Use the Access Assets Database template

Use the Access Assets Database template to keep track of computers, office equipment, or anything else that is owned or maintained by people. This version of a popular Access template also lets you search Asset details, show or hide columns, send e-mail messages, and map asset owners’ addresses.

Using the Assets database template

Getting Started

In this article, we cover the basic steps of using the Assets Database template.

Prepare the database for use

  • When you first open the database, Access displays the Getting Started page. To prevent this page from displaying the next time you open the database, clear the Show Getting Started when this database is opened check box.

    Close the Getting Started page to begin using the database.

  • To make sure all the database content is enabled, use the following procedure:

    1. In the Message Bar, click Options.

    2. In the Microsoft Office Security Options dialog box, click Enable this content, and then click OK.

      For more information about enabling database content, see the article Decide whether to trust a database.

Collect data through e-mail

You can collect Asset information from e-mail users by sending them a data entry form in an e-mail message. When users return the completed form, the data can be processed and stored in your Asset list.

  1. On the Asset List form, click Collect Data.

  2. 2. Follow the instructions in the Collect data through e-mail messages wizard to collect data from the specified e-mail recipients.

Show or hide retired assets

Retired Assets are items that have a Retired Date on or before the current date. Assets may become retired when they are outdated, broken, or otherwise unused. You can show or hide retired Assets on the Asset List form.

  • On the Asset List form, select or clear the Show Retired check box.

Search for an Asset or a Contact

The Quick Search box lets you quickly find an Asset on the Asset List form, and a Contact on the Contact List form.

  • Type the text you want to search for in the Quick Search box, and then press ENTER or click Go.

    Access filters the list to show only those records that contain the text you searched for. To return to the full list, click Show All Records.

Filter the Asset list

On the Asset List form, you can filter the list of Assets, and save your favorite filters for future use.

  1. Apply filters by right-clicking the form and selecting the filters you want.

  2. Click Save Filter.

  3. On the Filter Details form, enter a filter name and description, and then click Close.

  4. Use the Filter Favorites box to apply a saved filter, or click (Clear Filter) to remove the filter.

Show or hide columns

On the Asset List form and the Contact List form, some fields (columns) are hidden by default. To change which fields are displayed:

  1. Click Show/Hide Fields.

  2. In the Unhide Columns dialog box, select the check box beside each column that you want to show. Clear the check box to hide the column.

Display Asset or Contact details

The Asset Details form and the Contact Details form let you view and enter more information about an item. To display the Asset Details or the Contact Details form:

  • On the Asset List form or the Contact List form, click Open next to the item that you want to see.

Add a picture

On the Asset Details form and the Contact Details form, you can add pictures and other attachments.

  • Under the picture frame, click + / – Images.

  • In the Attachments dialog box, click Add.

  • In the Choose File dialog box, browse to the folder that contains the file.

  • Select the file you want to add, and then click Open.

  • In the Attachments dialog box, click OK.

Note: You can attach multiple files for each item, including different file types such as documents or spreadsheets.

Add contacts from Microsoft Office Outlook 2007

If you use Office Outlook 2007, you can add contacts or asset owners from that program without having to re-type the information.

  1. On the Contact List form, click Add From Outlook.

  2. In the Select Names to Add dialog box, select the names that you want to add to the database.

  3. Click Add, and then click OK.

Display a map of a contact's address

On the Contact Details form, if you have entered a street address for the contact, you can display a map of that location:

  • Click Click to Map.

Display reports

The Assets Database includes several reports, including All Assets, Asset Details, Assets Retired, Contact Address Book, and more. To display a report:

  • In the Navigation Pane, under Reports, double-click the report you want to display.

You can create your own custom reports. For more information, see the article Create a simple report.

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