1. MS Access Advanced Instructor: Vicki Weidler Assistant:

2. Overview Create PivotTables and PivotCharts Build forms based on joined tables Automate data entry Use grouped controls Design subforms Create and run macros Write simple SQL statements Work with hyperlinks and data access pages Explore database utilities Encrypt and decrypt a database Protect a database with passwords and user-level security Discuss modules, VBA, & MDE files

3. Unit 1: PivotTables & PivotCharts

4. PivotTable Interactive table that enables you to organize, summarize, & compare large amounts of data

5. PivotChart Displays data as a chart & allows you to analyze data graphically

6. Unit 2: Creating Advanced Forms

7. Functions Date ()Current date DateAddPerform date calculations i.e. DateAdd (“d”, 3, Date())

8. Grouped Controls Two or more controls placed in a group Generally organize related controls together in a group Change properties of multiple controls simultaneously

9. Option Group Controls Make data entry easier on forms Each control represents a numeric value Can bind control to a field in a table & store it or use for calculations on a form

10. Improving the User Interface Tabs Read-only forms Opening a form at startup Switchboard forms Subforms

11. Unit 3: Creating Macros

12. Macros Database object that automates a common task or set of tasks Stores and runs a set of actions sequentially Associate macros to events so that when an event occurs, macro is executed Attach macros to command buttons

13. Unit 4: Creating Advanced Macros

14. Advanced Macros Data validation Data-entry User-decision AutoKey AutoExec

15. Unit 5: Exploring SQL

16. SQL Statements SELECTField_name FROMData_source WHERECriteria Example: SELECT Product_ID, Product_name, Unit_price FROM Product WHEREUnit_price > 2

17. Matching Data from Related Records SELECT[Source1].[Field_name], [Source2].[Field_name] FROMSource1, Source2 WHERE[Source1].[Common_field]=[Source2].[Common_field]

18. Unmatched Data from Related Records SELECT[Source1].[Field_name] FROMSource1 WHERE[Common_field] not in (SELECT [Source2].[Common_field] FROMSource2)

19. Attaching an SQL Statement to a Database Object To query data while working in a form, make want to attach an SQL statement to a form control

20. Unit 6: Internet Integration

21. Internet Integration E-mail addresses URLs Other files Data access pages

22. Unit 7: Managing Databases

23. Performance Analyzer Analysis results Key Analysis notes

24. Database Splitter Split into front-end & back-end Back-end contains tables & front-end contains user-interface objects Back-end on centralized network Copies of front-end on users’ computers Increases speed of data retrieval Ensures users always updating same database

25. Setting Permissions for Split Databases Permissions to read-only, add, delete, or edit Set permissions for back-end Will also apply to front-end Note: Read-only back-end, users will not be able to modify data using linked tables or any other database object on front-end

26. Compact & Repair Utility Fragmentation Increases size of database Compacting Repairing

27. Database Replication Avoid data loss Replica set Synchronized Design master Changes to structure in Design master only; changes to data in both master & replica

28. Synchronization Not automatic; must synchronize at regular intervals New objects created after replication are not updated during synchronization Must export new object from original database (Design master) to replica

29. Encryption Secure database to prevent other programs (i.e. viruses) from accessing it MS Access compacts it & makes it indecipherable Users can still access database objects

30. Unit 8: Security Fundamentals

31. Password Protection Authorized users can access all objects in database Open database in exclusive mode when setting the password so others cannot modify it Use when only a few users have to access the database

32. User-Level Security Vary type of permissions given to each user depending on their level of responsibility Assign permissions to a particular user explicitly or to a group of users

33. User-Level Security Cont. Provide each user with a different user account Assign users to a user group when several people perform similar operations, then specify permissions for the entire group When creating a database, there are 2 groups: users & admin

34. Special Group Permissions Read-Only UsersOnly view data; cannot modify it New Data UsersOnly add new data; cannot modify existing data Full PermissionsAdd, modify, & delete data; can also modify design of database objects; cannot modify table relationships

35. Security Wizard Creates a workgroup info file File stores permission details for users for each database object Permissions become effective when user logs into MS Access with the appropriate user name

36. User-Level Security Wizard Create a new user Add user to required group Creates copy of database before setting security permissions on it

37. User & Group Accounts Create new user & group accounts Name & PID (personal ID) for each account Use dialog box to assign a user to a group To log on as a different user, must close MS Access & start again to log on

38. User & Group Permissions Modify permission set for a user After workgroup information file is created Set permissions for each object for each user or group

39. Modules & VBA Macros best for simple tasks Macros separate from database objects Difficult to manage many macros Modules help manage multiple automated tasks more efficiently Modules extend capabilities of the database

40. Modules & VBA Cont. Modules are objects containing VBA code VBA = Visual Basic for Applications Language for writing programs that work with Windows applications Create set of instructions for computer to perform specific actions Can program forms, reports, command buttons & other controls

41. Modules & VBA Cont. Write code to display message boxes, perform calculations, add or edit records & close forms VBA is part of MS Office Suite MS Access has a VBE (Visual Basic Editor) to write VBA code for modules Unlike macros, VBA code is built into the design of a form, report, etc.

42. Modules & VBA Cont. When objects are moved, underlying code moves with it When managing a large database, using code is easier to maintain & decreases number of objects you need to work with

43. MDE Files Used when you want others to use database If an MDE file, users cannot view or edit VBA code CANNOT view, modify, create, import, or export forms, reports or modules in Design CAN work with tables, queries, data access pages & macros in all views

44. MDE Files Cont. CAN import or export them to non- MDE databases MDE file functions same as any other database, but smaller in size since VBA code is removed Always save a copy of original database first so you can change design when needed

45. MDE Files Cont. To save a replicated database as an MDE file, must first remove replication Also, cannot replicate a database after saving it as an MDE file Should be in MS Access 2002 (or higher) format before saving as an MDE file

46. Summary Create PivotTables and PivotCharts Build forms based on joined tables Automate data entry Use grouped controls Design subforms Create and run macros Write simple SQL statements Work with hyperlinks and data access pages Explore database utilities Encrypt and decrypt a database Protect a database with passwords and user-level security Discuss modules, VBA, & MDE files

47. Resources Questions & Answers Evaluations Thank You!!! Conclusion