Transcript Lesson 6 Summary Slides

Microsoft Office
Microsoft
Access 2013 Office
Access 2013
Courseware # 3255
Lesson 6: Protecting,
Maintaining and Managing
Databases
Microsoft Office
Access 2013
Lesson Objectives
Rename database objects
View object dependencies
Delete database objects
Split databases
Work with the Linked
Table Manger
• Merge databases
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• Open databases in
various modes
• Encrypt and passwordprotect databases
• Back up databases
• Recover data from
backup files
• Compact and repair
databases
• Set startup options
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Open Modes for Databases
You can specify the open
mode by selecting it from the
Open drop-down list
Shared
Read-Only
Exclusive
Exclusive
Read-Only
Opens a database with shared access; you and others can read
and write to the database.
Opens the database for you with read-only access; other users
can still read and write to the database.
Opens the database exclusively for you; other users cannot
open the database.
Opens the database exclusively for you with read-only access.
Show Previous Searches for previous versions of the selected database file.
Versions
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Encrypting and Password-protecting a
Database
• Adding a database password is a simple way of
controlling access to the database
• When you add a password to a database file, the file is
automatically encrypted
• It is critical that you remember the database password –
if you do not, your data cannot be retrieved
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Maintaining Database Files
• Perform regular backups
• Routinely compact and repair
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Backing Up a Database
• Perform regular database backups
• A backup is simply a copy of a database file
– By default, Access appends a date to the database file
name
• Create a backup of your database before making
changes to its design
• The Backup command is available on the Save As tab
– select the Backup Database option
– click the Save As command button
– click the Save button in the Save As dialog box
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Recovering Data from a Backup
• Because a backup is simply a copy of a database file, you
can:
– Copy and paste individual objects
– Import individual objects
– Replace the corrupted database file with the backup (if
appropriate)
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Compacting and Repairing
• Regular compacting
– reduces the file size after objects or records have been deleted
– can improve performance
• Use the Compact & Repair Database command on the Info
tab in Backstage view
• You can also set a database to automatically run the Compact
& Repair Database command each time it is closed
• If a database becomes corrupted, Access will prompt you to
allow it to automatically run the Compact & Repair Database
command when you try to open the file
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Managing Databases
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Setting startup options
Renaming objects
Deleting objects
Splitting databases
Merging databases
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Setting Startup Options
• Startup options include:
– Configuring the database to automatically open a form
when the database opens
– Suppressing the display of the Navigation Pane
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Renaming Database Objects
• To rename an object, right-click it in the Navigation Pane,
select Rename, type a new name, then press Enter
• The Name AutoCorrect feature keeps track of name
changes, and updates references to renamed objects
• If you turn off the Name AutoCorrect feature, keep in
mind that other objects may depend on the object you
are renaming, and you will need to manually update
references to the renamed objects
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Object Dependencies and Deleting Database
Objects
• To delete an object, select it in the Navigation Pane,
press the Delete key, then confirm the deletion
• Referential integrity rules prevent the deletion of tables
that are related to other tables in the database
(providing a built-in failsafe against mistakenly deleting
tables that you need)
• Other database objects are not protected by referential
integrity rules
• You should view object dependencies before deleting
database objects
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Viewing Object Dependencies
• Open the object or select it in
the Navigation Pane, in the
Ribbon click Database Tools,
then click Object Dependencies
to open the Object
Dependencies pane
• You can view objects that
depend on the currently
selected object, or view objects
upon which the currently
selected object depends
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Working with Split Databases
• When you split a database, you reorganize it into two
files
– a back-end database that contains the data tables, and
– a front-end database that contains all the other database
objects such as queries, forms, and reports.
• Each user interacts with the data by using a local copy of
the front-end database
• Only the data is shared (and subsequently sent across
the network)
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Considerations
• Always back up a database before you split it
• Splitting a database can take a long time
• If your database is protected with a password, the new
back-end database will be created without a password
• Everyone who uses the database must have a version of
Microsoft Access that is compatible with the file format
of the back-end database
• Use the Linked Table Manager to change or update the
links to the back-end database that you use
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Splitting a Database
• You can manually split your database by:
– copying it, then
– designating one copy as the “back-end” and deleting all
the non-table objects from it, then
– designating the other copy as the “front-end” and deleting
all the tables from it, then
– opening the front-end and using Get External Data to link
to the tables stored in the back-end
• Or, you can use the Microsoft Access Database Splitter
wizard
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Using the Linked Table Manager
• Use the Linked Table Manager to view, refresh or change the
path to linked tables
• You use the Linked Table Manager from the front-end
database
– To open the Linked
Table Manager, click the
External Data tab in the
Ribbon, then in the
Import & Link group,
click Linked Table
Manager
– Select the table or tables whose links you want to refresh,
then click OK
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Merging Databases
• To create a merged database from two separate database
files:
– Create a new blank database, open it then click the
External Data tab in the Ribbon. In the Import & Link
group, click Access to start the Import wizard.
– Browse to the first database that contains objects you want
to import, select the objects, then click OK to import the
selected objects.
– Run the Import wizard a second time using the second
database that contains objects you want to import.
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Lesson Summary
Rename database objects
View object dependencies
Delete database objects
Split databases
Work with the Linked
Table Manger
• Merge databases
•
•
•
•
•
© CCI Learning Solutions Inc.
• Open databases in
various modes
• Encrypt and passwordprotect databases
• Back up databases
• Recover data from
backup files
• Compact and repair
databases
• Set startup options
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Review Questions
1. Joan has forgotten the password for an Access database
she created three months ago. Which of the following
would provide the best chance for her to access her
data?
a. The Undo command.
b. The Microsoft Knowledge Base.
c. A phone conversation with a Microsoft technical support
expert.
d. The most recent backup file that has not been passwordprotected.
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Review Questions
2. Ken wants to “clean up” his database file by removing
non-essential database objects. There are several
queries and forms that he believes are no longer
relevant. How should he proceed?
a.
Ken can view the object dependencies for each object in
question, and then delete them if no other objects depend on
them.
b. Ken can delete each object he thinks is no longer necessary; if it
turns out that he still needs them, he can undo the deletions.
c. Ken can set the database to compact and repair on close.
Compacting removes any unnecessary database objects.
d. Ken can split the database into a front-end and back-end;
splitting the database removes any unnecessary database
objects.
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Review Questions
3. What information is automatically appended to a database
file name when you back up the database?
a.
b.
c.
d.
The IP address of the system on which the database resides.
The data of the backup.
The path to the database server where the database resides.
The name of the person performing the backup.
4. Which of the following statements about ACCDE databases is
true?
a.
b.
c.
d.
Users cannot print reports in an ACCDE database.
Users cannot read table data in an ACCDE database.
Users cannot change the design of forms or reports in an ACCDE
database.
Users cannot enter or edit data in an ACCDE database.
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Review Questions
5. Which of the following is true about a database backup file?
a.
b.
c.
d.
A database backup file is automatically saved in ACCDE format.
A database backup file is simply a copy of the database.
The path to the database server where the database resides.
A database backup file can only be opened using a specialized
Backup/Recovery application.
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