XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 1 Building The Database Chapter 2 “It is only the farmer who faithfully plants seeds in the Spring, who reaps a harvest in the Autumn.” —BC Forbes

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 2 Level 3 Objectives: Maintaining and Securing a Database Learn about the role of the database administrator Compact repair and back up a database Document the database design using the documenter Secure a database by setting a password encrypting data, and hiding objects Create user-level security in a database

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 3 The Database Administrator Role Database administration (DBA)  Responsible for maintaining database  Sets security and other features of database Default option for opening database  Available to other users at same time Open access database in four ways  Open mode  Open read-only mode  Open exclusive mode  Open exclusive read-only mode

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 4 Compacting and Repairing a Database Compact  Data and objects reorganized  Unused spaces reassigned and deleted  Result Decreased file size Improved efficiency  Can be done manually or every time database closed Good idea to compact before backing up

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 5 Backing Up a Database Creates copy of database  Use to restore in event of loss Schedule database backups based on manageable amount of data loss Important to store copy in fireproof location offsite Created on external media such as  CD  DVD  External hard drive

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 6 Backing Up a Database (continued) Back up database  Click tools on menu bar in database window  Points to database utilities  Click back up database Default backup database name  Original database name followed by current date Might few minutes to several hours to backup  Depends on database size Backup copy can be opened like any other Access database

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 7 Documenting the Database Design Documenter tool  Produces report of every object or just selected objects in database Click tools on menu bar  Point to analyze  Click documenter Tabs at top of documenter dialog box  Sort objects by type

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 8 Documenter Dialog Box

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 9 Securing a Database From Unauthorized Use Plan for and prevent data loss Protect database from unintentional or malicious damage DBA must open database with exclusive access prior to setting protection features Tools  Setting database password  Encrypting database  Hiding database objects

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 10 Using a Password to Protect a Database Password  Collection of characters that user types to gain access to file Database administrator sets database password  Users cannot open database file in access  Unless they provide correct password

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 11 Encrypting a Database to Prevent Unauthorized Use If someone steals file and tries to open it with program other than access  Password will not protect file Encrypting database  Converts data in database into format readable only by access Click tools on menu bar  Point to security  Click encode/decode database

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 12 Hiding Database Objects From Users Casual users may damage database by  Unintentionally altering object’s design  Deleting object entirely Hide objects from being displayed in database window  User will not be able to accidentally or intentionally damage database Revealing hidden object not difficult Hide using properties dialog box

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 13 User-Level Security Establishes specific levels of access to database objects for individual groups of users Set permissions  Specify level of access for each user and group of users  Granted by database administrator Workgroup information file  Define user groups usernames and user passwords Security wizard

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 14 User-Level Security (continued) Workgroup ID (WID)  Unique character string of 4 to 20 characters  Identifies workgroup Choose which database objects to secure Personal ID (PID)  4 to 20 character string value  Identifies user After security established  Access starts and opens logon dialog box

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 15 Level 3 Summary Compact database Backup database Document database Secure database  Password  Encryption  User-level security

XP Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 16 Chapter Summary Create tables using one of three methods Import data from  Other Access tables  Excel Create relationships using Relationships Window Secure database using:  Password  Encryption  User-level security