Small businesses looking to grow. Microsoft Access offers relatively powerful security functionality. Here's what's included in this article: Create a query so you can "search the database". Windows 10 brings meaningful innovation to all people, whether you have a disability, a personal preference, or a unique work style. Databases are informative for they contain facts. Here we explain the Access installation process in a straightforward manner. The hosts can gain input from the guests and enter it to the database and this has a variety of applications. Our Access warehouse inventory management template is a Microsoft Access template supporting all functions related to control and management of barcode-labeled equipment.
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Linked Databases and Linked Tables Keep an Open Handle to Every Linked Database You can significantly increase the performance of opening tables, forms, and reports that are based on linked tables by having Microsoft Access keep the linked table's database open.
Keep this variable open as long as your application is running. This forces Access to keep that database open, making access to linked tables much faster. This data access method is more efficient for adding records because existing records are not read from the database.
Create a Data Entry Form If you often have the need to add new records to a linked table, consider creating an "Add Records" form and set that form's DataEntry property to Yes. This prevents Access from attempting to retrieve all the existing records in a linked table when you need is to enter new records.
Limit the Data Returned by Queries Limit the number of fields and records returned by using filters or queries. This reduces the amount of data that needs to be read from the linked table, thereby according faster performance. Don't Use Domain Aggregate Functions If a query is based on one or more linked tables, avoid using functions built-in or user-defined , or domain aggregate functions in the query criteria.
When you use domain aggregate functions such as DLookup , Access must fetch all records in the function's data source to execute the query. Release Locks ASAP To improve multi-user concurrency, assume that other users will be trying to edit data in the same linked tables that you are using. In other words, keep records locked only as long as is necessary.
This makes opening that table much faster in subsequent attempts. This is because linked tables cache a lot of information about the source table in your database, making the retrieval of the same structural information unnecessary after the linked table is created.
Minimize Server Traffic Minimize the amount of data returned from the server. Do this by structuring your queries to return only the fields and records needed. Use Snapshots When Appropriate Don't open Dynaset type recordset object on SQL database tables unless you need to add or edit records, or need to see the changes made by other users.
Instead, consider using Snapshot recordsets which can be faster to scroll through. Of course, Snapshot recordsets can take longer to open since they require a full read of the source data. Snapshot type recordsets must load all records from the data source before becoming available, whereas Dynasets are available as soon as the first 20 or so records are retrieved. Also, when using a Snapshot against large ODBC data sources, you run the risk of running out of disk space on your local computer.
Then, the database engine creates a temporary database to store the contents of the snapshot. In a nutshell, when you open a snapshot, you need at least as much disk space as the largest table you are opening.
Microsoft Access forms and reports have automatic caching mechanisms. Don't Force Local Query Processing Don't use query constructs that cause processing to be done by Access on the local computer. The following query operations force the Jet database engine to perform local data processing: Join operations between table that are linked to different data source I.
Outer joins that contain syntax that is not directly supported by the remote database server. The "application" part of your database holds all objects except tables, and is linked to the "data" part that contains the actual tables. MDA created with a previous version of MS Access, convert it to the current version of Access for optimum performance.
Use the Access Performance Analyzer Microsoft Access has a useful performance tool built right into the product. From the Tools menu, select Analyze, Performance. The Performance Analyzer allows you to select all objects or specific objects, and then runs an analysis looking for potential problems. The Performance Analyzer does not find all of the items that Total Access Analyzer does, but it does offer some tips. Run the Microsoft Access Table Analyzer The Access Table Analyzer makes it easy to properly normalize the data in your tables by breaking tables with repeated or improperly structured data into two or more tables.
This tool is available from the Access Tools, Analyze menu Reduce the Size of Graphics in your Microsoft Access or Later Databases If you embed graphics on your forms or reports, Access or later can store them much more efficiently. Access 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. Preserve source image format smaller file size Compact Your Database Often To Reclaim Space Compacting your database reclaims unused space and makes almost all operations faster. You should do this on a regular basis. Also, be sure to compact anytime you import or delete objects in your database, or compile and save VBA code.
Learn more about Total Visual Agent for a system administrative tool to schedule compact and backup your Access databases on a regular schedule. Make It Look Faster If you have exhausted all other performance optimization techniques, consider making your application "look" faster. Do this by displaying status messages and progress meters as your application loads forms, runs queries, and performs any other operation that may take a bit of time.
While this doesn't make your application run faster, it appears to run faster. When you compact the database, you reorganize records so that they are stored in adjacent spaces, making retrieval faster. Additionally, compacting a database updates its data statistics, which can be used by a query to run faster.
You can force a query to recompile which in turn causes it to use the latest statistics by opening it in design view, saving it, and then running it. You may want to defragment your disk using a program such as the Disk Defragmenter that is part of Windows before compacting your database. This leaves contiguous free disk space immediately after the database file.
In theory, this make future additions to the database occur faster. You may want to experiment with this on your system. Index the fields on both sides of a join. Alternatively, you can create a relationship between joined fields, in which case an index is automatically created. Search Access Help for: Limit Fields Returned by a Query Where possible, limit the number of fields returned by a query.
This results in faster performance and reduced resource usage. Pay special care to avoid the use of immediate If IIF functions in sub-queries.
Don't Use Non-Indexed Fields for Criteria Avoid using non-indexed fields or calculated fields for criteria restrictions. Index Sort Fields Index any fields you use for sorting. Be careful not to over-index. Use Temporary Tables to Eliminate Running the Same Queries Over and Over If you are processing data that's used multiple times for instance on multiple reports , it may be faster to store intermediate results in temporary tables rather than running a series of Select queries many times.
Create a temporary table to store your results. Empty the table and fill it with your data using and Append query. You can then use that table for multiple reports and forms. Avoid Domain Aggregate Functions on Foreign Tables Do not use domain aggregate functions DLookup for example in queries to access data from a table that is not in the query.
Link to the table and set criteria accordingly, or create a separate aggregate totals query. When you then run a query, these updated statistics are compiled in the query's execution plan. This sequence of events results in the fastest possible query. Before you deliver your application, compact the database, and then force each query to be recompiled. Other linked data types do not support Rushmore optimization.
To ensure that Rushmore optimizations are used, create indexes on all fields that are used to restrict a query's output. If you have queries that don't contain indexes on fields used in the query's restriction clause, Rushmore is not used. Link on Primary Key Indexes Whenever Possible To make queries run faster, you should have indexes on all fields in the query that join, restrict, or sort the data.
Whenever possible, link on Primary Key fields instead of other fields. Indexes are most critical on tables with large numbers of records, so you may not see a difference on small tables. You also don't need to add secondary indexes on fields that are part of referential integrity. Experiment With One-to-Many Restrictions If you have a one to many join in query with a restriction, try moving the restriction to the other side of the join. For example, if the restriction is on the many side, move it to the one side.
Compare performance results for both versions, and choose the fastest one. De-Normalize If Necessary Although you should strive to normalize your data for best performance and future flexibility, you may want to consider denormalizing some of your data if you frequently run queries with joins would benefit from such data restructuring. Experiment With Sub Queries Instead Of Joins If you have a query with a join that is not performing adequately, consider replacing the join with a sub query.
In some cases, the sub query may cause the overall query operation to run faster. Limit the Number of Fields Returned By Each Query Where possible, queries should use a Where clause to constrain, or limit, the number of records returned. Somehow, saved queries are optimized more than the SQL string behind the report. Close Unused Forms Close forms that aren't being used. Every form that is open consumes memory that could be used by other parts of your applications.
Open Forms Hidden Consider opening your application's most commonly used forms when your application starts. Set their Visible properties to False, and then make the Visible as needed.
This frontloads some performance hits to the application load event, making forms load faster when needed. Use the DataEntry Property of a Form If a form's record source the table or tables accessed by the form's RecordSource property contain a large number of records, and the form is primarily used to add new records, set the DataEntry property of the form to Yes.
This precludes Access from having to retrieve existing records when the form loads. Don't Sort A Form's Recordset Avoid sorting records in a form's underlying record source unless a particular presentation order is absolutely necessary for the form.
This makes the form load faster. By doing this, you can use the query to restrict the number of fields returned, making the form load faster. Use Lightweight Forms Consider replacing Visual Basic code in a form's module with calls to standard modules, or with hyperlink objects. Then set the form's HasModule property to False. This turns the form into a Lightweight form, making it load faster.