Access 2007 ® Use Databases How can Microsoft Access 2007 help you manage a database?

Access can help you make the most out of your database by previewing reports, troubleshooting problems, and making repairs. Lesson 5: Manage Databases

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? Lesson 5: Manage Databases View This Presentation to Answer the Following Questions:

Print Preview lets you see what a report will look like when it is printed. Lesson 5: Manage Databases In Print Preview, you can zoom in on individual pages or view multiple pages on one screen. To preview a report, first select Print Preview.

Use Print Preview to make sure that charts, text, and fields are in the right place with the correct formatting. Lesson 5: Manage Databases

To present the information in your database visually, use the Chart Wizard to insert a chart or diagram. Lesson 5: Manage Databases You can insert a chart into an existing form or report, or you can create a new chart.

After you create a chart or diagram, you can format it or change the chart type in the Microsoft Graph window. Lesson 5: Manage Databases

What skills might you need to effectively manage your database? Academic Skills Check Answers may include: Skills such as previewing reports, troubleshooting database problems, and repairing databases will help you to effectively manage your database. 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. 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. Lesson 5: Manage Databases

Use the Documenter report tool to preview and print the properties of your database objects. Lesson 5: Manage Databases The Documenter shows the properties of all the controls you have used for form objects and report objects.

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.

Although forms are designed to be used on-screen, they are also printable. Lesson 5: Manage Databases 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.

To set password encryption, use the Database Password dialog box. Lesson 5: Manage Databases 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.

Strong passwords contain at least eight characters and combine letters and numbers. Lesson 5: Manage Databases Most passwords are case-sensitive; keying james007bond will not open a file with the password James007Bond. Do not forget your password, because without it you can’t retrieve your data. Key password Verify password

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. 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. 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. Lesson 5: Manage Databases

Use Access Options to customize Access controls and settings. Lesson 5: Manage Databases Settings include your preferences for the way datasheets look, how the Spelling function works, and how files are saved.

When a database object displays records from another database object, the relationship is called an object dependency. Lesson 5: Manage Databases Access can help you keep track of linked forms and tables. If a form cannot work without a table, then the form is dependent on the table.

A database might contain data linked to an outside data sources, such as an Excel file or another Access database. Lesson 5: Manage Databases To make sure Access knows where to find moved data, use the Linked Table Manager to update the links. To move a file containing data linked to your data base, use the Linked Table Manager.

Access 2007 works with all previous versions of Access. Lesson 5: Manage Databases 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.

To repair a database, open the Compact and Repair tool in the Manage database menu. Lesson 5: Manage Databases If a database displays an error message when opening, use the Compact and Repair tool to repair it.

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. Lesson 5: Manage Databases

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. Tech Check Lesson 5: Manage Databases

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. Tech Check Lesson 5: Manage Databases

How do you repair damaged Access databases? Answer: Use the Compact and Repair tool to repair damaged databases. Tech Check Lesson 5: Manage Databases

password A string of characters used to encrypt a database. Vocabulary Review Lesson 5: Manage Databases

Vocabulary Review encrypt To use a password to add security to your data. Lesson 5: Manage Databases

A tool that reports the characteristics of database objects and their parts. Documenter Vocabulary Review Lesson 5: Manage Databases

union query A query that merges data from separate queries into one query. Vocabulary Review Lesson 5: Manage Databases

Quick Print Vocabulary Review A print option that allows you to print immediately without opening the Print dialog box. Lesson 5: Manage Databases

object dependency Refers to the fact that a database object that uses a second database object is dependent on that second object. Vocabulary Review Lesson 5: Manage Databases

Print Preview A preview of documents, worksheets, or slides to be printed. Vocabulary Review Lesson 5: Manage Databases

chart A graphic that organizes information in your database visually. Common charts are pie charts, bar charts, and line charts. Vocabulary Review Lesson 5: Manage Databases