With Data Access Pages, you can collect information from the Web rather than gathering it all on paper and organizing it yourself. All you need to do is create a Data Access Page to add to a database of records. When you save the database to a network server, you can enter data directly into the page while viewing it in Internet Explorer. All the input added to the Web page is immediately saved in the database.

In addition to helping you manage records, Data Access Pages make it easy for individuals to collaborate on projects by providing them with an efficient way to share information. Rather than give each individual a copy of the census database, for example, you can distribute tables from it over the Web, so people can add data to it at school, home, etc. In fact, by making it available on an intranet or internet, individuals from other locations can also browse through your database and add to it, if you want them to.

Designing a Data Access Page does not require any programming knowledge. In fact, the process of creating a page is similar to that of creating a form or report. You can use the Page Wizard or create the page in Design view. You select the fields you want to appear on your page and then format it using the same tools and techniques you use to format a report.

CREATE A DATA ACCESS PAGE USING THE PAGE WIZARD

1. From the list of objects in the Student Census database window, click Pages.

2. Double-click Create data access page by using wizard.

3. Select a query or table from the drop-down list and then select the fields that you want to include on your Data Access Page. Click Next.

4. You can add grouping levels if you wish, but if you do the page will not be interactive. Click Next.

5. Select a sort order for the fields and then click Next.

6. Type in a title for the page and then click Finish.

The Page Wizard opens the Data Access Page in Design view, where you can make changes to the format of the page. You can also add a title and text to it by clicking the title and text prompts and then typing text.

Access 2000 automatically applies the Straight Edge theme to the page, unless you select another. The theme determines the color and design elements of the page, including the bullet style and background images. You can change or remove the theme from a page in Design view. You can also apply brighter colors, change the background image, or animate graphics. To make it easier to experiment with themes, Access 2000 lets you preview your choices before you make a final selection.

CHANGE THE THEM OF A PAGE

1. With the page open in Design view, select Theme from the Format menu.

2. Select a theme from the list in the Theme dialog box. Access 2000 displays a preview in the right pane of the dialog box.

3. Set options for color, background, and graphics by selecting the boxes below the list of themes.

4. When you are satisfied with the design of the theme, click OK. The page appears in Design view with the new theme applied.

To learn about other techniques for formatting a Data Access Page, ask the Office Assistant.

SAVING A DATA ACCESS PAGE

Although you design a Data Access Page in Access 2000, the page is not stored in the database like other objects. Data Access Pages are saved as HTML files in one of the Windows desktop folders and Access 2000 adds a shortcut to the file in the database window.

1. In Page view or Design view, click Save from the File menu.

2. Double-click the folder where you want to store the HTML file.

3. Type the name of the page.

4. Click Save.

You can now open the HTML file you have created from your Windows desktop or from the database window.

OPEN A DATA ACCESS PAGE

*To open a Data Access Page in Design view, click the file shortcut in the database window and then click Design.

*To open a Data Access Page in Page view, double-click the file shortcut in the database window.

*To open a Data Access Page in a Web browser, double-click the HTML file in your Windows desktop folder. (Your default browser must be Internet Explorer 5.0 for this option to work.)

You can view the page in a Web browser by opening it in Design view or Page view and then clicking Web Page Preview from the File menu.

ADDING LIVE DATA FROM THE WEB TO A DATABASE

The Web offers a wealth of information to you and your students, some of which may be pertinent to a database you are constructing. For example, you may find census reports from past decades on the Web that you want to add to the database for comparative purposes. When you find a Web page that contains information that is useful for your class, you can create a Data Access Page from the Web page, and store it in the database. First, you must save the Web page on your Windows desktop.

Save A Web Page

1. Open the Web page in Internet Explorer.

2. Click Save As from the File menu.

3. Select the folder where you would like to save the HTML file.

4. Change the default name of the file, if you prefer a different name.

5. Click Save.

You can also save a Web page to the Favorites folder on your Windows desktop by opening the Web page and then clicking Add to Favorites from the Bookmark menu.

MAKE A WEB PAGE INTO A DATA ACCESS PAGE

1. Select Pages from the database window.

2. Double-click Edit Web page that already exists.

3. Browse the folders on your Windows desktop to locate the Web page you want to open and then click Open.

The Web page opens in Design view, where you can modify it. The changes you make only appear in your Data Access Page, not on the original Web page. When you have finished making changes to it and save the HTML file, you have to rename it and select a folder in which to save it.