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Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

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Page 1: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013Microsoft Office

Access 2013Courseware # 3255

Lesson 6: Protecting, Maintaining and Managing Databases

Page 2: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013

© CCI Learning Solutions Inc. 2

Lesson Objectives

• Open databases in various modes

• Encrypt and password-protect databases

• Back up databases• Recover data from

backup files• Compact and repair

databases• Set startup options

• Rename database objects

• View object dependencies

• Delete database objects

• Split databases• Work with the Linked

Table Manger• Merge databases

Page 3: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013

© CCI Learning Solutions Inc. 3

Open Modes for Databases

Shared Opens a database with shared access; you and others can read and write to the database.

Read-Only Opens the database for you with read-only access; other users can still read and write to the database.

Exclusive Opens the database exclusively for you; other users cannot open the database.

Exclusive Read-Only

Opens the database exclusively for you with read-only access.

Show Previous Versions

Searches for previous versions of the selected database file.

You can specify the open mode by selecting it from the Open drop-down list

Page 4: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013

© CCI Learning Solutions Inc. 4

Encrypting and Password-protecting a Database

• Adding a database password is a simple way of controlling access to the database

• When you add a password to a database file, the file is automatically encrypted

• It is critical that you remember the database password – if you do not, your data cannot be retrieved

Page 5: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013

© CCI Learning Solutions Inc. 5

Maintaining Database Files

• Perform regular backups• Routinely compact and repair

Page 6: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013

© CCI Learning Solutions Inc. 6

Backing Up a Database

• Perform regular database backups• A backup is simply a copy of a database file

– By default, Access appends a date to the database file name

• Create a backup of your database before making changes to its design

• The Backup command is available on the Save As tab – select the Backup Database option– click the Save As command button– click the Save button in the Save As dialog box

Page 7: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013

© CCI Learning Solutions Inc. 7

Recovering Data from a Backup

• Because a backup is simply a copy of a database file, you can:– Copy and paste individual objects– Import individual objects– Replace the corrupted database file with the

backup (if appropriate)

Page 8: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013

© CCI Learning Solutions Inc. 8

Compacting and Repairing

• Regular compacting – reduces the file size after objects or records have been

deleted

– can improve performance

• Use the Compact & Repair Database command on the Info tab in Backstage view

• You can also set a database to automatically run the Compact & Repair Database command each time it is closed

• If a database becomes corrupted, Access will prompt you to allow it to automatically run the Compact & Repair Database command when you try to open the file

Page 9: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013

© CCI Learning Solutions Inc. 9

Managing Databases

• Setting startup options• Renaming objects• Deleting objects• Splitting databases• Merging databases

Page 10: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013

© CCI Learning Solutions Inc. 10

Setting Startup Options

• Startup options include:– Configuring the database to automatically open a

form when the database opens– Suppressing the display of the Navigation Pane

Page 11: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013

© CCI Learning Solutions Inc. 11

Renaming Database Objects

• To rename an object, right-click it in the Navigation Pane, select Rename, type a new name, then press Enter

• The Name AutoCorrect feature keeps track of name changes, and updates references to renamed objects

• If you turn off the Name AutoCorrect feature, keep in mind that other objects may depend on the object you are renaming, and you will need to manually update references to the renamed objects

Page 12: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013

© CCI Learning Solutions Inc. 12

Object Dependencies and Deleting Database Objects

• To delete an object, select it in the Navigation Pane, press the Delete key, then confirm the deletion

• Referential integrity rules prevent the deletion of tables that are related to other tables in the database (providing a built-in failsafe against mistakenly deleting tables that you need)

• Other database objects are not protected by referential integrity rules

• You should view object dependencies before deleting database objects

Page 13: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

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Access 2013

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• Open the object or select it in the Navigation Pane, in the Ribbon click Database Tools, then click Object Dependencies to open the Object Dependencies pane

• You can view objects that depend on the currently selected object, or view objects upon which the currently selected object depends

Viewing Object Dependencies

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Microsoft Office

Access 2013

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Working with Split Databases

• When you split a database, you reorganize it into two files – a back-end database that contains the data tables,

and – a front-end database that contains all the other

database objects such as queries, forms, and reports.

• Each user interacts with the data by using a local copy of the front-end database

• Only the data is shared (and subsequently sent across the network)

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Access 2013

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Considerations

• Always back up a database before you split it• Splitting a database can take a long time• If your database is protected with a password, the

new back-end database will be created without a password

• Everyone who uses the database must have a version of Microsoft Access that is compatible with the file format of the back-end database

• Use the Linked Table Manager to change or update the links to the back-end database that you use

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Access 2013

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Splitting a Database

• You can manually split your database by:– copying it, then– designating one copy as the “back-end” and

deleting all the non-table objects from it, then– designating the other copy as the “front-end” and

deleting all the tables from it, then– opening the front-end and using Get External Data

to link to the tables stored in the back-end• Or, you can use the Microsoft Access Database

Splitter wizard

Page 17: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

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Access 2013

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• Use the Linked Table Manager to view, refresh or change the path to linked tables

• You use the Linked Table Manager from the front-end database– To open the Linked

Table Manager, click the External Data tab in the Ribbon, then in the Import & Link group, click Linked Table Manager

– Select the table or tables whose links you want to refresh, then click OK

Using the Linked Table Manager

Page 18: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013

© CCI Learning Solutions Inc. 18

Merging Databases

• To create a merged database from two separate database files:– Create a new blank database, open it then click the

External Data tab in the Ribbon. In the Import & Link group, click Access to start the Import wizard.

– Browse to the first database that contains objects you want to import, select the objects, then click OK to import the selected objects.

– Run the Import wizard a second time using the second database that contains objects you want to import.

Page 19: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013

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Lesson Summary

• Open databases in various modes

• Encrypt and password-protect databases

• Back up databases• Recover data from

backup files• Compact and repair

databases• Set startup options

• Rename database objects

• View object dependencies

• Delete database objects

• Split databases• Work with the Linked

Table Manger• Merge databases

Page 20: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

Microsoft Office

Access 2013

© CCI Learning Solutions Inc. 20

Review Questions

1. Joan has forgotten the password for an Access database she created three months ago. Which of the following would provide the best chance for her to access her data?a. The Undo command.b. The Microsoft Knowledge Base.c. A phone conversation with a Microsoft technical support

expert.d. The most recent backup file that has not been

password-protected.

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Review Questions

2. Ken wants to “clean up” his database file by removing non-essential database objects. There are several queries and forms that he believes are no longer relevant. How should he proceed?a. Ken can view the object dependencies for each object in

question, and then delete them if no other objects depend on them.

b. Ken can delete each object he thinks is no longer necessary; if it turns out that he still needs them, he can undo the deletions.

c. Ken can set the database to compact and repair on close. Compacting removes any unnecessary database objects.

d. Ken can split the database into a front-end and back-end; splitting the database removes any unnecessary database objects.

Page 22: Microsoft Office Access 2013 Microsoft Office Access 2013 Courseware # 3255 Lesson 6: Protecting, Maintaining and Managing Databases

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Access 2013

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Review Questions

3. What information is automatically appended to a database file name when you back up the database?a. The IP address of the system on which the database resides.b. The data of the backup.c. The path to the database server where the database resides.d. The name of the person performing the backup.

4. Which of the following statements about ACCDE databases is true?a. Users cannot print reports in an ACCDE database.b. Users cannot read table data in an ACCDE database.c. Users cannot change the design of forms or reports in an

ACCDE database.d. Users cannot enter or edit data in an ACCDE database.

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Review Questions

5. Which of the following is true about a database backup file?a. A database backup file is automatically saved in ACCDE

format.b. A database backup file is simply a copy of the database.c. The path to the database server where the database

resides.d. A database backup file can only be opened using a

specialized Backup/Recovery application.