Microsoft Access 2010 Chapter 10 Administering a Database System

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 Objectives Administering a Database System2

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 System3 Objectives

Administering a Database System4 Project – Administering a Database System

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 System5 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 System6 General Project Guidelines

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 System7 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 System8 Creating Custom Data Parts

Administering a Database System9 Creating Custom Data Parts

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 System10 Creating a Blank Web Database

Administering a Database System11 Creating a Blank Web Database

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 System12 Adding Fields to the Table

Administering a Database System13 Adding Fields to the Table

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 System14 Creating Single-Item Forms

Administering a Database System15 Creating Single-Item 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 System16 Creating Datasheet Forms

Administering a Database System17 Creating Datasheet Forms

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 System18 Creating a Navigation Form

Administering a Database System19 Creating a Navigation 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 System20 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 System21 Selecting a Startup Form

Administering a Database System22 Selecting a Startup Form

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 System23 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 System24 Creating a Template

Administering a Database System25 Creating a Template

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 System26 Checking Web Compatibility

Administering a Database System27 Checking Web Compatibility

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 System28 Publishing to Access Services

Administering a Database System29 Publishing to Access Services

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 System30 Viewing the Web Database

Administering a Database System31 Converting Databases

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 Administering a Database System32 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 System33 Using the Table Analyzer

Administering a Database System34 Using the Table 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 System35 Using the Performance Analyzer

Administering a Database System36 Using the Performance Analyzer

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 System37 Using the Database Documenter

Administering a Database System38 Using the Database Documenter

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 System39 Creating Custom Categories and Groups

Administering a Database System40 Creating Custom Categories and 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 System41 Adding Items to Groups

Administering a Database System42 Adding Items to Groups

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 System43 Creating a Validation Rule for a Table

Administering a Database System44 Creating a Validation Rule for a Table

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 System45 Creating Custom Properties

Administering a Database System46 Creating Custom Properties

Administering a Database System47 Custom Input Masks

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 System48 Creating a Custom Input Mask

Administering a Database System49 Creating a Custom Input Mask

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 System50 Allowing Zero Length

Administering a Database System51 Allowing Zero Length

Select the desired 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 Click the Yes (Duplicates OK) item in the list to specify that duplicates are to be allowed Administering a Database System52 Creating a Single-Field Index

Administering a Database System53 Creating a Single-Field Index

Click the Indexes button (Table Tools Design tab | Show/Hide group) Click the first available blank row to enter the name of the new index Type the desired index name, and then press the TAB key Click the down arrow in the Field Name column, and then select the first field for the index Press the TAB key three times to move to the Field Name column on the following row Select the second field for the index Click the Close button Administering a Database System54 Creating a Multiple-Field Index

Administering a Database System55 Creating a Multiple-Field Index

Administering a Database System56 Automatic Error Checking

Click File on the Ribbon and then click the Options button 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 Ensure the ‘Enable error checking’ check box is checked Click the OK button to close the Access Options dialog box Administering a Database System57 Enabling Error Checking

Administering a Database System58 Enabling Error Checking

Click File on the Ribbon to open the Backstage view and ensure the Info tab is selected Click the Encrypt with Password button 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 Administering a Database System59 Encrypting a Database with a Password

Administering a Database System60 Encrypting a Database with a Password

Open the encrypted database in exclusive mode, entering your password as requested Display the Backstage view and ensure the Info tab is selected Click the Decrypt Database button 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 Administering a Database System61 Decrypting the Database and Removing the Password

Administering a Database System62 Decrypting the Database and Removing the Password

Click the Start button on the Windows 7 taskbar to display the Start menu Click All Programs at the bottom of the left pane on the Start menu to display the All Programs list and then click Microsoft Office on the All Programs list to display the Microsoft Office list Click Microsoft Office 2010 Tools on the Microsoft Office list to display the Microsoft Office Tools list Click Digital Certificate for VBA Projects to display the Create Digital Certificate dialog box Type your name in the ‘Your certificate’s name’ text box Click the OK button to create the certificate Click the OK button in the SelfCert Success message box to close the message box Administering a Database System63 Creating a Self-Signed Certificate

Administering a Database System64 Creating a Self-Signed Certificate

Click File on the Ribbon to open the Backstage view Click the Save & Publish tab With Save Database As selected, click Package and Sign in the Advanced area Click the Save As button to display the Windows Security dialog box Click the OK button to confirm the certificate Select the location where you will save the signed package and then accept the default name for the signed package Click the Create button to package and sign the database Administering a Database System65 Packaging and Signing a Database

Administering a Database System66 Packaging and Signing a Database

Open the Backstage view, and then click Open in the Backstage view to display the Open dialog box Navigate to the location for the package and then change the file type by clicking the ‘Files of type’ box arrow and selecting Microsoft Access Signed Packages Ensure the package you want to open is selected Click the Open button to open the package and, if there is a security concern detected, to display the Microsoft Access Security Notice dialog box Administering a Database System67 Opening a Signed Package

Click the Open button to display the Extract Database To dialog box Select your USB drive as the location and change the database name as desired Click the OK button to extract the database Administering a Database System68 Opening a Signed Package

Administering a Database System69 Opening a Signed Package

Administering a Database System70 The Trust Center

Administering a Database System71 Record Locking

Administering a Database System72 Record Locking

Display the Database Tools tab Click the Access Database button (Database Tools tab | Move Data group) to display the Database Splitter dialog box Click the Split Database button to display the Create Back-end Database dialog box Select a location for the back-end database Click the Split button to split the database Click the OK button to close the dialog box reporting that the split was successful Administering a Database System73 Splitting the Database

Administering a Database System74 Splitting the Database

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 Chapter Summary Administering a Database System75

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 System76 Chapter Summary

Chapter 10 Complete Microsoft Access 2010