1. © 2008 The McGraw-Hill Companies, Inc. All rights reserved. ACCESS 2007 M I C R O S O F T ® THE PROFESSIONAL APPROACH S E R I E S Lesson 13 – Advanced Database Features

2. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 Lesson Objectives Convert databases. Manage import specifications. Mange export specifications. Use advanced navigation techniques. Use security tools.

3. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 3 Convert Databases Exercises –Open a Previous Version of Access –Convert a Previous Version of Access –Convert a Database as a Previous Version

4. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 Open a Previous Version of Access Access 2000 and above will open in 2007 Will not be able to use new 2007 features –Multi-valued Data types –Attached Data types –Append only Memo fields –Compressed image storage –Link tables to files in ACCDB format –Encrypted database with password

5. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 Open a Previous Version of Access Must restart Access to see property changes

6. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 Convert a Previous Version of Access Conversion tools allow database to be upgraded to 2007 Version number appears in the Access title bar

7. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 7 Convert Database as a Previous Version Conversion tools allow database to be formatted to earlier version of Access –Access 2000 file format –Access 2002-2003 file format New files lose the 2007 advanced features

8. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Managing Import Specifications Exercises –Saving Import Specifications –Run a Saved Import Task –Import a XML File

9. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 Saving Import Specifications Import Specifications –Allows for easy repeating of tasks –Details of saved task can be changed

10. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 Saving Import Specifications Text Files –Contain only unformatted textual characters –Delimited files Separated by special character –Fixed-width files Data forms columns –Disadvantage Can’t tell types of data

11. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 Saving Import Specifications Advanced Import Specifications –Save for later use

12. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 Run a Saved Import Task Manage Data Task dialog box

13. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 Import a XML File Extensible Markup Language (XML) –Stores Table names Data Field names Field properties –Test only stores data –Uses XSL and XSD files

14. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Managing Export Specifications Exercises –Export Data as an XML file –Run a Saved Export Task –Export a Text File –Export a HTML Document –Create a Mail/Merge Letter

15. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 Export Data as an XML file XML –Condensed form of Standard Generalized Markup Language (SGML) –Readable outside of the Microsoft environment XSD –Infrastructure design –Approved W3C standard XSL –Stylesheet formatting

16. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Export Data as an XML file Options control how and what files will be created during the export

17. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Run a Saved Export Task Exported data will not append to existing files Can replace existing files

18. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Export a Text File Users can export any recordset Set options to view file after export for verification Notepad can open text files

19. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Export a Text File Set options on how the text file will be stored

20. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Export an HTML Document Hypertext Markup Language (HTML) –Standard for Web documents –Viewable through a web browser –Optional to save formatting and layout

21. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 Create a Mail Merge Letter Word processing feature –Generates a copy of a document for each record in a recordset –Used for mass mailings

22. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 Using Advanced Navigation Techniques Exercises –Custom Navigation Pane –Set Application Option –Create a Switchboard –Navigate with a Switchboard

23. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Custom Navigation Pane Can organize major database objects along common tasks Can limit which object a user can see All changes are saved in the current database

24. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Set Application Options A few of the options include –Application icon –Application title Hides file format information in the Title bar Must restart database to apply changes

25. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Create a Switchboard Switchboard –Default title is name of the database –A form –Two parts Pages –switchboards Options –commands

26. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 Navigate with a Switchboard Can assign Switchboard to open when the database opens

27. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 27 Navigate with a Switchboard Switchboard data is stored in a Table –Changes can be made to the Table

28. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 28 Using Security Tools Exercises –Using the Trust Center –Use the Database Splitter –Encrypt and Decrypt a database

29. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 29 Using the Trust Center Trust Center –Create Trusted locations No security warnings when opening a database –Affects how new and existing databases behave

30. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 30 Use the Database Splitter The Database Splitter will send: –Tables to a Back-end database –Other objects to a Front-end database Back-end databases can be stored in secure location to protect data Multiple Front-end databases can use one Back-end database

31. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 31 Use the Database Splitter

32. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 32 Encrypt and Decrypt a Database Encrypted databases –Decode each object as it is opened –Slow the database down –Add security Password protection –To add or remove password, database must be opened in Exclusive mode Backup your database before assigning a password

33. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 33 Encrypt and Decrypt a Database

34. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 34 Lesson 13 Summary Access databases are upwardly, but not downwardly compatible. When using Office Access 2007, you do not need to convert Access 2000 or 2002–2003 databases. Access 97 or earlier format databases are converted into Access 2002–2003 format by default and then can be converted to Access 2007. When you convert a 2007 database to a previous version file format, the database loses the ability to use the advanced features available only in Access 2007. Whenever you routinely import data from similarly structured files, you can save the import specifications.

35. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 35 Lesson 13 Summary Each time you launch an import or export operation, you can save additional specifications for future use. An advantage of using an XML file format over a text file is the ease in transforming the data to different applications such as Word, Excel, or non-Access databases. An HTML file format provides a means for describing the structure of text-based information in a document. Mail merge is a word processing feature that combines a main document template and a recordset to create a customized document for each record in the recordset. To assign a password, you must open the database for exclusive use.

36. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 36 Lesson 13 Summary Two techniques to assist users to navigate database objects are a custom navigation pane and a switchboard. The default title given to a switchboard is the name of the database. Access 2007 provides several tools to help make your data and workstation more secure, such as trusting a database, adding a password, and encrypting a database. The Trust Center allows a user to set security options or change Trusted locations. Splitting a database into a front-end and a back-end database provides a level of security.