My latest EzineArticle talks about why you would use Microsoft Access Forms to search for data giving that extra layer of protection when controlling record searching and filtering.

As with all versions of Microsoft Access databases and general software, no application is worth their salt unless you can either find or search for data, records or values in a document whether it be a text file or a long data list.

In Microsoft Access, using the conventional search tool (or Find Command – CTRL + F) is basic but it does exactly what is says on the tin! This is used in a table, query, form or any other output that can display records.

There are some issues when using the Find command in Microsoft Access:

1. You are searching for values across records or fields in the ‘back-end’ of the database causing a potential risk to the data being changed or worse still, deleted.
2. The Find command is very basic by design and is limited to how you find values in a table, query or a form.
3. Using a query requires a basic understanding of how to design one and how to set and use criteria.
4. Using the basic criteria and filtering options in a table still runs the risk of records being abused.

How does one protect your data and still have the flexibility of searching for records within Microsoft Access?

Well, build your own custom Micirosoft Access form (normally with some VBA code) and provide a protected layer of functionality to allow users to look but not touch the data!

The benefits of having a Microsoft Access form instead is:

1. You cannot gain direct access to your data thus protecting it.
2. You can add any functionality you wish, as it’s your own design.
3. It can be used to provide better security for general users who may have different roles and access rights.
4. From a customised Microsoft Access form, you can navigate and drill-down to other related (or non-related) records.
5. The custom form becomes user-friendly!

So how do you go about building such a form?

The simple answer is, you either learn how to build Microsoft Access forms or get someone to build it for you or perhaps maybe, just maybe someone has already built a utility ready for you use!

Another Tip for you! Learning to build Microsoft Access forms including VBA code will give the full control of how your data and reporting needs can be achieved.

I invite you to keep up to date with my articles and eBooks which covers a lot of details and can be found at http://AccessDatabaseTutorial.com.

BTW: Check out my special offer of “How to Use and Re-Design Your Very Own Microsoft Access Database Search Tool Utility” which has recently been reduced at http://AccessDatabaseTutorial.com/Offer/SearchToolUtilityOffer – It comes with a money back guarantee – what do you have to lose?

From Ben Beitler – “Your Access Database Expert”