Benefits of using Microsoft Access 2021 (Standard or via 365)
Access 2021 is very similar to its predecessors and if are using 365 then the new features may arrive piecemeal as updates roll out. Here are the new features listed by Microsoft, ordered according to what we consider are the most useful.
1. Updated Linked Table ManagerLinking to external data sources and creating solutions based on different sets of data is a strength of Office Access. The Linked Table Manager is a central location for viewing and managing all data sources and linked tables in an Access database. The new interface for it is a huge improvement, making it much easier to relink tables to a different source without losing track.
Use the Find and Replace dialog box in SQL View to search for and replace text in an SQL statement, which is especially useful for long statements. To find text ─ select Home > Find (or press Ctrl+F) and to replace text ─ select Home > Replace (or press Ctrl+H). This is another big improvement as before you used to have to copy the text out to a text editor and then do your find and replace before copying it back into Access.
The Relationships window lets you define the relationship between items stored in multiple Access tables. It is available by clicking Database Tools > Relationships. Relationships are like the rules that govern how data is connected in your database. In a well-normalised order-processing database, for example, most likely you’ll have customer information in one table and order information in another table. You want to make sure customers don’t get separated from their orders, right? And you don’t want an order to be created that doesn’t have a valid customer connected to it. The Relationships window is where you go to set these rules so that they apply throughout your database.
Quickly adjust the table size to reveal additional fields and relationships, select a subset of tables and relationships, and scroll horizontally and vertically by using the mouse scroll wheel.
To automatically size the table, right click a table and select Size to Fit. Or, double-click a table edge on the:
- Right to size horizontally based on field name length.
- Bottom to size vertically based on the number of fields.
- Bottom right corner to auto-adjust the table size, both horizontally and vertically (the equivalent of Size to Fit)
To help you focus upon certain tables and their relationships:
- CTRL + (select multiple tables).
- Click and drag a box completely around the selected range.
- Both these actions highlight the subset of tables with a thicker border. To unselect, click outside the selection. To move the selection, click and drag to another location.
Scroll vertically by scrolling the mouse wheel up or down. Scroll horizontally by pressing Shift and then scrolling the mouse wheel up or down.
Access 2021 can also be updated automatically to newer versions if acquired as part of a Microsoft 365 (what was Office 365) subscription package.
(If you are considering Microsoft 365/Office 365 or would like to know more, click here.)
And just like in previous Access versions, you can normally create a database in Access 2021 and then give it to someone who doesn't own Access to use. All they need is the free Access 365 Runtime installed on their computer.
- Benefits of using Microsoft Access
- What's new in Microsoft Access 2024
- What's new in Microsoft Access 2019
- What's new in Microsoft Access 2016
- What's new in Microsoft Access 2013
- What's new in Microsoft Access 2010
- What's new in Microsoft Access 2007
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