Transcript Lesson 5: Manage Databases

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Access 2007® Use Databases
How can Microsoft Access 2007
help you manage a database?
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Lesson 5: Manage Databases
Access can help
you make the
most out of
your database
by previewing
reports,
troubleshooting
problems, and
making repairs.
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Lesson 5: Manage Databases
View This Presentation to Answer
the Following Questions:
• How can I preview reports?
• How do I print database objects?
• Can I set password encryption?
• How do I keep linked forms and tables
together?
• How can I repair databases?
• What vocabulary words should I review?
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Lesson 5: Manage Databases
To preview a report, first select Print Preview.
Print
Preview lets
you see
what a
report will
look like
when it is
printed.
In Print Preview, you can zoom in on individual
pages or view multiple pages on one screen.
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Lesson 5: Manage Databases
Use Print
Preview to
make sure
that charts,
text, and
fields are in
the right
place with the
correct
formatting.
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Lesson 5: Manage Databases
To present the information in your database visually,
use the Chart Wizard to insert a chart or diagram.
You can insert a chart into an existing form or
report, or you can create a new chart.
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Lesson 5: Manage Databases
After you
create a
chart or
diagram, you
can format it
or change
the chart
type in the
Microsoft
Graph
window.
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Lesson 5: Manage Databases
Academic Skills Check
What skills might you need to
effectively manage your database?
Answers may include:
Skills such as previewing reports,
troubleshooting database problems,
and repairing databases will help you
to effectively manage your database.
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Lesson 5: Manage Databases
Tech Check
What does Print Preview allow you
to do?
Answer:
Print Preview allows you to see what
a report will look like when printed.
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Lesson 5: Manage Databases
Tech Check
How can you format a chart once it
has been created?
Answer:
Once a chart is created, you can
format it and even change its type in
the Microsoft Graph window.
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Lesson 5: Manage Databases
Use the Documenter report tool to preview and
print the properties of your database objects.
The
Documenter
shows the
properties of
all the
controls you
have used for
form objects
and report
objects.
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Lesson 5: Manage Databases
Sometimes
you will need
to print data
from multiple
sources of
information
as if the data
were one
large table or
query.
To prepare to print data from multiple
sources, use a union query, or merged query.
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Lesson 5: Manage Databases
Although
forms are
designed
to be used
on-screen,
they are
also
printable.
To print a page of a form, or print a single form, select it with the
record selector, and use Quick Print to print a report immediately.
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Lesson 5: Manage Databases
To set password encryption, use the
Database Password dialog box.
A password is
a short
sequence of
characters
that protects
data.
A password will encrypt a database, keeping your data secure,
because only users who know the password can open the database.
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Lesson 5: Manage Databases
Strong passwords contain at least eight
characters and combine letters and numbers.
Most passwords
are case-sensitive;
keying
james007bond
will not open a file
with the password
James007Bond.
Key password
Verify password
Do not forget your password, because
without it you can’t retrieve your data.
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Lesson 5: Manage Databases
Tech Check
Which report tool enables you to
preview and print the properties of
your database objects?
Answer:
The Documenter report tool enables
you to preview and print the
properties of your database objects.
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Lesson 5: Manage Databases
Tech Check
How does a password protect a
database?
Answer:
A password protects a database by
encrypting it, keeping your data
secure, because only users who know
the password can open the database.
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Lesson 5: Manage Databases
Academic Skills Check
What do strong passwords typically
contain in any computer
application?
Answer:
Strong passwords contain at least
eight characters and combine letters
and numbers.
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Lesson 5: Manage Databases
Use Access Options to customize Access controls and settings.
Settings include your preferences for the
way datasheets look, how the Spelling
function works, and how files are saved.
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Lesson 5: Manage Databases
Access can help you keep track of linked forms and tables.
When a database object
displays records from
another database object,
the relationship is called
an object dependency.
If a form cannot work without a table, then
the form is dependent on the table.
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Lesson 5: Manage Databases
To move a file containing data linked to your
data base, use the Linked Table Manager.
A database might
contain data linked
to an outside data
sources, such as an
Excel file or
another Access
database.
To make sure Access knows where
to find moved data, use the Linked
Table Manager to update the links.
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Lesson 5: Manage Databases
Access 2007 works with all
previous versions of Access.
Once you have worked on the database, you might
have to change it back to a previous version so that
others not using Access 2007 can work on it.
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Lesson 5: Manage Databases
To repair a
database,
open the
Compact and
Repair tool in
the Manage
database
menu.
If a database displays an error message when opening,
use the Compact and Repair tool to repair it.
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Lesson 5: Manage Databases
If Access cannot
open a database
because it is
damaged, you
can use the
Compact and
Repair tool to
select from a list
which database
to repair.
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Lesson 5: Manage Databases
Tech Check
What feature allows you to
customize how Access controls its
own settings?
Answer:
Access Options allow you to customize
how Access controls its own settings,
such as the way datasheets look and
how files are saved.
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Lesson 5: Manage Databases
Tech Check
How do you update links to data
sources or databases that have
been moved?
Answer:
Use the Linked Table Manager to
update links to data sources or
databases that have moved.
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Lesson 5: Manage Databases
Tech Check
How do you repair damaged Access
databases?
Answer:
Use the Compact and Repair tool to
repair damaged databases.
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Lesson 5: Manage Databases
Vocabulary Review
password
A string of characters used to
encrypt a database.
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Lesson 5: Manage Databases
Vocabulary Review
encrypt
To use a password to add security to
your data.
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Lesson 5: Manage Databases
Vocabulary Review
Documenter
A tool that reports the characteristics
of database objects and their parts.
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Lesson 5: Manage Databases
Vocabulary Review
union query
A query that merges data from
separate queries into one query.
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Lesson 5: Manage Databases
Vocabulary Review
Quick Print
A print option that allows you to
print immediately without opening
the Print dialog box.
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Lesson 5: Manage Databases
Vocabulary Review
object dependency
Refers to the fact that a database
object that uses a second database
object is dependent on that
second object.
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Lesson 5: Manage Databases
Vocabulary Review
Print Preview
A preview of documents,
worksheets, or slides to be printed.
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Lesson 5: Manage Databases
Vocabulary Review
chart
A graphic that organizes information
in your database visually. Common
charts are pie charts, bar charts,
and line charts.