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Mon 3 Dec 2007, 09:44 Delegate Fay said...

Fay has attended:
Access Introduction course

Save current data, but continue to use database

Is there a way that you can save all data currently available in an access database and then start a fresh record of data using the same database? For example, at the end of the year, to save data for 2007 and start a fresh set of data from 2008 using the same database.
Thanks.

Mon 10 Dec 2007, 11:13 Trainer Richard said...

RE: Save current data, but continue to use database

Hello Fay

Thank you for your question regarding saving Access dabase records. There is no built in way for access to do what you are suggesting, however, you would be able to do it using a simple manual method.

Here is something you might consider doing:

- At the end of 2007, make a copy of your database, and store it for archive use. Then, once you have a copy and you have tested that it works and you can rely on it, simply delete all the records in your current live database. This will leave the shell or database structure, which you can then continue to use for the 2008 data.

Let us know hwo that works for you.

regards

Richard
Microsoft Office Specialist

Mon 10 Dec 2007, 16:21 Delegate Fay said...

RE: Save current data, but continue to use database

In order to be prepared for the new year, I am trying to set this up now. I have saved a copy of the live database and then re-named it as a test version. I have now deleted the contents of this database to create a shell as suggested.

The database I use is set up with a switchboard facility. Having deleted some of the out of date contents of the database from the design view area in tables, this facility does not appear to be working! It is coming up with a request of "Enter perimeter value" and then refers to objects which I have deleted.

Please can you advise how to fix this?

Thanks

Tue 11 Dec 2007, 14:11 Trainer Richard said...

RE: Save current data, but continue to use database

Hi Fay

The data in the table SWITCHBOARD ITEMS is used to drive the switchboard functionality. When clearing your tables, you should not delete the information in future, as it is required, and only changes when you modify the switchboard.

Luckily you have a copy of the database, so you can import the data from that database. To do so, here are the steps:

In your TEST database, click on FILE > GET EXTERNAL DATA > IMPORT. Navigate to your LIVE DATABASE, and choose the file > click OK.

You will then have an interface that allows you to choose which objects to import. Choose SWITCHBOARD ITEMS from the tables tab. Click OK.

This will overwrite the current table with the imported one. Access may prompt you to agree to this.

Once the table has been imported, you can use the switchboard again.

Let me know if that works...

Richard

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