Use the Access 2007 Assets Database template to keep track of computers, office equipment, or anything else that is owned or maintained by people. This new version of a popular Access template also lets you search Asset details, show or hide columns, send e-mail messages, and map asset owners’ addresses.
Tip In Access 2010, you can publish a database to Access Services on SharePoint – and then use the database in a browser. Several templates, including this one, are available as web database templates.
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In this video, we cover the basic steps of using the Assets Database template.
Close the Getting Started page to begin using the database.
For more information about enabling database content, see the article Decide whether to trust a database.
You can collect Asset information from e-mail users by sending them a data entry form in an e-mail message. When users return the completed form, the data can be processed and stored in your Asset list.
Retired Assets are items that have a Retired Date on or before the current date. Assets may become retired when they are outdated, broken, or otherwise unused. You can show or hide retired Assets on the Asset List form.
The Quick Search box lets you quickly find an Asset on the Asset List form, and a Contact on the Contact List form.
Access filters the list to show only those records that contain the text you searched for. To return to the full list, click Show All Records.
On the Asset List form, you can filter the list of Assets, and save your favorite filters for future use.
On the Asset List form and the Contact List form, some fields (columns) are hidden by default. To change which fields are displayed:
The Asset Details form and the Contact Details form let you view and enter more information about an item. To display the Asset Details or the Contact Details form:
On the Asset Details form and the Contact Details form, you can add pictures and other attachments.
Note You can attach multiple files for each item, including different file types such as documents or spreadsheets.
If you use Office Outlook 2007, you can add contacts or asset owners from that program without having to re-type the information.
On the Contact Details form, if you have entered a street address for the contact, you can display a map of that location:
The Assets Database includes several reports, including All Assets, Asset Details, Assets Retired, Contact Address Book, and more. To display a report:
You can create your own custom reports. For more information, see the article Create a simple report.