MS Access 2003 - Chapter 10: Using additional tools

In management methods, Access is more than just a simple database management. One of the biggest proofs is the use of additional tools that Microsoft chooses with Access . These tools are not necessarily related to creating simpler data to use, but make data simpler to create Database. Therefore, these tools can be viewed as a help to improve the validity of the data by making it more accurate without using tools.

After finishing this chapter, you will know the following:

• How to use Access's built-in spell checker program.

• How the AutoCorrect feature can perform data entry faster.

• Why analyzing a table can result in a database's effectiveness.

• How to use Performance Analyzer tool.

Use the program to find misspellings

Although Access can be viewed as a standalone program, it is actually part of the Office 2000 product suite. It shares some common tools with other popular Office products. One of these tools is a spell checker, which allows you to spell-check words in the database.

The spell checker program used in Microsoft Office (therefore in Access) allows you not only to spell check in a table, but also to spell check any database object. based on a table. Therefore, you can check the spelling of a table, query, virtual table, or form.

The next two sections describe how to use this tool.

Check spelling errors for data.

Before you can check the spelling of data, you must first select the database object you want to check. For example, if you want to spell check data in a specific table, you must select that table. You can select the object in the Database window or open the object before starting the spell checker program.

If you only want to spell-check a specific piece of data, you can also select the rows or columns before starting the test program. This is obviously better when viewing tables or queries in Datasheet mode.

There are 3 ways to start using the spell checker program that you can refer to here:

• Choose Spelling from the Tools menu.

• Click your mouse on the Spelling tool in the toolbar.

• Press F7 key.

Regardless of the method you choose, Access begins to compare the data content in the database object with the list of previously built words. If Access finds an error, it will mark the word in Datasheet or Form mode, display the Spelling dialog box and wait for your answer. Figure 1 shows an example when you start checking the My Friends table spell.

Figure 1: Features of the spell check tool.

The Spelling dialog box shows you the word Access suspects is an error, along with any suggestions for changes. The buttons in the dialog box provide a number of different ways for you to continue:

• Ignore Field: Use this button to let Access continue to check for spelling errors but ignore any data in the area of ​​interest.

• Ignore: Use this button to skip the suggested change. Access will switch to the next incorrect word.

• Ignore All: Use this button to skip the proposed change. Access switches to the next incorrect word, but ignores any other occurrences of the highlighted word.

• Change: Use this button if you want to change the highlighted word from the selected suggestions. Access makes changes and switches to the next incorrect words.

• Change All: Use this button if you want to change all the events of the word highlighted by the selected suggestion. Access makes changes and switches to the next incorrect word.

• Add: Use this button to add the highlighted word to the dictionary. This option is discussed in more detail in the next section.

• Suggest: Use this button to let Access continue to suggest additional words that can be used to correct spelling errors.

Most often you choose one of the available suggestions and then click your mouse on the Change button or simply click the Ignore button. The Ignore All button is a commonly used button; It is often very popular with names, words marked as misspelled. After clicking your mouse on a button, Access continues to search for the wrong words. If any wrong words are found, you will get the opportunity to make changes.

Add words you like

Opportunities that you personally use Access will be slightly different in the way others use the program. This is not possible when using a spell checking program. You can use the words in the data that are unique to make or circle. Fortunately, Access provides a simple method that you can use to build your own custom dictionaries.

Go back to the Speling dialog box in Figure 1. Notice that there is an Add button in the dialog box. If you click your mouse on this button when Access is suggesting an error correction, the word that Access detected is incorrectly added to your dictionary. You will not have to repeat if the word is not correct.

It is a good idea to add words to the dictionary when needed. In this way, you can influence Access to find words that match your needs without having to ignore every error that Access has found.