1. Building The Database Chapter 2
Use the quote as a jumping off point for discussion, if desired.

2. Learn different techniques for:
Chapter Introduction
Learn different techniques for:
Creating tables
Entering data
Verifying data
Relating tables
Documenting database objects
Backing up database
Repairing database
Securing data

3. Tools Covered in This Chapter
Database Documenter
Database security
Datasheet view
Design view
Import Spreadsheet Wizard
Input Mask Wizard
Lookup Wizard
Relationships window
Subdatasheet

4. Level 1 Objectives: Creating the Database Tables
Review the database design
Create the database tables using the database design
Work in Design view

5. Creating the Database Tables: Reviewing the Database Design
Make sure that the database stores data in the correct format and outputs the correct queries, forms, and reports
Analyze the client’s needs and make sure the design is easy to understand
Limit the scope of a new system

7. Creating the Database Using the Database Design
Start Access click New tab in the navigation bar on the File tab
Database window
Main control panel for database
Navigation pane
Located on the left side of the window
Lists all objects (tables, reports, etc.) in the database

8. Creating a Table by Entering Data in Datasheet View
Shows table’s records in rows and table’s fields in columns
Table window
Indicates table’s name
Just start entering data
Access adds ID field to datasheet

9. Datasheet View

10. Creating a Table by Entering Data in Datasheet View (cont’d.)
Click save button
Save as dialog box
Enter table name
Change to design view
Click view button in Views group on the Home tab

11. Working in Design View Design view Table design grid
Define table’s fields and field properties
Rearrange order of fields as necessary
Table design grid
Top part of design view
Includes Field Name, Data Type, and Description columns
Each row
Field in table

12. Working in Table Design View (cont’d.)
Field properties pane
Bottom part of design view
Displays field properties for selected field
Rules when naming fields and database objects
Up to 64 characters and any combination of:
Letters
Numbers
Spaces
Special characters except ., !, `, [, and ]

13. Working in Design View (cont’d.)
Rules when naming fields and database objects (cont’d.)
Cannot begin with space
Some organizations establish standards for naming objects and fields
Field size property
Limit number of characters to store in Short Text field
Set the type of numeric data in Number field
Create a reasonable margin of error

14. Adding Descriptions to Fields in Table Design View
Description property
Document contents
Identify field as primary or foreign key
Provide users with instructions about entering values into field
Primary Key button
Access adds a key symbol to indicate the table’s primary key

15. Creating a Table in Design View
Click Table Design button on Create tab
Enter field names, data types, and properties

16. Evaluating and Testing the Table Design
By moving to next record
Access saves record in table
To cancel record
Press Esc key
After designing table
Evaluate for potential problems

17. Displaying Descriptive Field Names Using the Caption Property
Changes way field name is displayed
Specifies how field name will appear in different database objects
Default caption property
Field name for all data types

18. Formatting Field Values Using an Input Mask
Predefined format
Applied to field
Values are displayed using format specified
Ensures that all of necessary data entered
Literal characters
Not stored in database
User does not need to type them
Use the Input Mask Wizard

19. Input Mask Characters and Descriptions

20. Validating Fields to Ensure Accurate and Consistent Data
Validation rule
Compares data entered by user against one or more valid values
Validation Rule property
Specifies valid values that users can enter
Validation Text property
Opens a dialog box that explains the valid values

21. Validating Fields to Ensure Accurate and Consistent Data (cont’d.)

22. Automating Data Entry by Using a Default Field Value
Default Value property
Enters default value into any type of field
Except for AutoNumber field

23. Automating Data Entry by Using a Lookup Field
Lets user select field value
From:
List of existing field values stored in database
List of values specified when lookup field created
Change field’s data type to Lookup

24. Level 1 Summary Create tables by: Customizing tables Entering data
Using design view
Customizing tables
Captions
Validation rules
Using Lookup

25. Level 2 Objectives: Populating and Relating the Database Tables
Create additional tables for the database
Import data into a database
Work with primary and foreign keys
Create one-to-many and many-to-many relationships between tables
Use a subdatasheet to view related records

26. Populating the Database Tables
Populating database
Load tables with data
Enter data in Datasheet view
Import data
Copy and Paste
Import from Excel workbook

27. Importing and Copying Records from One Table to Another
Import existing data from another Access table
Table structure must be identical
Open tables in Datasheet view
Select all of records
Click Copy button
Open target database table
Click Paste button

28. Importing Data from an Excel Workbook
Can import data and create table at same time
Review contents of workbook to understand how it is arranged
If column heading names comply with rules for naming fields in Access:
Access uses them as field names data imported
If column headings are absent/do not comply:
Access assigns generic field names

29. Importing Data from an Excel Workbook (cont’d.)
Access can import most data from worksheet
But not graphics
Formulas converted to numbers
Hyperlinks imported as text data
Usually, the entire worksheet is imported
Can import named ranges of data

31. Setting a Primary Key Field

32. Working with Primary and Foreign Keys
Primary key and foreign key counterparts
Must have same data type, field size, and field values
Primary key value
Must exist before entering corresponding record if referential integrity is set
Cannot be null
Required property
Nonprimary key field
Ensures that users enter value into field

33. Working with Primary and Foreign Keys (cont’d.)
Works to make data retrieval faster
Access creates index for primary key field
Index
List maintained by database
Associates field values in indexed field with records that contain field values

34. Increase speed at which access searches Open table in design view
Creating an Index
Increase speed at which access searches
Open table in design view
Select field to index
Click indexed property list arrow
Create index for any field
Except fields of type
Calculated
Attachment
OLE object

36. Creating an Index (cont’d.)
View indexes created in table
Click indexes button on Show/Hide group on Design tab
Create indexes for as many fields as necessary to optimize searches in database
Records indexed when table saved
Updated automatically as records added, deleted, or changed
As database grows
Indexes might slow down database

37. Creating an Index (cont’d.)
Increases size of database
Slows down database
Must update index as users add, change, and delete records
Add indexes as needed
When improved query performance is necessary
Delete indexes to:
Increase speed
Reduce file size

38. Creating One-to-Many Relationships Between Tables
Open relationships window
Click relationships button on Database Tools tab
Relationship has certain properties
Type
One-to-many
One-to-one
Many-to-many
Attributes
Specify how to manage changes when records updated or deleted

40. Edit Relationships Dialog Box

41. Creating a Many-To-Many Relationship Between Tables
In Design view
A junction table to create the many-to-many relationship
The primary key is a combination of fields
Referred to as a composite primary key
Create the one-to-many relationship between individual tables involved
Create the many-to-many relationship

42. Using a Subdatasheet to View Related Records
After importing data into database
Open each table in Datasheet view
Check data for problems
Expand indicator (box with the plus sign) appears for relationships
Click to view subdatasheet with the related records

43. Create relationships using Relationships Window
Level 2 Summary
Import data from
Other Access tables
Excel
Index
Used to aid searches
Create relationships using Relationships Window

44. Quick Quiz What is a null value?
A null value is one that is unknown or unavailable or missing.
Which property should be used to ensure that users enter a value into a field?
The required property
True or False? Only two tables are required in a many-to-many relationship.
False
True or False? A junction table will always have a composite key.
True

45. Level 3 Objectives: Maintaining and Securing a Database
Learn about the role of the database administrator
Compact repair and back up a database
Document the database design using the Database Documenter
Secure a database from unauthorized use

46. The Database Administrator Role
Database administration (DBA)
Responsible for maintaining database
Sets security and other features of database
Default option for opening database
Available to other users at same time
Open access database in four ways
Open mode, Open Read-Only mode, Open Exclusive mode, Open Exclusive Read-Only mode

47. Compacting and Repairing a Database
Data and objects reorganized
Unused spaces reassigned and deleted
Result
Decreased file size
Improved efficiency
Can be done manually or every time database closed
Backing up the database before compacting and repairing is good procedure

48. Creates copy of database
Backing Up a Database
Creates copy of database
Use to restore in event of loss
Schedule database backups based on manageable amount of data loss
Store copy in fireproof location offsite
Created on external media such as:
CD, DVD, USB flash drive, external hard drive

49. Backing Up a Database (cont’d.)
Back up database
Click File tab, Share tab, Save Database As button
Under Advanced, click Back Up Database
Opens the Save As Dialog box for location to save backup
Use default backup database name (add date)
Might take few minutes to several hours
Backup copy can be opened like any other Access database

50. Documenting the Database Design
Database Documenter
Produces report of every object or just selected objects in database
Click Database Tools tab, and then click the Database Documenter button
Tabs at top of documenter dialog box
Select objects by type

51. Documenter Dialog Box

52. Securing a Database From Unauthorized Use
Plan for and to prevent data loss
Protect database from unintentional or malicious damage
DBA must open database with exclusive access prior to setting protection features
Tools
Setting database password
Encrypting a database
Hiding database objects

53. Using a Password to Protect a Database
Collection of characters that user types to gain access to file
Database administrator sets database password
Users cannot open database file in Access unless they provide correct password

54. Encrypting a Database to Prevent Unauthorized Use
Access 2013 combines two tools for database security
Encryption and database passwords
When you encrypt a database with a password, the data is made unreadable by other tools
Encrypt with Password option

55. Hiding Database Objects From Users
Casual users may damage database by:
Unintentionally altering object’s design
Deleting object entirely
Hide objects from being displayed in Navigation Pane
User will not be able to accidentally or intentionally damage database
Revealing hidden object not difficult
Hide using Properties dialog box

56. Level 3 Summary Compact database Backup database Document database
Secure database
Password
Encryption
Hiding objects

57. Create tables using one of three methods
Chapter Summary
Create tables using one of three methods
Import data from other Access tables or Excel
Create relationships using Relationships Window
Secure database
Password
Encryption
Hiding Objects