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Saving a Form as HTML

You can save forms as HTML documents in one of two ways. The first method is to save a form as HTML by selecting the form in the Navigation Pane and then selecting HTML Document from the More drop-down in the Export group on the External Data tab. (You can also right-click the form in the database Navigation Pane and select Export, HTML Document.) The Export – HTML Document dialog appears. Click Browse to designate the location for the exported document. If you want the system's default browser to load after the HTML document is saved, click Open the Destination File After the Export Operation Is Complete. Click OK. The HTML Output Options dialog box appears. If desired, click Browse to locate an HTML template file. Click OK to close the dialog box. Only the datasheet associated with the form is saved as HTML; the format of the form itself isn't saved.

Saving a Form as XML

You can also save forms as XML by selecting the form within the Navigation Pane (or by having the form open and in focus) and clicking XML File from the More drop-down from the Export group on the External Data tab. Browse to select a name and location for the exported document. Click OK to continue. Access can generate three files: filename.xml, filename.xsd, and filename.xsl. The .xml file contains the actual data. The .xsd file contains the schema, or structure, of the data. The .xsl file is the stylesheet for displaying the XML data.

Adding Smart Tags to Your Forms

You use smart tags to perform tasks such as scheduling appointments, emailing letters, and adding Outlook contacts, all based on data displayed on an Access form. You can even determine the weather or get the latest news on each city that appears on an Access form!

Adding a Smart Tag to a Form

Adding a smart tag to an Access form involves these steps:

1. Create a new form or open an existing form in Design view.

2. Select the control on which you want to base the smart tag. For example, if you want to use the smart tag to schedule an appointment, you would probably want to select a control bound to the Contact Name field.

3. Show the Data properties for the control and click within the Smart Tags property.

4. Click the Build button (the ellipsis). The Smart Tags dialog box appears.

5. Click to select the smart tag you want to add. For example, to send mail, schedule a meeting, open an existing contact, and add new contacts, select Person Name.

6. Click OK. A smart tag appears in the Smart Tags property.

Using a Smart Tag

After you have added a smart tag to a control, you will notice smart tag action buttons when you view the form in Form view (see Figure 5.65). Click the action button for a particular record to see the actions available for that smart tag. In Figure 5.66, you can see that the Person Name smart tag has the Send Mail, Schedule a Meeting, Open Contact, and Add to Contacts menu items all associated with it. If, for example, you select the Schedule a Meeting menu item, Microsoft Outlook launches and a new meeting appears.

This material originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development. Reprinted here by author's permission.

When you need a Microsoft Access programmer for your Raleigh NC business, call MS Access Solutions at (323) 285-0939. We have over 25 years experience in Microsoft Access programmer solutions. We create Access database applications for all sectors, consisting of hospitals, government agencies, the U.S. military, universities, agriculture, workers services, and insurance provider. We can take care of the most advanced as well as complicated Access and also SQL Server database programming for your business as well as smaller projects, like fixing damaged Access database forms, MS Access reports, Access macros, and VBA code.

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