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"Thank you! Thank you! I just finished reading this document, which was part of a link in the recent Buzz newsletter. I have printed it for others to read, especially those skeptical on the powers of Access and its capabilities." - *Darren D.*

Microsoft Office Access 2007 Form Tips

by Luke Chung, President of FMS, Inc.

Introduction

Microsoft Access 2007 introduces many new features to give Access forms enhanced behavior and a modern look that's more Vista-like. Here are some tips for adding these features to your application.

Display Tabbed Documents

Access 2007 offers an option to use a new tabbed interface so multiple objects (forms, reports, queries, and tables) can be opened at once. Each object is a separate tab so users can easily see the available objects and click on the one they want. This option is set from the Access Options, Current Database:

Setting the tabbed interface option in Microsoft Access 2007

NOTE: Some people or applications may prefer the traditional Overlapping Windows which supports placing forms/objects side-by-side. This is not available with Tabbed Documents.

Support Resizable Forms

Access 2007 lets you create controls that automatically resize with the form. Designed correctly, the controls you specify will grow and shrink as the user resizes or maximizes the form. This is especially handy if the user interface is set to Tabbed Documents since your forms will be maximized to fill the entire screen. Controls can be individually set to resize by anchoring them:

Anchoring objects in Microsoft Access forms

Datasheets Should Have Alternating Row Color

To make rows easier to identify, you can specify a different color for every other row.

This option is available globally from Access Options under Datasheet, Alternate Background Color. Or you can set it for a specific datasheet from the Home, Font section when viewing it:

Setting Alternative Record Colors in Microsoft Access Datasheets

Reduce the Size of Graphics on Your Forms and Reports

If you embed graphics on your forms or reports, Access 2007 can store them much more efficiently. Access 2007 can convert graphics into much smaller PNG formats to significantly reduce the size of your databases. This does not affect graphics already on your forms and reports but helps if you add new graphics or replace existing ones. To activate this feature, change an Access setting. From the Access Office button, choose Access Options, Current Database. At the bottom of the Application Options section, set the Picture Property Storage Format to: Preserve source image format (smaller file size)

Reducing the size of graphic files in Microsoft Access databases

Caution: Do not do this if you need to support users with older versions of Access since the graphics will not appear.

Use Windows XP Themes

If you haven't already, make sure the Use Windows-themed Controls on Form option is checked under Access Options, Current Database. This feature was introduced with Access 2003 and gives your command buttons, radio buttons, and other controls a rounded more modern look.

Use Modern Fonts

If you use the sample databases that come with Access 2007, you'll see the use Calibri and Segoe UI fonts rather than Tahoma and Verdana fonts of before. Use the new fonts to give your forms and reports a fresher look.

CAUTION: These fonts come with Office/Access 2007 but may not be installed on user's machines if they are using earlier version of Access.

Enhance Command Buttons

Support Hyperlink Hand over Command Buttons
Set this Cursor On Hover property for command buttons so a hand rather than the traditional Windows arrow appears over the command button.
Add Graphics to Command Buttons
Add graphics to Command Buttons with Text. Before you could have graphics or text, but not both. (If you need this feature for pre-Access 2007 deployments, use this feature in our Total Access Components).
Use Transparent Buttons for a more Modern Look
Command buttons can have transparent borders so they look flat and more like Internet Explorer type buttons.

Use System Colors for Office Themes

In Access 2007, forms have color themes which can be changed globally across all the Office products. Setting your colors properly let your forms take advantage of these global changes. For instance, you should use colors like:

"Background Form" for the detail section
"Background Light Header" for headers and footers
"Dark Text" for labels
"System Button Text" for command buttons

CAUTION: These colors are not backward compatible, so if you use these in Access 2007 and your users are using an older version of Access, these colors will appear Black, so you'll need to programmatically modify these if you're not in Access 2007.

Example

Here's a simple example from Total Access Emailer for Access 2007. Notice the transparent Command Buttons with graphics across the top of the form and the datasheet with alternating colors below it:

Sample text and graphics on command buttons in Total Access Emailer 2007

Conclusion

Access 2007 offers a wide range of new features to help you design applications that are much more visually appealing and functional. Take advantage of the new power to give your Access applications a modern, fresh look of Office/Access 2007 and Vista.

For additional information on designing better Access forms, read my paper on Access Form Tips and Avoiding Common Mistakes across all versions of Access. Good luck!

About the Author

Luke Chung, President and Founder of FMS, Inc. (www.fmsinc.com) FMS is the leading provider of 3rd party products for Microsoft Access users and developers. Visit the FMS web site for additional Access resources, utilities, technical papers, demos, and product information.

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