xp chapter 2 succeeding in business with microsoft office access 2003: a problem-solving approach 1...
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Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach
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XP
Building The Database
Chapter 2
“It is only the farmer who faithfully plants seeds in the Spring, whoreaps a harvest in the Autumn.” —BC Forbes
Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach
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XPLevel 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 documenter
• Secure a database by setting a password encrypting data, and hiding objects
• Create user-level security in a database
Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach
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XPThe 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
Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach
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XPCompacting 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
• Good idea to compact before backing up
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XPBacking Up a Database
• Creates copy of database Use to restore in event of loss
• Schedule database backups based on manageable amount of data loss
• Important to store copy in fireproof location offsite
• Created on external media such as CD DVD External hard drive
Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach
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XPBacking Up a Database (continued)
• Back up database Click tools on menu bar in database window Points to database utilities Click back up database
• Default backup database name Original database name followed by current date
• Might few minutes to several hours to backup Depends on database size
• Backup copy can be opened like any other Access database
Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach
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XPDocumenting the Database Design
• Documenter tool Produces report of every object or just selected objects
in database
• Click tools on menu bar Point to analyze Click documenter
• Tabs at top of documenter dialog box Sort objects by type
Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach
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XPDocumenter Dialog Box
Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach
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XPSecuring a Database From Unauthorized Use
• Plan for and 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 database Hiding database objects
Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach
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XPUsing 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
Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach
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XPEncrypting a Database to Prevent Unauthorized Use
• If someone steals file and tries to open it with program other than access Password will not protect file
• Encrypting database Converts data in database into format readable only by
access
• Click tools on menu bar Point to security Click encode/decode database
Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach
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XPHiding Database Objects From Users
• Casual users may damage database by Unintentionally altering object’s design Deleting object entirely
• Hide objects from being displayed in database window User will not be able to accidentally or intentionally
damage database
• Revealing hidden object not difficult
• Hide using properties dialog box
Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach
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XPUser-Level Security
• Establishes specific levels of access to database objects for individual groups of users
• Set permissions Specify level of access for each user and group of
users Granted by database administrator
• Workgroup information file Define user groups usernames and user passwords
• Security wizard
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XPUser-Level Security (continued)
• Workgroup ID (WID) Unique character string of 4 to 20 characters Identifies workgroup
• Choose which database objects to secure
• Personal ID (PID) 4 to 20 character string value Identifies user
• After security established Access starts and opens logon dialog box
Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach
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XPLevel 3 Summary
• Compact database
• Backup database
• Document database
• Secure database Password Encryption User-level security
Chapter 2 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach
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XPChapter Summary
• Create tables using one of three methods
• Import data from Other Access tables Excel
• Create relationships using Relationships Window
• Secure database using: Password Encryption User-level security