Use the Access Asset Tracking template

Use the Access Asset Tracking 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.

Want to watch a video about using this template? See this article, Use the Asset Tracking Database Template.

Note: The Asset Tracking database template has been updated over the last few years. These instructions refer to the latest version of the template available for download. If the steps below don't match what you're seeing, you're probably using an older version of the template.

Getting Started

In this article, we cover the basic steps of using the Asset Tracking template.

Prepare the database for use

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

Close the Welcome form to begin using the database.
To make sure all the database content is enabled, in the Message Bar, click Enable this content.

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

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 Assets may become retired when they are outdated, broken, or otherwise unused.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.

Access filters the list to show only those records that contain the text you searched for. To return to the full list, click Clear the current search. (It's the X inside the search box.)

Filter the Asset list

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

Apply filters by right-clicking the form and selecting the filters you want.
Click Save Filter.
On the Filter Details form, enter a filter name and description, and then click Close.
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:

Click Show/Hide Fields.
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 on the Asset Details form, click Add or Remove Attachments.

Under the picture frame on the Contact Details form, click Edit Picture.
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 Outlook

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

On the Contact List form, click Add From Outlook.
In the Select Names to Add dialog box, select the names that you want to add to the database.
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 Map this address.

Display reports

The Asset Tracking 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.

Modify the Asset Tracking database

You can customize the Asset Tracking database by adding a new field to the Assets table, and then adding that field to the Asset List form, the Asset Details form, and the Asset Details report.

Add a field to the Assets table

Close all open tabs.
In the Navigation Pane, double-click the Assets table.
Scroll to the right until you see the column named Add New Field. Double-click the column heading, and type in the field name.

The first time you enter data in the column, Access sets the data type for you.

Add a field to a form or report

Once a field has been added to a table, you can then add it to a form or report.

Right-click the form or report in the Navigation Pane and then click Layout View.
On the Design tab, in the Tools group, click Add Existing Fields.
Drag the field you want from the Field List to the form or report.