1. Administering a Database System
Access Project 9
Administering a Database System

2. Objectives Convert a database to an earlier version of Access
Use the Table Analyzer, Performance Analyzer, and Documenter
Enable and use automatic error checking
Create a custom input mask
Create and use smart tags

3. Objectives
Import and link SharePoint Services lists and use online collaboration
Set startup options
Set and remove passwords
Encode a database
Set the macro security level

4. Objectives
Use replication and synchronize the Design Master and the replica
Split a database
Create an MDE File
Specify user-level security

5. Converting a Database to an Earlier Version
Open the Ashton James College database in Microsoft Office Access 2003 as described on page AC 532
Click Tools on the menu bar, point to Database Utilities on the Tools menu, and then point to Convert Database on the Database Utilities submenu
Click To Access 97 File Format
Type Ashton James College 97 as the name of the file, and then click the Save button in the Convert Database Into dialog box
If a warning message appears, click the OK button

6. Converting a Database to an Earlier Version

7. Using the Table Analyzer
Click Tools on the menu bar, and then point to Analyze on the Tools menu
Click Table
Click the Next button
Make sure the Client table is selected

8. Using the Table Analyzer
Click the Next button
Be sure the “Yes, let the wizard decide” option button is selected
Because the type of duplication identified by the analyzer does not pose a problem, click the Cancel button

9. Using the Table Analyzer

10. Using the Performance Analyzer
Click Tools on the menu bar, point to Analyze on the Tools menu, and then click Performance on the Analyze submenu
If necessary, click the Tables tab
Click the Select All button to select all tables
Click the OK button
Click the Close button

11. Using the Performance Analyzer

12. Using the Documenter
Click Tools on the menu bar, point to Analyze on the Tools menu, and then click Documenter on the Analyze submenu
Click the Tables tab and then click the Client check box
Click the OK button
Click the Print button on the Print Preview toolbar to print the documentation
Close the window by clicking its Close button

13. Using the Documenter

14. Enabling Error Checking
Click Tools on the menu bar
Click Options on the Tools menu, and then click the Error Checking tab
Be sure the Enable error checking box is checked
Click the OK button

15. Enabling Error Checking

16. Creating a Custom Input Mask
If necessary, click the Tables object to be sure the tables appear
Right-click Client and then click Design View on the shortcut menu
Maximize the window containing the design by double-clicking its title bar
With the Client Number field selected, click the Input Mask property, and then type >LL99 as the value

17. Creating a Custom Input Mask
Close the window containing the design by clicking its Close Window button
When prompted to save the changes, click the Yes button

18. Adding a Smart Tag to a Field in a Table
With the Tables object selected, right-click the Trainer table
Click Design View on the shortcut menu and make sure the window is maximized
Click the row selector for the Last Name field
Click the Smart Tags text box
Click the Build button

19. Adding a Smart Tag to a Field in a Table
Click the check box for the Person Name smart tag
Click the OK button
Close the window containing the table by clicking its Close Window button
Save your changes by clicking the Yes button

20. Adding a Smart Tag to a Field in a Table

21. Adding a Smart Tag to a Control in a Form
Click Forms on the Objects bar
Right-click the form called Trainer Master Form
Click Design View on the shortcut menu and maximize the window, if necessary
If a field list appears, close the field list by clicking its Close button
Right-click the Last Name control

22. Adding a Smart Tag to a Control in a Form
Click Properties on the shortcut menu
Be sure the All tab is selected. Scroll down until the Smart Tags property appears, and then click the Smart Tags property
Click the Build button
Click the check box for the Person Name smart tag

23. Adding a Smart Tag to a Control in a Form
Click the OK button
Close the property sheet
Close the Design window containing the Trainer Master Form by clicking its Close Window button
Click the Yes button to save the change

24. Adding a Smart Tag to a Control in a Form

25. Setting Startup Options
Click Tools on the menu bar
Click Startup and then click the Display Form/Page box arrow
Click Switchboard and then click the OK button

26. Setting a Password
Click Tools on the menu bar, and then point to Security on the Tools menu
Click Set Database Password
Type your password in the Password text box in the Set Database Password dialog box. Asterisks, not the actual characters, appear as you type your password
Press the TAB key and then type your password again in the Verify text box

27. Setting a Password Be sure to remember the password that you type
You will use it again in the next sections
Click the OK button

28. Encoding a Database
Close the window containing the database by clicking its Close button
Click Tools on the menu bar, and then click Security on the Tools menu
Click Encode/Decode Database

29. Encoding a Database
Select the Harton-Janes Clinic database, and then click the OK button
Enter your password and then click the OK button in the Password Required dialog box
Type Harton-Janes Clinic Enc as the file name in the File name box, and then click the Save button

30. Encoding a Database

31. Removing a Password
Open the Harton-Janes Clinic database in exclusive mode
You will need to enter your password when requested
Click Tools on the menu bar, and then point to Security on the Tools menu
Click Unset Database Password
Type the password in the Unset Database Password dialog box and click the OK button

32. Removing a Password

33. Setting the Macro Security Level
Click Tools on the menu bar
Point to Macro on the Tools menu
Click Security
If necessary, click the Security Level tab
Click the desired security level

34. Creating a Replica
Click Tools on the menu bar, point to Replication, and then point to Create Replica
Click Create Replica
Click the Yes button
When asked if you want Microsoft Access to make a backup of your database, click the Yes button
Be sure the Save in box contains the location where you want to place the replica

35. Creating a Replica
Be sure the default name, Replica of Harton- Janes Clinic appears in the File name text box as the name of the replica
Click the OK button
Close the Database window for the Harton-Janes Clinic : Design Master by clicking its Close button

36. Creating a Replica

37. Using the Replica
Click Open on the Database toolbar, and then click Local Disk (C:) in the Look in box
Click the Data folder, make sure the database called Replica of Harton-Janes Clinic is selected, and then click the Open button
With the Tables object selected, right-click Patient
Click Open on the shortcut menu, and then click the New Record button

38. Using the Replica
Type the final record shown in Figure 9-57 on page AC 565
Click the last name of patient number SC26, erase the current name, and then type Timson as the new name
Click the Close button for the window containing the Patient table
Click the Close button for the Replica of Harton-Janes Clinic : Database window

39. Using the Replica

40. Synchronizing the Design Master and the Replica
Click the Open button on the Database toolbar
If necessary, click Local Disk (C:) in the Look in box, and then click the Data folder (assuming your database is stored in a folder called Data)
Make sure the Harton-Janes Clinic database is selected
Click the Open button arrow (not the button itself)

41. Synchronizing the Design Master and the Replica
Click Open Exclusive in the list that appears
Click Tools on the menu bar, and then point to Replication
Click Synchronize Now
If necessary, click the Directly with Replica option button in the Synchronize Database ‘Harton-Janes Clinic’ dialog box, and then click the OK button

42. Synchronizing the Design Master and the Replica
When a message appears indicating that Microsoft Access must close the database in order to perform the synchronization, click the Yes button
Click the OK button in the Microsoft Office Access dialog box
Click the Close button for the Harton-Janes Clinic : Design Master Database window

43. Synchronizing the Design Master and the Replica

44. Splitting the Database
Open the Ashton James College Converted database that you created in the previous steps. If the Security Warning dialog box appears, click the Open button
When the Main Switchboard window appears, close it by clicking its Close button
With the Database window appearing, click Tools on the menu bar, and then point to Database Utilities on the Tools menu

45. Splitting the Database
Click Database Splitter on the Database Utilities submenu
Click the Split Database button. Be sure the file name in the Create Back-end Database dialog box that appears is Ashton James College Converted_be.mdb, and then click the Split button
Click the OK button

46. Splitting the Database

47. Creating an MDE File
Click the Close button for the Ashton James College Converted : Database window
Click Tools on the menu bar, and then point to Database Utilities on the Tools menu
Click Make MDE File
Double-click Ashton James College Converted in the Database to Save as MDE dialog box
When the Save MDE As dialog box appears, be sure the Save as type box contains MDE File (*.mde) and click the Save button

48. Creating an MDE File

49. Summary Convert a database to an earlier version of Access
Use the Table Analyzer, Performance Analyzer, and Documenter
Enable and use automatic error checking
Create a custom input mask
Create and use smart tags

50. Summary
Import and link SharePoint Services lists and use online collaboration
Set startup options
Set and remove passwords
Encode a database
Set the macro security level

51. Summary
Use replication and synchronize the Design Master and the replica
Split a database
Create an MDE File
Specify user-level security

52. Access Project 9 Complete