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welcome to another techel video brought to you by access learning zone.com I'm your instructor Richard Rost today we're going to talk about how to create an accd template so that you can easily distribute and share your Microsoft access database I'm going to put this one down as an expert level video which is between beginner and developer it's a little bit past the stage of what beginners might need to do but we're not going to need any VBA programming today so as long as you got a little bit of access onto your belt you'll be fine with this one today's question comes from Cedric and Belleview Nebraska one of my Platinum members Cedric says I watched your videos on creating default templates for both Word and Excel can you do something similar with Microsoft Access well kind of yes and kind of no let me explain so what Cedric is talking about if you haven't seen him two days ago I did a video on creating default templates for Microsoft word and so this is so you can set your font your margins your font size all those little things so every time you create a new word document you don't have to keep resetting all that stuff right like the new aptose font was just added to to office as the default and a lot of people don't like it so I can show you how you can go back to Times New Roman or Courier or whatever other font you want so watch this video if you want to learn more about that and then of course yesterday's video was doing the same thing with Excel which is a little more involved but not difficult so again you can do the same thing fonts column sizes background shading that kind of stuff now when it comes to access you really can't set up a default uh database like you can a default document or default workbook for Word and Excel there's no like this will always be your default setting but what you can do is you can set up templates that have all of your preferred default settings in them and then those can be used for creating new dat databases now personally for me I never really go through the hassle of setting up an actual template in Access you know that's an ACC DT file I just make a normal database right a DB file that's got you know all the things that I like to put in new databases that I create the same objects that I use a main menu most databases have a customer form customer list um whatever VB code you like to have in any database that you make put that in a global module right and I just make a regular normal access database file and then I'll just copy and paste it and work off of that that's what I do I've been doing it for 30 years it works fine for me and besides with access unless you're someone like me where I'm teaching and I'm you know like every day I'm making a new database to show you guys something different um it's very it's it's rare to create new databases whereas with Word and Excel you know you might be creating lots of new documents or lots of new spreadsheets every day for this or that or whatever access isn't usually like that usually you set up your database once and then you work with it for a while and you don't make another new one that often unless you're you know a developer and doing it for clients and that kind of stuff so the real need to make templates isn't quite there for Access like it is for Word and Excel now I did have a situation a few years back where I helped an accountant build a database well I basically built the database with his direction for what he wanted that's the beauty of access right you can customize it however you want and he wanted to set up a database that he could then share with his client that he was doing taxes for or whatever so he wanted to make a template so that he could fill in the customer's information put all of their data in that database and then the next time he got a client he'd create a new database and he wanted a template so he could easily do that of course I tried talking him out of doing that I I said it's much much easier from a development standpoint to put all of your clients together in the same database and then if you just want to peel off their information we could export them you know Excel spreadsheets what he's like no no no no no he's like no this is how I want to do it I argued I lost because at the end of the day the client is right when it comes to what they want right it might not be the best thing developmentally but okay I let him win so I set him up a template so he could just open up access pick the template and then he'd get a new blank database that he could then just populate with that client's information and then he can send that database to them when they wanted to see you know a copy of their records of course you know once you've got 20 30 of those databases and you want to make a design change to a form then you got to copy that form to all of those that's what I tried to tell him in the first place and he didn't listen to me but okay so but anyways there are some instances where you might want to be able to use templates like this also if you want to be able to share your database with other people right and I'm finally Happy by the way that chat GPT finally is getting the right number of fingers on images and is it just me or does that guy kind of look like Jeff Goldblum like a like a young Jeff Goldblum like Jurassic Park Jeff Goldblum or maybe Independence Day I don't know doesn't have quite the same hair though yes no maybe a little bit I don't know okay anyways all right so let's say you got a database that you want to be able to share or make a template out of so here's my basic techel free template right this is a free database you can grab a copy of this off my website if you really want to let's open this sucker up now take out anything that you don't want in here that you don't want to be able to share or have in your template I'm just going to leave it as it is don't worry about taking the data out of it because when you create the template file there's an option to either include the data that's in here or not if you got a situation where you need some helper data table like you got a list of states in here or name prefixes or that you want that then you're going to have to manually delete the stuff out of the tables that you don't want shared so you have to delete your customers and orders and stuff like that it is an All or Nothing proposition okay all right so we're going to take this we're going to save it as a template file save as right there template ACC DT save as this guy comes up right what do you want to call it let's call it uh Rick uh test techel template acdt thingy whatever you want to call that's what's going to show up in your template list you want a description in here whatever tell tell people about your template right okay category you can set up different categories if you want to there's one default one user templates just leave it in there that's fine icon if you want to give it a custom icon click this little guy right there browse to wherever your icons are pick what you want hit open there it goes that's what you'll see in the template listing if you want a preview of it like more in-depth image that shows up in the in like the template store right again browse for it right there pick your image okay there it is all right now primary table this is if you're doing something called an application part which we're going to talk about in tomorrow's video um an inst instant instantiation form is the form to open by default in databases created by the template kind of like your startup form if you want to have a you you know a custom form with instructions pop up you can pick one of your forms in here I'm not going to bother with that right now I already have a main menu that'll load up and you can put instructions on that if you really want to all right here's the option to include all data in the package if you don't check this by default you'll get no data it will empty out all of your tables okay I'm going to turn that off so we get an empty database and then we'll hit okay there are options here for sharing your template with the community where you can submit it to be you know in the Microsoft store whatever they got I I honestly have never done this so I don't know much about it uh Google it if enough of you are curious let me know I'll do some research and figure out what's involved there I actually have a couple templates myself I've been thinking about submitting so this might be something I'm going to look into in the future anyways if you guys know anything about this post some comments down below teach me tell me some stuff all right hit okay all right template's been created and it's it doesn't give you an option of where you want to put it it puts it here see users and so it's in your user app data roaming Microsoft templates access folder so if you want to share this with other people you got to go find that folder which is kind of a pain they should say hey where do you want to put it but this is the place that access looks for for your templates I'll show you in just a second all right there it took me an hour off camera to navigate to see users Amicon why Microsoft why why do you bury it like that all right we're just G to set this one off to the side for a minute and I'll come back to that all right hit okay we're done with this go ahead and close it there's your original database now we're just going to open up access don't open this guy just open up access find your access logo open it up there we go you see some other templates I was playing with earlier on here ignore these um but go over here to more template more templates and if you haven't played with the Northwind databases by by now go play with those those are pretty cool I did a video on these a while back more templates you still don't see your template click on personal there you go and yes when when I set this up for my accountant client I actually put his picture on the template he loved it though he thought it was awesome all right click on that there you go now pick where you want it to go by default it's going to go into your user documents folder I'm just going to drop it on my desktop so click here browse to where you want it to go I'll go to desktop give it a good name new accounting DB or whatever it's going to create an accdb file out of that template hit okay okay and then hit create it's going to do its thing it's preparing a template and there you go you got a blank database at that location in fact let me see oh there it is it's on my desktop let bring it up there was on my other monitor okay and you'll notice all your tables are empty see okay so I can close that now I got a a brand new copy of the database and again it moved it I've got two monitors on my desk and of course every time I every time a A change is made to one of those databases it snaps back down to my primary monitor I hate that now the reason why I browse to this guy was because if you want to send this to your customers for example so they can make brand new blank databases off of your template you can zip this up and send it to them and if they have access they can open it just make sure to tell them that they need to run it from a trusted folder a trusted location all right and if you need to know about that I got a video for that too of course I got videos for everything right and of course if you want to learn more about access come to my website check it out I got access lessons for all levels beginner expert advanced advanced covers macros and stuff developer lessons I got all kinds of seminars and templates and you name it I got it so if you want to learn access you found the right guy if you like my style come on come on down you're the next contestant all that good stuff so that's going to be your techel video for today tomorrow we're going to talk about application parts and that's where instead of like a whole database let's say you've got just like certain objects that you want to be able to include in new databases right so let's say like your customer stuff the customer table the customer forms any queries that are related any reports that are related you can create what's called an application part which is a bundle of those things so if you do build a new database and then you're like oh you know what I kind of need my customer stuff you can just pick the part and it drops those things into your database instead of having to do it manually all the time so we'll talk about that tomorrow but again that's your techel video for today I hope you learned something my friends live long and prosper I'll see you tomorrow if you enjoyed this video please give me a thumbs up and post any comments you may have below I do try to read and answer all of them as soon as I can make sure you subscribe to my channel which is completely free click the Bell icon and select all to receive notifications when new videos are 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I use the code that I build in most of the videos You'll also get higher priority if you do submit any Tech help questions now answers are guaranteed but you do go higher in the list for me to read them and if I like your question you got a good chance of it being answered you'll also get one free expert level class each month after you've finished the beginner series Platinum members get all the previous perks plus even higher priority for Tech help questions you get access to all of my full beginner level courses for every subject and I cover lots of different subjects like word excel VBA ASP lots of different stuff not just access these are the fulllength courses found on my website you get all the beginner ones in addition once you finish the expert classes you get one free developer class per month so lots of training and finally you can also become a diamond sponsor you'll have your name or your company name listed on a sponsors page that will be shown on each video as long as you're a sponsor you'll get a shout out in the video and a link to your website or product in the text below the video and on my website so that's it once again my name is Richard Rost thank you for watching this video brought to you by access learning zone.com I hope you enjoyed I hope you learned something today live long and prosper my friends I'll see you again soon for