Exploring Microsoft® Access® 2016 Series Editor Mary Anne Poatsy Exploring Microsoft Office 2016 Series Editor Mary Anne Poatsy Cameron |Williams Series Created by Dr. Robert T. Grauer

Copyright © 2017 Pearson Education, Inc. Chapter 9 In Chapter 9, you will learn how to protect and optimize a database using advanced Access database tools. You will also demonstrate a basic understanding of database normalization. Fine-Tuning the Database Analyzing and Improving Database Performance Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Objectives Use the Database Documenter Tool Use the Performance Analyzer Tool Use the Table Analyzer Tool Use the Database Splitter Tool Control Navigation Encrypt and Password Protect a Database The objectives for this chapter are: Use the Database Documenter Tool Use the Performance Analyzer Tool Use the Table Analyzer Tool Use the Database Splitter Tool Control Navigation Encrypt and Password Protect a Database Additional objectives are listed on the next slide. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Objectives Create an Executable Form of a Database Understand First Normal Form Understand Second Normal Form Understand Third Normal Form Finalize the Design The objectives for this chapter are: Create an Executable Form of a Database Understand First Normal Form Understand Second Normal Form Understand Third Normal Form Finalize the Design Copyright © 2017 Pearson Education, Inc.

Objective 1: Use the Database Documenter Tool In this section, the skills include: Run the Database Documenter Skills:  Run the Database Documenter Copyright © 2017 Pearson Education, Inc.

Use the Database Documenter Tool Access database analysis tools: Database Documenter Performance Analyzer Table Analyzer Database Splitter Access offers four database analysis tools, which are located on the Database Tools tab: The Database Documenter creates a report that contains detailed information for each selected object in a database, showing the field names, data types, properties, indexes, and permissions. The Performance Analyzer evaluates each object in a database and makes recommendations for optimizing the database. The Table Analyzer analyzes the tables in a database and makes suggestions to minimize duplication of data, such as splitting existing tables into smaller, related tables with each table focused on a single topic of information. The Database Splitter also enables you to split a database into two files: a back-end and a front-end database. The back-end database contains the database tables and the front-end database contains the database queries, forms, and reports. These tools are shown in the slide, primarily in the Analyze group. Copyright © 2017 Pearson Education, Inc.

Use the Database Documenter Tool Before running the Documenter, you should narrow the options so only the pertinent information for selected objects is displayed. Using the zoo example discussed in the textbook, clicking All Object Types generates a 99 page report. To run the Database Documenter, you: Click Database Documenter in the Analyze group. Select objects to include in the report. Click Options to display the Print Table Definition dialog box, and select the appropriate option. Click OK to generate the report. In the slide, we see four tables listed. A list is displayed for each of the tabs Queries, Forms, etc. Using the Documenter dialog box, you select the objects that you want a report generated. Once the objects have been selected, the Print Table dialog box is used to determine additional options. Here we see that object properties will not be printed. Copyright © 2017 Pearson Education, Inc.

Use the Database Documenter Tool The generated report can be saved in several formats including the PDF one shown in the slide. Copyright © 2017 Pearson Education, Inc.

Objective 2: Use the Performance Analyzer Tool In this section, the skills include: Run the Performance Analyzer Add an Index Skills:  Run the Performance Analyzer  Add an Index Copyright © 2017 Pearson Education, Inc.

Use the Performance Analyzer Tool The Performance Analyzer lists three kinds of analysis results—recommendations, suggestions, and ideas. When you click an item in the Analysis Results list, information about the proposed optimization is displayed in the Analysis Notes box. To launch the Performance Analyzer, you: Click Analyze Performance in the Analyze group. Select the appropriate objects to analyze. Click OK. In the slide, we see tables listed. A list is displayed for each of the tabs Queries, Forms, etc. Note the icons indicate the types of analysis results. A common suggestion made by the Performance Analyzer is to add an index. An index is a setting for a field that reduces the time it takes to run queries and reports. It is similar to the index in the back of your textbook, which provides a convenient way to quickly find information. Copyright © 2017 Pearson Education, Inc.

Objective 3: Use the Table Analyzer Tool In this section, the skills include: Run the Table Analyzer Skills:  Run the Table Analyzer Copyright © 2017 Pearson Education, Inc.

Use the Table Analyzer Tool The Table Analyzer can produce additional tables in the database as it optimizes the way the data is stored. You have some control of the process by using the Table Analyzer Wizard to decide which fields should be included in the new tables. To use the Table Analyzer Wizard, you: Click Analyze Table in the Analyze group. Click Next, select a table, and click Next. Click Next to let the wizard propose changes to the table. Rename tables by clicking the Rename Table, and click Next. Confirm the primary keys in each proposed table and click Next. In this example, we see in the left figure that the ZooAnimals table is selected. The center figure shows that the table has been split into two new tables, which should be renamed. The right figure that primary keys have been generated. The remaining steps will be discussed on the next slide. Copyright © 2017 Pearson Education, Inc.

Use the Table Analyzer Tool The Table Analyzer can produce additional tables in the database as it optimizes the way the data is stored. You have some control of the process by using the Table Analyzer Wizard to decide which fields should be included in the new tables. To continue: Correct any inconsistent data. Choose whether or not to create a query that simulates the original table Close the help window. The figure shows that the Cuban Crocodile has Florida and Cuba listed as the Origin. Copyright © 2017 Pearson Education, Inc.

Objective 4: Use the Database Splitter Tool In this section, the skills include: Run the Database Splitter Work with a Front-End Database Skills:  Run the Database Splitter  Work with a Front-End Database Copyright © 2017 Pearson Education, Inc.

Use the Database Splitter Tool Link icons Location of linked table The main advantage of splitting an Access database is improved reliability, security, and flexibility. By storing the back-end database on a server, the tables of the database will be backed up with the server, thus improving reliability. To start the Database Splitter, you: Click Access Database in the Move Data group of the Database Tools tab. Click Split Database. Choose the folder and name for the new back-end database. Click Split, and click OK. After the back-end is created, the front-end database remains open. The tables that existed in the original database have been replaced with linked tables with the same table names. As seen in the slide, the linked tables have an arrow icon to indicate that they are linked to another Access database, and when you point to a table name a ScreenTip shows the path to the physical table to where the front-end database is linked. Copyright © 2017 Pearson Education, Inc.

Objective 5: Control Navigation In this section, the skills include: Create a Navigation Form Start a Navigation Form Automatically Skills:  Create a Navigation Form  Start a Navigation Form Automatically Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Control Navigation Click Navigation Select layout A navigation form is a tabbed menu system that ties the objects in the database together so that the database is easy to use. This helps to secure the database because objects can be hidden from user view. To create a navigation form, you: Click Navigation in the Forms group on the Create tab. Select one of the form layouts, which in this example will be Horizontal Tabs. The remaining step is shown on the next slide. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Control Navigation [Add New] To continue: Drag the forms and/or reports from the Navigation Pane onto [Add New]. Once you have created a navigation form, switch to Form view, click each tab to view, and test each form or report. Copyright © 2017 Pearson Education, Inc.

Control Navigation Click Current Database Select navigation form name To start a form automatically when the database is opened, you: Click the File tab. Click Options. Click Current Database in the left pane. Click the Display Form arrow, and select the name of the navigation form. Click OK. Copyright © 2017 Pearson Education, Inc.

Objective 6: Encrypt and Password Protect a Database In this section, the skills include: Add a Password to a Database Skills:  Add a Password to a Database Copyright © 2017 Pearson Education, Inc.

Encrypt and Password Protect a Database Select database Access incorporates encryption methods to help keep databases secure. Encryption makes the data unreadable to anyone except those who possess the key (password). Adding a password and encryption to a database requires the database to be opened in exclusive mode. To open a database in exclusive mode, you: Click the File tab, and click Open. Click Browse to display the Open dialog box. Locate and click the database, click the Open arrow at the bottom of the dialog box, and then select Open Exclusive from the list. Select Open Exclusive Copyright © 2017 Pearson Education, Inc.

Encrypt and Password Protect a Database Click Encrypt with Password To assign a password to a database after it is opened in exclusive mode, you: Click the File tab. Click Encrypt with Password. Type and verify the password for this database, and click OK. Copyright © 2017 Pearson Education, Inc.

Objective 7: Create an Executable Form of a Database In this section, the skills include: Create an Access Database Executable Skills:  Create an Access Database Executable Copyright © 2017 Pearson Education, Inc.

Create an Executable Form of a Database Click Save Database As Double-click Make ACCDE To protect your users from accidentally changing, deleting, or renaming objects, you can create an Access Database Executable (ACCDE) file. This file prohibits users from making design and name changes to forms or reports within the database, and prohibits users from creating new forms and reports. To create an ACCDE file, you: Click the File tab. Click Save Database As. Double-click Make ACCDE. In the Save As dialog box, type a file name, and click Save. Copyright © 2017 Pearson Education, Inc.

Objective 8: Understand First Normal Form In this section, the skills include: Implement First Normal Form Skills:  Implement First Normal Form Copyright © 2017 Pearson Education, Inc.

Understand First Normal Form Normalization—process of efficiently organizing data Normalization benefits: Minimization of data redundancy Improvement of referential integrity enforcement Ease of maintaining data Accommodation of future growth of a database Normalization is the process of efficiently organizing data so that the same data is not stored in more than one table, and that related data is stored together. The benefits of normalization are: • Minimization of data redundancy. • Improvement of referential integrity enforcement. • Ease of maintaining data (add, update, delete). • Accommodation of future growth of a database. Copyright © 2017 Pearson Education, Inc.

Understand First Normal Form Multiple values in record A table is in first normal form (1NF) if it contains no repeating groups or repeating columns. This slide shows a table with multiple values in several fields for two records, and repeating groups are not allowed in a normalized table. The solution for this issue is to create separate records for each. Note: Table is in 1NF, but it still has redundancy issues. This solution has introduced redundancy into the table, and further normalization will be needed to remove the introduced redundancies. Separate records Separate records Copyright © 2017 Pearson Education, Inc.

Objective 9: Understand Second Normal Form In this section, the skills include: Implement Second Normal Form Skills:  Implement Second Normal Form Copyright © 2017 Pearson Education, Inc.

Understand Second Normal Form Same ISBN Same ISBN Same ISBN A table is in second normal form (2NF) if it meets 1NF criteria and all non-key fields are functionally dependent on the entire primary key. A non-key field is defined as any field that is not part of the primary key. Functional dependency occurs when the value of one field is determined by the value of another. The previous database example has been expanded to include location fields—Location, OnHand, and Aisle—for stores having more than one location. In the slide, we see that a bookstore has the same book in two locations, one in the town of Paterson and another one in the town of Wanaque. This means that the ISBN cannot be the primary key for this table because the same book (with the same ISBN) can appear in both locations. Copyright © 2017 Pearson Education, Inc.

Understand Second Normal Form When fields are functionally dependent upon part of a primary key, second normal form (2NF) requires that you remove those fields from the table. Most of the time, this results in new tables. As shown in the slide, the location information—Location, OnHand, and Aisle—have been placed in a new Stock table. Copyright © 2017 Pearson Education, Inc.

Objective 10: Understand Third Normal Form In this section, the skills include: Implement Third Normal Form Skills:  Implement Third Normal Form Copyright © 2017 Pearson Education, Inc.

Understand Third Normal Form Transitive dependency occurs when the value of one non-key field is functionally dependent on the value of another non-key field. In the example we have been using, AuthorFirst and AuthorLast are dependent on AuthorID. A table is in third normal form (3NF) if it meets 2NF criteria and has no transitive dependencies. To conform to 3NF, AuthorFirst and AuthorLast must be moved to another table. As shown in the slide, a separate Authors table has been created for the first and last names. Copyright © 2017 Pearson Education, Inc.

Objective 11: Finalize the Design In this section, the skills include: Create Relationships Skills:  Create Relationships Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Finalize the Design Once new tables have been created, relationships between the tables are needed. This should be done after completion of the normalization process. This slide shows the new tables and how they relate to the original, modified Books table. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Finalize the Design This slide shows how the related tables look to the user in Datasheet view. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Summary Access database tools: Database Documenter Performance Analyzer Table Analyzer Database Splitter Access security: Navigation form Encryption and password protection Executable database Database normalization minimizes data redundancy Access has four database analysis and design tools that can be used to optimize a database: Database Documenter Performance Analyzer Table Analyzer Database Splitter You can use Access to implement database security protections: Create a Navigation form. Enable encryption and password protection. Create an executable database. Database normalization is the process of efficiently organizing data so there is a minimum of data redundancy. There are three levels of normalization—First Normal Form, Second Normal Form, and Third Normal Form—where each level addresses different aspects of data redundancy. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Questions ? It is important to understand how to protect and optimize a database using advanced Access database tools. You should have a basic understanding of database normalization. Are there any questions? Copyright © 2017 Pearson Education, Inc.

Copyright Copyright © 2017 Pearson Education, Inc.