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Archive for the 'Access' Category

“We need to remove some older apps” error during Office 2016 installation

So you’re very keen to install and use the new Office 2016 suite on your PC? Please be certain to take a few moments before you do that, so you won’t unexpectedly see the error “We need to remove some older apps”:
Subtle error message prompting removal of Office 2013 stand-alone apps

Are you running any of the following standalone Office 2013 applications?
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Access vs. Excel

Title image that says "Excel vs. Access" and shows the excel and access logos

Excel and Access are both very powerful applications. They are each special in their own way, however; there comes a time when the things you are trying to do can be completed in either work space. So, what do you choose? Neither of these applications are necessarily better than one another, but their features might be better suited for one action versus another action.

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Can’t Uninstall Office 2013

IT Training will be teaching Microsoft Office 2013 workshops this fall, and we are anxious to begin telling the IU community about the new features that are available in this version of the popular suite. If you are planning on taking some of our free workshops or webinars, you might want to download and install the software from IUware. Remember, Indiana University faculty, staff, and students may download most of the software available from IUware for free.

If you decide to download and install Office 2013, I would encourage you to download the 32-bit package, even if you are planning on running it on a 64-bit system. Earlier in the summer I installed the 64-bit suite on a laptop running Windows 7, and I was very unhappy with the results. Every time I tried to use Outlook, Word, or PowerPoint, the application would freeze and/or crash. After discussing this issue with the Support team here at IU, and reading multiple forums and Microsoft Help articles, I uninstalled the 64-bit version and installed the 32-bit version instead. After that, I didn’t have any problems.

I have left out an important part of the story. When I first tried to uninstall Office 2013, I was unable to do so. While in the Control Panel, I selected Microsoft Office 2013, clicked on the Uninstall link at the top of the window, and waited. Nothing happened. I tried again. Nothing happened. I probably even tried a third and fourth time before I realized that this was simply not going to work.

After a little digging, I found the solution on this Microsoft Support page: I downloaded the Fix it tool that they provided, and then I was able to uninstall Office 2013 from the Control Panel just as I normally would.

Hopefully this article will save you some time if you decide that you want to uninstall the package.

Access Forms: Always Ready for a New Record

A question arose in a recent Access Forms workshop about a form that was being designed to capture information supplied by library patrons. To that point in the workshop, we had created several forms; but in each case when the form was opened we saw record 1 of the data set. We saw that we could use the New Record icon to set the form fields to blank when we wanted to enter new data. But in this case, the database owner wanted the form to open so that what the user sees immediately is a form with blank fields ready for a new record to be entered. The solution simply involves setting properties of the form as follows:

  1. With the Form in Design view or Layout view, open the Property Sheet and be sure you are looking at the properties of the Form
  2. To most easily find the properties you need, choose the Data tab at the top of the Property Sheet
  3. Find the Data Entry property and set it to Yes
  4. Also be sure the Allow Additions property is set to Yes

Read the rest of “Access Forms: Always Ready for a New Record” »

Access 2010: Using Option Groups in Forms

An option group can be helpful in making Access client forms more user friendly when entering numeric values or yes/no fields. Notice the drop-down list shown here with numeric values that represent various types of customers:

Drop-down before creating option group

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it2go Episode 34 – Access Mailing Labels

On this week’s episode, we’re teaching a small section of Access: Reports, discussing creating Mailing Labels. This is a new segment so let us know what you think!

it2go – The IT Training Podcast

Make Data Entry Easier in Access with Lookup Fields

A lookup field can make data entry much simpler and allows the user to choose from a list of values. There are two types of lookup fields: (1) a lookup list pulls data from an existing table or query (based on a one-to-many relationship) and (2) a value list uses a current list of values that you add when you create the field in a table. In addition, you can store multiple values in a field. Here the focus will be on creating a value list lookup in a table that could look something like this:





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Customizing the Ribbon in Microsoft Office

Recently I decided to investigate the Camera command in Excel 2010. It provides one possibility for capturing data from various spreadsheets and viewing it all in a single spreadsheet. But before I could play with the camera, I had to find it and display it. In my installation of Excel it was hidden by default.

Customizing the Ribbon is possible from the Options window. Go to the Excel (or other Office 2010 application) Options window by choosing the File tab and clicking Options near the bottom of its menu. At the left side of the Options window, choose the “Customize the Ribbon” category. In this window proceed as follows: Read the rest of “Customizing the Ribbon in Microsoft Office” »

Episode 14 – Access Series

The latest episode of the it2go podcast is up! We spend some time talking about the Access series and some of the ways you can use this powerful program. Listen in and use this post to comment! Enjoy!

it2go – The IT Training Podcast

Send Multiple E-mails to an Access or Excel Recipient List

You may have a list of business e-mails already created in an Access table or Excel spreadsheet and would like to send a mass mailing using Microsoft Outlook.  Perhaps you would like to invite everyone on your list to a special event, or you would like to let everyone know that you are being promoted to a different department in your organization and, therefore, would like to provide different contact information.

If you have an Outlook profile set up on your machine, you can send multiple e-mails quickly to many recipients at once by using Microsoft Word and the Mail Merge feature. If no Outlook profile is set up, then when you try to send the e-mails, you will get a warning stating that no Outlook profile is set up on your machine.

Just follow these steps:

  1. Open Microsoft Word.
  2. Click the Start Mail Merge button on the Mailings tab of the Ribbon and choose E-mail Messages to define the type of mail merge you want to create.
  3. Click Select Recipients on the Ribbon.
  4. Choose Use Existing List
  5. Navigate to the Excel file or Access object that contains the data source with your e-mail addresses.
  6. Click Edit Recipient List to choose those records that you want to include in the mailing. Click OK when you have chosen the recipients or filtered the list.
  7. Write your e-mail message in the Word document.
  8. To finish the merge, click the Finish & Merge button on the Ribbon.
  9. You can either edit or view the individual email messages, or send the e-mail messages directly.

If you choose Send E-mail Messages, you will get this dialog box:

Merge to Email dialog box

In the To box, using the drop-down arrow, choose the field in your list that contains the e-mail address. Add a subject line and choose the desired Mail format. Click OK, and the messages will be sent immediately.

Keep in mind that if you want any formatting, you must add formatting within the Word main document before completing the merge. You can also personalize the messages (such as adding a first name) by inserting merge fields into the Word document.

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