Microsoft Access Programmer Pittsburgh, Pennsylvania

Information From Our Principal Microsoft Access Programmer

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The material below originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development. and is reprinted here iwth the author's permission. There may be references to "Figures" or "Chapters"that are not reprintable and are not used on this page.

Improving Performance and Reusability by Basing Reports on Stored Queries or Embedded SQL Statements

Basing your Access reports on stored queries offers you two major benefits:

• The query underlying the report can be used by other forms and reports.


• Sophisticated calculations need to be built only once; they don't need to be recreated for each report (or form).

With earlier versions of Access, reports based on stored queries opened faster than reports based on embedded SQL statements. The reason is that, when you build and save a query, Access compiles and creates a query plan. This query plan is a plan of execution that's based on the amount of data in the query's tables as well as all the indexes available in each table. In earlier versions of Access, if you ran a report based on an embedded SQL statement, the query was compiled, and the query plan was built at runtime, slowing the query's execution. With Access 2002, Access 2003, and Access 2007, query plans are built for embedded SQL statements when the form or report is saved. Query plans are stored with the associated form or report.

Benefits Of Stored Query For Reports

So what are the benefits of basing a report on a stored query instead of an embedded SQL statement? Often, you want to build several reports and forms all based on the same information. An embedded SQL statement can't be shared by multiple database objects. At the very least, you must copy the embedded SQL statement for each form and report you build. Basing reports and forms on stored queries eliminates this problem. You build the query once and modify it once if changes need to be made to it. Many forms and reports can all use the same query (including its criteria, expressions, and so on).

Reports often contain complex expressions. If a particular expression is used in only one report, nothing is lost by building the expression into the embedded SQL statement. On the other hand, many complex expressions are used in multiple reports and forms. By building these expressions into queries on which the reports and forms are based, you have to create the expression only one time.

Although you can see that basing reports on stored queries offers several benefits, it has its downside as well. If your database contains numerous reports, the database container becomes cluttered with a large number of queries that underlie those reports. Furthermore, queries and the expressions within them are often very specific to a particular report. If that is the case, you should opt for embedded SQL statements rather than stored queries.

Reports - Adding Sorting or Grouping

Often, you want to add sorting or grouping to a report. To do so, follow these four steps:

• Click the Group and Sort tool, found in the Grouping & Totals group on the Design tab. The Group, Sort, and Total window appears.


• Click the Add a Group tool within the Group, Sort, and Total window. All the fields found on the report appear in a list box.


• Select a field in the list.


• Click the More button to view additional grouping options. They include whether you want to sort from smallest to largest or largest to smallest; whether you want to group by the entire value or by a portion of it; whether you want totals for the grouping level; whether you want a header section, a footer section, or both; and finally how you want the data grouped on a page.

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Author Attribution

This material originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development and is reprinted here with the author's permission.

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Expert Microsoft Access Programmer Pittsburgh, PA

Contact MS Access Solutions at (323) 285-0939 for expert Microsoft Access programming in Pittsburgh, Pennsylvania. MS Access Solutions brings over 25 years of experience in developing and optimizing Access database applications across industries, including medical clinics, dental clinics, hospitals, government agencies at the federal, state and local level, U. S. military, education including universities, school districts, and junior colleges, horticulture, agriculture, insurance agencies and insurance companies, IT comanies, and employment services and human resources departments.

We provide tailored development and support services for businesses working with Microsoft Access and SQL Server. Our focus is on creating efficient, stable, and scalable database environments that align with your operations. Whether you're managing legacy systems or integrating new technologies, our team is equipped to handle the complexity.

Performance issues often surface gradually—applications become slower, queries take longer, and productivity starts to dip. We specialize in identifying and resolving these slowdowns, offering deep analysis and optimization of SQL Server performance. From refining indexes to reworking inefficient queries, we address the root causes, not just the symptoms.

When queries hang indefinitely or timeout errors persist, it can impact your entire operation. Our approach to troubleshooting includes examining execution plans, detecting bottlenecks, and making targeted improvements that restore your system's responsiveness.

Microsoft Access Support We Provide Include . . .

• Diagnosing and repairing corrupted Access databases, with attention to file integrity and recovery of essential data.
• Investigating Access crashes and instability, optimizing performance, and minimizing downtime across the application.
• Re-establishing lost or unreliable SQL Server connections used by Access front ends, ensuring seamless integration.
• Debugging and fixing broken forms, reports, macros, and VBA scripts—restoring functionality and preserving custom workflows.

How We Improve A Slow Microsoft Access Database?

Slow Microsoft Access database performance can result from inefficient queries, excessive data bloat, or poor database design. We begin by optimizing queries using proper indexing, eliminating unnecessary calculations, and restructuring complex joins. Indexing frequently searched fields speeds up data retrieval, while avoiding wildcard searches at the beginning of query criteria reduces scan times.

Splitting the database into a front-end and back-end improves performance in multi-user environments. The front-end contains forms, reports, and queries, while the back-end stores the data in linked tables, reducing network traffic and improving response times. Using SQL Server as the back-end further enhances scalability and speed.

Reducing VBA execution time is essential. Optimizing loops, avoiding redundant calculations, and using native Access functions where possible minimizes processing delays. Replacing domain aggregate functions like DLookup and DSum with SQL queries significantly improves efficiency.

Compacting and repairing the database regularly removes unused space and prevents file bloat. Pass-through queries, which execute directly on the server, help reduce the load on Access and speed up data retrieval. Proper indexing, table normalization, and eliminating unnecessary temporary tables keep processing time low and ensure smooth performance.

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Get more information about our Microsoft Access programmer services at the Microsoft Access Programmer Columbia, South Carolina web page.

Question: How Can I Make My Microsoft Access Database Run Faster?

Answer: A slow Access database can be frustrating, especially when forms take forever to load, reports lag, and queries drag on. Performance issues usually stem from bloated data, inefficient indexing, or poorly optimized queries. The good news is that with a few adjustments, you can significantly improve the speed and efficiency of your database.

Start by using the Compact and Repair tool regularly. Over time, Access databases accumulate unnecessary space, which can slow things down. Running this tool cleans up the database, reduces file size, and improves performance.

Indexing is another critical factor. If your database has large tables, make sure frequently searched fields are indexed. However, too many indexes can slow down data entry, so it's about finding the right balance.

Queries should be optimized to return only the data you need. Instead of using SELECT *, choose specific fields to minimize processing. Avoid complex calculations within queries — if possible, handle them with VBA before running the query.

Forms and reports should load only the necessary records. If a form pulls in thousands of records at once, consider using filters to limit data retrieval. Splitting the database—storing tables separately from forms and reports—can also improve speed, especially in multi-user environments.

Database performance requires regular maintenance. Reviewing queries, optimizing forms, and keeping the database structure clean ensures it runs smoothly over time.

Question: Why Do Microsoft Access Queries Run Slowly, and How Can I Fix Them?

Answer: Queries are an important feature of any Microsoft Access database, but when they slow down, everything else does too. If your reports take too long to generate or searches feel sluggish, the issue likely lies in how the queries are structured.

The first thing to check is indexing. If a table has thousands (or millions) of records, searching without an index is like flipping through an entire phone book (if you can find one) to find one name. Adding indexes to commonly searched fields makes queries run significantly faster.

Another common problem is unnecessary joins. If a query pulls data from multiple tables, check whether all those joins are necessary. Sometimes, using temporary tables or breaking queries into smaller steps can improve performance.

Filtering data early helps too. Instead of retrieving everything and filtering it later, apply filters in the query itself to reduce the workload. This is especially important if you're working with linked tables or large datasets.

Complex calculations inside queries can also cause slowdowns. If a query includes multiple calculated fields, consider handling some of these calculations in VBA before running the query. That way, Access isn't doing extra work every time the query runs.

If your database is connected to SQL Server, switching to pass-through queries can improve speed. These queries send the processing to SQL Server instead of Access, reducing the strain on your local system.

Regularly reviewing and optimizing queries can keep your database running smoothly. A few small changes can make a big difference in speed and efficiency.

Question: Should I Upgrade My Microsoft Access Database to SQL Server?

Answer: Microsoft Access is great for small databases, but as data grows and more users need access, you might start hitting limitations. If your database is getting sluggish or struggling with multi-user access, moving to SQL Server could be a smart upgrade.

One of the biggest benefits of SQL Server is performance. Unlike Microsoft Access, which loads entire tables into memory, SQL Server processes data more efficiently, returning only what's needed. This leads to faster queries and reports, especially for large datasets.

SQL Server also handles multi-user access much better. If your Access database is shared over a network and users experience frequent record locks or crashes, switching to SQL Server can eliminate those issues. It provides better transaction handling, reducing the risk of data corruption.

Security is another big factor. Access databases are file-based, meaning they can be copied or tampered with easily. SQL Server offers stronger authentication and encryption options, making it a safer choice for sensitive data.

However, migrating to SQL Server requires some planning. Some Access queries and VBA functions may need to be rewritten to work with SQL Server. Forms and reports linked to SQL tables might behave differently, requiring adjustments.

If your database is relatively small and used by only a few people, optimizing Microsoft Access may be enough. But if you're dealing with growing data, frequent performance issues, or multiple users, SQL Server can provide better long-term stability and scalability. We recommend using SQL Server as the Data Storage portion of your database and Microsoft Access as the dashboard or User Interface.