Access2013 ch09

Chapter 9
Administering a Database
System
Microsoft
Access 2013

• 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, database, and field properties
• Create indexes
• Enable and use automatic error checking
Administering a Database System 2
Objectives

• Create custom data type parts
• Create a database for a template
• Create a custom template
• Encrypt a database and set a password
• Lock a database and split a database
• Create a custom web app
• Create custom views for a web app
Objectives

Project – Administering
a Database System

• Learn how to convert a database
• Use tools to analyze and document a database
• Customize the Navigation Pane
• Use custom properties and create indexes
• Create a custom data part
• Encrypt, lock, and split a database
• Learn how to create a custom web app
• Learn how to create custom view in a web app
Roadmap

Converting Databases

• Display the DATABASE TOOLS tab
• Tap or click the Analyze Table button (DATABASE
TOOLS tab | Analyze group) to display the Table
Analyzer Wizard dialog box
• Tap or click the Next button to display the next
Table Analyzer Wizard screen
• Tap or click the Next button to display the next
Table Analyzer Wizard screen
Using the Table Analyzer

• Select the desired table to analyze
• Tap or click the Next button
• Be sure the ‘Yes, let the wizard decide’ option
button is selected
• Tap or click the Next button to run the analysis

• Tap or click the Analyze Performance button
(DATABASE TOOLS tab | Analyze group) to display
the Performance Analyzer dialog box
• If necessary, tap or click the Tables tab
• Tap or click the Select All button to select all
tables
• Tap or click the OK button to display the results
• Tap or click the Close button to finish working
with the Performance Analyzer
Using the Performance Analyzer

Using the Performance Analyzer

• Tap or click the Database Documenter button
(DATABASE TOOLS tab | Analyze group) to display
the Documenter dialog box.
• If necessary, tap or click the Tables tab and then
tap or click the check box for the desired table
• Tap or click the OK button to produce a preview of
the documentation
• Tap or click the Close Print Preview button to
close the preview of the documentation
Using the Database Documenter

Using the Database Documenter

• Press and hold or right-click the Navigation Pane title bar to
display a shortcut menu
• Tap or click the Navigation Options command on the
shortcut menu to display the Navigation Options dialog box
• Tap or click the Add Item button to add a new category
• Type the desired category name
• Tap or click the Add Group button to add a group and then
type the desired group name
• Repeat the previous step for each group you wish to add
• Tap or click the OK button to create the new category and
groups
Creating Custom Categories and Groups

Creating Custom Categories and Groups

• Tap or click the Navigation Pane arrow to produce the
Navigation Pane menu
• Tap or click the desired category to display the groups
within the category
• Press and hold or right-click the desired item to
display a shortcut menu
• Point to the ‘Add to group’ command on the shortcut
menu to display the list of available groups
• Tap or click the desired group name to add the
selected item to the group
Adding Items to Groups

Adding Items to Groups

• Open the desired table in Design view
• Tap or click the Property Sheet button (TABLE
TOOLS DESIGN tab | Show/ Hide group) to display
the table’s property sheet
• Tap or click the Validation Rule property and type
the desired validation rule
– [Hours Spent]<=[Total Hours]
• Tap or click the Validation Text property and type
the desired validation text
Creating a Validation Rule for a Table

Creating a Validation Rule for a Table

• Tap or click FILE on the ribbon to open the Backstage view
• Ensure the Info tab is selected
• Tap or click the ‘View and edit database properties’ link
• Tap or click the Custom tab
• Tap or click the desired property in the Name list
• Select the desired type
• Ensure that the Type is Text
• Type the desired value in the Value box
• Tap or click the Add button
• Tap or click the OK button
Creating Custom Properties

Creating Custom Properties

Custom Input Masks

• Open the desired table in Design view and select
the field for which you want to create an input
mask
• Tap or click the Input Mask property and then
type the desired value
Creating a Custom Input Mask

Creating a Custom Input Mask

• Tap or click the row selector for the desired field
• Tap or click the Allow Zero Length property and
then tap or click the arrow that appears to display
a menu
• Tap or click No in the menu to change the value of
the Allow Zero Length property from Yes to No
Allowing Zero Length

Allowing Zero Length

• Select the desired field
• Tap or click the Indexed property box in the Field
Properties pane to select the property
• Tap or click the down arrow that appears to
display the Indexed list
• Tap or click the Yes (Duplicates OK) item in the list
to specify that duplicates are to be allowed
Creating a Single-Field Index

Creating a Single-Field Index

• Tap or click the Indexes button (TABLE TOOLS DESIGN tab |
Show/Hide group)
• Tap or click the first available blank row to enter the name of the
new index
• Type the desired index name, and then press the TAB key
• Tap or click the arrow in the Field Name column, and then select
the first field for the index
• Press the TAB key three times to move to the Field Name
column on the following row
• Select the second field for the index
• Tap or click the Close button to close the window
• Tap or click the Save button on the Quick Access Toolbar to save
your change
Creating a Multiple-Field Index

Creating a Multiple-Field Index

Automatic Error Checking

• Tap or click FILE on the ribbon and then tap or click
the Options button to display the Access Options
dialog box
• Tap or click Object Designers to display the options
for creating and modifying objects
• Scroll down so that the Error checking section
appears
• Ensure the ‘Enable error checking’ check box is
checked
• Tap or click the OK button to close the Access Options
dialog box
Enabling Error Checking

Enabling Error Checking

• Select the column headings from which to create the
custom data part
• Tap or click the More Fields button (TABLE TOOLS
FIELDS tab | Add & Delete group) to display the More
Fields gallery
• Tap or click ‘Save Selection as New Data Type’ to
display the Create New Data Type from Fields dialog
box
• Enter the name for the custom data type
• Enter the desired description
Creating Custom Data Parts

• Tap or click the Category arrow to display a list of
available categories
• Tap or click Quick Start to indicate the new data
type will be added to the Quick Start category
• Tap or click the OK button to save the data type
• When Access indicates that your template (that is,
your Quick Start field) has been saved, tap or click
the OK button

• Select the desired table from which you want to
create the form
• Tap or click the More Forms button (CREATE tab |
Forms group) to display the More Forms menu
• Tap or click Datasheet to create a datasheet form
for the selected table
• Tap or click the Save button on the Quick Access
Toolbar and then type the desired form name
• Save the datasheet form
Creating Datasheet Forms

Creating Datasheet Forms

• Display the CREATE tab and then tap or click the Navigation
button (CREATE tab | Forms group) to show the menu of
available navigation forms
• Tap or click Horizontal Tabs in the menu to create a form with a
navigation control in which the tabs are arranged in a single row,
horizontally
• If a field list appears, tap or click the ‘Add Existing Fields’ button
(FORM LAYOUT TOOLS DESIGN tab | Tools group) to remove the
field list
• Save the navigation form using the desired name
• Tap or click the form title twice, once to select it and the second
time to produce an insertion point
• Erase the current title and then type the desired form title
• Drag the desired forms to the desired locations
Creating a Navigation Form

Creating a Navigation Form

• Tap or click FILE on the ribbon to display the
Backstage view
• Tap or click the Options button
• Tap or click Current Database to select the options
for the current database
• Tap or click the Display Form arrow to display the
list of available forms
• Tap or click the name of the form to automatically
be displayed whenever the database is opened
Selecting a Startup Form

• Tap or click the OK button to save your changes
• Tap or click the OK button when Access displays a
message indicating that you must close and
reopen the database for the change to take effect
• Close the database

• Open the Backstage view
• Tap or click the Save As tab
• Tap or click the Template button in the Save Database
As area to indicate you are creating a template
• Tap or click the Save As button to display the Create
New Template from This Database dialog box
• Type the desired template name
• Type the desired template description
Creating a Template
and Application Part

• Tap or click the Application Part check box to
indicate that you also want to create an
application part
• Tap or click the ‘Include Data in Template’ check
box to indicate you want to include the data in the
database as part of the template
• Tap or click the OK button to create the template
• When Access indicates that the template has
been successfully saved, tap or click the OK
button
Creating a Template

Creating a Template

• Tap or click FILE on the ribbon to open the Backstage
view, if necessary
• Ensure that the New tab is selected
• Tap or click the PERSONAL link to display the
templates you have created
• Tap or click the desired template
• Type the desired database name and then navigate to
the location of the database to be opened
• Tap or click the Create button to create the database
from the template
Using the Template

Using the Template

• Create or open the database for which you want
to use the application part
• Display the CREATE tab and then tap or click the
Application Parts button (CREATE tab | Templates
group)
• Tap or click the application part to be added.
• If Access indicates that open objects must be
closed, tap or click the Yes button
Using the Application Part

• If necessary, close any open databases
• Tap or click Open in the Backstage view to display the
Open dialog box
• Tap or click Computer, then tap or click Browse
• Navigate to the location of the database to be
opened
• Tap or click the name of the database to be opened
• Tap or click the Open arrow to display the Open
button menu
• Tap or click Open Exclusive to open the database in
exclusive mode
Opening a Database in Exclusive Mode

Opening a Database in Exclusive Mode

• Tap or click FILE on the ribbon to open the Backstage view
and ensure the Info tab is selected
• Tap or click the ‘Encrypt with Password’ button to display
the Set Database Password dialog box
• Type the desired password in the Password text box in the
Set Database Password dialog box
• Press the TAB key and then type the password again in the
Verify text box
• Tap or click the OK button to encrypt the database and set
the password
• If you get a message indicating that row level locking will be
ignored, tap or click the OK button
Encrypting a Database with a Password

Encrypting a Database with a Password

• Open the database to be decrypted in exclusive
mode, entering your password when requested
• Open the Backstage view and ensure the Info tab is
selected
• Tap or click the Decrypt Database button to display
the Unset Database Password dialog box
• Type the password in the Password dialog box
• Tap or click the OK button to remove the password
and decrypt the database
Decrypting the Database and Removing
the Password

Decrypting the Database and Removing
the Password

• With the database open, tap or click FILE on the
ribbon to open the Backstage view
• Tap or click the Save As tab
• Tap or click Make ACCDE in the Advanced area
• Tap or click the Save As button
• In the Save As dialog box, indicate a location and
name for the ACCDE file
• Tap or click the Save button in the Save As dialog
box to create the file
Creating a Locked Database
(ACCDE File)

Record Locking

• Open the database to be split
• Display the DATABASE TOOLS tab
• Tap or click the Access Database button (DATABASE TOOLS tab |
Move Data group) to display the Database Splitter dialog box
• Tap or click the Split Database button to display the Create Back-
end Database dialog box
• Either accept the file name Access suggests or change it to the
one you want
• Select a location for the back-end database
• Tap or click the Split button to split the database
• Tap or click the OK button to close the dialog box reporting that
the split was successful
Splitting the Database

Splitting the Database

• Tap or click either ‘Custom web app’ to create a web
app of your own design or one of the web app
templates to create a web app matching the template
• Enter a descriptive name for the web app
• If you see a list of available locations for the web app,
you can select one of the locations. If not, or if none
of the available locations is appropriate, enter the
URL that points to your SharePoint site
• Tap or click the Create button to create the web app.
• If requested, enter the User ID and password for your
SharePoint site and click the Sign In button to finish
creating the web app on your SharePoint site
Creating a Web App

Creating a Web App

• Tap or click the icon for the type of data to import.
• Browse to the location of the data to import and
select the file to import
• Tap or click the OK button
• Select the tables to import. If you want to import
all the tables in the data source, tap or click the
Select All button
• Tap or click the OK button to import the data
Creating Tables by Importing Data

• Enter the type of object for which you will be
storing data (for example, Customers), and tap or
click the Search button
• When Access presents a list of options, tap or click
the option that best fits your needs
Creating Tables from Templates

• Tap or click the ‘add a new blank table’ link to
create the table and display the table in Design
view
Creating Blank Tables

• Tap or click the table whose view you want to edit
• Tap or click the view to edit
• Tap or click the Edit button
• When finished editing, tap or click the Close
button for the view you are editing
• Tap or click the Yes button to save your changes.
Tap or click the No button if you do not want to
save your changes
Editing Views

Editing Views

• Tap or click the table containing the data you
want to view or update
• Tap or click the Settings/Action button
• Tap or click View Data on the Settings/Action
menu
Viewing Data

Viewing Data

• Tap or click the table whose design you want to
view or update
• Tap or click the Settings/Action button
• Tap or click Edit Table on the Settings/Action
menu
Changing the Design of a Table

Changing the Design of a Table

• Tap or click the ‘Add New View’ button
• Enter a name for the view
• Tap or click the View Type arrow to display the menu
of available view types
• Tap or click the desired view type
• Tap or click the Record Source arrow to display a list
of the available tables and queries
• Tap or click the desired table or query
• Tap or click the ‘Add New View’ button to create the
new view
Creating an Additional View

Creating an Additional View

• To create a table, tap or click the Table button
(HOME tab | Create group), and then indicate
whether you will create the table using a
template, create a blank table, or import a table
from an existing data source
• To create another type of object, tap or click the
Advanced button (HOME tab | Create group) to
display the Advanced menu, and then select the
type of object to create
Creating Additional Objects

Creating Additional Objects

• Click the Launch App button (HOME tab | View
group) to run the app
Running an App from Access

• Tap or click the table to be updated
• Tap or click either the List link to select List view or the Datasheet link to
select Datasheet view
• To add a record in Datasheet view, tap or click the Add button, enter the
contents of the record, and press the tab key after entering the final
field. To add in List view, tap or click the Add button, enter the contents
of the record, and tap or click the Save button
• To delete a record in either view, select the record to be deleted, click the
Delete button, and then confirm the deletion
• To edit a record in Datasheet view, tap or click the field to be changed
and make the necessary change. As soon as you leave the record, the
change will automatically be saved. To edit a record in List view, select
the record to be edited, tap or click the Edit button, make the change,
and then tap or click the Save button
Updating Data Using a Web App

Updating Data Using a Web App

• Type the URL for your SharePoint site and press
enter
• When requested, type your user name and
password
• Tap or click the OK button to display the contents
of your SharePoint site
• Tap or click the desired web app to run the app
Running a Web App from a Browser

• Tap or click the Settings button
• Tap or click the ‘Customize in Access’ command
Customizing a Web App

• Tap or click the table for which you want to add the view
and then tap or click the ‘Add New View’ button to display
the ADD NEW VIEW box
• Enter a name for the view, select Summary as the view
type, and select the table that will be the record source
• Tap or click the ‘Add New View’ button (ADD NEW VIEW
dialog box) to create the view
• Tap or click the Edit button to edit the view.
• Tap or click the box on the left side of the view and then tap
or click the Data button to display the DATA box
• Enter the Group By field, sort order, whether you want a
count displayed, the header for the calculation, the field for
the calculation, and the calculation type (average or sum)
Creating a Summary View

• Close the DATA box, tap or click the box on the
right, and then tap or click its Data button
• Enter up to four fields to be displayed. You can
optionally enter captions for any of the fields.
• Enter the popup view
• Enter the sort order
• Close the view and tap or click the Yes button
when asked if you want to save your changes

• 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, database, and field properties
• Create indexes
• Enable and use automatic error checking
Chapter Summary

• Create custom data type parts
• Create a database for a template
• Encrypt a database and set a password
• Lock a database and split a database
• Create a custom web app
• Create custom views for a web app
Chapter Summary

Chapter 9 Complete
Microsoft
Access 2013

Access2013 ch09

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