I have an Access database and corresponding form established with last year's
data. How do I copy the database and form, so I can incorporate this year's
changes (e.g. purchase orders, email addresses, etc.) and yet keep last
year's data intact in a separate file. I tried simply copying and renaming
the table and form. It looked like it worked, but when I opened the table,
it still had last years name embedded. When I opened my copied form, it was
still linked to last year's table.

As you can tell, I am an Access novice. Any help you can give will be much

Arvin Meyer

You really don't need a separate table, nor should you have one. Instead,
simple add a date field if there isn't one already and filter the data to
the current year using a query. Change the form's recordsource property to
the query. If you insist upon a separate table, do the same thing with the
table as the record source.

In the form's Design View, press the F4 key and click on the Data tab. The
first line will be for the record source property.
Arvin Meyer, MCP, MVP
Microsoft Access
Free Access Downloads

Larry Daugherty

What ever else you do, keep a copy of "last year's data".

First, to answer your question. In the copy of the database that will
be "this year's data" open the table and select the row by clicking
the furthest block to the left and then dragging to the bottom of the
table. Hit the delete key. You will be warned that you are about to
delete XXX rows of data. OK. Your table will now be just an empty
structure with the field names across the top. Your form will show no

Second - this is where you want to get to ... Make another copy of
your application with data still in it. Make sure that there is a
date type field in the records in your table. If there is already a
date field in the records, make it a required field. If not, open
your table in design view and add a date field. On your form, make
sure that the date field appears. If it doesn't already, make it do
so. (I'm leaving some reading for you to do). With the date field on
the form selected, open its properties and set its default value to
=Now() If you don't want the date field to be seen, you can set its
Visible property to No

Now open your report(s) in design view and in the data property,
modify the query (design one if there isn't one already) by putting

[Please enter year]

in the criteria line for the date field. If you already had a query
you may need to drag the date field from the table to the query line
before you can get at its criteria.

If you got that all done, when you run your report a dialog box will
open asking your user for the year. Enter the year and your report
will include records for that year only. You will be able to just
keep trucking when the year clocks over.

Try to get as far as you can by reading up on the mysterious processes
and terms. The Help provided by Access is surprisingly useful. If
you get stumped, post back.

Aug 7, 2019
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Hi there, I think I have a similar problem and I don't know how to fix it.
I'm creating my very first CRM database and started from a template available in Access. I like the form that comes with the template, but I need to link it with a new table, and I don't know how to do it.
I know how to create a new form from a database, but I need to do the other way around.
Any advice? Thank you!!!!

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