Access Lesson 14 Creating Database Security and Documentation Microsoft Office 2010 Advanced Cable / Morrison 1

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Objectives Open a database in the Open Exclusive mode. Encrypt a database with a password. Open an encrypted database. Remove encryption from a database. Make a backup copy of a database. Create database documentation. 222

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Vocabulary backup Database Documenter encryption Open Exclusive mode password 333

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Introduction Microsoft Access offers several security and documentation features to protect a database from losing important information. – Open Exclusive mode – Encrypting a database with a password – Creating a backup copy – Database Documenter feature 4

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Opening a Database in the Open Exclusive Mode An Access database can be opened using several methods: – Open mode – Open Read-Only mode – Open Exclusive Read-Only mode – Open Exclusive mode 5

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Opening a Database in the Open Exclusive Mode (continued) In the Open Exclusive mode, only the person who opened the database can use and make changes to it. – This option is typically used when you want to encrypt a database with a password 6

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Opening a Database in the Open Exclusive Mode (continued) 7 Open options in the Open dialog box

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Encrypting with a Password Access 2010 combines two tools for database security: database passwords and encryption A password is a collection of characters that a user types to gain access to a file. A password protected database cannot be opened unless users provide the correct password. 8

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Encrypting with a Password (continued) When you encrypt a database with a password, data within the database is made unreadable. This combined safety feature in Access 2010 provides stronger protection than previous versions of Access. 9

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Encrypting with a Password (continued) 10 Encrypt with Password option

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Opening an Encrypted Database When opening an encrypted database, you will be asked for a password. After you enter the password, the database should open so that you can view and make changes to the database objects. Until the correct password is entered, no objects in the database can be viewed. 11

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Opening an Encrypted Database (continued) Password Required dialog box 12

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Removing Encryption from a Database To remove the password and encryption from a database, open the database in the Open Exclusive mode. – Enter the password to open the database. – Remove the encryption using the Remove Encryption button. 13

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Removing Encryption from a Database (continued) 14 File tab with Decrypt Database option

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Making a Backup Copy of a Database A backup is a duplicate copy of your database created by using the Back Up Database option when you save the file. By creating a backup, the database can be restored in the event of a data loss. A good rule of thumb is to schedule a database backup on a regular basis. – For example, at the end of each day or at the end of each week 15

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Making a Backup Copy of a Database (continued) 16 Save & Publish options

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Documenting the Database Design The database design refers to the objects in the database, such as tables, queries, forms, reports, macros, and the relationship between these objects. The Database Documenter produces a report of selected objects or every object in a database. – You can document the properties of these objects and the relationships of objects that you select. 17

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Documenting the Database Design (continued) If a database file gets damaged or corrupted, you may look at the documentation and fix the database or re-create it. 18 Documenter dialog box

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Documenting the Database Design (continued) 19 Object Definition report

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Summary In this lesson, you learned: When you open a database in the Open Exclusive mode, you are the only individual who can view or make changes to the file. Encrypting a database with a password allows only individuals who know the password to open the file. 20

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) Opening an encrypted database requires entering a password. The database password and encryption can be removed. A backup is a duplicate copy of your database created by using the Back Up Database option when you save the file. 21

Access Lesson 14 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) Documenting the design of a database provides information that can be reviewed if an unwanted change occurs. 22