Exploring the Microsoft Office Backstage View
The new Microsoft Office Backstage
View in Access 2010 replaces the Microsoft Office Button from Access 2007, and
you can display its collection of commands by clicking the File tab from within
any database. Figure
2-5 shows you the available commands on the Info tab of the Backstage
Figure 2-5. You can
view many commands by clicking the File tab to open the Backstage view.
The Backstage view contains
information and commands that apply to an entire database, as well as commands
that were on the Microsoft Office Button in Access 2007. If you used versions
of Access before 2007, the Backstage view contains commands that were on the
File menu. At the upper-left section of the Backstage View, you'll see five
commands that show at all times "Save, Save Object As, Save Database As, Open,
and Close Database.
Using these commands, you can do
any of the following:
design changes for the database object that is open and has the focus in the
Save Object As.
Save a copy of the current open object that has the focus or the object
that has the focus in the Navigation pane.
Save Database As.
Save a copy of the current database. Note that if you click this command,
Access closes the database that you have open so that it can create the copy.
any existing database file on your computer or network.
Close the currently open database and return to the New tab in the
Listed below the first five
commands on the Backstage view, Access, by default, displays the file names of
the last four databases you recently opened. To open any of these databases
quickly, click the file name in the list. The six main tabs of the Backstage
view "Info, Recent, New, Print, Save & Publish, and Help "are beneath the
list of recently opened databases. Commands and information displayed on these
tabs can change depending upon the current state of your database or if you are
using a client versus a web database.
Let's first explore the Info tab
previously shown in Figure
2-5. The Info tab displays the name of your database and the full
path to its location. Beneath the file path, you'll see an Enable Content
button and security information about your database. You'll learn more about
these settings in Understanding
Content Security. The button below it, Compact & Repair Database,
compacts and repairs your database file. The last button on the Info tab, Encrypt
With Password, creates an encrypted version of your database with a password.
On the far right of the Info tab, you'll see a thumbnail preview of your
database in its current state. Beneath the preview picture, is the View And
Edit Database Properties link. Click this link to open the Database Properties
dialog box to review and change properties specific to this database.
The Recent tab, shown in Figure
2-6, displays a list of the databases you previously opened. If the
number of databases you open exceeds the space to display them, Access provides
a scroll bar for you to scroll up and down to see the complete list. At the
bottom of the Recent tab, you'll see a check box called Quickly Access This
Number of Recent Databases, which is selected by default. Clear this check box
if you do not want to show a list of recent databases you have opened above the
Info tab on the Backstage view. You can also customize the number of databases
you want to display above the Info tab by changing the default value of four
databases in the text box at the bottom of the screen.
Figure 2-6. The
Recent tab of the Backstage view displays a list of recent database files you
To the right of each database file
name, you'll see a pushpin button. Click this button to pin that specific
database file to the displayed list of recent databases. Right-click any of the
recent databases displayed, and Access provides a shortcut menu with four
options, as shown in Figure
2-7. Select Open from the list, and Access opens the highlighted
database. When you select the Pin To List option, Access pins that specific
database file to the displayed list of recent databases. When you select the
third option, Remove From List, Access removes that database file from the list
of recent databases. Note that when you remove the database file from the list,
you're not deleting the database from your computer; you are only removing it
from this list on the Backstage view. When you select the last option on the
list, Clear Unpinned Items, Access prompts you for confirmation that you want
to remove all unpinned items from the list. Click Yes in the confirmation
dialog box, and Access removes all database files from the list of recent
database files that you have not pinned. You can use this option to quickly
clear database files that you might have deleted and no longer wish to use from
your list of recent databases.
Figure 2-7. Right-click
a database file to see additional options you can use to manage your list of
The New tab, shown in Figure
2-8, is the first tab shown in the Backstage view when you open
Access. The Office.com Templates area in the center of the screen displays
different template categories grouped by subject. Click one of these categories
to change the display in the center of the screen to a list of templates that
you can download from the Office.com website. Note that you must be connected
to the Internet to see and download any templates in each of these categories.
These templates were created by the Access development team and developers in
the Access community. The templates represent some of the more common uses for
a database and are therefore presented to you first. Microsoft is continually
adding and modifying the selections available in the Office.com categories, so
the list you see might be different from that shown in Figure
2-8. Be sure to check these groups from time to time to see if a new
template exists for your specific needs. You can also search for a template on
the Office.com website by typing your search criteria in the Search Office.com
for Templates text box.
Figure 2-8. You can
create a database from a template, create a new blank or web database, or
search for a database file to open on the New tab of the Backstage view in
Just above Office.com Templates in
the middle of the screen are five buttons under Available Templates. The first
button on the left is labeled Blank Database. You use this button to start the
process of creating a new empty client database with no objects. See Chapter
4, for details on how to create a new blank client database. The next
button to the right, Blank Web Database, starts the process of creating a new
empty web database with no objects. See Chapter 6, for
details on how to create a new blank web database. When you click Recent
Templates, Access displays a list of database templates that you recently
created from this New tab. To view the list of database templates available on
your local drive that were installed with Access, click Sample Templates. Five
of the sample templates listed under Sample Templates are web-compatible
templates --Assets, Charitable Contributions, Contacts, Issues, and Projects.
The last button under Available Templates, My Templates, lists any database
templates that you created and saved locally to your computer. See Chapter 26, "The
Finishing Touches," on the
companion CD, for details on how to create your own database template.
Just beneath the Available
Templates text at the top of the screen you'll see three navigation buttons.
The Back, Forward, and Home buttons function like web browser buttons. As you navigate
between the various template screens, you can click Back to move you back one
screen in the history of screens you've opened. Click Forward to move you
forward one screen in the history of screens you've opened. Click Home to take
you back to the main page of the New tab on the Backstage view.
The task pane on the right of the
New tab displays a graphic of the database template you select from the list of
templates. For new blank databases you create, Access leaves this graphic
empty. You can type the name of a new database file in the File Name text box
beneath this graphic and browse to a location to save the database using the
The Print tab, shown in Figure
2-9, displays three commands "Quick Print, Print, and Print Preview.
Click Quick Print to send the selected database object to the printer
immediately. Be careful here, because the object that has the focus might not
be the one currently on the screen. If the focus is on an object in the
Navigation pane, that object is printed instead of the object currently open.
When you click Print, Access opens the Print dialog box to print whatever
object currently has the focus. Here again, be careful about which object has
the focus. Click Print Preview to preview the printed appearance of what you
are about to print on your monitor.
Figure 2-9. The Print
tab of the Backstage view displays commands to print objects in your database.
Save & Publish Tab
The Save & Publish tab, shown
2-10, displays commands to save your database and objects in other
formats and to publish your application to Access Services. In the center of
the Save & Publish tab, you'll see two categories "File Types and
Publish" and three commands "Save Database As, Save Object As, and
Publish To Access Services. If you click one of these commands, additional
commands appear in a submenu to the right. Click Save Database As and you'll
see two categories for this option "Database File Types and Advanced". Under
Database File Types, you can choose to save a copy of your entire database in
2007/2010 (.accdb), 2002/2003 (.mdb), or 2000 (.mdb) Access format. Note that
if you choose to save the entire database, Access closes the database you have
open so that it can create the copy. You can use the last option under Database
File Types, Template (.accdt), to save your database as an Access database
template. To start these commands, you can either double-click the command you
want or highlight the command and then click the Save As button at the bottom
of the screen. Under the Advanced category, the first option, Package And Sign,
packages your database as a Cabinet file (CAB) and digitally signs it.
Double-click the Make ACCDE command to make an execute-only version (.mde or
.accde) of your database. When you double-click the Back-up Database command,
Access creates a complete backup of your database file with the current date in
the file name. You can choose the last command under the Advanced category,
SharePoint, to publish your database to a document manager server.
Figure 2-10. The Save
& Publish tab contains commands to save your objects and database in
different formats and to publish your application to Access Services.
Click Save Object As under File
Types on the Save & Publish tab, and Access displays a different set of
commands on the right, as seen in Figure
2-11. When you double-click Save Object As on the right side, the
default is to save a copy of the current open object that has the focus or the
object that has the focus in the Navigation pane. Double-click PDF Or XPS to
publish a copy of the current open object as a Portable Document Format (PDF)
or XML Paper Specification (XPS) file. The last command for Save Object As,
Save As Client Object, saves a copy of the current open web object to a client
object format. See Chapter
6 for details on how to create a web database and work with web
Figure 2-11. You can
use the Save Object As command to save a copy of your database objects into
Click Publish To Access Services
under the Publish category on the Save & Publish tab, and Access displays
commands and information on the right concerning the new Access Services
feature in Access 2010, as seen in Figure
Figure 2-12. You can
publish your database to Access Services from the Save & Publish tab of the
Under Access Services Overview, you'll
see information and bullet points on when using Access Services might benefit
you. You'll also find a link you can click to watch a prepared video demo of
Access Services on the Office.com website. Click Run Compatibility Checker to
scan your database and identify any issues or settings that are not supported
for Access Services. (See Chapter 6 for
details on how to create a web database and working with the Web Compatibility
Checker.) If any issues are found during the web compatibility scan, Access
enables the Web Compatibility Issues button. Click that button to open a table
that lists all the issues found. If you are currently using a web database, the
Publish To Access Services button is enabled. Clicking this button starts the
process of publishing your web database to a Microsoft SharePoint site to
become an Access Services application. To the right of the Publish To Access
Services button, you'll see two text boxes "Server URL and Site Name".
Enter the full Uniform Resource Locator (URL) to the SharePoint server that you
want to publish to in the Server URL text box and the name of the site you want
to create in the Site Name text box. You'll learn more about all the Access
Services features later in this book, beginning in Chapter 6.
The Help tab of the Backstage view,
shown in Figure
2-13, displays commands and links to helpful information concerning
Access 2010 and the Office 2010 software. Under the Support category in the
center of the screen, you'll see three commands, Microsoft Office Help, Getting
Started, and Contact Us. Click Microsoft Office Help to open the Access Help
system where you can search Access topics for assistance building your
database. Click Getting Started to open a link on Office.com where you can see
a list of new features and resources pertaining to Access 2010. Click Contact
Us to go to a website where you can find links to support options, go to online
support communities, or submit suggestions to improve the product or report a
Figure 2-13. The Help
tab on the Backstage view displays links to resources, help, and support for
Under the Tools For Working With
Office category in the center of the screen, you'll see two commands, Options
and Check For Updates. Click Options to open the Access Options dialog box,
where you can choose different settings and preferences for your Access
installation. Click Check For Updates to go to a website where you can run a
program that verifies that you have the latest updates for your Office system.
On the right side of the Help tab,
you'll see information about your Access 2010 and Office 2010 installed
programs. Click the Change Product Key link to open the Microsoft Office setup
dialog box to change your product key for your installation. Click the
Additional Version and Copyright Information link to open the Access About
dialog box to view the copyright information of your Access and Office
installations. Click the last link on this tab, Microsoft Software License
Terms, to view and print the licensing terms for your Office installation.
Beneath the Help tab, you can also
find these two commands at the bottom of the Backstage view:
Opens the Access Options dialog box, where you can choose and define many
different settings and preferences for Access. See <Modifying
Global Settings via the Access Options Dialog Box, for a discussion of
- Exit. Closes
the currently open database file as well as completely exits Access.
Inside Out: Closing the Backstage view
can close the Backstage view quickly by pressing the Esc key. When you do this,
Access returns focus to where you were before opening the Backstage view.