Is there any way to make Access only save at the user's command?

[Guest]

We use a very simple Access spreadsheet for our database - no forms. We don't
use any VBA (and I don't know how any of it works), so I'm basically using
Access as a labelled and linked version of Excel spreadsheets. As such,
everyone who works with this database isn't used to using a program that
saves automatically without the user's request. For instance, I've designed a
query, then realized that the results contained one record I didn't need. I
deleted the record, thinking that I was just deleting it from the query
results list. Of course, it deleted the record permanently from the database,
and I had to dig it out of backups.

How can I set Access NOT to save automatically (like most Office programs -
Word, Excel, etc.)?

Thank you!

 

[Rick Brandt]

We use a very simple Access spreadsheet for our database - no forms.
We don't use any VBA (and I don't know how any of it works), so I'm
basically using Access as a labelled and linked version of Excel
spreadsheets. As such, everyone who works with this database isn't
used to using a program that saves automatically without the user's
request. For instance, I've designed a query, then realized that the
results contained one record I didn't need. I deleted the record,
thinking that I was just deleting it from the query results list. Of
course, it deleted the record permanently from the database, and I
had to dig it out of backups.

How can I set Access NOT to save automatically (like most Office
programs - Word, Excel, etc.)?

Thank you!

A database is not a document that is loaded entirely into memory like a DOC
or XLS file. If writes weren't committed until you closed Access you could
have a multitude of records that had been modified by more than one user.
What should happen then?

I suggest learning to use Access the way it works, not the way you wish it
worked.

 

[Craig Hornish]

Hi,
Lets see if I am the first to pounce on this one Your going to get
replies from many people. Guess this is your first time here. So the
standard reply you will get is this:

Access is not a spreadsheet and you shouldn't use it as one. (Bold that
period or use an !)

Forms are used to enter/edit data - Users shouldn't see the tables and
probably not queries either.

Now to answere the question - you need to use the form - Although in the
table you can also use the Esc to get back a field or the whole record (if
you are still in the record) - in Forms you can put in validations and
submit buttons to confirm that they want to change the record before it is
actually stored.

--
Craig Hornish

Visit weekly Access conferences
Tuesday, 11:00am-12:30pm (Eastern US)
Thursday, 3:30pm- 5:00pm (Eastern US)

http://community.compuserve.com/n/pfx/forum.aspx?webtag=ws-msdevapps

"Think outside the box, because anything is possible."
"How long it will take or whether it requires divine intervention is another
issue"

 

[Keith Wilby]

How can I set Access NOT to save automatically (like most Office
programs -
Word, Excel, etc.)?

You can't.

Thank you!

You're welcome ;-)

Keith.

 

[Guest]

Not to seem ungrateful, but this is after all a "New Users" discussion group.
Cheeky and patronizing responses are actually counterproductive.
I am impressed by the quick responses and by the second post.
Are there any relatively simple online tutorials or discussion groups for
beginning to use forms?
I'm sure Access has plenty of documentation in the help file for this too,
is any of it worthwhile?

Thanks

 

[Guest]

I don't think Rick intends to patronizing. He is actually trying to guide
you in the right direction.
Based on your description of how you are using Access, you really should be
using Excel. They are two different animals.
On a daily basis there are posters who want to do anything they want in
Access, but have Access protect and correct their data. This post sounds a
lot like that.
Spreadsheets are much faster and easier to use for limited data sets where
the values in the data don't have to be audited and trusted.
If your data really needs to be a relational database rather than a
spreadsheet, it would serve you well to do some study and research on what
Access is, what it's components are, and how to use them.
This site can be a valuable asset for learning and understanding Access.
Even those of us who have been using Access for years will have occasion to
seek advise from others.
I suggest you evalute the nature of your data and decide whether Access is
really the right tool. If it is, then begin by doing some research on
relational database design. It is the most important part of using Access.
A well normalized database will make everything you do much easier. A poorly
designed databased will never get you where you want to go.

Good Luck to You.

 

[Guest]

Quite right.
The database was designed years before I was hired. I'm hoping to improve
it. The data, by its nature, should be maintained in Access.
So, to restate my previous question: Where should I start (either online or
in an Office help file) to begin doing some research on relational database
design?
I assume I"ll have to start the new database from the beginning and import
the existing data.
It might also be important to mention that I am the owner of the database
and that while it is on a network, the permissions are -rwxr--r--. Others can
only read it. I think that it's redundant to use "record locking," but I
guess I could turn that on too.

Thanks

P.S. Not to be stubborn about the patronizing response thing, but I asked a
relatively simple question that the poster in question didn't address.
Craig's, Keith's, and your responses were useful.

 

[Guest]

Record Locking and folder permissions are two separate things. Record
Locking is used in a Multi User environment to avoid more than one user
working on the same record at the same time. What happens is the last user
to save overwrites the whatever the other users have done. This, in itself,
is a fairly complex topic.

I don't know if you will be able to find a new copy of these books because
the last version was for 2002 and the authors said there will not be another,
but if you can find Access 2002 Developer's Handbook by Litwin, Getz, and
Gunderloy, published by Sybex, it is a complete wealth of information. There
are two volumes, DeskTop and Enterprise. The DeskTop volumne will contain
most of what you want, but if you can get both, do it. The come with CDs
that have all the examples in the book in Access 2002 format. It may be
intimidating for a newbie, but it covers a lot of good stuff. If you have
any experience in VB, VBA, or any other version of Basic, it will be fairly
easy to grasp. If you don't have any Basic experience, I would suggest you
find a beginner's book on VBA. Since I came to Access from about 5 different
versions of Basic, I haven't had to have a book on that, so I don't know what
to recommend.

This newsgroup is also a valuable resource. I learn a lot just reading the
posts. Don't be afraid to ask. Believe me, it would be really hard to come
up the the dumbest question ever posted here . And let caustic comments
roll off.

Good Luck.

 

[Rick Brandt]

Not to seem ungrateful, but this is after all a "New Users"
discussion group. Cheeky and patronizing responses are actually
counterproductive.

I apologize. My response reads harsher than I had intended it. Sometimes
you just see one too many "Why doesn't Access work like Word, Excel,
FileMaker, etc.." posts.

The truth is that while there are ways to do what you want in simple forms,
it is progressively harder to do with more complex forms. In addition
instead of your users becoming accustomed to how Access works they will
become accustomed to how you've coerced it to behave. When they later do
not see that same behavior in other Access apps it will lead to more
confusion.

If you are worried about "accidental" edits, then I recommend locking the
form and providing an [Edit] button that unlocks it. That way the user is
indicating intent before he makes changes instead of having to confirm those
changes when finished with them. The button just needs to toggle the
AllowEdits property of the form.

 

[Keith Wilby]

Craig's, Keith's, and your responses were useful.

It was? I knew you'd get some well thought out responses, mine was just an
attempt at levity.

Keith.

 

[Guest]

Useful is relative. It answered the question directly, intentions aside.

 

[Guest]

My office has Access 2000 installed.
Should I pick up the Developer's Handbook for 2000, or is it better to get
the most recent considering we might upgrade in the next year or so?
Also, do you think Access VBA Programming for the Absolute Beginner (2nd
ed., Micheal Vine) or Access VBS Programming for Dummies (Alan Simpson) might
be a useful accompaniment to the Developer's Handbook?

Thank you!
Charlie