Administering a Database Project 9

1. Administering a Database Project 9

2. Project 9 Overview This project shows us how to administer a database. We will learn to … • Convert a database to an earlier version of Access • Use the Documenter • Create a custom input mask • Set startup options • Use replication/synchronize Design Master and replica • Split a database • Create an MDE File

3. Converting a database to an earlier version of Access • Occasionally, you may encounter someone who needs your database in a lower version of Access such as Access 97. • You will need to convert the database to the earlier version so that the user can access it. • When converting, you should always save it to a new name so that you keep your Access 2000 database in the original format. • It is important to realize, however, that any changes made in the converted version, or vice versa, will not be reflected in the other version. Therefore, the converted version should only be used for retrieval.

4. Using the Documenter The Documenter allows you to produce detailed documentation of the various tables, queries, forms, reports, and other objects in your database.

5. Using Custom Input Masks An input mask prevents users from entering data incorrectly. If the input mask is not available through the Input Mask Wizard, you can create your own input mask. • We will crate an input mask that makes the user enter in a client number consisting of two letters followed by two numbers. The two letters will be automatically converted to uppercase. >>LL99

6. Using Startup Options Microsoft Access provides the capability of setting startup options  actions that will be taken automatically when the database first is opened. • We will set the Switchboard to startup automatically. This way, the user automatically enters the database menu we have created.

7. Replicating the Database • Replication is the process of making multiple copies, called replicas, of a database. • The original database is called the Design Master. • The replicas can then be used at different locations. • To make sure the Design Master reflects the changes made in the various replicas, the Design Master and the replicas will be synchronized periodically. This ensures that all databases reflect all the changes that have been made.

8. Protecting a Database through Splitting • Many users would like to develop there own custom forms, reports, queries, and other objects. • If every user’s objects were in the same database, this would be quite confusing and cluttered. • An approach to handle this is to split the database into two databses  a back-end and a front-end • Back-end  contains only the table data • Front-end  contains the other objects • There is only a single copy of the back-end database but each user has his/her own copy of the fron-end

9. Creating an MDE File • If a database has Visual Basic for Applications (VBA) code associated with it, you can protect this code by saving your database as an MDE file. • In an MDE version, all VBA code is compiled, and then the source code (original code) is removed from the database. This makes the database smaller an prevents modifications to the VBA code. • It is very important to save the original database, however, in case you ever need to make changes to the VBA code. Once the VBA code is removed from the MDE file, you cannot use it to make changes.

10. Administering a Database Project 9 Any Questions?