Microsoft Office 2007 Access 2007 Chapter 9 Administering a Database System

Objectives Convert a database to and from earlier versions of Access Use the Table Analyzer, Performance Analyzer, and Documenter Create custom categories and groups in the Navigation Pane Use table and database properties Use field properties to create a custom input mask and to allow zero length Create indexes Enable and use automatic error checking Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition2

Objectives Create and use smart tags Select a startup form Encrypt a database and set a password Understand and use digital certificates Understand the purpose and use of options within the Trust Center Lock a database Split a database Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition3

Plan Ahead Determine whether a database needs to be converted to or from an earlier version Determine when to analyze and/or document the database Determine the most useful way to customize the Navigation Pane Determine any table-wide validation rules Determine any custom database properties Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition4

Plan Ahead Determine indexes. Determine whether a startup form is appropriate Determine whether the database should be encrypted Determine whether the database should be locked Determine whether the database should be split Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition5

Opening a Database With your USB flash drive connected to one of the computer’s USB ports, click the More button to display the Open dialog box If the Folders list is displayed below the Folders button, click the Folders button to remove the Folders list If necessary, click Computers in the Favorite Links section and then double- click UDISK 2.0 (E:) to select the USB fl ash drive, Drive E in this case, as the new open location. (Your drive letter might be different.) Click JSP Recruiters to select the file name Click the Open button to open the database. If a Security Warning appears, click the Options button to display the Microsoft Office Security Options dialog box With the option button to enable the content selected, click the OK button to enable the content Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition6

Using the Table Analyzer If necessary, hide the Navigation Pane Click Database Tools on the Ribbon to display the Database Tools tab Click the Analyze Table button on the Database Tools tab to display the Table Analyzer Wizard dialog box Click the Next button to display the next Table Analyzer Wizard screen Make sure the Client table is selected Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition7

Using the Table Analyzer Click the Next button Be sure the ‘Yes, let the wizard decide.’ option button is selected Click the Next button to run the analysis Because the type of duplication identified by the analyzer does not pose a problem, click the Cancel button Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition8

Using the Table Analyzer Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition9

Using the Performance Analyzer Click the Analyze Performance button on the Database Tools tab to display the Performance Analyzer dialog box If necessary, click the Tables tab Click the Select All button to select all tables Click the OK button to display the results Click the OK button to finish working with the Performance Analyzer Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition10

Using the Performance Analyzer Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition11

Using the Documenter Click the Database Documenter button on the Database Tools tab to display the Documenter dialog box If necessary, click the Tables tab and then click the Client c Click the OK button to produce a preview of the documentation heck box Click the Close Print Preview button to close the preview of the documentation Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition12

Using the Documenter Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition13

Creating Custom Categories and Groups Show the Navigation Pane Right-click the Navigation Pane title bar to display a shortcut menu Click the Navigation Options command on the shortcut menu to display the Navigation Options dialog box Click the Add Item button to add a new category Type Financial Items as the name of the category. Click the Add Group button to add a group, and then type Detailed as the name of the group. Click the Add Group button to add a group, and then type Summary as the name of the group Click the OK button to create the new category and groups Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition14

Creating Custom Categories and Groups Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition15

Adding Items to Groups Click the Navigation Pane arrow to produce the Navigation Pane menu Click the Financial Items category to display the groups within the category Right-click Client-Recruiter Crosstab to display the shortcut menu Point to the ‘Add to group’ command on the shortcut menu to display the list of available groups Click Summary to add the Client-Recruiter Crosstab to the Summary group. Using the same technique, add the items to the Detailed and Summary groups. Click the arrow in the Unassigned Objects bar to hide the unassigned objects Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition16

Adding Items to Groups Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition17

Using the Search Bar Return the Navigation Pane to its default state by selecting Tables and Related Views as the category and All Tables as the filter Right-click the Navigation Pane title bar to display a shortcut menu Click Search Bar on the shortcut menu to display the Search Bar Type Sem in the Search Bar to display only items containing Sem Right-click the Navigation Pane title bar to display a shortcut menu Click Search Bar on the shortcut menu to remove the Search Bar Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition18

Using the Search Bar Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition19

Creating a Validation Rule for a Table Open the Seminar Offerings table in Design view and hide the Navigation Pane Click the Property Sheet button on the Design tab to display the table’s property sheet. Click the Validation Rule property and type [Hours Spent]<=[Total Hours] as the validation rule Click the Validation Text property and type Hours spent cannot exceed total hours as the validation text Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition20

Creating a Validation Rule for a Table Close the property sheet Click the Save button on the Quick Access Toolbar to save the validation rule and the validation text When asked if you want to test existing data, click the No button Close the Seminar Offerings table Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition21

Creating a Validation Rule for a Table Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition22

Creating Custom Properties Click the Microsoft Office Button to display the Microsoft Office Button menu Point to the Manage arrow to display a submenu Click Database Properties to display the JSP Recruiters.accdb Properties dialog box Click the Custom tab Scroll down in the Name list so that Status appears, and then click Status Ensure that the Type is Text Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition23

Creating Custom Properties Click the Value box and type Live Version as the value Click the Add button to add the property Type Production in the Name box Select Date as the Type Type 04/03/2008 as the value to indicate that the database went into production on April 3, 2008 Click the Add button to add the property Click the OK button to close the JSP Recruiters.accdb Properties dialog box Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition24

Creating Custom Properties Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition25

Creating a Custom Input Mask Open the Client table in Design view and hide the Navigation Pane With the Client Number field selected, click the Input Mask property, and then type >LL99 as The value Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition26

Creating a Custom Input Mask Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition27

Allowing Zero Length Click the row selector for the Client Name fi eld to select the field Click the Allow Zero Length property and then click the arrow that appears to display a menu. Click No in the menu to change the value of the Allow Zero Length property from Yes to No Save your changes and click the No button when asked if you want to test existing data Close the table Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition28

Allowing Zero Length Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition29

Creating a Single Field Index Open the Client table in Design view and hide the Navigation Pane Select the Client Name field. Click the Indexed property box in the Field Properties pane to select the property Click the down arrow that appears to display the Indexed list If necessary, click the Yes (Duplicates OK) value in the list to specify that duplicates are to be allowed Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition30

Creating a Single Field Index Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition31

Creating a Multiple-Field Index Click the Indexes button on the Design tab to display the Indexes: Client dialog box Click the blank row (the row following Client Name) in the Index Name column in the Indexes: Client dialog box to select the position to enter the name of the new index Type TypePaid as the index name, and then press the TAB key Click the down arrow in the Field Name column to produce a list of fields in the Client table and then select Client Type to enter the first of the two fields for the index Press the TAB key three times to move to the Field Name column on the following row Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition32

Creating a Multiple-Field Index Select the Amount Paid field in the same manner as the Client Type field Close the Indexes: Client dialog box by clicking its Close button Click the Save button to save your changes Close the Client table Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition33

Creating a Multiple-Field Index Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition34

Enabling Error Checking Click the Microsoft Office Button and then click Access Options to display the Access Options dialog box Click Object Designers to display the options for creating and modifying objects Scroll down so that the Error Checking section appears Be sure the Enable error checking box is checked Click the OK button to close the Access Options dialog box Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition35

Enabling Error Checking Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition36

Adding a Smart Tag to a Field in a Table Open the Recruiter table in Design view and hide the Navigation Panel text box to select it Click the row selector for the Last Name field Click the Smart Tags text box to select it Click the Build button Click the check box for the Person Name smart tag Click the OK button to add the smart tag Save your changes Close the table Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition37

Adding a Smart Tag to a Field in a Table Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition38

Adding a Smart Tag to a Control in a Form Open the Recruiter Master Form in Design view and hide the Navigation Pane If a field list appears, close the field list by clicking the Add Existing Fields button on the Design tab Click the Last Name control to select it. Click the Property Sheet button on the Design tab to display a property sheet Be sure the All tab is selected. Scroll down until the Smart Tags property appears, and then click the Smart Tags property Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition39

Adding a Smart Tag to a Control in a Form Click the Build button to display the Smart Tags dialog box Click the check box for the Person Name smart tag Click the OK button to add the smart tag to the control Close the property sheet Save your changes Close the form Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition40

Adding a Smart Tag to a Control in a Form Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition41

Selecting a Startup Form Click the Microsoft Office Button and then click Access Options to display the Access Options dialog box Click Current Database to select the options for the current database Click the Display Form box arrow to display the list of available forms Click Switchboard and then click the OK button to select the switchboard as the form that will automatically be displayed whenever the database is opened. Click the OK button when Access displays a message indicating that you must close and reopen the database for the change to take effect. Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition42

Selecting a Startup Form Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition43

Opening a Database in Exclusive Mode Close the open database by clicking the Microsoft Office Button and then clicking Close Database on the Microsoft Office Button menu. With your USB flash drive connected to one of the computer’s USB ports, click the More button to display the Open dialog box. If the Folders list is displayed below the Folders button, click the Folders button to remove the Folders list. If necessary, click Computer in the Favorite Links section and then double-click UDISK 2.0 (E:) to select the USB fl ash drive, Drive E in this case, as the new open location. (Your drive letter might be different.) Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition44

Opening a Database in Exclusive Mode Click Camashaly to select the file name. Click the Open button arrow to display the Open button menu Click Open Exclusive to open the database in exclusive mode If a Security Warning appears, click the Options button to display the Microsoft Office Security Options dialog box With the option button to enable the content selected, click the OK button to enable the content Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition45

Opening a Database in Exclusive Mode Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition46

Encrypt a Database with a Password Click Database Tools on the Ribbon to display the Database Tools tab Click the Encrypt with Password button on the Database Tools tab to display the Set Database Password dialog box Type a password in the Password text box in the Set Database Password dialog box Press the TAB key and then type your password again in the Verify text box Click the OK button to encrypt the database and set the password. Close the database Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition47

Encrypt a Database with a Password Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition48

Decrypt the Database and Remove the Password Open the Camashaly database in exclusive mode (see the steps on page AC 647), entering your password when requested. If necessary, enable the content Click Database Tools on the Ribbon to display the Database Tools tab Click the Decrypt Database button on the Ribbon to display the Unset Database Password dialog box Type the password in the Password dialog box Click the OK button to remove the password and decrypt the database Close the Camashaly database Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition49

Decrypt the Database and Remove the Password Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition50

Creating a Self-Signed Certificate Open the JSP Recruiters database and close the switchboard. If necessary, enable the content Click the Start button on the Windows Vista taskbar to display the Start menu Click All Programs at the bottom of the left pane on the Start menu to display the All Programs list and then click Microsoft Office on the All Programs list to display the Microsoft Office list Click Microsoft Office Tools on the Microsoft Office list to display the Microsoft Office Tools list Click Digital Certificate for VBA Projects to display the Create Digital Certificate dialog box. Type your name in the ‘Your certificate’s name’ text box Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition51

Creating a Self-Signed Certificate Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition52

Packaging and Signing a Database Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition53 Click the Create button to package and sign the database If the switchboard opens, close it by clicking its Close button Close the existing database by clicking the Microsoft Office button and then clicking Close Database

Packaging and Signing a Database Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition54

Opening a Signed Package From the Getting Started with Microsoft Office Access screen, click the More button to display the Open dialog box Select the location for the package and then change the file type by clicking the ‘Files of type’ box arrow and selecting Microsoft Office Access Signed Packages Ensure the package you wish to open is selected Click the Open button to open the package and, if there is a security concern detected, to display the Microsoft Office Access Security Notice dialog box Click the Open button to display the Extract Database To dialog box Select your USB drive as the location and change the database name to JSP Recruiters New Click the OK button to extract the database Because you will not be using this database, close the database and reopen the JSP Recruiters database Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition55

Opening a Signed Package Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition56

Splitting the Database Open the JSP Recruiters New database. If necessary, enable the content and close the Switchboard Click Database Tools on the Ribbon to display the Database Tools tab Click the Access Database button on the Database Tools tab to display the Database Splitter dialog box Click the Split Database button to display the Create Back-end Database dialog box Be sure the file name in the Create Back-end Database dialog box that appears is JSP Recruiters New_acc.mdb Select a location for the back-end database, for example, drive E:, and then click the Split button Click the OK button Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition57

Splitting the Database Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition58

Quitting Access Click the Close button on the right side of the Access title bar to quit Access Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition59

Summary Convert a database to and from earlier versions of Access Use the Table Analyzer, Performance Analyzer, and Documenter Create custom categories and groups in the Navigation Pane Use table and database properties Use field properties to create a custom input mask and to allow zero length Create indexes Enable and use automatic error checking Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition60

Summary Create and use smart tags Select a startup form Encrypt a database and set a password Understand and use digital certificates Understand the purpose and use of options within the Trust Center Lock a database Split a database Microsoft Office 2007: Comprehensive Concepts and Techniques - Windows Vista Edition61

Microsoft Office 2007 Access 2007 Chapter 9 Complete Administering a Database System