1. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Access 2010 Chapter 10 Administering Databases

2. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall2 Objectives Compact and repair a database Back up a database Convert databases to an earlier version of Access Replicate and synchronize a database

3. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall3 Objectives Use Microsoft Access analysis tools Add Action Tags Modify Access views and behaviors

4. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall4 Compact and Repair a Database Database files should be rebuilt routinely –Ensures optimal performance Database file size increases rapidly –Especially as forms, queries, or reports are modified or deleted –Database file size does not decrease when objects or records deleted

5. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall5 Compact and Repair a Database Compact & Repair –Process in which an Access file is rewritten –Stores objects and data with less wasted space Access database files commonly measured in bytes

6. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall6 Compact and Repair a Database A byte typically stores a single character –Such as a digit or a letter Bytes used to measure –Storage sizes on disks –Computer memory A kilobyte (KB) stores 1,024 bytes

7. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall7 Compact and Repair a Database When an Access database is opened –A temporary file is opened When an Access database is closed –The temporary file is deleted

8. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall8 Back Up a Database Data loss is the unexpected failure of information Data loss caused by such actions as –Hardware malfunction –Accidental deletion of records –Theft –Natural disaster

9. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall9 Back Up a Database Lost data often recovered through copy of database Backing up is the process of creating a copy of a file or files Organizations typically make backups daily

10. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall10 Back Up a Database Backing up files also done –Before making database design changes –Before performing maintenance tasks Collection of backup copies used –To recover data –To provide a historical record of transactions

11. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall11 Back Up a Database Backup is a copy of an original file –Should be stored in an alternative location

12. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall12 Back Up a Database Storing backup copies on same computer: – NOT recommended –Can result in loss of both original and backup after data loss event Store backup copies in different location from original –Can be stored on removable media

13. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall13 Convert Databases to an Earlier Version of Access Microsoft Access 2010 supports different database formats Database file formats supported by Access 2010 –Prior to 2002-2003 file format –2002-2003 file format –2007 file format

14. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall14 Convert Databases to an Earlier Version of Access If version of database file is prior to Access 2002-2003 format –Must be converted to Access 2010 format to open –Features found only in prior version will not be supported by Access 2010 Convert to Access 2002-2003 format if earlier features needed

15. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall15 Convert Databases to an Earlier Version of Access If version of database file is Access 2002-2003 –Features supported by Access 2002-2003 added to Ribbon If version of database file using features new to Access 2007 or 2010 –Database cannot be converted to 2002- 2003 format

16. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall16 Convert Databases to an Earlier Version of Access

17. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall17 Convert Databases to an Earlier Version of Access Application title bar displays Access file format used

18. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall18 Replicate and Synchronize a Database Replica is a special copy of a database –Any changes made in replica database sent to original database and any other replicas Replication is a process of creating a replica

19. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall19 Replicate and Synchronize a Database Replication enables several users to work with a database without connecting to organizations network –Can send changes to the master (original) database when do connect to original database Replication supported by 2002-2003 –Not supported in Access 2007 or 2010

20. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall20 Replicate and Synchronize a Database Replica set composed of original database and all replicas –Design Master is the original database in replica set –Design changes made in Design Master only –Changes made to Design Master passed on to each replica

21. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall21 Use Microsoft Access Analysis Tools Table Analyzer searches for repeated data in table –Then splits the table into two or more tables Tables smaller and related –Avoids redundancy Table Analyzer Wizard used to split tables

22. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall22 Use Microsoft Access Analysis Tools Performance Analyzer used to identify and fix database problems Performance Analyzer Wizard –Analyzes database objects –Offers suggestions for object improvement

23. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall23 Use Microsoft Access Analysis Tools Indeterminate relationship between two tables –Does not enforce referential integrity

24. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall24 Use Microsoft Access Analysis Tools Performance Analyzer provides three levels of suggestions –Recommendation –Suggestions –Ideas

25. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall25 Use Microsoft Access Analysis Tools Performance Analyzer dialog box

26. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall26 Use Microsoft Access Analysis Tools Dependencies between objects –Shown in Object Dependency pane A dependency is where –An object requires another database object OR –An object depends on another database object

27. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall27 Use Microsoft Access Analysis Tools Dependency example –Several queries may depend on a single table

28. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall28 Use Microsoft Access Analysis Tools Database Documenter builds a report –Contains detailed information about all database objects Data dictionary is the report created –Should be printed periodically –Saved in a safe place –Displays report in Print Preview

29. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall29 Add Action Tags Action tags enable Access integration to another program –Can perform tasks in Access without opening the other program –The other program used, like Outlook, must be installed on computer

30. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall30 Add Action Tags Action Tags dialog box

31. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall31 Modify Access Views and Behaviors Access has many options –Affect database views and behaviors Options changed through Access Options dialog box –How windows displayed –How text is formatted –Many more options

32. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall32 Modify Access Views and Behaviors Access Options dialog box permits customizing the Quick Access Toolbar

33. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall33 Modify Access Views and Behaviors Current Database group enables creation of the look and feel of a custom application –Example Create a custom application title Application title text displays in Access title bar

34. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall34 Modify Access Views and Behaviors Sample report in Report view with custom application title and icon

35. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall35 Modify Access Views and Behaviors Current Database group also enables customization of the Navigation Pane

36. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall36 Covered Objectives Compact and repair a database Back up a database Convert databases to an earlier version of Access Replicate and synchronize a database

37. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall37 Covered Objectives Use Microsoft Access analysis tools Add Action Tags Modify Access views and behaviors

38. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall38 38 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2011 Pearson Education, Inc. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall