A query's design and purpose
needs to be documented just as much as a table's design. The same tools
can be used - Documenter and Object Dependencies.
Print the datasheet:
Just like a table, you can print the results of a query as a datasheet.
You cannot print the Query Design View.
Documenter: This feature
produces a report that is a detailed list of the features of a query,
including the SQL version of the query's design. This is likely more
information than you want to try to digest!
Tools | Analyze | Documenter
2003 you can see in the Object Dependencies task pane what objects depend on other objects. This is very
helpful when you are thinking about revising or deleting an object. It
takes a bit of practice, however, to make sense of the tree of
Now that there are more objects in your database, perhaps it is time to find a
way to print the object dependencies task pane. A screen shot will work!
Where you are:
Project 1: Intro
Project 2: Access Basics
Project 3: Tables & Queries
Project 4: Forms & Reports
Capture & Print a Screen Shot
A screen shot is an image of something on your
computer screen. Many graphics programs have a built-in tool for
capturing screen shots, but you can manage without them.
Procedure to capture & print a screen shot:
Position: Be sure what you want to capture is on top of any other open
one of the ALT keys down while pressing the Print Screen key. This sends an image
of the active window to the Windows Clipboard.
(If you just press the Print Screen key, the Clipboard gets an image of
the entire screen.)
MS Paint: Open the graphics program, MS Paint. Start menu | All
Programs | Accessories | Paint. OR, Start | Run | type mspaint and click
Paste: Use the menu Edit | Paste or the keyboard combo CTRL + v.
Edit: You can add text or other helpful markings. Paint does not
have a tool to crop the images but you can select and copy part of the
image and then paste into a new Paint canvas.
Save As: From the menu, File | Save As. The Save As dialog opens.
File Type: Choose the GIF file type to reduce the very large
default file size.
Name and location: Enter a name for the file and navigate to the
folder where you wish to save.
Print: From the menu, File | Print...
Compact and Repair a Database
As you work with your database, it gets bigger and bigger. Obviously if
you add queries or tables or records, the database should be
bigger. But part of the "bigger" may be from the file becoming fragmented
on the disk. Access has a command to compact
the database that you can use from inside Access. | | .
What compacting does: Compacting makes a copy of the file that
uses space more efficiently. This will usually result in a smaller file
size and may help database processes like sorting and filtering
Caution: If you set file permissions for the database, they are
reset to the default file permissions on systems that use the NTFS file
system. (If you don't know what all that means, you probably won't be
Errors happen. If your database shuts down unexpectedly, you may need
to repair it. In fact, repairable errors can occur along the way even
without a noticeable event. It is a good idea to compact and repair your
databases regularly. If Access starts behaving oddly, compact and repair
should be your first step before getting into involved technical support
| | .
Step-by-Step: Document a Query
What you will learn:
|to use Documenter to create a report about a query|
to view object dependencies for a query
to capture an image of the window
to add text to an image
to print a screen capture
to compact and repair a database
Create Documenter Report
The Documenter produces a report about the query that is
similar to the report for a table, but is not exactly the same.
the Documenter dialog.
(Tools | Analyze | Documenter)
Click on the Queries tab .
Check the box for the query
QStaff-FullName and click on OK.
Access creates the report and opens it in print preview.
Problem: Message appears instead.
If the object that you want to document is open, it must be closed first.
Just click on Yes.
each of the 4 pages of this report. What is different from what
the Documenter produced for a table?
Print the report by clicking the Print button
on the toolbar.
Close the report.
Find the following information in the report and
highlight or circle it on the print-out. Label with the
matching letter. If your instructor wishes, turn your marked
report in for grading.
Name of the query
Location of the database file
Date the query was created
Date of the print-out
SQL version of the query
Size of the Country/Region
Type of the Budget field
How many indexes are there
What tables or other queries are used as the source
for a field
View Object Dependencies
the Database Window, right click on the query
From the popup menu, select .
The task pane opens to show the "Öbjects that depend on me".
Expand the tree for the two tables showing. Wow!
Keep in mind that only two objects depend on the query - the two
tables ProjectStaff listed under. So
three objects depend on the table
ProjectStaff. Nine objects depend on the table
Capture Screen Shot of Object Dependencies
Many graphics programs include a screen shot/screen
capture feature and methods to crop and enhance a screen shot. Windows
comes with a very basic graphics program that does not have those
features. But you can work around these limitations!
With the task pane still open, hold the ALT
key down and press the Print Screen key. (ALT + Print
Screen) Nothing seems to happen, but the Windows Clipboard (a section of
memory) now holds an image of the active window.
Open the program Paint. (Start | All
Programs | Accessories | Paint) or (Start | Run | mspaint)
Paint opens with a blank canvas. The size and shape of the canvas depends
on what was done previously in Paint.
Paste. (Edit | Paste) OR ( CTRL + V).
Your image is pasted onto the canvas. All of it is there, even if your
window is not large enough to show it.
You just need the task pane part of the image. Paint does not have a Crop
tool, but you can work around this limitation.
If necessary, resize the window
and/or scroll so that you can see the task pane part of the image.
Click on the Select
and drag on the image to select just the task pane.
From the menu select | . A copy of your selection is now
in the Windows Clipboard.
the menu select | .
A message appears asking if you want to save changes to your untitled
Click on No.
A new blank canvas appears.
What you selected is now pasted.
Print Screen Shot
Now that you have an image of the object dependencies
tree, you can print it. Unfortunately, Paint does not allow you to add a
header or footer. You can, however, add text directly to the image. (For
those of you in a class, your instructor needs to be able to tell one
student's print-out from another!)
Click on the Text tool
at the left of the
window and then in a blank area of the image.
A small box appears and the Text toolbar, which is probably floating.
No text toolbar
Solution: After you click on the Text tool
and then in a blank area of the image, open the View menu and click on
Text toolbar. The bar will appear.
If the Text toolbar choice is in gray and
not clickable, click out of the image and repeat the steps.
On the Text toolbar, select the font Arial
Black and size 10.
name and the date. If necessary, resize the text
area by dragging one of its handles.
the menu select |
The default is to center the image horizontally and vertically.
Uncheck the Horizontal and Vertical centering
boxes and click on OK.
the menu select |
You can see how your image will look on paper, with your own name and the
date as part of the image.
the Print button. The Print dialog appears.
Click Print. Your image is printed.
Close the preview.
From the menu
select | .
The Save As dialog appears.
Change the type to GIF.
Name the file
Navigate to your Class disk and the folder
Click on the Save button.
Backup, Compact and Repair
It is a good idea to make a backup copy before you make
changes and then to compact your database after your work session.
Compacting rearranges the database file to save space on the hard disk.
Both backing up and compacting require the database to
close and reopen. Be sure that all of your changes have been saved or
From the menu select | and
click on the General tab. Note the file size.
Close the properties dialog
From the menu select |
The Save Backup As dialog appears. It looks like any other Save dialog.
Navigate, if necessary, to a location
where you can save a copy of the database.
Choose a name for this copy.
Do not use the same name! Add the date or something to the name to avoid
Click on OK.
The database closes. Access makes and copy and opens the database again.
You will see security warnings again if you saw them when opening the
From the menu select | | . The database closes, is compacted and
repaired with no messages to you, and then reopens. You will see the
security dialog again if you saw it the first time you opened the
Check the file size again in the Database
Properties dialog. You should see a difference. Mine shrank from over
1800 KB to 236 KB!