Ways to share an Access desktop database.Share data by using network folders.This is the simplest option and has the least requirements, but also provides the least functionality.In this method, the database file is stored on a shared network drive, and all users share the database file simultaneously. Best Site Blocker Software Free on this page. Some limitations include reliability and availability if there are multiple simultaneous users changing data since all database objects are shared.This technique can also reduce performance as all the database objects are sent across the network.This option might work for you if only a few people are expected to use the database at the same time and users dont need to customize the design of the database.Find management resume writing help.With help of sample management resume provided on this page, you can prepare your efficient and optimized management resume to.Using Microsoft Access to remove duplicate records in a data collection Drewslair.Updated On 10122017 11930 PM.MS Access Database, Why Choose It And Why Not Use Access Software for Your Business Is Microsoft Access the best small business.Note This method is less secure than other methods of sharing a database, because each user has a full copy of the database file, increasing the risk of unauthorized access.To share a database by using a network folder If one is not already available, set up a shared network folder.For help with this step, see the help system for the operating system of the computer that you want to use to share your database.If the shared folder is on a network server, you might need assistance from the network administrator.Make sure that Access is set to open in shared mode on all of the users computers.This is the default setting, but you should check to be sure if a user opens the database in exclusive mode, it will interfere with data availability.Complete the following procedure on each computer Start Access and under File, click Options.Employee_Tracker_Pro.gif' alt='Microsoft Access Records Management Sample Database' title='Microsoft Access Records Management Sample Database' />Note, if youre using Access 2.Microsoft Office Button and then click Access Options.In the Access Options box, click Client Settings.Note, if youre using Access 2.Advanced. In the Advanced section, under Default open mode, select Shared, click OK, and exit Access.Copy the database file to the shared folder.After you copy the file, make sure that the file attributes are set to allow readwrite access to the database file.Users must have readwrite access to use the database.On each users computer, create a shortcut to the database file.In the Shortcut Properties dialog, enter the path to the database file in the Target property by using a UNC address instead of a mapped drive letter.For example, instead of F sample.Note This step can also be performed by the users themselves.Top of Page. Share a split database.This is a good choice if you do not have a Share.Point site or a database server.You can use share split databases over a network or a Share.Point site. When you split a database, you reorganize it into two files a back end database that contains the data tables, and a front end database that contains all the other database objects such as queries, forms, and reports.Each user interacts with the data by using a local copy of the front end database.Benefits of splitting a database.Improved performance Only the data is shared across the network not the tables, queries, forms, reports, macros and modules.Greater availability Database transactions such as record edits are completed more quickly.Enhanced security Users access the back end database through linked tables it is less likely that intruders can obtain unauthorized access to the data via the front end database.Improved reliability If a user encounters a problem and the database closes unexpectedly, any database file corruption is usually limited to the copy of the front end database that the user had open.Flexible development environment Each user can independently develop queries, forms, reports, and other database objects without affecting other users.You can also develop and distribute a new version of the front end database without disrupting access to the data that is stored in the back end database.If this option would work for you, go to the instructions on Split an Access database.Top of Page. Share a database on a Share.Point site. Important Microsoft no longer recommends creating and using Access web apps in Share.Point. As an alternative, consider using Microsoft Power.Apps to build no code business solutions for the web and mobile devices.You have several good options if you have a server running Share.Point, especially a server running Access Services.Several points of integration with Share.Point help make database access more convenient.When you publish a web database, Access Services creates a Share.Point site that contains the database.All of the database objects and data move to Share.Point lists in that site.When you publish a database, you move it to the Web.You can create Web forms and reports that run in a browser window, and can also create standard Access objects sometimes called client objects to distinguish them from Web objects.You would need Access installed on your computer to use client Access objects, but all database objects on Share.Point are shared.Note When you have Access installed in your computer, you can use the client objects from a Web database otherwise you can only use the Web database objects.Access Services provides a platform for you to create databases that you can use on the Web.You design and publish a web database by using Access 2.Share. Point, and people use the web database in a Web browser.Note You would need Designer permissions on the Share.Point site where you want to publish the database.Forms, reports, and UI macros run inside the browser.Data is stored in Share.Point lists if youre using a web database All tables become Share.Point lists, and records become list items and you can use Share.Point permissions to control access to your web database.Queries and data macros run on the server All SQL processing happens on the server.This helps improve network performance by limiting traffic to result sets.Saving a database to a document library You can save a database to any Share.Point document library.This method is similar to saving a database to a network folder and provides a convenient way to manage access to a database.When you link to Share.Point lists, data is shared, but database objects are not.Each user uses their copy of the database.For example, if your Share.Point site contains lists that track customer service issues and store employee information, you can create a database in Access as a front end for those lists.You can build Access queries to analyze those issues and Access reports to format and publish written reports for a team status meeting.If people have Access on their computers, you can make the Access queries and reports become available on the View menu for the Share.Point list. When people view the list on the Share.Point site, they can locate and open the queries, reports, and other Access objects by clicking the View menu.If people dont have Access, they can still use the data in the lists by using Share.Point views. Open the database that you want to share.Under the File tab, click Save As.Click Save Database As, in the Advanced section, select Share.Point and then click Save As.Notes If youre using Access 2.Microsoft Office Button Publish Document management Server.If youre using Access 2.File Save Publish Save Database As Share.Point. In the Save to Share.Point dialog box, browse to the document library that you want to use.Review the database file name and database file type, make any necessary changes, and then click Save.For more information, see publishing to Access Services and import from or link data to a Share.Point list. Top of Page.Share a database by linking to Share.Point lists. This method has the same benefits as using a split database and users can modify their own copy of the database, because the data is shared via the Share.Point site. Although you do not gain the same benefits as when you publish the database to a Share.Point site, you do gain the convenience of centrally located data.Since the data is in Share.Point lists, you can make it separately available over the network by using Share.Point features. This method has three main steps Move the data to Share.Point lists. Create links to those lists.Distribute the database file.You can use the Move to Share.Point Site Wizard to accomplish the first two steps, and any means at your disposal to accomplish the last step.Using the Export Tables to Share.Point Wizard. On the Database Tools tab, in the Move Data group, click Share.Point. Notes This option is available only if your database is saved in the.How do I. Retrieve a random set of records in Microsoft Access We usually think of data in sets of related values, but not always.Occasionally, you may need to supply someone with a set of unrelated records, retrieved completely at random.Perhaps a manager wants to predict future growth or an auditor is looking for anomalies.Now, it would be nice if Access offered a random query option, but it doesnt.If you are using Microsoft Access, the good news is that a random set of records is just a simple expression away.This blog post is also available in PDF form in a Tech.Republic download, which includes a sample database you can use to try the techniques mentioned.About RndAccess Rnd function is at the heart of this random selecting technique, but it doesnt retrieve random records.Using the following syntax, this function returns a random value between 0 and 1 where value is a numeric value or expression RndvalueAt this point, you might be wondering if the returned value is truly random.No, it isnt, but its random enough to satisfy most needs.Access maintains a list of random values and a seed value.When Rnd retrieves a random value, the seed value bookmarks that value.Thats how Rnd knows which value to grab next Rnd finds the seed value and grabs the next value in the list.Thats a very simplified version of what really happens.The seed value isnt the only factor Rnd considers.Knowing how Rnd responds to the type of value you pass is the key to success When value is greater than 0, Rnd returns the next random number.When value is less than 0, Rnd returns the same random number, based on value.If value occurs only once, you wont notice this behavior.Access also resets seed, which means the sequence starts all over again.When value is equal to 0, Rnd returns the most recently generated random number.The simple query in Figure A uses the following expression to return a random value for each record Random.Value RndField. ValueRnd works as you might expect mostly.Each value greater than 0 returns a seemingly random and different value.For instance, the value 1 occurs more than once in the natural data, but Rnd returns different random values for each.What you might not expect is that values less than 0 generate the same random value.Each occurrence of 3 and 8 generate the same random value.Figure ARnd behaves differently for positive and negative values.Notice the last two records, where Field.Value is 3 and 1.Those values occur earlier and Rnd returns the same random value for both, in sequence because 3 resets the seed value.This is noticeable only because the values repeat in sequence, but its noteworthy.Selecting random records.Now that you know how Rnd generates random values, you can put the function to work retrieving records, at random.To do so, simply sort the records by the random values, as shown in Figure B.Generally, it wont matter whether the sort is ascending or descending.At this point, all the records are still present, youve just sorted into what seems a random order, based on only the natural data.Figure BSort by random values.To select a specific number of records at random, use the querys Top Values property.For instance, to random select five records, youd set the Top Values property to five, as follows With the query in Design view, right click the background in the upper pane and choose Properties from the resulting submenu.Select five from the Top Values settings, as shown in Figure C.Alternatively, simply enter it.Figure CSet the Top Values property.As you can see in Figure D, the query returns six records instead of five.Thats because 0 and the previous value produce duplicate random values.Thats just one of the reasons its important to understand how Rnd generates values.Figure DA Top Values setting of 5 returns six records because the fifth and sixth records have a duplicate value.Now, close the query and rerun it.Notice that Access returns the same records.Thats because the negative values reset the seed value.That wont always happen.If Rnd only encounters values greater than 0, Rnd will generate different values each time you run the query.Solutions for Rnd problems.Repeating random values might not be a problem.However, when they are you need to identify them and work around them.There are really two problems Eliminating repetitive random values.Forcing Rnd to generate a new set of random values when the natural data contains values less than 0.The easiest solution solves both problems.Simply eliminate the negative values using the Abs function as follows Random.Value RndAbsField.Value. Wrapping the passed value in Abs allows Rnd to treat all values as positive.That eliminates repetitive values within the query itself and in the next run.It wont however, eliminate the repetitive value returned by 0, as shown in Figure E.Another problem is that Access begins each session with the same seed value, which negates the random quality when you repeat the process, the next time you open Access.Figure EA value of 0 still repeats the most recently generated random value.If you must maintain the negative values in your random task, or if the natural data doesnt have a numeric field, use the user defined function UDF in Listing A.It uses the Randomize function to reset the seed value for each value.In other words, the function starts with a new random seed value each time Access executes the function.Then, the function simple returns the value of Rnd1 to the calling expression.Listing APublic Function Get.Random. Valuefld As Variant.Randomize. Get. Random.Value Rnd1. To create the function, launch the Visual Basic Editor VBE by pressing AltF1.From the Insert menu, choose Module.Enter the Get. Random.Value function, save the module, and return to Access.To call the function, open the query in Design view and enter the following column expression, as shown in Figure F.Random. Value RndAbsField.ValueBe sure to set a sort order it doesnt matter which for the Random.Value column. The example uses Ascending.Figure FCall Get.Random. Value from a query.The resulting query, shown in Figure G, doesnt suffer from the Rnd functions peculiar behavior regarding negative values and 0.Thats because the query calls the UDF once for each record and each time, the Randomize statement resets the seed value.In addition, this flexible UDF doesnt care what value you pass.The example passes Field.Value, but the UDF doesnt require a numeric field.Figure GUse a user defined function to eliminate repetitive values from a random set.Random selection.Knowing how to use Rnd is the key to getting a truly random selection, without any surprises.While Rnd doesnt return a true random value in the cosmic sense, it will satisfy most random task.Keep in mind that the nature of random values allows for repetitive values.However, its your job to discern the difference between a truly random, but repeating value and a repetitive value that Rnd generates on purpose.Susan Sales Harkins is an independent consultant and the author of several articles and books on database technologies.Her most recent book is Mastering Microsoft SQL Server 2.Express, with Mike Gunderloy, published by Sybex.Other collaborations with Mike Gunderloy are Automating Microsoft Access 2.VBA, Upgraders Guide to Microsoft Office System 2.ICDL Exam Cram 2, and Absolute Beginners Guide to Microsoft Access 2.Que. Currently, Susan volunteers as the Publications Director for Database Advisors at http www.You can reach her at ssharkinsgmail.
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