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Adding Smart Tags to Your Tables

Smart tags help you to perform a variety of tasks, right within Microsoft Access. For example, you can use smart tags to schedule an appointment, email a letter, or add an Outlook contact, all based on data stored in an Access table. Taking things a step further, you can even determine the weather, or get the latest news on each city that appears in an Access table!

Adding a Smart Tag to a Table

It's extremely simple to add a smart tag to an Access table. Here are the steps involved:

Create a new table, or open an existing table in Design view.

Select the field 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 the contact name field.

Click the Smart Tags property within the General properties for the field (see Figure 2.29).

Figure 2.29. The Field Properties window with the Smart Tags property selected.

Click the Build button (the ellipsis). The Smart Tags dialog appears (see Figure 2.30).

Figure 2.30. The Smart Tags dialog allows you to select the smart tag you wish to add.

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.

Click OK. A smart tag appears in the Smart Tags property (see Figure 2.31).

Figure 2.31. After you click OK, a smart tag appears in the Smart Tags property.

Using a Smart Tag

After you have added a smart tag to a table, you will notice smart tag action buttons when you are in Datasheet view (see Figure 2.32). Click the action button for a particular cell in the Datasheet view to see the actions available for that smart tag. In Figure 2.33 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. Figure 2.34 shows the result of selecting the Send Mail menu item.

Figure 2.32. After adding a smart tag, smart tag action buttons appear when you view the table.

Figure 2.33. Click the action button for a particular cell in the datasheet to see the actions available for that smart tag.

Figure 2.34. After selecting the Send Mail menu item, a new mail item appears.

How to Get Additional Smart Tags

You might want to work with Smart Tags other than the standard Smart Tags. Fortunately, additional smart tags are available. Here's the process for obtaining additional smart tags created by Microsoft, third-party vendors, or other IT professionals:

Create a new table, or open an existing table in Design view.

Select the field on which you want to base the smart tag.

Click the Smart Tags property within the General properties for the field.

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

Click More Smart Tags. This launches Internet Explorer (see Figure 2.35).

Figure 2.35. Internet Explorer allows you to select between Communication Services, Reference, and News & Travel.

Select between Communication Services, Reference, and News & Travel (for this example, select News & Travel). The News & Travel page appears (see Figure 2.36).

Figure 2.36. The News and Travel page allows you to select MSNBC, ESPN, or Find Other Great Smart Tags.

Select MSNBC, ESPN, or Find Other Great Smart Tags (for this example select MSNBC). The download page appears (see Figure 2.37).

Figure 2.37. Read the download information before selecting download.

Read the download information, and when you are ready, click Download.

After the download process completes you will need to exit and restart Microsoft Office Access 2003. The smart tag will then be available.

The Local News on MSNBC.com smart tag appears in the Smart Tags dialog (see Figure 2.38).

Figure 2.38. The Local News on MSNBC.com smart tag appears in the Smart Tags dialog.

The smart tag menu appears in Figure 2.39. If you attempt to get weather, top stories, or sports for a top U.S. city (such as, Los Angeles), you will launch Internet Explorer and receive the appropriate information.