2. Succeeding in Business with Microsoft Access 2013
Chapter Introduction
• Learn different techniques for:
– Creating tables
– Entering data
– Verifying data
– Relating tables
– Documenting database objects
– Backing up database
– Repairing database
– Securing data
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Tools Covered in This Chapter
• Database Documenter
• Database security
• Datasheet view
• Design view
• Import Spreadsheet Wizard
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• Input Mask Wizard
• Lookup Wizard
• Relationships window
• Subdatasheet
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Level 1 Objectives:
Creating the Database Tables
• Review the database design
• Create the database tables using the database
design
• Work in Design view
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Creating the Database Tables:
Reviewing the Database Design
• Make sure that the database stores data in the
correct format and outputs the correct
queries, forms, and reports
• Analyze the client’s needs and make sure the
design is easy to understand
• Limit the scope of a new system
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Creating the Database
Using the Database Design
• Start Access click New tab in the navigation
bar on the File tab
• Database window
– Main control panel for database
• Navigation pane
– Located on the left side of the window
– Lists all objects (tables, reports, etc.) in the
database
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Creating a Table by Entering Data in Datasheet
View
• Datasheet view
– Shows table’s records in rows and table’s fields in
columns
• Table window
– Indicates table’s name
• Just start entering data
• Access adds ID field to datasheet
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Creating a Table by Entering Data in Datasheet
View (cont’d.)
• Click save button
– Save as dialog box
– Enter table name
• Change to design view
– Click view button in Views group on the Home tab
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Working in Design View
• Design view
– Define table’s fields and field properties
– Rearrange order of fields as necessary
• Table design grid
– Top part of design view
– Includes Field Name, Data Type, and Description
columns
– Each row
• Field in table
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Working in Table Design View (cont’d.)
• Field properties pane
– Bottom part of design view
– Displays field properties for selected field
• Rules when naming fields and database
objects
– Up to 64 characters and any combination of:
• Letters
• Numbers
• Spaces
• Special characters except ., !, `, [, and ]
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Working in Design View (cont’d.)
• Rules when naming fields and database objects
(cont’d.)
– Cannot begin with space
• Some organizations establish standards for
naming objects and fields
• Field size property
– Limit number of characters to store in Short Text field
– Set the type of numeric data in Number field
– Create a reasonable margin of error
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Adding Descriptions to Fields
in Table Design View
• Description property
– Document contents
– Identify field as primary or foreign key
– Provide users with instructions about entering
values into field
• Primary Key button
– Access adds a key symbol to indicate the table’s
primary key
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Creating a Table in Design View
• Click Table Design button on Create tab
• Enter field names, data types, and properties
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Evaluating and Testing the
Table Design
• By moving to next record
– Access saves record in table
– To cancel record
• Press Esc key
• After designing table
– Evaluate for potential problems
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Displaying Descriptive Field Names Using the
Caption Property
• Caption property
– Changes way field name is displayed
– Specifies how field name will appear in different
database objects
– Default caption property
• Field name for all data types
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Formatting Field Values
Using an Input Mask
• Input mask
– Predefined format
– Applied to field
– Values are displayed using format specified
– Ensures that all of necessary data entered
• Literal characters
– Not stored in database
– User does not need to type them
• Use the Input Mask Wizard
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Input Mask Characters
and Descriptions
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Validating Fields to Ensure Accurate and
Consistent Data
• Validation rule
– Compares data entered by user against one or
more valid values
• Validation Rule property
– Specifies valid values that users can enter
• Validation Text property
– Opens a dialog box that explains the valid values
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Validating Fields to Ensure Accurate and
Consistent Data (cont’d.)
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Automating Data Entry by
Using a Default Field Value
• Default Value property
– Enters default value into any type of field
– Except for AutoNumber field
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Automating Data Entry
by Using a Lookup Field
• Lookup field
– Lets user select field value
– From:
• List of existing field values stored in database
• List of values specified when lookup field
created
• Change field’s data type to Lookup
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Level 1 Summary
• Create tables by:
– Entering data
– Using design view
• Customizing tables
– Captions
– Validation rules
– Using Lookup
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Level 2 Objectives:
Populating and Relating the Database Tables
• Create additional tables for the database
• Import data into a database
• Work with primary and foreign keys
• Create one-to-many and many-to-many
relationships between tables
• Use a subdatasheet to view related records
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Populating the Database Tables
• Populating database
– Load tables with data
– Enter data in Datasheet view
– Import data
• Copy and Paste
• Import from Excel workbook
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Importing and Copying Records from One Table
to Another
• Import existing data from another Access
table
– Table structure must be identical
– Open tables in Datasheet view
– Select all of records
– Click Copy button
– Open target database table
– Click Paste button
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Importing Data from
an Excel Workbook
• Can import data and create table at same time
– Review contents of workbook to understand how
it is arranged
• If column heading names comply with rules
for naming fields in Access:
– Access uses them as field names data imported
• If column headings are absent/do not comply:
– Access assigns generic field names
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Importing Data from
an Excel Workbook (cont’d.)
• Access can import most data from worksheet
– But not graphics
– Formulas converted to numbers
– Hyperlinks imported as text data
• Usually, the entire worksheet is imported
– Can import named ranges of data
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Working with Primary
and Foreign Keys
• Primary key and foreign key counterparts
– Must have same data type, field size, and field values
• Primary key value
– Must exist before entering corresponding record if
referential integrity is set
– Cannot be null
• Required property
– Nonprimary key field
– Ensures that users enter value into field
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Working with Primary
and Foreign Keys (cont’d.)
• Works to make data retrieval faster
– Access creates index for primary key field
• Index
– List maintained by database
– Associates field values in indexed field with
records that contain field values
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Creating an Index
• Increase speed at which access searches
• Open table in design view
– Select field to index
– Click indexed property list arrow
• Create index for any field
– Except fields of type
• Calculated
• Attachment
• OLE object
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Creating an Index (cont’d.)
• View indexes created in table
– Click indexes button on Show/Hide group on Design
tab
• Create indexes for as many fields as necessary to
optimize searches in database
– Records indexed when table saved
– Updated automatically as records added, deleted, or
changed
– As database grows
• Indexes might slow down database
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Creating an Index (cont’d.)
• Increases size of database
• Slows down database
– Must update index as users add, change, and
delete records
• Add indexes as needed
– When improved query performance is necessary
• Delete indexes to:
– Increase speed
– Reduce file size
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Creating One-to-Many Relationships Between
Tables
• Open relationships window
– Click relationships button on Database Tools tab
• Relationship has certain properties
– Type
• One-to-many
• One-to-one
• Many-to-many
– Attributes
• Specify how to manage changes when records
updated or deleted
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Creating a Many-To-Many Relationship
Between Tables
• In Design view
– A junction table to create the many-to-many
relationship
– The primary key is a combination of fields
• Referred to as a composite primary key
– Create the one-to-many relationship between
individual tables involved
– Create the many-to-many relationship
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Using a Subdatasheet to View Related Records
• After importing data into database
– Open each table in Datasheet view
– Check data for problems
• Expand indicator (box with the plus sign)
appears for relationships
– Click to view subdatasheet with the related
records
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Level 2 Summary
• Import data from
– Other Access tables
– Excel
• Index
– Used to aid searches
• Create relationships using Relationships
Window
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Level 3 Objectives:
Maintaining and Securing a Database
• Learn about the role of the database
administrator
• Compact repair and back up a database
• Document the database design using the
Database Documenter
• Secure a database from unauthorized use
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The Database Administrator Role
• Database administration (DBA)
– Responsible for maintaining database
– Sets security and other features of database
• Default option for opening database
– Available to other users at same time
• Open access database in four ways
– Open mode, Open Read-Only mode, Open
Exclusive mode, Open Exclusive Read-Only mode
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Compacting and Repairing
a Database
• Compact
– Data and objects reorganized
– Unused spaces reassigned and deleted
– Result
• Decreased file size
• Improved efficiency
– Can be done manually or every time database closed
• Backing up the database before compacting and
repairing is good procedure
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Backing Up a Database
• Creates copy of database
– Use to restore in event of loss
• Schedule database backups based on
manageable amount of data loss
• Store copy in fireproof location offsite
• Created on external media such as:
– CD, DVD, USB flash drive, external hard drive
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Backing Up a Database (cont’d.)
• Back up database
– Click File tab, Share tab, Save Database As button
– Under Advanced, click Back Up Database
– Opens the Save As Dialog box for location to save
backup
– Use default backup database name (add date)
• Might take few minutes to several hours
• Backup copy can be opened like any other
Access database
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Documenting the Database Design
• Database Documenter
– Produces report of every object or just selected
objects in database
• Click Database Tools tab, and then click the
Database Documenter button
– Tabs at top of documenter dialog box
– Select objects by type
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Securing a Database From Unauthorized Use
• Plan for and to prevent data loss
• Protect database from unintentional or
malicious damage
• DBA must open database with exclusive access
prior to setting protection features
• Tools
– Setting database password
– Encrypting a database
– Hiding database objects
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Using a Password to
Protect a Database
• Password
– Collection of characters that user types to gain
access to file
• Database administrator sets database
password
– Users cannot open database file in Access unless
they provide correct password
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Encrypting a Database to
Prevent Unauthorized Use
• Access 2013 combines two tools for database
security
– Encryption and database passwords
– When you encrypt a database with a password,
the data is made unreadable by other tools
• Encrypt with Password option
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Hiding Database Objects
From Users
• Casual users may damage database by:
– Unintentionally altering object’s design
– Deleting object entirely
• Hide objects from being displayed in
Navigation Pane
– User will not be able to accidentally or
intentionally damage database
• Revealing hidden object not difficult
• Hide using Properties dialog box
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Level 3 Summary
• Compact database
• Backup database
• Document database
• Secure database
– Password
– Encryption
– Hiding objects
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Chapter Summary
• Create tables using one of three methods
• Import data from other Access tables or Excel
• Create relationships using Relationships
Window
• Secure database
– Password
– Encryption
– Hiding Objects
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