As you add information to a MS Access database, the file gradually grows in size to accommodate new information. However, MS Access does not automatically shrink the file as information is deleted. This causes the database to function inefficiently. The Compact Data File function recovers unused bytes left over from deleted information and rebuilds all the indexes in the database (store data file).
The Compact Data File function is available on the Maintenance tab of the Maintenance Menu. It is also available by default on the Quick Clicks menu (this menu of buttons can be modified by the user).
Before proceeding, make sure all instances of the Order Manager are closed. Open the application on one workstation.
As a precaution, use the Backup Data File link in the Quick Clicks menu or Maintenance Menu to make a copy of your data file before beginning the compaction process.
When the backup is complete, double-click Compact Data File link or button depending on the version of Order Manager that is installed.
The program will prompt the user for confirmation to proceed, click Yes to compact your data file or NO to cancel the process.
Note: It is strongly recommended that you compact your data file on a weekly basis. The process can take anywhere from a few seconds to several minutes or more, depending on the size of your store’s data file.
Should you encounter errors while compacting your data file (MS Access needs to close screen), uncheck the box that offers to repair the database for you and close MS Access. This particular problem could be caused by problems with the store data file database or the Order Manager's program file, which is also an Access database. If you suspect problems with the store data file, restore the backup copy of the data file created in step 2 and try again. Otherwise, before restarting the Order Manager, compact and repair the program file and then restart the application and attempt to compact the store data file again. When the process has been successfully completed, make a new backup copy of the data file.
See Also
Modified 8/10/10