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Microsoft Access 2003 help please

Though I am very computer literate I have no experience with Access. I was trying to do a small favor for co-workers that has turned into days of confusion. Here is what I need to do: There is the desktop with the access database (.mdb) and there is a laptop with the same exact database on it. All I need to do is copy the updated database from the desktop and place it on the notebook so that the database on the notebook will be updated. Then in a month or two I will need to do the reverse. The computers are in two different locations and not networked. I did a backup of the database and copied it to a thumb drive took it to the laptop and opened it however the then opened database only shows what was on the laptop all along the data entered for June is still missing. I tried again to do the back up and made sure the June data displayed when I opened it on the desktop but then took that file to the laptop and opened it from the thumb drive and once again the file with the updated database with the June entries opens and through May data is there but June is not. What am I missing here?? Any chance it's something simple. Suggestions and/or guidance would be greatly appreciated. Guess I am somewhat trying to merge/update the database. A former co-worker assisted them once in the past and said something about needing to copy two files (two backups?) and something about the database used excel as well. Like I said anything but access and I could probably figure it out. It seems what I am trying to do should be quite simple.

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Usually not simple at all.

In reply to: Microsoft Access 2003 help please

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That "Excel" might be a clue.

In reply to: Microsoft Access 2003 help please

Like you I have never used Access or any database application except DataEase many moons ago, when OS's were still DOS.

However, you mentioned the database uses Excel and I wonder if that is a clue. Microsoft has configured all Office applications to be able to share data across the applications.

This is what I know. If I have an Excel workbook that is full of data, I can create a new, separate workbook that will 'link' to the first workbook and extract, (copy), data from it. Every time I open the 2nd workbook it will look for the 1st to update itself. If it cannot find the 1st at the path I gave it in the links, it will ask me for the path. But if that 1st file is there, no matter how old it is, the 2nd workbook will happily update itself from it.

Is this the same with your Access database? Is it linking to an Excel workbook? Also, if it is, does this laptop have a copy of that Excel workbook saved on its hard drive?

If the answer to both is Yes, then I suspect that the Excel spreadsheet on the laptop is out of date, so that when you open the new copy of the database on it, it just updates itself and replaces the new data with the old, out of date data.

I wonder if that is the problem.

My head hurts!

Mark

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That sounds plausible

In reply to: That "Excel" might be a clue.

Now if I could just get the people who created this mess to answer their phones I am sure they could explain it to me. Not easy being a 3rd party / 5th wheel etc. etc. you get the point and trying to resolve an issue that the current user knows little or nothing about and those who created and implemented it are too busy to answer the phone and explain how their set up works. I will search excel files and see if I can find something that might contain the database information if I can find the specific file you may be exactly right and you potential solution to the problem. Thanks in advance.

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Yep I know what you mean

In reply to: That sounds plausible

Trying to decompile things like spreadsheets that other people have created is a difficult task.

If I am right, (and I don't guarantee it), you may get a clue in the same way that Excel handles linked workbooks.

If the Excel workbook that has all the data on it is not in the path specified, then Excel brings up the Open file dialog and asks you to find the file of the specified name. If you can load this database onto a system which you know hasn't used it before, it may display the same open file request, and give you a file name for the Excel file.

But, good luck! Devil

Mark

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Quite a lot of Access databases ...

In reply to: Microsoft Access 2003 help please

in fact are split in two parts: 1 = the program coding, and 2 = the data. That's an easy way to maintain the code (bug fixing, adding new features), then implementing it by just replacing #1 and leaving #2 unchanged. It might well be something like this is the case here.
The process of doing so is described in http://www.databasedev.co.uk/split_a_database.html
Both are a mdb.

Have a look at the tables (in the table tab of the database window). If they are in the same database, it's a normal table. In the case of #2, it's a linked table, as described in http://en.allexperts.com/q/Using-MS-Access-1440/linked-tables.htm and http://office.microsoft.com/en-us/access/HP051876231033.aspx

In cases like this, you've got to copy both mdb's to the other PC, using the exact same location for the database containing the linked tables.

If it's all in one database, your procedure surely would be adequate. So it isn't.

The guy who made this should have documented this in the 'backup and restore' part of his instruction manual. If you don't know where the data is, you can't make a backup, and that is essential in a business environment.

Hope this helps.


Kees

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