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Access 2007 Chapter 9

Access 2007 Chapter 9. Administering a Database System. Objectives. 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 and database properties

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Access 2007 Chapter 9

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  1. Access 2007 Chapter 9 Administering a Database System

  2. Objectives • 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 and database properties • Use field properties to create a custom input mask and to allow zero length • Create indexes • Enable and use automatic error checking Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  3. Objectives • Create and use smart tags • Select a startup form • 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 • Split a database Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  4. Plan Ahead • 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 • Determine any custom database properties Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  5. Plan Ahead • Determine indexes. • Determine whether a startup form is appropriate • Determine whether the database should be encrypted • Determine whether the database should be locked • Determine whether the database should be split Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  6. Opening a Database • With your USB flash drive connected to one of the computer’s USB ports, click the More button to display the Open dialog box • If the Folders list is displayed below the Folders button, click the Folders button to remove the Folders list • If necessary, click Computers in the Favorite Links section and then double-click UDISK 2.0 (E:) to select the USB fl ash drive, Drive E in this case, as the new open location. (Your drive letter might be different.) • Click JSP Recruiters to select the file name • Click the Open button to open the database. • If a Security Warning appears, click the Options button to display the Microsoft Office Security Options dialog box • With the option button to enable the content selected, click the OK button to enable the content Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  7. Using the Table Analyzer • If necessary, hide the Navigation Pane • Click Database Tools on the Ribbon to display the Database Tools tab • Click the Analyze Table button on the Database Tools tab 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 • Make sure the Client table is selected Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  8. Using the Table Analyzer • Click the Next button • Be sure the ‘Yes, let the wizard decide.’ option button is selected • Click the Next button to run the analysis • Because the type of duplication identified by the analyzer does not pose a problem, click the Cancel button Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  9. Using the Table Analyzer Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  10. Using the Performance Analyzer • Click the Analyze Performance button on the Database Tools tab 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 OK button to finish working with the Performance Analyzer Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  11. Using the Performance Analyzer Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  12. Using the Documenter • Click the Database Documenter button on the Database Tools tab to display the Documenter dialog box • If necessary, click the Tables tab and then click the Client c • Click the OK button to produce a preview of the documentation heck box • Click the Close Print Preview button to close the preview of the documentation Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  13. Using the Documenter Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  14. Creating Custom Categories and Groups • Show the Navigation Pane • 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 Financial Items as the name of the category. • Click the Add Group button to add a group, and then type Detailed as the name of the group. • Click the Add Group button to add a group, and then type Summary as the name of the group • Click the OK button to create the new category and groups Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  15. Creating Custom Categories and Groups Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  16. Adding Items to Groups • Click the Navigation Pane arrow to produce the Navigation Pane menu • Click the Financial Items category to display the groups within the category • Right-click Client-Recruiter Crosstab to display the shortcut menu • Point to the ‘Add to group’ command on the shortcut menu to display the list of available groups • Click Summary to add the Client-Recruiter Crosstab to the Summary group. • Using the same technique, add the items to the Detailed and Summary groups. • Click the arrow in the Unassigned Objects bar to hide the unassigned objects Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  17. Adding Items to Groups Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  18. Using the Search Bar • Return the Navigation Pane to its default state by selecting Tables and Related Views as the category and All Tables as the filter • Right-click the Navigation Pane title bar to display a shortcut menu • Click Search Bar on the shortcut menu to display the Search Bar • Type Sem in the Search Bar to display only items containing Sem • Right-click the Navigation Pane title bar to display a shortcut menu • Click Search Bar on the shortcut menu to remove the Search Bar Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  19. Using the Search Bar Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  20. Creating a Validation Rule for a Table • Open the Seminar Offerings table in Design view and hide the Navigation Pane • Click the Property Sheet button on the Design tab to display the table’s property sheet. • Click the Validation Rule property and type [Hours Spent]<=[Total Hours] as the validation rule • Click the Validation Text property and type Hours spent cannot exceed total hours as the validation text Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  21. Creating a Validation Rule for a Table • Close the property sheet • Click the Save button on the Quick Access Toolbar to save the validation rule and the validation text • When asked if you want to test existing data, click the No button • Close the Seminar Offerings table Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  22. Creating a Validation Rule for a Table Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  23. Creating Custom Properties • Click the Microsoft Office Button to display the Microsoft Office Button menu • Point to the Manage arrow to display a submenu • Click Database Properties to display the JSP Recruiters.accdb Properties dialog box • Click the Custom tab • Scroll down in the Name list so that Status appears, and then click Status • Ensure that the Type is Text Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  24. Creating Custom Properties • Click the Value box and type Live Version as the value • Click the Add button to add the property • Type Production in the Name box • Select Date as the Type • Type 04/03/2008 as the value to indicate that the database went into production on April 3, 2008 • Click the Add button to add the property • Click the OK button to close the JSP Recruiters.accdb Properties dialog box Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  25. Creating Custom Properties Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  26. Creating a Custom Input Mask • Open the Client table in Design view and hide the Navigation Pane • With the Client Number field selected, click the Input Mask property, and then type >LL99 as The value Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  27. Creating a Custom Input Mask Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  28. Allowing Zero Length • Click the row selector for the Client Name field to select the 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 • Save your changes and click the No button when asked if you want to test existing data • Close the table Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  29. Allowing Zero Length Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  30. Creating a Single Field Index • Open the Client table in Design view and hide the Navigation Pane • Select the Client Name field. • Click the Indexed property box in the Field Properties pane to select the property • Click the down arrow that appears to display the Indexed list • If necessary, click the Yes (Duplicates OK) value in the list to specify that duplicates are to be allowed Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  31. Creating a Single Field Index Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  32. Creating a Multiple-Field Index • Click the Indexes button on the Design tab to display the Indexes: Client dialog box • Click the blank row (the row following Client Name) in the Index Name column in the Indexes: Client dialog box to select the position to enter the name of the new index • Type TypePaid as the index name, and then press the TAB key • Click the down arrow in the Field Name column to produce a list of fields in the Client table and then select Client Type to enter the first of the two fields for the index • Press the TAB key three times to move to the Field Name column on the following row Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  33. Creating a Multiple-Field Index • Select the Amount Paid field in the same manner as the Client Type field • Close the Indexes: Client dialog box by clicking its Close button • Click the Save button to save your changes • Close the Client table Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  34. Creating a Multiple-Field Index Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  35. Enabling Error Checking • Click the Microsoft Office Button and then click Access Options to display the Access Options dialog box • Click Object Designers to display the options for creating and modifying objects • Scroll down so that the Error Checking section appears • Be sure the Enable error checking box is checked • Click the OK button to close the Access Options dialog box Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  36. Enabling Error Checking Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  37. Adding a Smart Tag to a Field in a Table • Open the Recruiter table in Design view and hide the Navigation Panel text box to select it • Click the row selector for the Last Name field • Click the Smart Tags text box to select it • Click the Build button • Click the check box for the Person Name smart tag • Click the OK button to add the smart tag • Save your changes • Close the table Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  38. Adding a Smart Tag to a Field in a Table Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  39. Adding a Smart Tag to a Control in a Form • Open the Recruiter Master Form in Design view and hide the Navigation Pane • If a field list appears, close the field list by clicking the Add Existing Fields button on the Design tab • Click the Last Name control to select it. • Click the Property Sheet button on the Design tab to display a property sheet • Be sure the All tab is selected. Scroll down until the Smart Tags property appears, and then click the Smart Tags property Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  40. Adding a Smart Tag to a Control in a Form • Click the Build button to display the Smart Tags dialog box • Click the check box for the Person Name smart tag • Click the OK button to add the smart tag to the control • Close the property sheet • Save your changes • Close the form Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  41. Adding a Smart Tag to a Control in a Form Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  42. Selecting a Startup Form • Click the Microsoft Office Button and then click Access Options to display the Access Options dialog box • 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 Switchboard and then click the OK button to select the switchboard as the form that will automatically be displayed whenever the database is opened. • Click the OK button when Access displays a message indicating that you must close and reopen the database for the change to take effect. Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  43. Selecting a Startup Form Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  44. Opening a Database in Exclusive Mode • Close the open database by clicking the Microsoft Office Button and then clicking Close Database on the Microsoft Office Button menu. • With your USB flash drive connected to one of the computer’s USB ports, click the More button to display the Open dialog box. • If the Folders list is displayed below the Folders button, click the Folders button to remove the Folders list. • If necessary, click Computer in the Favorite Links section and then double-click UDISK 2.0 (E:) to select the USB fl ash drive, Drive E in this case, as the new open location. (Your drive letter might be different.) Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  45. Opening a Database in Exclusive Mode • Click Camashaly to select the file name. • Click the Open button arrow to display the Open button menu • Click Open Exclusive to open the database in exclusive mode • If a Security Warning appears, click the Options button to display the Microsoft Office Security Options dialog box • With the option button to enable the content selected, click the OK button to enable the content Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  46. Opening a Database in Exclusive Mode Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  47. Encrypt a Database with a Password • Click Database Tools on the Ribbon to display the Database Tools tab • Click the Encrypt with Password button on the Database Tools tab to display the Set Database Password dialog box • Type a password in the Password text box in the Set Database Password dialog box • Press the TAB key and then type your password again in the Verify text box • Click the OK button to encrypt the database and set the password. • Close the database Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  48. Encrypt a Database with a Password Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  49. Decrypt the Database and Remove the Password • Open the Camashaly database in exclusive mode (see the steps on page AC 647), entering your password when requested. If necessary, enable the content • Click Database Tools on the Ribbon to display the Database Tools tab • Click the Decrypt Database button on the Ribbon to display the Unset Database Password dialog box • Type the password in the Password dialog box • Click the OK button to remove the password and decrypt the database • Close the Camashaly database Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

  50. Decrypt the Database and Remove the Password Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition

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