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Sub Forms
I Have two Tables. the first holds various information with it's own Primary
Key and also a Supplier ID "SW_Opp" that identifies a Supplier. The second "Suppliers" Table holds the "SupplierNo" number as the primary key and lists the "SupplierName" plus other info about the supplier. The first table "SW_Opp" is the same as the second table "SupplierID" and they are linked in the Relationship. I have a Sub Form that has its record source from the First Table, so all the Text boxes have their control Souce based on that Table. One of the Text Boxes in that sub form is called "SW_OPp and returns the number of the supplierlinked to that particular record in the first table. What i want to do is to have the supplier Name (held in the Suppliers Table) appear in the sub form depending on the Supplier number held in first table. I thought of using an unbound List Box and have tried to set the Row Source to get the result I want. I have tried many combinations but they all come up with an error. The one that I thought should work is as follows :- SELECT tbl_Suppliers.SupplierName FROM tbl_Suppliers WHERE (((tbl_Suppliers.SupplierNo)=[sub_frm_StoreAddressExtra].[SW_Opp])); It still comes up with an error and I must be doing something fundamentally wrong. Any Help please? RayC |
#2
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Simply base the subform on a query which joins the two tables and include the
SupplierName in the query's columns. You can then include a text box control in the subform bound to the SupplierName column. To prevent users trying to edit the name set the control's Locked property to True (Yes) and its Enabled property to False(No). The reason for the error in your query BTW was that you cannot reference a subform by the name of the underlying form object; it has to be referenced via the Form property of the subform control in the parent form. As the query is the RowSource of a control in the subform, however, you can simply reference the Form property, Form!SW_Opp without the need to qualify it by the name of the parent form's subform control. Ken Sheridan Stafford, England Ray C wrote: I Have two Tables. the first holds various information with it's own Primary Key and also a Supplier ID "SW_Opp" that identifies a Supplier. The second "Suppliers" Table holds the "SupplierNo" number as the primary key and lists the "SupplierName" plus other info about the supplier. The first table "SW_Opp" is the same as the second table "SupplierID" and they are linked in the Relationship. I have a Sub Form that has its record source from the First Table, so all the Text boxes have their control Souce based on that Table. One of the Text Boxes in that sub form is called "SW_OPp and returns the number of the supplierlinked to that particular record in the first table. What i want to do is to have the supplier Name (held in the Suppliers Table) appear in the sub form depending on the Supplier number held in first table. I thought of using an unbound List Box and have tried to set the Row Source to get the result I want. I have tried many combinations but they all come up with an error. The one that I thought should work is as follows :- SELECT tbl_Suppliers.SupplierName FROM tbl_Suppliers WHERE (((tbl_Suppliers.SupplierNo)=[sub_frm_StoreAddressExtra].[SW_Opp])); It still comes up with an error and I must be doing something fundamentally wrong. Any Help please? RayC -- Message posted via AccessMonster.com http://www.accessmonster.com/Uwe/For...arted/201005/1 |
#3
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Hi Ken
Thank you so much for coming back to me. I have tried and tried to understand and implement both your alternatives but neither to any avail. First of all, i am an absolute beginer with Accesss and I am begining to think that I have some fundamental misunderstandings about how Access works. I may not have explained the way I have things set up too well to you. I have a "frm_Main" and that form has 4 unbound "Find Combo Boxes" that are used to search the various tables. it also has 2 "unbound" Sub Form controls that are used to display the information that is requested by the user and held in diffrent "Sub Forms that are based on the table in which the information is held. e.g. if the User wants to view Supplier names and address information that is held in the "suppliers" table, they select Suppliers from the appropriate combo box in The "Frm_Main" and this populates the appropriate "Find" Combo's with options available to that particular request (supplier name, Supplier ID, Contract No etc). The selection of the correct record from one of these find boxes will search the Table and set the Record with a Bookmark. The program then sets the Source Object of the Sub Form Control as the appropriate Sub Form, make it visible and that is job done. All that works OK other than the situation I was trying to resolve when I originaly made the enquiry. One of the Tables (the Customers Table) has 3 different fields that hold the Supplier Primary Key number from the Suppliers Table as an indication of the supplier that provides that particular service. this could be any combination of one supplier that supplies all 3 services; through to the different suppliers that supply the 3 different services. If the Sub Form is based on the Customers table, all that will be shown is the Supplier Number that is held in the Customer Table. I wanted to use that number to Look up the supplier name. (e.g. I wanted Supplier number 254 held in the appropriate Field of the Customers Table to Look up the Number (primary key) in the "Suppliers" Table and return the name of the supplier associated with that record. I did this with a List Box where the Row Source was set with the statement in the message below. That did not work as the Lisy Box always remained Blank. I changed the line to simply reference the Form Property with Form!SW_Opp but that did not work. I changed the Sub Form to be based on a Query as you suggest but that does not work as there seems to be nothing to link the seloection of the Customer that is selected with its information shown in the first Sub form Control (based on the Customer Table) with the second Sub form that is based on the query. Also, by using the query I can generate the Text Box that controls the Name of the Supplier for one of the 3 (Potentially) different suppliers held in the Customers Table but I acn not generate a Text Box that will display the names of the other two. Surely this information has to be displayed by a Lookup? Sorry this is so long. but any help will be usefull. Thanks Ray C "KenSheridan via AccessMonster.com" wrote: Simply base the subform on a query which joins the two tables and include the SupplierName in the query's columns. You can then include a text box control in the subform bound to the SupplierName column. To prevent users trying to edit the name set the control's Locked property to True (Yes) and its Enabled property to False(No). The reason for the error in your query BTW was that you cannot reference a subform by the name of the underlying form object; it has to be referenced via the Form property of the subform control in the parent form. As the query is the RowSource of a control in the subform, however, you can simply reference the Form property, Form!SW_Opp without the need to qualify it by the name of the parent form's subform control. Ken Sheridan Stafford, England Ray C wrote: I Have two Tables. the first holds various information with it's own Primary Key and also a Supplier ID "SW_Opp" that identifies a Supplier. The second "Suppliers" Table holds the "SupplierNo" number as the primary key and lists the "SupplierName" plus other info about the supplier. The first table "SW_Opp" is the same as the second table "SupplierID" and they are linked in the Relationship. I have a Sub Form that has its record source from the First Table, so all the Text boxes have their control Souce based on that Table. One of the Text Boxes in that sub form is called "SW_OPp and returns the number of the supplierlinked to that particular record in the first table. What i want to do is to have the supplier Name (held in the Suppliers Table) appear in the sub form depending on the Supplier number held in first table. I thought of using an unbound List Box and have tried to set the Row Source to get the result I want. I have tried many combinations but they all come up with an error. The one that I thought should work is as follows :- SELECT tbl_Suppliers.SupplierName FROM tbl_Suppliers WHERE (((tbl_Suppliers.SupplierNo)=[sub_frm_StoreAddressExtra].[SW_Opp])); It still comes up with an error and I must be doing something fundamentally wrong. Any Help please? RayC -- Message posted via AccessMonster.com http://www.accessmonster.com/Uwe/For...arted/201005/1 . |
#4
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Ray:
I think the pertinent point is: "If the Sub Form is based on the Customers table, all that will be shown is the Supplier Number that is held in the Customer Table" By making the control in the subform bound to the field containing the Supplier Number a combo box, and hiding the bound column, you can show the supplier name from another column. To do this set up the combo box as follows: RowSource: SELECT [Supplier Number], [Supplier Name] FROM [Suppliers] ORDER BY [Supplier Name]; BoundColumn: 1 ColumnCount: 2 ColumnWidths: 0cm;8cm If your units of measurement are imperial rather than metric Access will automatically convert the last one. The important thing is that the first dimension is zero to hide the first column and that the second is at least as wide as the combo box. This is the standard way of showing meaningful data form a column of a referenced table where the keys are arbitrary values, usually numeric. Although the value of the control is the number, what you see is the corresponding text value from the Supplier Name column in the Suppliers table. As it's a combo box, selecting another supplier from the drop down list would change the value of the bound Supplier Number column in the Customers table of course if the subform is updatable. This can be prevented by setting the combo box's Locked property to True (Yes) and its Enabled property to False (No) as I described earlier. You can extend this if necessary to show other data from the Suppliers table in the subform by including the relevant columns in the combo box's RowSource and referencing the columns in an unbound text box in the subform; say for instance you also wanted to show data from a column Supplier Address you'd set up the combo box like this: RowSource: SELECT [Supplier Number], [Supplier Address], [Supplier Name] FROM [Suppliers] ORDER BY [Supplier Name]; BoundColumn: 1 ColumnCount: 3 ColumnWidths: 0cm;0cm;8cm Then add an unbound text box to the subform, with a ControlSource property of: =cboSupplier.Column(1) where cboSupplier is the name of the combo box. The column property is zero- based, so Column(1) is the second column, Supplier Address. Ken Sheridan Stafford, England Ray C wrote: Hi Ken Thank you so much for coming back to me. I have tried and tried to understand and implement both your alternatives but neither to any avail. First of all, i am an absolute beginer with Accesss and I am begining to think that I have some fundamental misunderstandings about how Access works. I may not have explained the way I have things set up too well to you. I have a "frm_Main" and that form has 4 unbound "Find Combo Boxes" that are used to search the various tables. it also has 2 "unbound" Sub Form controls that are used to display the information that is requested by the user and held in diffrent "Sub Forms that are based on the table in which the information is held. e.g. if the User wants to view Supplier names and address information that is held in the "suppliers" table, they select Suppliers from the appropriate combo box in The "Frm_Main" and this populates the appropriate "Find" Combo's with options available to that particular request (supplier name, Supplier ID, Contract No etc). The selection of the correct record from one of these find boxes will search the Table and set the Record with a Bookmark. The program then sets the Source Object of the Sub Form Control as the appropriate Sub Form, make it visible and that is job done. All that works OK other than the situation I was trying to resolve when I originaly made the enquiry. One of the Tables (the Customers Table) has 3 different fields that hold the Supplier Primary Key number from the Suppliers Table as an indication of the supplier that provides that particular service. this could be any combination of one supplier that supplies all 3 services; through to the different suppliers that supply the 3 different services. If the Sub Form is based on the Customers table, all that will be shown is the Supplier Number that is held in the Customer Table. I wanted to use that number to Look up the supplier name. (e.g. I wanted Supplier number 254 held in the appropriate Field of the Customers Table to Look up the Number (primary key) in the "Suppliers" Table and return the name of the supplier associated with that record. I did this with a List Box where the Row Source was set with the statement in the message below. That did not work as the Lisy Box always remained Blank. I changed the line to simply reference the Form Property with Form!SW_Opp but that did not work. I changed the Sub Form to be based on a Query as you suggest but that does not work as there seems to be nothing to link the seloection of the Customer that is selected with its information shown in the first Sub form Control (based on the Customer Table) with the second Sub form that is based on the query. Also, by using the query I can generate the Text Box that controls the Name of the Supplier for one of the 3 (Potentially) different suppliers held in the Customers Table but I acn not generate a Text Box that will display the names of the other two. Surely this information has to be displayed by a Lookup? Sorry this is so long. but any help will be usefull. Thanks Ray C Simply base the subform on a query which joins the two tables and include the SupplierName in the query's columns. You can then include a text box control [quoted text clipped - 37 lines] RayC -- Message posted via AccessMonster.com http://www.accessmonster.com/Uwe/For...arted/201005/1 |
#5
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Hi Ken I originally used a "List Box" because I wanted the box to look like a normal "Text Box" even though it obtained it's data from a diferent form. I thought that List boxes and Text boxes worked nearly the same way but it seems not. However, I have changed the box to a Combo box and I now have the rather ugly combo box selection arrow. It does work but is quite useless in that the Combo is Blank amd I have to klick the Combo select arrow to get the box to show it's drop down containing the Supplier name. I then select the dropdown to have the supplier name showing in the Combo itself. As this is just supposed to be a dispay of the information, that process rather defeats the object of the exercise. Do I need to execute a requery or something? I have tried to show a text box that is set up as you also suggest but that displays nothing either. Thank you Ray C "KenSheridan via AccessMonster.com" wrote: Ray: I think the pertinent point is: "If the Sub Form is based on the Customers table, all that will be shown is the Supplier Number that is held in the Customer Table" By making the control in the subform bound to the field containing the Supplier Number a combo box, and hiding the bound column, you can show the supplier name from another column. To do this set up the combo box as follows: RowSource: SELECT [Supplier Number], [Supplier Name] FROM [Suppliers] ORDER BY [Supplier Name]; BoundColumn: 1 ColumnCount: 2 ColumnWidths: 0cm;8cm If your units of measurement are imperial rather than metric Access will automatically convert the last one. The important thing is that the first dimension is zero to hide the first column and that the second is at least as wide as the combo box. This is the standard way of showing meaningful data form a column of a referenced table where the keys are arbitrary values, usually numeric. Although the value of the control is the number, what you see is the corresponding text value from the Supplier Name column in the Suppliers table. As it's a combo box, selecting another supplier from the drop down list would change the value of the bound Supplier Number column in the Customers table of course if the subform is updatable. This can be prevented by setting the combo box's Locked property to True (Yes) and its Enabled property to False (No) as I described earlier. You can extend this if necessary to show other data from the Suppliers table in the subform by including the relevant columns in the combo box's RowSource and referencing the columns in an unbound text box in the subform; say for instance you also wanted to show data from a column Supplier Address you'd set up the combo box like this: RowSource: SELECT [Supplier Number], [Supplier Address], [Supplier Name] FROM [Suppliers] ORDER BY [Supplier Name]; BoundColumn: 1 ColumnCount: 3 ColumnWidths: 0cm;0cm;8cm Then add an unbound text box to the subform, with a ControlSource property of: =cboSupplier.Column(1) where cboSupplier is the name of the combo box. The column property is zero- based, so Column(1) is the second column, Supplier Address. Ken Sheridan Stafford, England Ray C wrote: Hi Ken Thank you so much for coming back to me. I have tried and tried to understand and implement both your alternatives but neither to any avail. First of all, i am an absolute beginer with Accesss and I am begining to think that I have some fundamental misunderstandings about how Access works. I may not have explained the way I have things set up too well to you. I have a "frm_Main" and that form has 4 unbound "Find Combo Boxes" that are used to search the various tables. it also has 2 "unbound" Sub Form controls that are used to display the information that is requested by the user and held in diffrent "Sub Forms that are based on the table in which the information is held. e.g. if the User wants to view Supplier names and address information that is held in the "suppliers" table, they select Suppliers from the appropriate combo box in The "Frm_Main" and this populates the appropriate "Find" Combo's with options available to that particular request (supplier name, Supplier ID, Contract No etc). The selection of the correct record from one of these find boxes will search the Table and set the Record with a Bookmark. The program then sets the Source Object of the Sub Form Control as the appropriate Sub Form, make it visible and that is job done. All that works OK other than the situation I was trying to resolve when I originaly made the enquiry. One of the Tables (the Customers Table) has 3 different fields that hold the Supplier Primary Key number from the Suppliers Table as an indication of the supplier that provides that particular service. this could be any combination of one supplier that supplies all 3 services; through to the different suppliers that supply the 3 different services. If the Sub Form is based on the Customers table, all that will be shown is the Supplier Number that is held in the Customer Table. I wanted to use that number to Look up the supplier name. (e.g. I wanted Supplier number 254 held in the appropriate Field of the Customers Table to Look up the Number (primary key) in the "Suppliers" Table and return the name of the supplier associated with that record. I did this with a List Box where the Row Source was set with the statement in the message below. That did not work as the Lisy Box always remained Blank. I changed the line to simply reference the Form Property with Form!SW_Opp but that did not work. I changed the Sub Form to be based on a Query as you suggest but that does not work as there seems to be nothing to link the seloection of the Customer that is selected with its information shown in the first Sub form Control (based on the Customer Table) with the second Sub form that is based on the query. Also, by using the query I can generate the Text Box that controls the Name of the Supplier for one of the 3 (Potentially) different suppliers held in the Customers Table but I acn not generate a Text Box that will display the names of the other two. Surely this information has to be displayed by a Lookup? Sorry this is so long. but any help will be usefull. Thanks Ray C Simply base the subform on a query which joins the two tables and include the SupplierName in the query's columns. You can then include a text box control [quoted text clipped - 37 lines] RayC -- Message posted via AccessMonster.com http://www.accessmonster.com/Uwe/For...arted/201005/1 . |
#6
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The combo box needs to be bound to the Supplier Number column in the
subform's underlying table or query. But if you want a text box then you can either do as I originally advised and as the subform's RecordSource property use a query which joins the Suppliers table to the Customers table and bind the text box to the Supplier Name column, or use an unbound text box whose ControlSource is an expression which calls the DLookup function: =DLookup("[Supplier Name]", "[Suppliers]", "[Supplier Number] = " & [Supplier Number 1]) or if Supplier nuber is a text data type rather than a number; =DLookup("[Supplier Name]", "[Suppliers]", "[Supplier Number] = """ & [Supplier Number 1] & """") I've called the column in the subform's underlying table Supplier Number 1 in this instance as you said you have three columns each referencing the Suppliers table, so you'd do the same with each. This also means that if you do use a query to pull in the supplier names the joins would probably have to be LEFT OUTER JOINS to allow for a Null in any of the three columns. The fact that you have three columns referencing Suppliers does suggest however that the logical model is flawed. What you seem to be doing here is representing different attributes of the relationship type (the type of service provided in your case) between Customers and Suppliers as column headings in Customers. Attributes are data, and data should only be stored as explicit values at column positions in rows in tables. This was Codd's Rule 1 (the Information Rule) when he first proposed the database relational model back in 1970. The way to model this relationship would be as a table with foreign key columns referencing the primary keys of Customers and Suppliers, and a third column representing the nature of the realtionship. This third column would also be a foreign key, in this case referencing a table of the different types of relationship (i.e. the services) between customers suppliers. The relationship type is therefore a ternary one between the three entity types. So a customer with all three types of relationship to suppliers would be represented as three rows in this table, each with the same customer number, different values in the service type column and either the same or different values in the supplier depending on whether the services to that customer are provided by the same or different suppliers. If a customer cannot receive the same service from more than one supplier at any one point in time this should be enforced by means of a unique index on the Supplier number and service type columns, in combination, not individually. Ken Sheridan Stafford, England -- Message posted via http://www.accessmonster.com |
#7
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Yipppppeeee !!! Great. Smashin. Fabulous. Magic our Mourice. Tha Reet Up our Street kid. Seriously Ken, Thank you so much, I would never have got there without your invaluable help. The Text Box with the DLookUp has done the trick and I will spent the next few days reading the whole content of your post and trying to work out why they did not work for me. I don't know what we are going to do now that Microsoft look as though they are closing this forum. Many thanks anyway. Regards Ray C "KenSheridan via AccessMonster.com" wrote: The combo box needs to be bound to the Supplier Number column in the subform's underlying table or query. But if you want a text box then you can either do as I originally advised and as the subform's RecordSource property use a query which joins the Suppliers table to the Customers table and bind the text box to the Supplier Name column, or use an unbound text box whose ControlSource is an expression which calls the DLookup function: =DLookup("[Supplier Name]", "[Suppliers]", "[Supplier Number] = " & [Supplier Number 1]) or if Supplier nuber is a text data type rather than a number; =DLookup("[Supplier Name]", "[Suppliers]", "[Supplier Number] = """ & [Supplier Number 1] & """") I've called the column in the subform's underlying table Supplier Number 1 in this instance as you said you have three columns each referencing the Suppliers table, so you'd do the same with each. This also means that if you do use a query to pull in the supplier names the joins would probably have to be LEFT OUTER JOINS to allow for a Null in any of the three columns. The fact that you have three columns referencing Suppliers does suggest however that the logical model is flawed. What you seem to be doing here is representing different attributes of the relationship type (the type of service provided in your case) between Customers and Suppliers as column headings in Customers. Attributes are data, and data should only be stored as explicit values at column positions in rows in tables. This was Codd's Rule 1 (the Information Rule) when he first proposed the database relational model back in 1970. The way to model this relationship would be as a table with foreign key columns referencing the primary keys of Customers and Suppliers, and a third column representing the nature of the realtionship. This third column would also be a foreign key, in this case referencing a table of the different types of relationship (i.e. the services) between customers suppliers. The relationship type is therefore a ternary one between the three entity types. So a customer with all three types of relationship to suppliers would be represented as three rows in this table, each with the same customer number, different values in the service type column and either the same or different values in the supplier depending on whether the services to that customer are provided by the same or different suppliers. If a customer cannot receive the same service from more than one supplier at any one point in time this should be enforced by means of a unique index on the Supplier number and service type columns, in combination, not individually. Ken Sheridan Stafford, England -- Message posted via http://www.accessmonster.com . |
#8
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"Ray C" wrote
I don't know what we are going to do now that Microsoft look as though they are closing this forum. Actually, Microsoft has officially announced that this newsgroup will close as of 6/1/2010, so it's more than "look as though". If you have a news server, or are willing to sign up for one (there are many, both fee and free), the USENET newsgroup comp.databases.ms-access still exists and many MVPs and others who provide excellent answers have indicated they will be returning there. Microsoft is providing some online forums that include some "answerers" who are paid and also accept answers from others (including MVPs). So far, there has been no groundswell of acceptance for those, though some find them usable. Access is lumped in with some other software in one of the sections of social.answers.microsoft.com -- nothing like the number of newsgroups has been discussed, AFAIK. -- Larry Linson, Microsoft Office Access MVP Co-author: "Microsoft Access Small Business Solutions", published by Wiley Access newsgroup support is alive and well in USENET comp.databases.ms-access |
#9
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Well, maybe I shouldn’t jump in here but I’ve been concerned ever since I
read the posts regarding the termination of these newsgroups. I’m really sad that they feel the need to do this. When I think back to how much help I've received, I know the creation of our dbs would not have happened otherwise. I guess timing is everything. I’ve been to the forum they suggest and hope they change it. I’m not so sure grouping everything together is the best idea. I’m still trying to learn Access and I like having the different sections. When one posts in the New User section, the expectation is that you are a novice or completely new to Access. I don’t know anything about Usenet or how to use it so I don’t quite know what I will do after this is gone. Larry Linson wrote: I don't know what we are going to do now that Microsoft look as though they are closing this forum. Actually, Microsoft has officially announced that this newsgroup will close as of 6/1/2010, so it's more than "look as though". If you have a news server, or are willing to sign up for one (there are many, both fee and free), the USENET newsgroup comp.databases.ms-access still exists and many MVPs and others who provide excellent answers have indicated they will be returning there. Microsoft is providing some online forums that include some "answerers" who are paid and also accept answers from others (including MVPs). So far, there has been no groundswell of acceptance for those, though some find them usable. Access is lumped in with some other software in one of the sections of social.answers.microsoft.com -- nothing like the number of newsgroups has been discussed, AFAIK. -- Message posted via AccessMonster.com http://www.accessmonster.com/Uwe/For...arted/201005/1 |
#10
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Aria:
You don't need to use a newsreader if you prefer a web-based interface as there are a number of the latter which will enable you to access the comp. databases.ms-access newsgroup to which Larry referred. I've only just realised that this is what the 'General 1' section does in AccessMonster, which I'm using at the moment to access this group. Its other sections access this newsgroup. I'm assuming that it will continue to operate after this newsgroup is consigned to the dustbin of history. You can find it at: http://www.accessmonster.com Its free to use and setting up an account is only a few minutes work. Google Groups is another web-based option which seems to be quite popular, though I'm not too enamoured of it myself. You'll find the comp.databases.ms- access group at: http://groups.google.com/group/comp....-access/topics I'm sure you'll find most of the names you've become familiar with here at comp.databases.ms-access in the near future if not already, and there will be no diminution in the level of help you'll receive. From the evidence to date the new MS forums don't look promising. Ken Sheridan Stafford, England Aria wrote: Well, maybe I shouldn’t jump in here but I’ve been concerned ever since I read the posts regarding the termination of these newsgroups. I’m really sad that they feel the need to do this. When I think back to how much help I've received, I know the creation of our dbs would not have happened otherwise. I guess timing is everything. I’ve been to the forum they suggest and hope they change it. I’m not so sure grouping everything together is the best idea. I’m still trying to learn Access and I like having the different sections. When one posts in the New User section, the expectation is that you are a novice or completely new to Access. I don’t know anything about Usenet or how to use it so I don’t quite know what I will do after this is gone. I don't know what we are going to do now that Microsoft look as though they [quoted text clipped - 13 lines] of social.answers.microsoft.com -- nothing like the number of newsgroups has been discussed, AFAIK. -- Message posted via http://www.accessmonster.com |
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