Microsoft Access 2010

MicrosoftAccess 2010Chapter 10

Administering a Database SystemCreate custom Quick Start fieldsCreate a Web database and publish to Access ServicesConvert a database to and from earlier versions of AccessUse the Table Analyzer, Performance Analyzer, and DocumenterCreate custom categories and groups in the Navigation PaneUse table, database, and field propertiesObjectivesAdministering a Database System2Create indexesEnable and use automatic error checkingEncrypt a database and set a passwordUnderstand and use digital certificatesUnderstand the purpose and use of options within the Trust CenterLock a database and split a databaseAdministering a Database System3ObjectivesAdministering a Database System4Project Administering a Database System

Determine whether a database needs to be able to be shared over the WebDetermine whether you should create any templates, application parts, or data type partsDetermine whether a database needs to be converted to or from an earlier versionDetermine when to analyze and/or document the databaseDetermine the most useful way to customize the Navigation PaneDetermine any table-wide validation rulesAdministering a Database System5General Project GuidelinesDetermine any custom database propertiesDetermine indexesDetermine whether the database should be encryptedDetermine whether the database should be lockedDetermine whether the database should be splitAdministering a Database System6General Project GuidelinesSelect the column headings from which to create the custom data partClick the More Fields button (Table Tools Fields tab | Add & Delete group) to display the More Fields galleryClick Save Selection as New Data Type to display the Create New Data Type from Fields dialog boxEnter the name for the custom data typeEnter the desired descriptionAdministering a Database System7Creating Custom Data PartsClick the Category drop-down arrow to display a list of available categoriesClick Quick Start to indicate the new data type will be added to the Quick Start categoryClick the OK button to save the data typeWhen Access indicates that your template (that is, your Quick Start field) has been saved, click the OK buttonAdministering a Database System8Creating Custom Data Parts

Administering a Database System9Creating Custom Data PartsClick File on the Ribbon to open the Backstage viewClick the New tabClick the Blank web database buttonClick the Browse button to display the File New Database dialog box, type the desired database name, navigate to the desired save location, and then click the OK button to return to the Backstage viewClick the Create button to create the databaseAdministering a Database System10Creating a Blank Web Database

Administering a Database System11Creating a Blank Web DatabaseClick the Click to Add column heading and select the desired data typeType the desired field nameClick the white space below the field name to complete the change of the name. Click the white space a second time to select the fieldChange the field sizeIf desired, click the Required check box to make the field requiredIf desired, click the Unique check box to ensure the values in the field are uniqueAdministering a Database System12Adding Fields to the Table

Administering a Database System13Adding Fields to the TableClick the Form button (Create tab | Forms group) to create a single-item form for the selected tableClick the Save button on the Quick Access Toolbar and then type the desired form nameClick the OK button to save the formAdministering a Database System14Creating Single-Item Forms

Administering a Database System15Creating Single-Item FormsClick the Datasheet button (Create tab | Forms group) to create a datasheet form for the selected tableClick the Save button on the Quick Access Toolbar and then type the desired form nameSave the datasheet formAdministering a Database System16Creating Datasheet Forms

Administering a Database System17Creating Datasheet FormsDisplay the Create tab and then click the Navigation button (Create tab | Forms group) to show the menu of available navigation formsClick Horizontal Tabs in the menu to create a form with a navigation control in which the tabs are arranged in a single row, horizontallyIf a field list appears, click the Add Existing Fields button (Form Layout Tools Design tab | Tools group) to remove the field listSave the navigation form using the desired nameClick the form title twice, once to select it and the second time to produce an insertion pointErase the current title and then type the desired form titleDrag the desired forms to the desired locationsAdministering a Database System18Creating a Navigation Form

Administering a Database System19Creating a Navigation FormClick File on the Ribbon to display the Backstage viewClick the Options buttonClick Current Database to select the options for the current databaseClick the Display Form box arrow to display the list of available formsClick the name of the form to automatically be displayed whenever the database is openedAdministering a Database System20Selecting a Startup FormClick the Web Display Form box arrow to display the list of available formsClick the name of the form to automatically be displayed whenever the database is opened on the WebClick the OK button to save your changesClick the OK button when Access displays a message indicating that you must close and reopen the database for the change to take effectAdministering a Database System21Selecting a Startup Form

Administering a Database System22Selecting a Startup FormWith a database open, open the Backstage viewClick the Save & Publish tabClick the Template button in the Save Database As area to indicate you are creating a templateClick the Save As button to display the Create New Template from This Database dialog boxClick the desired template nameClick the desired template descriptionAdministering a Database System23Creating a TemplateClick the Application Part check box to indicate that you also want to create an application partClick the Include Data in Template check box to indicate you want to include the data in the database as part of the templateClick the OK button to create the templateWhen Access indicates that the template has been successfully saved, click the OK buttonAdministering a Database System24Creating a Template

Administering a Database System25Creating a TemplateOpen the Backstage view and then click the Save & Publish tabClick Publish to Access Services in the Publish area and then click the Run Compatibility Checker button to check Web compatibilityAdministering a Database System26Checking Web Compatibility

Administering a Database System27Checking Web CompatibilityType the server URLType the desired site nameClick the Publish to Access Services button in the right-hand pane to publish the database to Access Services and display the Windows Security dialog boxEnter your user name and password and click the OK buttonAfter Access indicates the outcome of your publication request in the Publish Access Application dialog box, click the OK buttonClose the databaseAdministering a Database System28Publishing to Access Services

Administering a Database System29Publishing to Access ServicesStart Internet Explorer and enter the URL for the Web databaseType your user name and password in the Windows Security dialog box and click the OK button to display the Web databaseAdministering a Database System30Viewing the Web Database

Administering a Database System31Converting DatabasesDisplay the Database Tools tabClick the Analyze Table button (Database Tools tab | Analyze group) to display the Table Analyzer Wizard dialog boxClick the Next button to display the next Table Analyzer Wizard screenClick the Next button to display the next Table Analyzer Wizard screenAdministering a Database System32Using the Table AnalyzerSelect the desired table to analyzeClick the Next buttonBe sure the Yes, let the wizard decide option button is selectedClick the Next button to run the analysisAdministering a Database System33Using the Table Analyzer

Administering a Database System34Using the Table AnalyzerClick the Analyze Performance button (Database Tools tab | Analyze group) to display the Performance Analyzer dialog boxIf necessary, click the Tables tabClick the Select All button to select all tablesClick the OK button to display the resultsClick the Close button to finish working with the Performance AnalyzerAdministering a Database System35Using the Performance Analyzer

Administering a Database System36Using the Performance AnalyzerClick the Database Documenter button (Database Tools tab | Analyze group) to display the Documenter dialog box.If necessary, click the Tables tab and then click the check box for the desired tableClick the OK button to produce a preview of the documentationClick the Close Print Preview button to close the preview of the documentationAdministering a Database System37Using the Database Documenter

Administering a Database System38Using the Database DocumenterRight-click the Navigation Pane title bar to display a shortcut menuClick the Navigation Options command on the shortcut menu to display the Navigation Options dialog boxClick the Add Item button to add a new categoryType the desired category nameClick the Add Group button to add a group and then type the desired group nameRepeat the previous step for each group you wish to addClick the OK button to create the new category and groupsAdministering a Database System39Creating Custom Categories and Groups

Administering a Database System40Creating Custom Categories and GroupsClick the Navigation Pane arrow to produce the Navigation Pane menuClick the desired category to display the groups within the categoryRight-click the desired item to display a shortcut menuPoint to the Add to group command on the shortcut menu to display the list of available groupsClick the desired group name to add the selected item to the groupAdministering a Database System41Adding Items to Groups

Administering a Database System42Adding Items to GroupsOpen the desired table in Design viewClick the Property Sheet button (Table Tools Design tab | Show/ Hide group) to display the tables property sheetClick the Validation Rule property and type the desired validation rule[Hours Spent]