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3 Access 2007®
Use Databases
How can Microsoft Access 2007 help you manage a database?
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3Access can help you make
the most out of your
database by previewing
reports, troubleshooting
problems, and making
repairs.
Lesson 5: Manage Databases
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3• How can I preview reports?
• How do I print database objects?
• Can I set password encryption?
• How do I keep linked forms and tables together?
• How can I repair databases?
• What vocabulary words should I review?
Lesson 5: Manage Databases
View This Presentation to Answer the Following Questions:
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3Print Preview lets you
see what a report will
look like when it is
printed.
Lesson 5: Manage Databases
In Print Preview, you can zoom in on individual pages or view multiple pages on
one screen.
To preview a report, first select Print Preview.
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3Use Print Preview to
make sure that charts,
text, and fields are in
the right place with the
correct formatting.
Lesson 5: Manage Databases
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3To present the information in your database visually, use the Chart Wizard to insert a chart or
diagram.
Lesson 5: Manage Databases
You can insert a chart into an existing form or report, or you can create a new
chart.
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3After you create a
chart or diagram, you
can format it or change
the chart type in the
Microsoft Graph
window.
Lesson 5: Manage Databases
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3What skills might you need to effectively manage your database?
Academic Skills CheckAcademic Skills Check
Answers may include:
Skills such as previewing reports, troubleshooting database
problems, and repairing databases will help you to effectively
manage your database.
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Lesson 5: Manage Databases
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3Tech CheckTech Check
What does Print Preview allow you to do?
Answer:
Print Preview allows you to see what a report will look like
when printed.
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Lesson 5: Manage Databases
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3Tech CheckTech Check
How can you format a chart once it has been created?
Answer:
Once a chart is created, you can format it and even change its
type in the Microsoft Graph window.
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Lesson 5: Manage Databases
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3Use the Documenter report tool to preview and print the properties of your
database objects.
Lesson 5: Manage Databases
The Documenter shows
the properties of all the
controls you have used
for form objects and
report objects.
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3 Lesson 5: Manage Databases
Sometimes you will
need to print data from
multiple sources of
information as if the
data were one large
table or query.
To prepare to print data from multiple sources, use a union query, or merged
query.
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3Although forms
are designed to
be used on-
screen, they are
also printable.
Lesson 5: Manage Databases
To print a page of a form, or print a single form, select it with the record selector, and use Quick Print to print a report
immediately.
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3To set password encryption, use the Database Password dialog
box.
Lesson 5: Manage Databases
A password is a short
sequence of characters
that protects data.
A password will encrypt a database, keeping your data secure, because only users who know the password can open
the database.
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3Strong passwords contain at least eight characters and combine letters and
numbers.
Lesson 5: Manage Databases
Most passwords are case-
sensitive; keying james007bond
will not open a file with the
password James007Bond.
Do not forget your password, because without it you can’t retrieve
your data.
Key password
Verify password
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3Tech CheckTech Check
Which report tool enables you to preview and print the
properties of your database objects?
Answer:
The Documenter report tool enables you to preview and print
the properties of your database objects.
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Lesson 5: Manage Databases
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3Tech CheckTech Check
How does a password protect a database?
Answer:
A password protects a database by encrypting it, keeping your
data secure, because only users who know the password can open
the database.
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Lesson 5: Manage Databases
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3Academic Skills CheckAcademic Skills Check
What do strong passwords typically contain in any computer
application?
Answer:
Strong passwords contain at least eight characters and combine
letters and numbers.
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Lesson 5: Manage Databases
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3Use Access Options to customize Access controls and settings.
Lesson 5: Manage Databases
Settings include your preferences for the way datasheets look, how the
Spelling function works, and how files are saved.
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3When a database object displays records
from another database object, the
relationship is called an object
dependency.
Lesson 5: Manage Databases
Access can help you keep track of linked forms and tables.
If a form cannot work without a table, then the form is dependent on the
table.
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3A database might contain data
linked to an outside data sources,
such as an Excel file or another
Access database.
Lesson 5: Manage Databases
To make sure Access knows where to find moved data, use the
Linked Table Manager to update the links.
To move a file containing data linked to your data base, use the Linked Table
Manager.
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3Access 2007 works with all previous versions of
Access.
Lesson 5: Manage Databases
Once you have worked on the database, you might have to change it back to a previous
version so that others not using Access 2007 can work on it.
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3To repair a database,
open the Compact and
Repair tool in the
Manage database menu.
Lesson 5: Manage Databases
If a database displays an error message when opening, use the Compact and Repair tool to
repair it.
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3If Access cannot open a
database because it is
damaged, you can use the
Compact and Repair tool to
select from a list which
database to repair.
Lesson 5: Manage Databases
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3What feature allows you to customize how Access controls its
own settings?
Answer:
Access Options allow you to customize how Access controls its own
settings, such as the way datasheets look and how files are saved.
Tech CheckTech Check______________________________________________________________
Lesson 5: Manage Databases
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3How do you update links to data sources or databases that
have been moved?
Answer:
Use the Linked Table Manager to update links to data sources or
databases that have moved.
Tech CheckTech Check______________________________________________________________
Lesson 5: Manage Databases
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3How do you repair damaged Access databases?
Answer:
Use the Compact and Repair tool to repair damaged databases.
Tech CheckTech Check______________________________________________________________
Lesson 5: Manage Databases
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3password
A string of characters used to encrypt a database.
Vocabulary ReviewVocabulary Review______________________________________________________________
Lesson 5: Manage Databases
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3Vocabulary ReviewVocabulary Review
encrypt
To use a password to add security to your data.
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Lesson 5: Manage Databases
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3
A tool that reports the characteristics of database objects and
their parts.
Documenter
Vocabulary ReviewVocabulary Review______________________________________________________________
Lesson 5: Manage Databases
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3union query
A query that merges data from separate queries into one
query.
Vocabulary ReviewVocabulary Review______________________________________________________________
Lesson 5: Manage Databases
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3Quick Print
Vocabulary ReviewVocabulary Review______________________________________________________________
A print option that allows you to print immediately without
opening the Print dialog box.
Lesson 5: Manage Databases
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3object dependency
Refers to the fact that a database object that uses a second
database object is dependent on that second object.
Vocabulary ReviewVocabulary Review______________________________________________________________
Lesson 5: Manage Databases
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3Print Preview
A preview of documents, worksheets, or slides to be printed.
Vocabulary ReviewVocabulary Review______________________________________________________________
Lesson 5: Manage Databases
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3chart
A graphic that organizes information in your database visually.
Common charts are pie charts, bar charts, and line charts.
Vocabulary ReviewVocabulary Review______________________________________________________________
Lesson 5: Manage Databases