Microsoft Office Tutorials and References
In Depth Information
Session 1.2
with the database in either the Access 2000, 2002, or 2003 versions of the software with-
out having to convert it. This compatibility makes it easy for multiple users working with
different versions of the software to share the same database and work more efficiently.
Sometimes, however, you might need to convert an Access 2000 database to another
version. For example, if you need to share an Access 2000 database with a colleague
who works on a laptop computer with Access 97 installed on it, you could convert the
Access 2000 database to the Access 97 format. Likewise, you might want to convert an
Access 2000 database to the Access 2002 file format if the database becomes very large.
The Access 2002 file format is enhanced so that large databases run faster than in earlier
versions of Access, making it more efficient for you to work with the information con-
tained in them.
To convert a database, you would follow these steps (note that you will not actually
convert a database now):
1. Make sure that Access is running (the database you want to convert can be open
or closed).
2. Click Tools on the menu bar, point to Database Utilities, point to Convert Database,
and then choose the format you want to convert to.
3. In the Database to Convert From dialog box (which appears only if the database you
want to convert is closed), select the name of the database you want to convert, and
then click the Convert button.
4. In the Convert Database Into dialog box, enter a new name for the converted data-
base in the File name text box, and then click the Save button. If a message box
opens with a caution about not being able to share files with a specific version of
Access, click the OK button.
After converting a database, you can use it in the version of Access to which you con-
verted the file. Note, however, that when you convert to a previous file format, such as con-
verting from the Access 2000 file format to the Access 97 file format, you might lose some of
the advanced features of the newer version and you might need to make some adjustments
to the converted database. Simple databases, such as the Seasonal database, generally retain
their data and formatting when converted. However, you could lose data and other informa-
tion from more complex databases when you convert them to an earlier file format.
With the Employer and NAICS tables in place, Elsa can continue to build the Seasonal
database and use it to store, manipulate, and retrieve important data for NSJI. In the fol-
lowing tutorials, you’ll help Elsa complete and maintain the database, and you’ll use it to
meet the specific information needs of other NSJI employees.
Session 1.2 Quick Check
1. A(n) is a question you ask about the data stored in a database.
2. Unless you specify otherwise, the records resulting from a query are listed in order by
the .
3. The quickest way to create a form is to use a(n)
4. Describe the form created by the AutoForm: Columnar Wizard.
5. After creating a report, the AutoReport Wizard displays the report in
a database rearranges the data and objects in a database to decrease
To reinforce the tasks you
learned in this session, go
to the SAM 2003 Training
Companion CD included
with this text.
its file size.
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