereâs how it works:
If you open an Access 2002-2003 file, you donât get any notification or warning. Access keeps the current format, and youâre free to make any changes you want.
If you open an Access 2000 file, youâre also in for smooth sailing. However, if you change the design of the database, the new parts you add may not be accessible in Access 2000.
If you open an older Access file (like one created for Access 97, 95, or 2.0), Access asks whether you want to convert the database or just open it (see Figure 1-16).
Figure 1-16. Access gives you a choice when you open a database file that was created in Access 97, 95, or 2.0. If you choose to convert the database (click Yes), Access copies the existing database into a new database file, in Access 2002-2003 format. You can then edit this copy normally. If you choose to open the database (click No), Access opens the original file without making a copy. You can still edit existing data and add new data, but you canât change the databaseâs design.
Tip
You can always tell the current databaseâs format by looking at the text in brackets in the Access windowâs title bar. If you open an Access 2002-2003 file, the title bar might read âBobblehead: Database (Access 2002-2003 file format)â.
When you open an old-school Access database, youâll notice something else has changed. When you open a table, it wonât appear in a tabbed window (like the ones shown in Figure 1-19). Instead, the table opens in an ordinary window that can float wherever it wants inside the main Access window. This seems fine at first, until you open several tables at once. Then, youâre stuck with some real clutter, as shown in Figure 1-17.
This somewhat unfriendly behavior is designed to be more like Access 2003 and older versions of Access. But donât worryâyou can get back to the slick tabs even if you donât convert your database to the new format. All you need to do is set a single configuration option for your database:
Choose FileâOptions. The Access Options window appears.
In the list on the left, choose Current Database.
Under the Application Options heading, look for the Document Windows Options setting, where you can choose Overlapping Windows (the Access 2003 standard) or Tabbed Windows (the wave of the future).
Click OK.
Close and open your database so the new setting takes effect.
For a retro touch, you can use the same setting to make a brand-new Access database use overlapping windows instead of tabs.
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