Video: Introduction to the Access 2010 user interface

Access 2010 introduces a new user interface that organizes file-related commands, and also provides more continuity with other Office programs. Watch this video for a quick tour of Microsoft Office Backstage view.

In the video


Overview of Backstage view

Most of the commands on the Access ribbon are about working with the records and objects in a database. By contrast, Backstage view contains mostly commands that are about working with the database file itself. Backstage view appears when you first open Access 2010. If you already have a database open, Backstage view is available by clicking the File tab. At any time, you can click File or press ESC to return to the database workspace.

Navigation Pane

The left edge of Backstage view contains the most commonly-used file-related commands, as shown in the following table:

Command Description

Save

Saves the currently open database.

Save Object As

Saves the currently selected object as another object or object type.

Save Database As

Saves the current database as an Access 2010 database with a different name.

 Note    To save a database in file format earlier than Access 2010, use the commands on the Save & Publish page, under Save Database As.

Open

Allows you to browse for a database and open it.

Close Database/Close Web Application

Closes the currently open database or Web application.


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Info

 Note    This page is available only when a database is open.

When you click the File tab while a database is open, Access defaults to the Info page. Depending on what kind of database is currently open, you might see the following commands on this page:

Command Description

Enable Content

If the database is from a trusted source, click this button to enable all active content, such as VBA code, that the database contains.

Publish to Access Services

This button is visible only if the database contains one or more Web-compatible objects. If available, click to begin the process of publishing the database to a SharePoint server.

Compact & Repair

Performs housekeeping chores on your database to reduce its file size and detect problems.

Encrypt with Password

Allows you to restrict access to your database by requiring a password before it can be used. If the file format is Access 2007 or later, the database file is also encrypted.
Return to Document (thumbnail image) Closes Backstage view and returns you to the database workspace.

View and edit database properties

Opens the database properties dialog box, where you can view enter additional information about the database file.

Sync All

If the database is a Web application that has been published to a SharePoint server, the Info page will contain a Sync All button, which allows you to send and receive changes with the server.

View Application Log Table

If the database is a Web application that has been published to a SharePoint server, the Info page will contain a View Application Log Table button, which opens a table that contains information about any errors that occurred during publish or sync operations.


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Recent

The Recent page displays a list of recent databases that you have used. This list changes over time as you open different databases.

Pin a database to the top of the Recent Databases list

To “pin” a database to the top of this list so that it’s always available:

  • Click the pin icon next to the database name.

Set the number of databases displayed in the Recent Databases list

You can control how many recent databases are displayed in the Recent Databases list.

  1. On the File tab, under Help, click Options.
  2. Click Client Settings, and then under Display, enter a value in the Show this number of Recent Documents box. The maximum number allowed is 50.
  3. Display a list of recent databases in the Backstage navigation pane (just below the Close Database command)

Display a list of recent databases in the

Backstage

navigation pane

For faster access to your most recently-used databases, you can display a list of recent databases in the Backstage navigation pane (just below the Close Database command).

  1. Select the Quickly access this number of Recent Databases check box at the bottom of the Recent page.
  2. Enter the number of recent databases you want to display in the navigation pane. This number cannot exceed the number of recent databases that are shown on the Recent page itself (see the preceding procedure for information about setting that value).

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New

The New page is focused on the task of creating a new database (from scratch or from a template). Or, in the upper part of the navigation pane, you can click Open to open an existing database.

Create a blank database

When creating a new blank database with Access 2010, you have the choice of creating a client database or a Web database. A client database is the standard type of database that users of earlier versions of Access are familiar with, while a Web database is one that is designed to be compatible with the new Publish to Access Services feature. If you have access to a SharePoint server that is running Access Services, you can use this feature to create and deploy an Access Web database that other people can use in a standard Web browser, even if they don’t have Access installed on their computers.

Use the following procedure to create a new blank database:

  1. On the New page, click Blank database to create a client database, or Blank web database to create a new Web database.
  2. Type a file name in the File Name box.
  3. Optionally, click the Browse button next to the File Name box, and browse to a different location in which to save the database.
  4. Click Create.

Create a database by using a template

Access 2010 includes a number of template databases that are installed with the program. These include both client and Web databases. To select one of these templates:

  1. On the New page, click Sample Templates.

    Access displays the templates that are included with the Access program. Any template with the words “Web Database” in the title is designed to be compatible with the Publish to Access Services feature.
  2. Select the template that you want to use.
  3. Optionally, type a new name in the File Name box, or click the Browse button next to the File Name box, and browse to a different location in which to save the database.
  4. Click Create.

    Access creates the new database and opens it. You can begin using the database as it is, or modify it to further suit your needs.

Many more templates are available on the Office Website. To search for a template, type a keyword in the Search Office.com for templates box, and then click the Search button. When you find a template that you want to use, follow steps 2 through 4 in the preceding procedure to create a new database from that template.

 Tip    Use the navigation buttons at the top of the New page to move forward, back, or to go directly to the Home screen.

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Print

 Note    This page is available only when a database is open. In addition, an object must be open or selected before the commands will be available.

The Print page contains three commands for printing the currently selected object.

Command Description

Quick Print

Sends the object directly to the default printer without first opening the Print dialog box.

Print

Opens the Print dialog box so that you can select a printer, number of copies, and other options before printing.

Print Preview

Displays the current object in a preview pane or window. In Print Preview, you can adjust margins, page layout and other options prior to printing. You can also export the object’s data to other file formats, such as Microsoft Excel, or create a PDF or XPS document.


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Save & Publish

 Note    This page is available only when a database is open.

The Save & Publish page contains commands for saving the current database or object, and also for deploying and backing up the current database.

Save Database As

This section of the Save & Publish page contains commands to save the current database under several different Access file formats, including earlier version formats (.mdb) and as a template (.accdt).

The Advanced subsection contains commands for deploying and backing up the current database. For more information, see the articles Ways to share an Access database and Protect your data with backup and restore.

Save Object As

If you have an object selected or open, you can use the commands in this section to save it as a new object, or to publish the object as a PDF or XPS file.

Publish to Access Services

This section contains an overview and commands for publishing and synchronizing the current database as a Web application on a SharePoint server.

For more information about the Publish to Access Services feature, see the article Build an Access database to share on the Web.

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Help

The Help page contains buttons to obtain Help and support, open the Access Options dialog box, or check for Office updates. This page also contains license and version information for your copy of Access.

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