An Access "Bug"

     Sometimes, I think computer programmers call "problems" with programming "bugs" not because they refer to other abnormalities in programming code as "viruses," but because if they happen often enough, they "bug" the heck out of us.

     One of those "bugs" is inherent in the structure of Microsoft's Access program...although it's probably really not a bug.  It's something to be aware of, but I like to call it a bug, because it can be deadly to the integrity of your database.

     Access works in the complete opposite manner than does Microsoft's Word, Excel and PowerPoint.  With these three programs, a "template" document is opened for you, and you begin your work...then you have to remember to save your work.

     With Access, you have to create your template first...which means it's saved first.  Then more information can be added to it.  This is critically important, since a database is a storehouse of information - information that you do not want to be lost.

     Information in Access is stored in "records." Records are similar to rows of information in Excel.  Columns in Access are designated as "field" names, such an "member number," "name," "address," and the like.  Therefore, information that is pertinent to a person is included in a row, which is referred to as a "record."  In Excel, you can click on a numbered row, and choose "delete" to eliminate the information.  If you then decide that you did not want to do that, or made a mistake or incorrect key stroke, you can choose "undo" from the main toolbar menu, and all will be restored (as long as you didn't click "save").

     Access is not that forgiving, but it is more polite.  It gives you a warning first - asking if you're sure you want to delete the information.  If you choose "yes," it's gone, with no chance of recovering it.  Remember, it "saves" first, without having to click "save."

     While it's pretty understandable that you wouldn't want to delete something from a database, the problem comes with the query.  A query is simply a subset of a database.  All the information is stored in the database, but if you're working on a project, you may not need all the information about all the records.  When you "run" the query, however, it is still linked to the database.  Here's the problem: If you choose to delete a record on a query, you will delete the record from the database.

     This is why it's VERY important to have a person skilled in Access administering a database for your company if you're using the native Access program.  Access is one of those programs where a little knowledge is a dangerous thing.

© Michael V. Ziemski, Instrumediatech, 2008 (Original Publication Date: 20080331)

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