Download Photoshop: Creative Uses

MS Access Advanced
Instructor: Vicki Weidler
Assistant:
Overview
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Create PivotTables and PivotCharts
Build forms based on joined tables
Automate data entry
Use grouped controls
Design subforms
Create and run macros
Write simple SQL statements
Work with hyperlinks and data access pages
Explore database utilities
Encrypt and decrypt a database
Protect a database with passwords and user-level
security
Discuss modules, VBA, & MDE files
Unit 1: PivotTables &
PivotCharts
PivotTable
Interactive table that enables
you to organize, summarize, &
compare large amounts of
data
PivotChart
Displays data as a chart &
allows you to analyze data
graphically
Unit 2: Creating Advanced
Forms
Functions
Date ()
Current date
DateAdd
Perform date calculations
i.e. DateAdd (“d”, 3, Date())
Grouped Controls
Two or more controls placed in
a group
Generally organize related
controls together in a group
Change properties of multiple
controls simultaneously
Option Group Controls
Make data entry easier on forms
Each control represents a numeric
value
Can bind control to a field in a
table & store it or use for
calculations on a form
Improving the User Interface
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Tabs
Read-only forms
Opening a form at startup
Switchboard forms
Subforms
Unit 3: Creating Macros
Macros
• Database object that automates a
common task or set of tasks
• Stores and runs a set of actions
sequentially
• Associate macros to events so that
when an event occurs, macro is
executed
• Attach macros to command buttons
Unit 4: Creating Advanced
Macros
Advanced Macros
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Data validation
Data-entry
User-decision
AutoKey
AutoExec
Unit 5: Exploring SQL
SQL Statements
SELECT
FROM
WHERE
Field_name
Data_source
Criteria
Example:
SELECT
FROM
WHERE
Product_ID, Product_name, Unit_price
Product
Unit_price > 2
Matching Data from
Related Records
SELECT
FROM
WHERE
[Source1].[Field_name], [Source2].[Field_name]
Source1, Source2
[Source1].[Common_field]=[Source2].[Common_field]
Unmatched Data from
Related Records
SELECT
[Source1].[Field_name]
FROM
WHERE
FROM
Source1
[Common_field] not in (SELECT [Source2].[Common_field]
Source2)
Attaching an SQL
Statement to a Database
Object
To query data while working in a
form, make want to attach an SQL
statement to a form control
Unit 6: Internet Integration
Internet Integration
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E-mail addresses
URLs
Other files
Data access pages
Unit 7: Managing Databases
Performance Analyzer
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Analysis results
Key
Analysis notes
Database Splitter
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Split into front-end & back-end
Back-end contains tables & front-end
contains user-interface
objects
Back-end on centralized network
Copies of front-end on users’
computers
Increases speed of data retrieval
Ensures users always updating
same database
Setting Permissions for
Split Databases
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Permissions to read-only, add,
delete, or edit
Set permissions for back-end
Will also apply to front-end
Note: Read-only back-end, users will
not be able to modify data using
linked tables or any other database
object on front-end
Compact & Repair Utility
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Fragmentation
Increases size of database
Compacting
Repairing
Database Replication
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Avoid data loss
Replica set
Synchronized
Design master
Changes to structure in Design
master only; changes to data
in both master & replica
Synchronization
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Not automatic; must
synchronize at regular intervals
New objects created after
replication are not updated
during synchronization
Must export new object from
original database (Design
master) to replica
Encryption
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Secure database to prevent
other programs (i.e. viruses)
from accessing it
MS Access compacts it &
makes it indecipherable
Users can still access database
objects
Unit 8: Security Fundamentals
Password Protection
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Authorized users can access all
objects in database
Open database in exclusive
mode when setting the
password so others cannot
modify it
Use when only a few users have
to access the database
User-Level Security
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Vary type of permissions given
to each user depending on their
level of responsibility
Assign permissions to a
particular user explicitly or to a
group of users
User-Level Security Cont.
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Provide each user with a
different user account
Assign users to a user group
when several people perform
similar operations, then specify
permissions for the entire group
When creating a database, there
are 2 groups: users & admin
Special Group Permissions
Read-Only Users Only view data; cannot
modify it
New Data Users
Only add new data; cannot
modify existing data
Full Permissions Add, modify, & delete data;
can also modify design of
database objects; cannot
modify table relationships
Security Wizard
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Creates a workgroup info file
File stores permission details
for
users for each database
object
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Permissions become
effective when user logs into
MS Access with the appropriate
user name
User-Level Security Wizard
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Create a new user
Add user to required group
Creates copy of database before
setting security permissions on
it
User & Group Accounts
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Create new user & group
accounts
Name & PID (personal ID) for
each account
Use dialog box to assign a user
to a group
To log on as a different user,
must close MS Access & start
again to log on
User & Group Permissions
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Modify permission set for a user
After workgroup information file
is created
Set permissions for each object
for each user or group
Modules & VBA
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Macros best for simple tasks
Macros separate from database
objects
Difficult to manage many macros
Modules help manage multiple
automated tasks more efficiently
Modules extend capabilities of the
database
Modules & VBA Cont.
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Modules are objects containing VBA
code
VBA = Visual Basic for Applications
Language for writing programs that
work with Windows applications
Create set of instructions for
computer to perform specific actions
Can program forms, reports,
command buttons & other controls
Modules & VBA Cont.
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Write code to display message
boxes, perform calculations, add or
edit records & close forms
VBA is part of MS Office Suite
MS Access has a VBE (Visual Basic
Editor) to write VBA code for
modules
Unlike macros, VBA code is built into
the design of a form, report, etc.
Modules & VBA Cont.
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When objects are moved, underlying
code moves with it
When managing a large database,
using code is easier to maintain &
decreases number of objects you
need to work with
MDE Files
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Used when you want others to use
database
If an MDE file, users cannot view or
edit VBA code
CANNOT view, modify, create,
import, or export forms, reports or
modules in Design
CAN work with tables, queries, data
access pages & macros in all views
MDE Files Cont.
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CAN import or export them to nonMDE databases
MDE file functions same as any other
database, but smaller in size since
VBA code is removed
Always save a copy of original
database first so you can change
design when needed
MDE Files Cont.
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To save a replicated database as an
MDE file, must first remove
replication
Also, cannot replicate a database
after saving it as an MDE file
Should be in MS Access 2002 (or
higher) format before saving as an
MDE file
Summary
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Create PivotTables and PivotCharts
Build forms based on joined tables
Automate data entry
Use grouped controls
Design subforms
Create and run macros
Write simple SQL statements
Work with hyperlinks and data access pages
Explore database utilities
Encrypt and decrypt a database
Protect a database with passwords and user-level
security
Discuss modules, VBA, & MDE files
Conclusion
• Resources
• Questions & Answers
• Evaluations
• Thank You!!!