I need to generate a new database based on my old one without acc.

[Guest]

It's the new year, and I would like to not have to recreate a new database,
but rather use my old data base and rename or copy, then delete all the old
data so that I could start off fresh.

 

[Joseph Meehan]

It's the new year, and I would like to not have to recreate a new
database, but rather use my old data base and rename or copy, then
delete all the old data so that I could start off fresh.

See responses in the thread called:


"Start new database with same format for New Year"

In short don't delete the old data or start a new database, just filter
the data, adding a date or archive field to identify the old data.

 

[Rick B]

Why would you create a new database just because it is a new year? What type
of data do you store/track? Would you never want to look at previous year
data? Or compare data from past years to the current? Do you have client
data that you want to use from one year to the next, or do you want to start
that over again and reenter all their data?

A much better method would be to simply include dates in your records and
apply filters. This will keep all your data in one place and allow you to
see data from the current year, previous years, or a combination.

If you still want to create a new one, create a copy of your file, then run
a delete query to delete the records from the tables. There are other
methods where you can create a new file and then import the objects but use
the structure only, no data. Depending on the number of tables you wish to
wipe clean, this method may be better.

 

[Guest]

Actually, my manager asked me to recreate a new database for 2006, but usu
but to use the old one as the structure. I am going to try filtering the
old data as two of you suggested.

 

[Guest]

Can you assist me in creating an archive field??? I'm am not all that Savvay
with access, although I did build the database from scratch. that was 2
years ago.

thanks!!

 

[Joseph Meehan]

Actually, my manager asked me to recreate a new database for 2006,
but usu but to use the old one as the structure. I am going to try
filtering the old data as two of you suggested.

thanks
Rick B" wrote:

That is because he does not know the capabilities of Access. I am sure
he will like the idea of still having all the data available.

 

[Joseph Meehan]

Can you assist me in creating an archive field??? I'm am not all that
Savvay with access, although I did build the database from scratch.
that was 2 years ago.

thanks!!

Sure open the database in design mode. Add a new field, I would call it
"archived" and select a YES-NO field type. That is a binary field type.
Set the default value to 0 (zero) which means NO.

Remember that you will need a query based on that table that have all
the fields and selects all records where "archived" equals 0. You can use
an update query to change all the old, existing records to -1 (that is
negative one, which means yes) All existing records will then be hidden.
In the table it will show as a check box and those that are archived will
be checked, the new ones will not be checked.

 

[John Vinson]

It's the new year, and I would like to not have to recreate a new database,
but rather use my old data base and rename or copy, then delete all the old
data so that I could start off fresh.

Rick and Joseph's suggestions are right on the mark, and just what I
would suggest as well.

If your boss insists on telling you how to do your job, and insists
that you do it incorrectly, create a new, blank database in Access
(just open Access and click the blank-page icon on the toolbar, or use
File... New).

Then use File... Get External Data... Import to import everything from
your existing database. There's an option on the screen that lets you
specify "design only" or "design and data" - choose the former.


John W. Vinson[MVP]

 

[Guest]

I refuse to do it incorrectly. Joseph assisted me on on creating an archive
field. I am going to attempt doing it that way. Thank you for the advice~

 

[Guest]

Hi Joseph, thanks for all the help. Your going to think I'm lame, but I'm
having trouble with this archive thing. I went ahead and added a new field
called Archive and made it a yes-no field and set the value to 0.
Then a created a query based from the table. in the design view under
"archive" where it says "criteria" I typed in the # 0. That made no
difference. Now comes the part that really throwing me off -you said
something about a update query using a -1.........I'm not even sure if I did
the first part right, since the data is the exact same. I MUST be doing
something wrong. Is there anyway you can assist me in laymens term.
I'd greatly appreciate it
Bam

 

[Joseph Meehan]

Hi Joseph, thanks for all the help. Your going to think I'm lame,
but I'm having trouble with this archive thing. I went ahead and
added a new field called Archive and made it a yes-no field and set
the value to 0.
Then a created a query based from the table. in the design view under
"archive" where it says "criteria" I typed in the # 0. That made no
difference. Now comes the part that really throwing me off -you said
something about a update query using a -1.........I'm not even sure
if I did the first part right, since the data is the exact same. I
MUST be doing something wrong. Is there anyway you can assist me in
laymens term.
I'd greatly appreciate it
Bam

:

In a yes no field the data is actually stored as a 0 or a -1 In order
to address data or enter data when Access is not showing you a check box or
some other interface (on-off Yes-No True-False), you need to use the 0
(zero) or -1 to enter of view the data. -1 is the positive (on - Yes -
True) statement. You can use the format property to indicate how the data
will be displayed.