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Microsoft Access 2010. Chapter 10 Administering a Database System. Objectives. Create custom Quick Start fields Create a Web database and publish to Access Services Convert a database to and from earlier versions of Access
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MicrosoftAccess 2010 Chapter 10 Administering a Database System
Objectives • Create custom Quick Start fields • Create a Web database and publish to Access Services • Convert a database to and from earlier versions of Access • Use the Table Analyzer, Performance Analyzer, and Documenter • Create custom categories and groups in the Navigation Pane • Use table, database, and field properties Administering a Database System
Objectives • Create indexes • Enable and use automatic error checking • Encrypt a database and set a password • Understand and use digital certificates • Understand the purpose and use of options within the Trust Center • Lock a database and split a database Administering a Database System
Project – Administering a Database System Administering a Database System
General Project Guidelines • Determine whether a database needs to be able to be shared over the Web • Determine whether you should create any templates, application parts, or data type parts • Determine whether a database needs to be converted to or from an earlier version • Determine when to analyze and/or document the database • Determine the most useful way to customize the Navigation Pane • Determine any table-wide validation rules Administering a Database System
General Project Guidelines • Determine any custom database properties • Determine indexes • Determine whether the database should be encrypted • Determine whether the database should be locked • Determine whether the database should be split Administering a Database System
Creating Custom Data Parts • Select the column headings from which to create the custom data part • Click the More Fields button (Table Tools Fields tab | Add & Delete group) to display the More Fields gallery • Click Save Selection as New Data Type to display the Create New Data Type from Fields dialog box • Enter the name for the custom data type • Enter the desired description Administering a Database System
Creating Custom Data Parts • Click the Category drop-down arrow to display a list of available categories • Click Quick Start to indicate the new data type will be added to the Quick Start category • Click the OK button to save the data type • When Access indicates that your template (that is, your Quick Start field) has been saved, click the OK button Administering a Database System
Creating Custom Data Parts Administering a Database System
Creating a Blank Web Database • Click File on the Ribbon to open the Backstage view • Click the New tab • Click the ‘Blank web database’ button • Click the Browse button to display the File New Database dialog box, type the desired database name, navigate to the desired save location, and then click the OK button to return to the Backstage view • Click the Create button to create the database Administering a Database System
Creating a Blank Web Database Administering a Database System
Adding Fields to the Table • Click the Click to Add column heading and select the desired data type • Type the desired field name • Click the white space below the field name to complete the change of the name. Click the white space a second time to select the field • Change the field size • If desired, click the Required check box to make the field required • If desired, click the Unique check box to ensure the values in the field are unique Administering a Database System
Adding Fields to the Table Administering a Database System
Creating Single-Item Forms • Click the Form button (Create tab | Forms group) to create a single-item form for the selected table • Click the Save button on the Quick Access Toolbar and then type the desired form name • Click the OK button to save the form Administering a Database System
Creating Single-Item Forms Administering a Database System
Creating Datasheet Forms • Click the Datasheet button (Create tab | Forms group) to create a datasheet form for the selected table • Click the Save button on the Quick Access Toolbar and then type the desired form name • Save the datasheet form Administering a Database System
Creating Datasheet Forms Administering a Database System
Creating a Navigation Form • Display the Create tab and then click the Navigation button (Create tab | Forms group) to show the menu of available navigation forms • Click Horizontal Tabs in the menu to create a form with a navigation control in which the tabs are arranged in a single row, horizontally • If a field list appears, click the Add Existing Fields button (Form Layout Tools Design tab | Tools group) to remove the field list • Save the navigation form using the desired name • Click the form title twice, once to select it and the second time to produce an insertion point • Erase the current title and then type the desired form title • Drag the desired forms to the desired locations Administering a Database System
Creating a Navigation Form Administering a Database System
Selecting a Startup Form • Click File on the Ribbon to display the Backstage view • Click the Options button • Click Current Database to select the options for the current database • Click the Display Form box arrow to display the list of available forms • Click the name of the form to automatically be displayed whenever the database is opened Administering a Database System
Selecting a Startup Form • Click the Web Display Form box arrow to display the list of available forms • Click the name of the form to automatically be displayed whenever the database is opened on the Web • Click the OK button to save your changes • Click the OK button when Access displays a message indicating that you must close and reopen the database for the change to take effect Administering a Database System
Selecting a Startup Form Administering a Database System
Creating a Template • With a database open, open the Backstage view • Click the Save & Publish tab • Click the Template button in the Save Database As area to indicate you are creating a template • Click the Save As button to display the Create New Template from This Database dialog box • Click the desired template name • Click the desired template description Administering a Database System
Creating a Template • Click the Application Part check box to indicate that you also want to create an application part • Click the Include Data in Template check box to indicate you want to include the data in the database as part of the template • Click the OK button to create the template • When Access indicates that the template has been successfully saved, click the OK button Administering a Database System
Creating a Template Administering a Database System
Checking Web Compatibility • Open the Backstage view and then click the Save & Publish tab • Click Publish to Access Services in the Publish area and then click the Run Compatibility Checker button to check Web compatibility Administering a Database System
Checking Web Compatibility Administering a Database System
Publishing to Access Services • Type the server URL • Type the desired site name • Click the Publish to Access Services button in the right-hand pane to publish the database to Access Services and display the Windows Security dialog box • Enter your user name and password and click the OK button • After Access indicates the outcome of your publication request in the Publish Access Application dialog box, click the OK button • Close the database Administering a Database System
Publishing to Access Services Administering a Database System
Viewing the Web Database • Start Internet Explorer and enter the URL for the Web database • Type your user name and password in the Windows Security dialog box and click the OK button to display the Web database Administering a Database System
Converting Databases Administering a Database System
Using the Table Analyzer • Display the Database Tools tab • Click the Analyze Table button (Database Tools tab | Analyze group) to display the Table Analyzer Wizard dialog box • Click the Next button to display the next Table Analyzer Wizard screen • Click the Next button to display the next Table Analyzer Wizard screen Administering a Database System
Using the Table Analyzer • Select the desired table to analyze • Click the Next button • Be sure the ‘Yes, let the wizard decide’ option button is selected • Click the Next button to run the analysis Administering a Database System
Using the Table Analyzer Administering a Database System
Using the Performance Analyzer • Click the Analyze Performance button (Database Tools tab | Analyze group) to display the Performance Analyzer dialog box • If necessary, click the Tables tab • Click the Select All button to select all tables • Click the OK button to display the results • Click the Close button to finish working with the Performance Analyzer Administering a Database System
Using the Performance Analyzer Administering a Database System
Using the Database Documenter • Click the Database Documenter button (Database Tools tab | Analyze group) to display the Documenter dialog box. • If necessary, click the Tables tab and then click the check box for the desired table • Click the OK button to produce a preview of the documentation • Click the Close Print Preview button to close the preview of the documentation Administering a Database System
Using the Database Documenter Administering a Database System
Creating Custom Categories and Groups • Right-click the Navigation Pane title bar to display a shortcut menu • Click the Navigation Options command on the shortcut menu to display the Navigation Options dialog box • Click the Add Item button to add a new category • Type the desired category name • Click the Add Group button to add a group and then type the desired group name • Repeat the previous step for each group you wish to add • Click the OK button to create the new category and groups Administering a Database System
Creating Custom Categories and Groups Administering a Database System
Adding Items to Groups • Click the Navigation Pane arrow to produce the Navigation Pane menu • Click the desired category to display the groups within the category • Right-click the desired item to display a shortcut menu • Point to the ‘Add to group’ command on the shortcut menu to display the list of available groups • Click the desired group name to add the selected item to the group Administering a Database System
Adding Items to Groups Administering a Database System
Creating a Validation Rule for a Table • Open the desired table in Design view • Click the Property Sheet button (Table Tools Design tab | Show/ Hide group) to display the table’s property sheet • Click the Validation Rule property and type the desired validation rule • [Hours Spent]<=[Total Hours] • Click the Validation Text property and type the desired validation text Administering a Database System
Creating a Validation Rule for a Table Administering a Database System
Creating Custom Properties • Click File on the Ribbon to open the Backstage view • Ensure the Info tab is selected • Click the ‘View and edit database properties’ link • Click the Custom tab • Click the desired property in the Name list • Select the desired type • Ensure that the Type is Text • Type the desired value in the Value text box • Click the Add button • Click the OK button Administering a Database System
Creating Custom Properties Administering a Database System
Custom Input Masks Administering a Database System
Creating a Custom Input Mask • Open the desired table in Design view and select the field for which you want to create an input mask • Click the Input Mask property and then type the desired value Administering a Database System
Creating a Custom Input Mask Administering a Database System
Allowing Zero Length • Click the desired field • Click the Allow Zero Length property and then click the arrow that appears to display a menu • Click No in the menu to change the value of the Allow Zero Length property from Yes to No Administering a Database System
