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Each new version of Access comes with its own set of benefits and features, and it is important for those considering upgrading their existing Access databases to the new format to be aware of these changes and the effects they will have. Most of the changes made in the newest version of Microsoft Access 2007 are positive, but it is still important to be prepared.

New Database Options

One of the most important changes in the newest version of Access concerns the ways in which the end user interacts with the database. Users of earlier versions of Access were able to change certain aspects of the database through the options feature of the tools menu, but Access 2007 users will instead use the Access Options dialog box, available by clicking the Microsoft Office button located at the upper left hand corner of the screen.

Layout View

Many long time users of Access will welcome the introduction of the new layout view for forms and reports. The new layout view allows database designers and users to instantly see the effects of any changes, in real time and with real data.

Number Display

The display of large numbers had been a problem area in earlier versions of Access, and these issues have been addressed in the new Access 2007. Very large numbers displayed in a small control within a form or a report were often truncated and difficult to read, but Access 2007 provides a way to change this behaviour. This is done through the selection of the “check for truncated number fields” check box. When this option is selected, a series of number signs will be displayed in place of any numbers that are too large to display fully within the control. This is similar to the behaviour of Microsoft Excel in this regard.

New Auto-Format Options

The auto-format features of Access have not changed for a number of years, but the introduction of Access 2007 marks the debut of some 25 new auto-format themes users can use to update their forms. The auto-format option is available on the Ribbon and it can be found in the Form designer or report designer under Layout.

View Options

Access 2007 also adds a number of new ways to view data. In addition to the familiar single, continuous, pivot table, pivot chart and datasheet, Access 2007 adds the split form view. This new split form view provides a great deal of flexibility to the end user, with little additional effort required on the part of the database developer.

Rich Text Options

Access has always provided the ability to save unformatted text in a memo field, but users of Access 2007 will also have the option of saving rich text in those fields. Rich text can contain formatting, such as bolding, italics and the like, providing a greater degree of flexibility and a more pleasant user experience.

PDF Options

Access 2007 also recognizes the popularity of the portable document format, also known as pdf, and users of Access 2007 will no longer need to purchase additional third party software in order to save reports in pdf format.

Better Buttons

Earlier versions of Access included the popular button control, but the functionality of this control was somewhat limited. For instance, database developers could add a picture to a button, but not a useful caption, and they were unable to add Visual Basic code or other such functionality to transparently call a Windows API.

These restrictions have been eliminated with the introduction of Microsoft Access 2007, and the new Picture Caption Arrangement property allows developers an easy way to display a caption alongside a picture on a button, as well as the ability to transparently add code and other such functionality.