MS Access Advanced

Instructor: Vicki Weidler

Assistant:

Overview

• 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 calculationsi.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

• 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

• Data validation• Data-entry• User-decision• AutoKey• AutoExec

Unit 5: Exploring SQL

SQL Statements

SELECT Field_nameFROM Data_sourceWHERE Criteria

Example:

SELECT Product_ID, Product_name, Unit_priceFROM ProductWHERE Unit_price > 2

Matching Data from Related Records

SELECT [Source1].[Field_name], [Source2].[Field_name]

FROM Source1, Source2WHERE [Source1].[Common_field]=[Source2].[Common_field]

Unmatched Data from Related Records

SELECT [Source1].[Field_name]

FROM Source1WHERE [Common_field] not in (SELECT [Source2].[Common_field]FROM 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

• E-mail addresses• URLs• Other files• Data access pages

Unit 7: Managing Databases

Performance Analyzer

• Analysis results• Key• Analysis notes

Database Splitter

• 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

• 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

• Fragmentation• Increases size of database• Compacting• Repairing

Database Replication

• Avoid data loss• Replica set• Synchronized• Design master• Changes to structure in Design master

only; changes to data in both master & replica

Synchronization

• 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

• 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

• 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

• 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.

• 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

• Creates a workgroup info file• File stores permission details for

users for each database object• Permissions become effective

when user logs into MS Access with the appropriate user name

User-Level Security Wizard

• Create a new user• Add user to required group• Creates copy of database before

setting security permissions on it

User & Group Accounts

• 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

• Modify permission set for a user• After workgroup information file is

created• Set permissions for each object

for each user or group

Modules & VBA

• 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.

• 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.

• 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.

• 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

• 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.

• CAN import or export them to non- MDE 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.

• 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

• 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

•Resources•Questions & Answers•Evaluations•Thank You!!!

Conclusion