microsoft access security

8/8/2019 Microsoft Access Security

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http://www.databasedev.co.uk/distribute_secure_app.html

Microsoft Access Database Security

Steps to Securing an Access Database by Using User-level Security:

A workgroup information file is a file about the users in a workgroup. Microsoft Access reads this file atstartup. It contains information about account names, passwords, group membership and preferences.Preference information is specified in the Options dialog box.

A workgroup information file is initially created by the setup program when Microsoft Access is installed.The file is identified by the name and organisation information that is supplied during the setup process of

Microsoft Access.

A Workgroup ID (WID) is created when a new workgroup information file is created. A WID can have

between four and twenty characters and is case-sensitive. The WID guarantees that the workgroup filecan't be recreated by another user by simply guessing the name and company. It also makes the Adminsgroup unique to this workgroup file.

Access Workgroup Password Recovery v1.0a

Recover lost passwords for MS Access user/group permissions security files

Access Workgroup Password Recovery is a program to recover lost or forgotten passwords for MSAccess workgroup files. All passwords are recovered instantly regardless of length. Multilingualpasswords are supported.

Note: The following information details how to create and implement User-Level Security using MicrosoftAccess 2000. These steps have been thoroughly tested and have been found to work correctly. Pleaseensure that you follow the steps and instructions completely to recreate this process. The author takes noresponsibility for any problems that arise due to these instructions not being adhered to. Alwaysremember to BACK-UP any files (database and workgroup) prior to testing these procedures.

Task A-1: Creating a new workgroup information file

Objective: To create a newSystem.mdw with a new name

1. Exit Access

2. Using the Windows Explorer, open the folder C:\Program Files\Microsoft

Office\Office. This folder is where the System.mdw is located with a fresh installation ofMicrosoft Office 2000

3. Copy the file SYSTEM.MDW to the root of your computers hard drive (don't move

the file) to make a backup copy of the file.

4. In the Microsoft Office folder, double-click on MS Access Workgroup

Administrator.

This is a shortcut to the Wrkgadm.exe program that, when executed, runs the Workgroup

Administrator.

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5. In the first dialog box is the name, company and workgroup to which you are joined.

6. Click Create to open the Workgroup Owner Information dialog box, which you can use

to create a new workgroup information file.

7. In the Name text box, type in your name.

8. In the Organisation text box, type in your organisation name.

9. In the Workgroup ID text box, type in mywid.

10.Click OK to accept this information and open the Workgroup Information File dialog

box.

11.Using the default path, change the database filename to MySystem.mdw.

12.Click OK to accept the default path and new name for the new workgroup information

file, C:\Program Files\Microsoft Office\Office\MySystem.mdw

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13.In the Confirm Workgroup Information dialog box, verify that the information

you typed is correct.

14.Click OK. You must confirm your entries for the new workgroup information file.

15.In the message box indicating that you have successfully created the

workgroup information file, click OK.

16.Look at the changes in the Workgroup Administrator dialog box. There's the

information that you entered for the new workgroup information file. This workgroupinformation file is used the next time that you start up Microsoft Access, so there is no needto join the workgroup now.

17.Click Exit to close the Workgroup Administrator and display the contents of the Office

folder in the Windows Explorer. Notice that the new file, MySystem.mdw, isn't displayed.You may need to refresh the view to see it.

18.Choose View, Refresh. Scroll to see MySystem.mdw and System.mdw. Both

workgroup information files are saved in the same folder.

19.Before you close Windows Explorer, make a shortcut to the MSAccess.exe on

the desktop. You'll be exiting and starting Microsoft Access several times during this

tutorial and a desktop shortcut makes restarting Microsoft Access more convenient.

20.Close Windows Explorer.

Go to page:

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1. Steps to Securing an Access Database by Using User-level Security

2. Setting Logon Procedures

3. Group Accounts

4. User Accounts

5. Changing a Password

6. The Security Wizard

7. Permissions

8. Testing Security

9. Documenting Database Security

10.Previewing Permissions

11.Securing a Database with a Database Password

12.Distributing the Secured Application

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Setting Logon Procedures

If you do not activate the logon procedure, you are automatically logged on under the Admin useraccount, for which there is an empty password. If you want to require users to log on to start Access, youcan change the password of the Admin user account. The Admin user is a member of the Admins(Administrator) group. The Admin user account is the same for every installation of Access. Administratorsalways have full permissions for objects created in the workgroup.

An Access password is case-sensitive and can have up to 14 characters, including any ASCII charactersexcept null (ASCII character 0). When you type your password in the New Password text box, asterisks

are displayed to maintain your passwords security. The first time you set a password, do not typeanything in the Old Password text box.

Before completing the following activities, please ensure that you have followed the previous exercise:Steps to Securing an Access Database by Using User-level Security

Task A-2: Activating the logon procedure

Objective: To change the logon password for the user named Admin to turn on security for theMyNewApp.mdb database. Please download the MyNewApp.mdb databasebefore starting this tutorial.

1. Start Access. Do not open a database

2. Choose Tools, Security, User And Group Accounts. You use the User And Group

Accounts dialog box to define user names, group membership, group names, and a logon

password.

3. Verify that the Users tab is selected and that Admin is selected in the User

Name text box. You're goint to change the password for this user.

4. Select the Change Logon Password tab. In the New Password text box, type

password. (Don't type in the Old Password text box because there is no old password.)Passwords are case-sensitive. Notice that an asterisk is displayed for each character that

you type.

5. In the Verfiy text box, type password. Accuracy is essential! The password text

boxes should look identical.

6. Click OK to accept your new password.

7. Exit Access.

8. Start Access. Try to open MyNewApp.mdb. The Logon dialog box opens before you

can open the database. You must enter a valid user name and password.

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9. In the Name text box, type Admin. In the Password text box, type password.

10.Click OK. Now MyNewApp.mdb opens!

Go to page:



3. Group Accounts

4. User Accounts



7. Permissions

8. Testing Security





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Group Accounts:

When you install Microsoft Access, you get one user account and two group accounts:

The Admin account is the default user account.

The Admins account is the system administrators group account. The Access Setup

program automatically adds the Admin user account to the Admins group.

The Users account is a group account that comprises all the user accounts. When you

create a user account, it is automatically added to the Users group. Everyone is always amember of the Users group and can't be removed.

You can log on to Microsoft Access with a user account, but not with a group account.

It is easier if you organise your users into groups and assign permissions to each group, rather than toindividual users. A user can be a member of more than one group, and inherits all of the permissions ofeach group. A good design strategy is to add permissions to the groups, and add users to the appropriategroup(s).

A Personal Identifier (PID) is a character string that is used in conjunction with the account name toidentify a user or group. The PID is specified when you create a new user or group. You should record thiscase-sensitive code in case you need to recreate the workgroup information file. Note that the PID is not apassword. It's another means of identifying who you are to Microsoft Access.

Let's create two group accounts and set a unique PID for each one.

Before completing the following activities, please ensure that you have followed the previous exercise:Setting Logon Procedures

Task A-3: Creating Group Accounts in Microsoft Access

Objective: To create two new group accounts, one for the group who does Order Entry, and the second forthe Sales Managers group. This information relates to thesample Microsoft Access database download

1. Close MyNewApp.mdb without exiting Access. You don't need to have a database

open to create accounts.

2. Choose Tools, Security, User and Group Accounts.

3. In the User And Group Accounts dialog box, notice the Available Groups list in

the Group Membership section. There are two groups available, one named Admins andthe other named Users.

4. Select the Groups tab. Display the Name drop-down list.

The same two groups are listed here. You're going to create two new groups to add to this

list.

5. Close the Name drop-down list. Click New to open the New User/Group dialog box,

which is what you'll use to create new group accounts, one at a time.

6. Create the following group:

Name: Order Entry

Personal ID: orderpid

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All the characters are case-sensitive.

7. Click OK.

8. Create another group as follows:

Name: Sales ManagersPersonal ID: salespid

9. Click OK.

10.Display the Name drop down list. Notice that four groups are now listed, including

your two new groups.

Now that you've created new group accounts, it's time to create new user accounts.

Go to page:



3. Group Accounts

4. User Accounts



7. Permissions

8. Testing Security





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User Accounts

Now that you've created newMicrosoft Access Group Accounts, it's time to create new user accounts inMicrosoft Access.

When you create user accounts for an application, those accounts are stored in the workgroup that theusers join when they use the application. Therefore, before you create the user accounts, you shouldmake sure that you are in the correct workgroup information file.

You can add a user to a group account or remove a user from a group account by making selections in theUsers tab of the Users And Group Accounts dialog box. Similarly, you can delete a user account or a groupaccount from a workgroup by making selections in the Users tab or the Groups tab of the Users And GroupAccounts dialog box. You cannot delete the group accounts Admins or Users.

Task A-4: Creating User Accounts in Microsoft Access

Objective: To create the administrator's user account as well as four other user accounts, and to assign

each user to a group. This information relates to thesample Microsoft Access database download

Before you begin: The User and Group Accounts dialog box is open, and the Order Entry and SalesManagers group accounts are created - please complete the previous tutorialSetting up Microsoft AccessGroup Accounts before starting.

1. Select the Users tab.

2. Display the Name drop-down list. There's only one user listed, Admin. You're going

to create five more users to add to this list.

3. In the Groups section, look at the Available Groups list. Four groups are listed,

including the two that you created. You can assign users to these groups.

4. In the User section, click New to open the New User/Group dialog box.

5. Create a user account for yourself, as follows:

Name: (Your Name)

Personal ID: mypid

Click OK.

6. From the User Name drop-down list, select your name.

7. From the Available Group list, verify that Admins is selected. Click Add to create

a security administrator account with you as administrator. You are a member of the Adminsgroup. As such you inherit Administer rights to import files, create new users, and assign

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permissions.

8. Create the following new user accounts and assign each user to the indicated groupaccounts:

User Name Personal ID Group Membership

Olivia E oliviapid Order Entry; Users

Oscar D oscarpid Order Entry; Users

Scott S scottpid Sales Managers; Users

Susan M susanpid Sales Managers; Users

9. Display and scroll through the Name drop-down list. Now there are six user

accounts, including Admin, yourself, and the additional four that you have created.

10.In the User And Group Accounts dialog box, click OK to accept your account

additions.

Next we'll look atChanging a Security Account Password.

Go to page:



3. Group Accounts

4. User Accounts



7. Permissions

8. Testing Security





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Changing a Password:

Now that you've created newMicrosoft Access User Accounts, it's time to look at Security AccountPasswords.

Passwords that are entered when you log on to Access are known as Security Account Passwords. Theprimary purpose of these passwords is to ensure that no other user can log on using your name. If this isthe first time you are adding a password to your Access account, you do not have to use the Old Passwordtext box.

The Admin user has full permissions to all database objects. The Admin users password is empty, soanyone can log on to Access as the Admin user. To make your system more secure, you can remove theAdmin user from the Admins group. In this tutorial, you'll do just that.

Task A-5: Setting your logon password and removing the Admin user from the Admins group

Objective: To add a password for yourself and to delete the Admin user. This information relates to the

sample Microsoft Access database download

1. Exit Access.

2. Start Access. Don't open a database.

3. Choose Tools, Security, User And Group Accounts. The Logon dialog box opens.

4. Log on by using your name (as you typed it in when you created your own user

account) and no password. There's no password assigned to your name yet. After youclick OK, the User And Group Accounts dialog box opens.

5. Select the Change Logon Password tab.

6. In the New Password and Verify text boxes, type password. Remember, the

password is case-sensitive.

7. Click Apply to accept the change and leave the dialog box open.

8. On the Users page, select the User Name Admin.

9. From the Member Of list, select Admins.

10.Click Remove to remove the Admin user from the Admins group. The Admin user

remains a member of the Users group only.

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11.Click OK to accept the change and close the User And Group Accounts dialog box.

Next we'll take a look atThe Security Wizard.

Go to page:



3. Group Accounts

4. User Accounts



7. Permissions

8. Testing Security





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The Security Wizard:

The Admin user owns all the objects in the database and has irrevocable permissions to them. However, itis important to change the ownership to the project leaders account (you). When you create or copy anobject, the user who is logged in becomes the owner. The easiest way to change ownership of all objectsin the database is to first make sure your project leader is logged in, and then run the Security Wizard.

You can use the Security Wizard to create a new database and fill it with copies of the objects of thedatabase that is currently open. The Security Wizard exports copies of all the objects from the originaldatabase. It also secures selected object types by revoking all permissions in the Users group for those

objects in the database. The new database is encrypted, which means that it is indecipherable duringelectronic transmission or when it is stored on a disk, tape, or other magnetic medium. All tablerelationships and linked tables are recreated in the new database. However, the original database is notchanged.

Changing the Ownership of Database Objects

An object's owner is the user who creates that object, also known as the object's creator. The owner of anobject has Administer permissions. Other users cannot change the object owner's permissions. If anotheruser creates a new object in the database, then that user is the owner of the object. Having differentowners for all the objects within a database can be cumbersome. The database will be easier to maintain ifone user is designated as the owner and takes responsibility for maintaining the objects. You can changethe owner of an object by using the Change Owner tab of the User and Group Permissions dialog box.

Now let's use the Security Wizard to create an unsecured backup copy of thesample Microsoft Accessdatabase download file: MyNewApp.mdb and to secure MyNewApp.mdb. You should have alreadycompleted the previous tutorials within this security section; details of each can be found at the bottom ofthis page.

Task A-6: Using the Microsoft Access Security Wizard

Objective: To create a new database that only certain users can access. This information relates to thesample Microsoft Access database download

1. Exit Access. Start Access

2. Open MyNewApp.mdb. In the Logon dialog box, enter your password and click

OK.

3. Choose Tools, Security, User And Group Permissions.

4. Select the Change Owner tab. The form objects are displayed. Notice that Admin is

the owner of every form. Display different object types from the Object Type drop-down list.Admin is the owner of every object type.

5. Click Cancel to dismiss the dialog box.

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6. Choose Tools, Security, User-Level Security Wizard to run the Security Wizard.

Accept the default selection, Modify My Current Workgroup Information File. ClickNext.

7. You want to secure all database objects, which is the default wizard setting. Select the

All Objects tab and scroll through the list to verify that all tables, queries, forms,reports and macros are checked.

8. Click Next.

9. In the next wizard dialog box, check these security group accounts: Order

Entry and Sales Managers. Each one defines specific permissions for the users you'll

assign to the group. To read the group permissions assigned to each built-in group, selecteach group (but don't check any of the built-in groups)

10.Click Next.

11.In the next wizard dialog box, accept the default selection "No, The Users

Group Should Not Have Any Permissions". Any permissions you assign to the Usersgroup are the same permissions available to anyone with a copy of Access. You want tocompletely lock out others.

12.Click Next.

13.In the next wizard dialog box, the users you've already added to the workgroup

information file are listed. You also have the option of adding new users. We're not addingany users now, so click Next.

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14.In the next wizard dialog box, you assign users to groups in the workgroup information

file. Select the option Select A Group And Assign Users To The Group.

15.Your name is already assigned to the Admins group, and the other users are already

assigned to either the Order Entry or Sales Managers group. Use the following graphics

to select the group names and verify the users assigned to them.

16.Click Next to advance to the last wizard dialog box. Verify the name of the backup

copy of the unsecured database.

Also note that, after the database is secured, you'll get a report of the settings that wereused to create the users and groups in the workgroup information file.

17.Click Finish and wait while the wizard secures the database objects and creates the

report.

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18.Scroll through the One-Step Security Wizard Report. Notice that there's an

unsecured database (.bak file) and a secured database (.mdb file), both stored in the folder.The report lists the secured objects, groups and users. It's important to keep thisinformation available in the report in case you ever need to re-create the same workgroupfile.

19.Close the report.

20.Click Yes to save the report as a Snapshot (.snp) file. Wait for the encryption process

to finish.

21.On the taskbar, you will see the Snapshot Viewer, and clicking this will view

the new file: MyNewApp.snp.

22. The snapshot report is saved in the same location as the database file.23.Close the Snapshot Viewer.

Next we'll take a look atSecurity Permissions and Permission Types.

Go to page:



3. Group Accounts

4. User Accounts



7. Permissions

8. Testing Security





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Permissions

After you run the Security Wizard, you can manually change database and object permissions for user andgroup accounts in a workgroup. It's advisable to assign permissions to groups, not to users, because eachuser inherits the permissions assigned to the group.

Permission Types

Each user has access to nine types of permission for data or objects in a database. The following tabledescribes the nine types of permission, and what each type enables a user to do. To read more aboutthese permissions, search Microsoft Access Help for permissions, display the topic Work With Permissions,and select Types Of Permissions.

Permission Allows a user to Objects involved

Open/Run Open a database, form, or report. Run a macro.Databases, forms, reports, andmacros.

OpenExclusive

Open a database on a network, while ensuring that otherscannot open the database while the first user has it open.

Tables, queries, forms, reports,macros, and modules.

ReadDesign

View the design of objects. No changes to the design areallowed.

Tables, queries, forms, reports,macros, and modules.

ModifyDesign

Change the design of objects and delete objects.Tables, queries, forms, reports,macros, and modules.

AdministerSet database passwords, replicate databases, and changestartup properties. Have full access to objects and data, andassign permissions for objects.

Databases, tables, queries,forms, reports, macros, andmodules.

Read Data View data, but not table designs or query designs. Tables and queries.

UpdateData

View and edit data, but not insert or delete data. Tables and queries.

Insert Data View and insert data, but not change or delete data. Tables and queries.

Delete Data View and delete data, but not change or insert data. Tables and queries.

Before starting the following exercise you should have already completed the previous tutorials within thissecurity section; details of each can be found at the bottom of this page.

Task A-7: Granting permissions to a database and its objects

1. Choose Tools, Security, User And Group Permissions to display the User And Group

Permissions dialog box.2. Select the Change Owner tab. Select different object types and notice that you

are the current owner of the database and all its objects

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3. Select the Permissions tab. Let's take a look at the permissions assigned to the users

and groups, starting with the groups.

4. From the List options, select Groups. The Admins group is selected in the

User/Group Name list.

5. Explore the permissions assigned to various object types and group names.

Notice that the Order Entry, Sales Managers and Users groups have no permissions assignedto them. For the Users group, you want to leave it set that way.

6. From the User/Group Name list, select Order Entry. You want to assign

permissions to this group.

7. From the Object Type drop-down list, select Database. In the Permissions section,

check Open/Run

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8. Click Apply. All users in the Order Entry group have permission to open and run the

current database.

9. Now let's set the Order Entry group's permissions for the table objects in the current

database. From the Object Type drop-down list, select Table. From the Object Name list,select all the table names.

10.In the Permissions section, check Update Data and Insert Data. Uncheck Delete

Data. Notice that the options Read Design and Read Data are also checked by default with

these options. Three options should be unchecked: Modify Design, Administer, and DeleteData.

11.Click Apply.

12.Apply database and object permissions to groups according to the

specifications in the following table (select all object names for each object type):

Group Object Type Permissions

Order Entry Query Read Design, Read Data, Update Data, Insert Data, Delete Data - allQueries

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Form Open/Run, Read Design - all Forms

Report Open/Run, Read Design - all Reports

Macro Open/Run - all Macros

SalesManagers

Database Open/Run

Table Read Data, Read Design - all Tables

Query Read Data, Read Design - all Queries

Form Open/Run - all Forms

Report Open/Run - all Reports

Macro Open/Run - all Macros

13.Click OK to close the dialog box.

Now that you have assigned your security for the groups and users, you will want to Test Your MicrosoftAccess Security.

Go to page:



3. Group Accounts

4. User Accounts



7. Permissions

8. Testing Security





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Testing your Microsoft Access Database Security:

After you've set up security for all groups and users, you will need to test it. Make sure that each grouphas the options that you have selected in the User And Group Permissions dialog box.

Task A-8: Testing Microsoft Access Database Security.

Objective: To test the various groups for the security that you set up in the previous tutorial -MicrosoftAccess Database Security - Security Permissions

1. Exit Access. You'll need to log on as a different user to test security.

2. Start Access. Open MyNewApp.mdb. Log on with the name Susan M, and no

password. Susan M is a member of the Sales Managers group, so you'll be testing thepermissions you assigned to that group.

3. From the Database Window (Press F11 to display database window), preview

the report, Book and Customer Sales. Because the Sales Managers group has permissionto Open/Run all reports, Susan M can preview this report.

4. Choose View, Design View. As Susan M, you don't have permission to view the design

of the report.

5. Click OK to dismiss the message box.

6. Close the report.

7. Now let's try to add a new customer to the database. From the database window,

open the Customer form. Look at the New Record navigation button at the bottom of theform. It's dimmed. There's your first clue that you can't add a new record.

8. But you still have the Add Customer button on the form, right? Click the Add

Customer button.

Another roadblock. You can't add a new record. The permission assignments work the waythat you want them to.

9. Click OK to dismiss the message box.

10.Close the Customer form.

11.From the Switchboard, click Add Customer. You see a blank form.

12.Close the Customer form (Chose File, Close)

13.Exit Access.

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14.Start Microsoft Access and open MyNewApp.mdb. Log on as Admin with the

password, "password".

The Admin user can't even get past Go.

15.Click OK to dismiss the message box.

16.Exit Access yet again.

17.Start Access, open MyNewApp.mdb, and log on with your name and password

(your password is password).

Once you have tested your security you will want toDocument Database Security.

Go to page:



3. Group Accounts

4. User Accounts



7. Permissions

8. Testing Security





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Microsoft Access Database Security - Documenting your Database Security:

After you have established security for your application, you can print a security report for a particularworkgroup. In this report, you can see the security for both users and groups, just users, or just groups.The report includes group names and user names, and indicates which users and groups belong togetherin the particular workgroup. If you want to send the security report directly to the printer, you can use the

Print Security dialog box to make selections about what level of security you want to document.

Let's start by taking a look at your options to print a report about users and groups in thesampledatabase - MyNewApp.mdb. You will have created these user and group accounts and permissions in theprevious tutorials listed at the bottom of this page.

Task A-9: Printing reports about security users and groups.

1. Choose Tools, Security, User And Group Accounts to open the User And Group

Accounts dialog box.

2. Click Print Users And Groups to open the Print Security dialog box.

3. Take a look at the print security options.

You can print reports that show one of the following security levels:

All users defined for the current workgroup.

All groups defined for the current workgroup.

Both user and group account information.

All users in the current workgroup can print reports showing user and group information.

4. Click Cancel. Because printed security reports are sent directly to a printer, your

computer must be attached to a printer if you click OK.

5. Close the User And Group Accounts dialog box. Next, you'll create a report on a

form with permissions for each user and group.

Once you have tested your security you will want toDocument Database Security.

Go to page:



3. Group Accounts

4. User Accounts



7. Permissions

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8. Testing Security





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Microsoft Access Database Security -

Previewing Security Permissions:

Previewing Permissions

If you want to view the permissions for a particular object, you can create a report that includes the

objects design information and permissions listed by user and group. Use the Database Documenter toview the definition for one object or multiple objects.

Let's use the Documenter to preview a report for user and group permissions as they're set for theCustomer form.

You will have created these user and group accounts and permissions in the previous tutorials listed at thebottom of this page using the sample database - MyNewApp.mdb..

Task A-10: Previewing reports about user and group permissions by object.

1. Choose Tools, Analyze, Documenter to open the Documenter dialog box.

2. Display the form objects. Check frmCustomer to run the report on just this oneform.

3. Click Options to open the Print Form Definition dialog box.

4. In the Include For Form section, uncheck Properties and Code. Check

Permissions By Users And Groups. To make your report run faster, check only those

options you need. Printing properties can fill up lots of pages.

5. In the Include For Sections And Controls section, select Nothing. Again, this is to

keep the report shorter and include only the information you need.

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6. Click OK to close the Print Form Definition dialog box.

7. Click OK to run the Documenter. This might take several minutes to run, so be patient.

The more information that you request from the Documenter, the longer it takes to run thereport.

8. In the Object Definition report for the Customer form, look at the user and

group permissions.

9. Close the report.

Now we've investigated User and Group Security in Microsoft Access, let's take a look at Securing aDatabase with a Database Password

Go to page:



3. Group Accounts

4. User Accounts



7. Permissions

8. Testing Security


10. Previewing Permissions



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Securing a Database with a Database Password:

To prevent unauthorised users from opening an application, you can add a database password. However,a database password does not control what a user does once the application is opened. To set a password,the database must open in exclusive mode.

Make sure to keep a record of the database password. If you lose or forget the password, you cannotopen the database or retrieve its data.

You can password-protect a database that contains tables that are linked to another database. You mustprovide the password to the back-end database in a connection string; you can save the password as partof the link to the tables. The password information is added to the end of the connection string by usingthe password identifier, PWD=password. To change the password, you need Administer permission to the

database object

Caution: Because many people will share the same database password, it is risky to rely on the databasepassword without implementing full user-security. One person could change the password and lockeveryone else out. With full user-security, you can control who has rights to change the databasepassword.

Unfortunately, people do lose or forget their passwords, making it impossible to access that data. Luckily,it does not mean that the data is lost forever. Check out the Microsoft Access Password Recovery Toolsavailable.

Let's experiment by setting a database password using thesample database - MyNewApp.mdb..

Task A-11: Setting a database password.

1. Close MyNewApp.mdb

2. Click the Open Database button - You need to use the Open dialog box.

3. Select MyNewApp.mdb. Click on the arrow next to the Open button.

4. Choose Open Exclusive to open the MyNewApp.mdb database with exclusive access.

This gives you the sole access to the database when you have it open. You can't set adatabase password if it's in shared access mode. By choosing the Open Exclusive option,you prevent other users from opening the database whilst you have it open.

5. Choose Tools, Security, Set Database Password to open the Set Database dialog

box.

6. In the Password and Verify text boxes, type dbpassword. Passwords are case-

sensitive.

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7. Click OK to accept the database password and close the dialog box.

8. Close the database.

9. Let's test the password to see if it works. Open MyNewApp.mdb. You must enter the

database password to open the database.

10.Type dbpassword, and click OK. The database opens.

Removing the Database Password

You can remove the password you have set for a database. Once a password is set, the choice in the

Tools, Security menu choice becomes Unset Database Password. You will be prompted for the password; itis case-sensitive. After you remove the database password, anyone has access to the database.

Let's remove the database password you set for MyNewApp.mdb

Task A-12: Removing a database password.

1. Close MyNewApp.mdb. Open MyNewApp.mdb in Exclusive Mode.

2. Enter dbpassword. Click OK

3. Choose Tools, Security, Unset Database Password. Notice how this command has a

different name now that the database has a password set on it.

4. In the Password text box, type dbpassword.

5. Click OK to accept the password and close the dialog box.

6. Let's test this change. Close the database.

7. Open MyNewApp.mdb. You didn't need to enter a database password to open the

database.

For the final tutorial in this section, let's take a look at Distributing the Secured Application

Go to page:



3. Group Accounts

4. User Accounts



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7. Permissions

8. Testing Security



11. Securing a Database with a Database Password


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Distributing the Secured Database Application

Because permissions are stored with application databases, and accounts and passwords are stored withworkgroups, users must have access to both the appropriate databases and workgroups. To make anapplication database (or databases) and workgroups available to users, you can do any of the followingprocedures:

Copy the workgroup information file that defines the workgroup to a network server.

Users can join this workgroup by specifying the network server path to the workgroupinformation file.

Provide each user with a copy of the workgroup information file that defines the

workgroup, so that the users can place it on their local workstation PC. Users can then jointhe workgroup. One drawback to this method is that if you update the workgroup you mustgive users separate copies of the updated files.

If users are using different workgroup information files, you can create the same group

account in each workgroup instead of copying the whole workgroup into the file. Thecommon group account must have the same name and personal identifier (PID) in eachworkgroup. You need to add the users in each workgroup to the common group.

In all cases, the application files (MDBs) can be located on a shared network drive or

copied to the individual workstations. If a users permissions are changed, you need to

redistribute a copy of the application database to each PC where that user needs to work.

You might not want to give users a copy of the workgroup information file that defines the workgroup you

used when you created the application, because then users might get full permissions to databases andobjects (if they can guess a password and log on to Access as members of the Admins group).

Each user must have a copy of Access in order to run your application. If you want users to run anapplication without having a copy of Access on their computers, you must use the Package AndDeployment Wizard included in the MS Office 2000 Developer's Edition. This wizard includes the filesnecessary to use the run-time version of Microsoft Access. It has its own setup program that you can useto create a custom run-time setup for each users computer.

Go to page:


2. Setting Logon Procedures3. Group Accounts

4. User Accounts



7. Permissions

8. Testing Security




12. Distributing the Secured Application

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microsoft access security

Documents