Alison Balteramp;#039;s Mastering Microsoft Office Access 1002003 [Electronic resources] نسخه متنی

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Adding Smart Tags to Your Queries

You use smart tags to perform tasks that you'd usually open other applications to perform. 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, or found in an Access query result. Taking things a step further, you can even determine the weather, or get the latest news on each city that appears in the result of an Access query!

Adding a Smart Tag to a Query

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

Create a new query, or open an existing query 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.

Show the Field properties for the field and click within the Smart Tags property (see Figure 4.39).

Figure 4.39. The Field Properties window with the Smart Tags property selected.

Click the Build button (the ellipsis). The Smart Tags dialog appears (see Figure 4.40).

Figure 4.40. 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 4.41).

Figure 4.41. 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 query, you will notice smart tag action buttons when you run the query (see Figure 4.42). Click the action button for a particular cell in the query result to see the actions available for that smart tag. In Figure 4.43 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 4.44 shows the result of selecting the Add to Contacts menu item.

Figure 4.42. After adding a smart tag, smart tag action buttons appear when you run the query.

Figure 4.43. Click the action button for a particular cell in the query result to see the actions available for that smart tag.

Figure 4.44. After selecting the Add to Contacts menu item, a new contact appears.

How to Get Additional Smart Tags

Although the standard smart tags are interesting and exciting, you will find them so useful that after awhile you will be yearning for more. Fortunately, additional smart tags are available. Here's the process for obtaining additional smart tags created by Microsoft, third-party vendors, or other information technology (IT) professionals:

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

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

Show the Field properties for the field and click within the Smart Tags property.

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

Click More Smart Tags. This launches Internet Explorer (see Figure 4.45).

Figure 4.45. 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 and Travel page appears (see Figure 4.46).

Figure 4.46. The News & 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 4.47).

Figure 4.47. 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 4.48).

Figure 4.48. The Local News on MSNBC.com smart tag appears in the Smart Tags dialog.

The smart tag menu appears in Figure 4.49. 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.