ch03.htm

Microsoft_Access_97_Quick_Reference.zip

				<P>
				<DD><B>3. </B>For each file you select in Step 2, Access will prompt you for a location.
				Choose the folder and double-click the file name. When finished, choose OK.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>If you want Access to ask you for
			the file locations each time you open the <I>database</I>, check <U>A</U>lways Prompt
			for a New Location on the Linked Table Manager dialog box. 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>MDE File: Removing Access to Programming</B></FONT></H2>
			<P>If you distribute <I>database</I> applications to other users, you might want
			to remove some options to keep users from modifying your work. An MDE file removes
			the capability to design or edit <I>forms</I>, <I>reports</I>, and <I>modules</I>
			(<I>VBA</I> programming). The database also runs quicker because it is compiled and
			compacted during the process of making the MDE file.


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>CAUTION:</B></FONT><B> </B>Retain your original database
			file. This is where you will make design changes. The design of MDE files cannot
			be modified (and you will have to re-create and redistribute your MDE file when you
			make a change). 
<HR>


			</BLOCKQUOTE>

			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Choose <U>T</U>ools, <U>D</U>atabase Utilities, <U>M</U>ake MDE File.
				<P>
				<DD><B>2. </B>In the Save MDE As File <I>dialog box</I>, choose a location and name
				for the MDE file; choose <U>S</U>ave.
			</DL>
			<P>Access temporarily closes your database file and then reopens the original file.
			To open the MDE file, choose the Open database button on the toolbar and under Files
			of <U>T</U>ype, choose MDE files (*.mde). Double-click the MDE file name in the file
			list.
			<H2><FONT COLOR="#000077"><B>Replication: Create Replica</B></FONT></H2>
			<P>There are a number of scenarios in which you might want to create a replica of
			your database. If you work on a laptop, you would want a copy of your company's database.
			If you create and use your replica, the changes you make on your laptop are replicated
			into the main database when you synchronize the replica. (See &quot;Replication:
			Synchronize.&quot;) You might also want to use replication for distributing updates
			of your software development or for backing up the database.</P>
			<P>When you make a replica, you will have two files: the Design <I>Master</I> and
			the Replica. You can change the design of the Design Master but not of the Replica.
			You can change data in either of the files.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Choose <U>T</U>ools, Rep<U> </U>lication, <U>C</U>reate Replica.
				<P>
				<DD><B>2. </B>Access asks if you want to close the database to create the replica.
				Choose <U>Y</U>es.
				<P>
				<DD><B>3. </B>Access asks if you want to make a copy of the database. Because something
				may go wrong during the process, choose <U>Y</U>es.
				<P>
				<DD><B>4.</B> In the Location of New Replica <I>dialog box</I>, choose the folder
				and file name for your replica; choose <U>O</U>K.
			</DL>
			<P>When finished, the Design Master opens. When you open up either the Design Master
			file or a replica, Access indicates Design Master or Replica in the Database window
			title bar.
			<H2><FONT COLOR="#000077"><B>Replication: Recover Design Master</B></FONT></H2>
			<P>One of the benefits of using the <I>replication</I> feature is that if your Design
			Master is damaged you can use one of the replicas as backup and upgrade it to the
			Design Master.


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>CAUTION:</B></FONT><B> </B>If you made design changes to
			your Design Master since the last time you synchronized, these design changes will
			not be in the replica. For this reason, do not recover the Design Master until you
			have attempted to repair it. (See &quot;Database: Repair Closed Database.&quot;)
			
<HR>


			</BLOCKQUOTE>

			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Open a Replica database.
				<P>
				<DD><B>2. </B>Choose <U>T</U>ools, Replication, Recover <U>D</U>esign Master.
			</DL>
			<H2><FONT COLOR="#000077"><B>Replication: Resolve Conflicts</B></FONT></H2>
			<P>To do this task you must first synchronize the Design <I>Master </I>and Replica.
			(See &quot;Replication: Synchronize.&quot;) If you made a change to the same <I>record</I>
			in the Design Master and a Replica, there will be a conflict. Which change do you
			want to keep?</P>
			<P>You need to resolve conflicts from the replica. You can resolve conflicts directly
			from the menu as listed here or you might be finishing another procedure. If you
			are at the end of synchronizing replication and Access is prompting you to resolve
			conflicts, you will be at Step 3. When you open the replica, you might also be prompted
			to resolve conflicts at Step 3.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>If necessary, open the Replica <I>database</I>.
				<P>
				<DD><B>2. </B>Choose <U>T</U>ools, Rep<U> </U>lication, <U>R</U>esolve Conflicts.
				<P>
				<DD><B>3. </B>If there are any conflicts, Access opens the Resolve Replication Conflicts
				<I>dialog box</I>. Each <I>table</I> with a conflict is listed in this box. Click
				a table and then the Resolve Conflicts button.
				<P>
				<DD><B>4. </B>The dialog box opens with two columns. The first column shows the database
				you have on-screen. The second shows the conflict with the Replica or Design Master.
				To keep the data from the open database, choose <U>K</U>eep Existing Record. To use
				data from the other database, choose <U>O</U>verwrite with Conflict Record.
				<P>
				<DD><B>5. </B>When you have resolved the conflicts, choose Close. You should resolve
				conflicts in all tables, but you can close this dialog box and repeat this task at
				a later time.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>It is possible that changes were
			made to different <I>fields </I>in the same <I>record</I> and that you want information
			from both <I>databases</I>. In Step 4, you can Copy (Ctrl+C) and Paste (Ctrl+V) items
			back and forth between the records. You can also type in the record you want to keep.
			
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Replication: Synchronize</B></FONT></H2>
			<P>When you want to check for conflicts with the Design Master and Replica, you first
			need to synchronize the two database files. You must first have created a Replica
			(see &quot;Replication: Create Replica&quot;) before proceeding with these next steps.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Choose <U>T</U>ools, Rep<U> </U>lication, <U>S</U>ynchronize Now.
				<P>
				<DD><B>2. </B>The name of the Design Master or Replica should appear in the Synchronize
				Database <I>dialog box</I>. If you have more than one replica, use the drop-down
				box to choose another; choose OK.
				<P>
				<DD><B>3. </B>Access asks if you want to close and reopen the database to see the
				changes; choose <U>Y</U>es.
				<P>
				<DD><B><BR>
				4.</B>If you have any conflicts between the two databases, Access will let you know.
			</DL>
			<P>If you are in the Replica, you can choose to resolve the conflicts now or later.
			(See also &quot;Replication: Resolving Conflicts.&quot;)
			<H2><FONT COLOR="#000077"><B>Replication: Using Briefcase</B></FONT></H2>
			<P>With the Briefcase Replicator, you can reproduce an Access database and transfer
			that file to or from another computer. The database is converted to a Design Master,
			and a <I>replica</I> is created. This method is used to work with a replica database
			on a laptop. When you connect the laptop with the replica to a network or computer
			with the original copy, you can synchronize the changes made in both copies so that
			both databases are updated.</P>
			<P>Drag the database into the Briefcase file on your desktop, a Design <I>Master</I>
			and the replica are created. On a <I>server</I>, the Briefcase may contain replicas
			for each use in the office. You cannot distinguish between the Replica or the Design
			Master by looking at the file name. However, when you open the file, the title bar
			of the Database window will include Design Master or Replica.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Double-click the Briefcase icon on your desktop.
				<P>
				<DD><B>2. </B>Click the replica icon of the database.
				<P>
				<DD><B><BR>
				3.</B>Choose <U>B</U>riefcase, <U>U</U>pdate Selection.
				<P>
				<DD><B>4. </B>Choose the Update button to begin synchronization.
			</DL>
			<H2><FONT COLOR="#000077"><B>Save File</B></FONT></H2>
			<P>Unlike Word, Excel, and other programs, you do not have to constantly save your
			file to avoid losing changes. When you move off a <I>record</I> (in a datasheet or
			<I>form</I>), any changes to the data are automatically saved. You can save before
			you move off an edited record, but this is unnecessary because even the process of
			closing the <I>table</I>, <I>query</I>, or form will automatically save changes to
			the record. However, if you are designing any <I>object</I> (rather than inputting
			data), you will need to save your file for the changes to be accepted. The design
			of any object (table, query, form, report) needs to be saved if you want to see the
			changes again.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>To save any changes, click the save button on the toolbar.
			</DL>
			<P>If the save button is dimmed, there is nothing to save.
			<H2><FONT COLOR="#000077"><B>Security: Create Secure Workgroup</B></FONT></H2>
			<P>User-level security limits particular objects in a <I>database</I> that a user
			or group of users can read or write to. Here, a user account is created and a username
			and password is associated with it. Groups of users can be given specific privileges,
			and users can be associated with accounts. This information is stored in a <I>workgroup</I>
			information file.</P>
			<P>The workgroup information file that comes with Access (SYSTEM.MDW) is not secure
			because every copy of Access has this file. Before you implement security, you need
			to create and join a new workgroup.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Exit Access. Find and double-click the file WRKGADM.EXE. In Windows
				95, it is in the Windows\System folder. In Windows NT, it is in WinNT\System32 folder.
				<P>
				<DD><B>2. </B>In the Workgroup Administrator dialog box, choose <U>C</U>reate. Type
				your name and organization and any combination of up to 20 characters in the Workgroup
				ID <I>text box</I>; choose OK.
				<P>
				<DD><B>3. </B>In the Workgroup Information File dialog box, change the name of the
				file. Choose E<U>x</U>it when done.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>CAUTION:</B></FONT><B> </B>Write down the name, organization,
			and Workgroup ID, and keep this information in a secure location--you will need it
			if your file is damaged and has to be re-created.<BR>
			<FONT COLOR="#000077"><B>CAUTION:</B></FONT><B> </B>Backup your workgroup information
			file when changes are made. If the file is damaged you won't be able to open your
			databases. 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Security: Database Encryption/Decryption</B></FONT></H2>
			<P>When you encrypt a <I>database</I>, you scramble its data and definitions, making
			the file unreadable to anyone trying to decipher the data from another program. You
			use <I>encryption</I> in conjunction with user-level security. (See &quot;Security:
			User Level.&quot;) Encryption also compacts the database file. When you decrypt a
			database, a reverse algorithm unscrambles the database and makes it available for
			use. In order to encrypt a database, you must have exclusive or single-user use of
			the database file. For exclusive use, check the Exclusive box on the Open dialog
			box when you open the file. (See &quot;Database: Open&quot; in the Database Essentials
			part of this book.)
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Launch Access, but don't open a database in it. Make sure no other
				users have the database open.
				<P>
				<DD><B><BR>
				2.</B>Choose <U>T</U>ools, Securi<U>t</U>y, <U>E</U>ncrypt/Decrypt Database.
				<P>
				<DD><B>3. </B>Sel