access 2007 ® use databases how can microsoft access 2007 help you manage a database?

3 Access 2007®

Use Databases

How can Microsoft Access 2007 help you manage a database?

3Access can help you make

the most out of your

database by previewing

reports, troubleshooting

problems, and making

repairs.

Lesson 5: Manage Databases

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?


View This Presentation to Answer the Following Questions:

________________________________________________________________

3Print Preview lets you

see what a report will

look like when it is

printed.


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.

3Use Print Preview to

make sure that charts,

text, and fields are in

the right place with the

correct formatting.


3To present the information in your database visually, use the Chart Wizard to insert a chart or

diagram.


You can insert a chart into an existing form or report, or you can create a new

chart.

3After you create a

chart or diagram, you

can format it or change

the chart type in the

Microsoft Graph

window.


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.

________________________________________________________________


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.

______________________________________________________________



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.

______________________________________________________________


3Use the Documenter report tool to preview and print the properties of your

database objects.


The Documenter shows

the properties of all the

controls you have used

for form objects and

report objects.

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.

3Although forms

are designed to

be used on-

screen, they are

also printable.


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.

3To set password encryption, use the Database Password dialog

box.


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.

3Strong passwords contain at least eight characters and combine letters and

numbers.


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


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.

______________________________________________________________



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.

______________________________________________________________


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.

______________________________________________________________


3Use Access Options to customize Access controls and settings.


Settings include your preferences for the way datasheets look, how the

Spelling function works, and how files are saved.

3When a database object displays records

from another database object, the

relationship is called an object

dependency.


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.

3A database might contain data

linked to an outside data sources,

such as an Excel file or another

Access database.


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.

3Access 2007 works with all previous versions of

Access.


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.

3To repair a database,

open the Compact and

Repair tool in the

Manage database menu.


If a database displays an error message when opening, use the Compact and Repair tool to

repair it.

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.


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______________________________________________________________


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.



3How do you repair damaged Access databases?

Answer:

Use the Compact and Repair tool to repair damaged databases.



3password

A string of characters used to encrypt a database.

Vocabulary ReviewVocabulary Review______________________________________________________________


3Vocabulary ReviewVocabulary Review

encrypt

To use a password to add security to your data.

______________________________________________________________


3

A tool that reports the characteristics of database objects and

their parts.

Documenter



3union query

A query that merges data from separate queries into one

query.



3Quick Print


A print option that allows you to print immediately without

opening the Print dialog box.


3object dependency

Refers to the fact that a database object that uses a second

database object is dependent on that second object.



3Print Preview

A preview of documents, worksheets, or slides to be printed.



3chart

A graphic that organizes information in your database visually.

Common charts are pie charts, bar charts, and line charts.



access 2007 ® use databases how can microsoft access 2007 help you manage a database?

Documents

databases slide

use databases

use print preview

database objects

quick print

database problems

report objects

chart type