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Microsoft Access 2013
® ®
Tutorial 12Managing and Securing a Database
XPXPXPObjectives• Session 12.1– Filter data in a table and a form – Save a filter as a query and apply the saved query
as a filter– Create a subquery– Create a multivalued field
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XPXPXPObjectives• Session 12.2– Create an Attachment field– Use an AutoNumber field – Save a database as a previous version– Analyze a database’s performance– Link a database to a table in another database– Use the Linked Table Manager – Split a database– Encrypt a database with a password– Set database properties and startup options
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XPXPXPManaging and Securing a Database
• Case - Chatham Community Health Services Administering the Health Database
• User would like to add multivalued fields and Attachment fields and has concerns about database management, database security, and the database’s overall performance. You’ll also set database properties and startup options to complete the development of the Health database
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XPXPXPManaging and Securing a Database (Cont.)
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Managing and Securing a Database (Cont.)
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Filtering Data
• Using an AutoFilter in a Table Datasheet– Advanced Filter/Sort lets you specify multiple
selection criteria and specify a sort order for selected records
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Filtering Data (Cont.)
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Filtering Data (Cont.)
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Filtering Data (Cont.)
• Saving a Filter as a Query
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Filtering Data (Cont.)
• Applying a Filter Saved as a Query
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Creating a SubQuery
• Subquery– When you place a second SELECT statement inside
of a SELECT statement– Known as an inner query– First SELECT statement is known as the parent
query or outer query
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Creating a SubQuery (Cont.)
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Creating a SubQuery (Cont.)
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Creating a SubQuery (Cont.)
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Creating a SubQuery (Cont.)
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Using Multivalued Fields
• Multivalued Field– A lookup field that allows you to store more than
one value
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Using Multivalued Fields (Cont.)
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Using Multivalued Fields (Cont.)
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Using Multivalued Fields (Cont.)
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Using Multivalued Fields (Cont.)
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Using Multivalued Fields (Cont.)
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Using Multivalued Fields (Cont.)
XPXPXPDatabase Properties
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XPXPXPCreating an Attachment Field
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• Attachment Data Type– Attaches one or more files to a table record
XPXPXPCreating an Attachment Field (Cont.)
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XPXPXPCreating an Attachment Field (Cont.)
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XPXPXPUsing an AutoNumber Field
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• Autonumber – the default ID primary key field– Automatically inserts a unique number in this field
for every record in the table
XPXPXPUsing an AutoNumber Field (Cont.)
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XPXPXPUsing an AutoNumber Field (Cont.)
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XPXPXPSaving an Access Database as a Previous Version
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• The default file format for databases you create in Access 2013 uses the .accdb filename extension– Referred to as the Access 2007 file format– None of the versions of Access prior to Access 2007 can
open a database that has the .accdb filename extension.– You can save an .accdb database to a format that is
compatible with previous versions of Access— .mdb filename extension
– When Access 2007 file format database uses features such as multivalued and Attachment fields, you cannot save the database in a previous version
XPXPXPAnalyzing Database Performance with the Performance Analyzer
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• The Performance Analyzer is an Access tool that you can use to optimize the performance of an Access database
XPXPXPAnalyzing Database Performance with the Performance Analyzer (Cont.)
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XPXPXPAnalyzing Database Performance with the Performance Analyzer (Cont.)
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XPXPXPAnalyzing Database Performance with the Performance Analyzer (Cont.)
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XPXPXPLinking Tables and Using the Linked Table Manager
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• A linked table is a table that is stored in a file outside the open database and that can be updated from the open database– You can retrieve and update (add, change, and delete)
records in a linked table, but you can’t change its structure
XPXPXPLinking Tables and Using the Linked Table Manager (Cont.)
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XPXPXPLinking Tables and Using the Linked Table Manager (Cont.)
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XPXPXPLinking Tables and Using the Linked Table Manager (Cont.)
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XPXPXP
• The Database Splitter splits an Access database into two files: one file contains the tables, and the other file contains the queries, forms, reports, and other database objects– Users can have their own copies of the other file and add
their own queries, reports, and other objects to handle their processing needs
– The database that contains the tables is called the back-end database
– The database that contains the other objects, including the user interface, is called the front-end database
Using the Database Splitter
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XPXPXPUsing the Database Splitter (Cont.)
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XPXPXPUsing the Database Splitter (Cont.)
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XPXPXPSecuring an Access Database
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• Security refers to the protection of a database against unauthorized access, either intentional or accidental
• Encryption translates the data in a database to a scrambled format that’s indecipherable to a word processor or other program and stores it in an encrypted format
• Decrypting a database reverses the encryption• Passwords can be assigned to the database to
prevent unauthorized access to the database
XPXPXPSecuring an Access Database (Cont.)
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• Shared access of the database with others allows two or more users to open and use the same database at the same time
• Exclusive access prevents other users from opening and using the database at the same time– Clicking the Open option in the list allows you to select
how the database is opened
• Reading includes any database action that does not involve updating the database
XPXPXPSecuring an Access Database (Cont.)
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• Locking denies access by other users to data while Access processes one user’s updates to the database
• Row-level locking denies access by other users to the table rows one user is in the process of updating– Other users can update the database simultaneously as
long as the rows they need to update are not being updated, and therefore not being locked, by other users at the same time
XPXPXPSetting the Database Properties and Startup Options
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• Startup options take place when a database opens– You can:• Specify the name that appears in the Access window
title bar• Prevent users from using the Navigation Pane• Specify a form that is automatically opened when you
open a database• Disable the Enable error checking property, which
checks for design errors in forms and reports and alerts you to errors by displaying the Error Checking Options button
XPXPXPSetting the Database Properties and Startup Options (Cont.)
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XPXPXPSetting the Database Properties and Startup Options (Cont.)
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XPXPXPSetting the Database Properties and Startup Options (Cont.)
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