Access 2010 Level 2 Unit 2 Advanced Reports, Access Tools, and Customizing Access

2. Access 2010 Level 2 Unit 2 Advanced Reports, Access Tools, and Customizing Access Chapter 6 Using Access Tools and Managing Objects

3. Using Access Tools and Managing Objects Quick Links to Presentation Contents • Create a New Database Using a Template • Create Objects Using an Application Parts Template • Set Form Control Defaults and Create a User-Defined Form Template • Copy a Table Structure to Create a New Table • CHECKPOINT 1 • Modify a Table Using the Table Analyzer Wizard • Optimize Performance Using the Performance Analyzer • Split a Database • Document a Database • Rename and Delete Objects • CHECKPOINT 2

4. Create a New Database Using a Template • At the New tab Backstage view, you can create a new database using one of the professionally designed templates provided by Microsoft. • The database templates provide a complete series of objects including predefined tables, forms, reports, queries, and relationships. • You may choose to start entering data into a template right away, or you may want to modify the objects in the template to suit your needs first.

5. Create a New Database Using a Template…continued To create a database from a template: • Start Access. • Click the Sample Templates option. • Click the desired template. • Click the Browse button. • Navigate to the drive and/or folder. • Edit the file name as necessary. • Click OK. • Click the Create button. Create button

6. Create Objects Using an Application Parts Template • Access 2010 provides templates that include prebuilt objects. You can use the Application Parts button in the Create tab to insert these objects into a database. • The Quick Start section of the Application Parts drop-down list includes Comments, which creates a table; Contacts, which creates a table, query, forms and reports; and Issues, Tasks, and Users, which each create a table and two forms.

7. Create Objects Using an Application Parts Template…continued To create objects using an Application Parts template: • Open the database. • Click the Create tab. • Click the Application Parts button in the Templates group. • Click the desired template. continues on next slide… Quick Start section

8. Create Objects Using an Application Parts Template…continued • At the Create Relationship Wizard dialog box, choose the relationship options. • Add data or modify objects as required. • Click the Create button. Create Relationship Wizard dialog box

9. Create Objects Using an Application Parts Template…continued To create a form using a blank form layout: • Click the Create tab. • Click the Application Parts button in the Templates group. • Click the desired blank form layout. • Add the fields to the form. • Customize the form as needed. • Save the form. blank form layouts

10. Set Form Control Defaults and Create a User-Defined Form Template • Using astandard design for all of the forms in a database can help ensure consistency and portray a professional image. • However, you may wish to use different settings from the default control object settings.

11. Set Form Control Defaults and Create a User-Defined Form Template…continued To set form control defaults: • Create a new form in Design view. • Add the control object to the form. • Format the control object as desired. • Click the Form Design Tools Design tab. • Click the More button at the bottom of the Control group. • Click the Set Control Defaults option. Set Control Defaults option

12. Set Form Control Defaults and Create a User-Defined Form Template…continued • To further customize adatabase, you can create a form template that will set the desired control defaults for each type of control object that you place on a form. • The Normal form becomes the template for all new forms in the database. • Existing forms will retain their original formatting unless you manually change them.

13. Copy a Table Structure to Create a New Table To copy a table structure: • Select the table. • Click the Copy button in the Clipboard group in the Home tab. • Click the Paste button in the Clipboard group in the Home tab. • At the Paste Table As dialog box, type a new table name. • Click the Structure Only option. • Click OK. Structure Only option

14. CHECKPOINT 1 • At the New tab Backstage view, you can use one of these to create a new database. • templates • objects • forms • reports • The Application Parts button is located in this tab. • Home • Create • External Data • Database Tools Answer Answer Next Question Next Question • This section of the Application Parts button drop-down list includes Comments, Contacts, and Issues, Tasks, and Users. • Quick Track • Quick Form • Quick Start • Quick Part • The Blank Forms section of the Application Parts button drop-down list contains how many prebuilt blank forms? • five • ten • fifteen • twenty Answer Answer Next Question Next Slide

15. Modify a Table Using the Table Analyzer Wizard • The Table Analyzer Wizard is used to examine a table and determine if duplicate information can be split into smaller related tables to improve the design. • The Wizard presents a solution that contains fields which can be separated into a new table related to the original table with a lookup field.

16. Modify a Table Using the Table Analyzer Wizard…continued To evaluate a table with the Table Analyzer Wizard: • Click the Database Tools tab. • Click the Analyze Table button in the Analyze group. • At the first Table Analyzer Wizard dialog box, click Next. • At the second Table Analyzer Wizard dialog box, click Next. continues on next slide… first Table Analyzer Wizard dialog box

17. Modify a Table Using the Table Analyzer Wizard…continued • At the third Table Analyzer Wizard dialog box, click the table name. • Click Next. • At the fourth Table Analyzer Wizard dialog box, click Yes, let wizard decide if necessary. • Click Next. continues on next slide… third Table Analyzer Wizard dialog box

18. Modify a Table Using the Table Analyzer Wizard…continued • At the fifth dialog box, confirm the grouping of fields in the proposed tables. • Rename each table by double-clicking the title bar and typing the name in the Table Name text box. • Click Next. continues on next slide… fifth Table Analyzer Wizard dialog box

19. Modify a Table Using the Table Analyzer Wizard…continued • At the sixth Table Analyzer Wizard dialog box, confirm and/or set the primary key in each table. • Click Next. • At the last Table Analyzer Wizard dialog box, click Yes, create the query, if necessary. • Click Finish. • Close the Help window. • Close the query. sixth Table Analyzer Wizard dialog box

20. Optimize Performance Using the Performance Analyzer • The Performance Analyzer can evaluate an individual object, a group of objects, or the entire database to determine ways in which the objects can be modified to optimize the use of system resources such as memory and improve the speed of data access.

21. Optimize Performance Using the Performance Analyzer…continued To optimize database performance: • Click the Database Tools tab. • Click the Analyze Performance button in the Analyze group. • Click the All Object Types tab. • Click the Select All button. • Click OK. continues on next slide… All Object Types tab

22. Optimize Performance Using the Performance Analyzer…continued • Review the Analysis Results list. • Optimize the desired Recommendation or Suggestion items. • Click the Close button. Analysis Results list

23. Split a Database • If a database is located in a network where multiple users access it simultaneously, the speed with which the users can access the data may decrease. • One solution to improve the performance of the database is to split the database into two files: one file, containing the tables (called the back-end), is stored in the network share folder, and the other file, containing the queries, forms, and reports (called the front-end), is stored on the individual end-user computers.

24. Split a Database…continued To split a database: • Click the Database Tools tab. • Click the Access Database button in the Move Data group. • At the first Database Splitter Wizard dialog box, click the Split Database button. continues on next slide… Split Database button

25. Split a Database…continued • At the Create Back-end Database dialog box, navigate to the desired drive and/or folder, if necessary. • If necessary, edit the File name. • Click the Split button. • At the Database Splitter message box, click OK. Split button

26. Split a Database…continued • Another reason to split a database is to overcome the file size restrictions in Access 2010. • Database specifications for Access 2010 place the maximum file size at 2 gigabytes. • This size includes thespace needed by Access to open system objects while working with the database. Therefore, the actual maximum file size is less than 2 gigabytes. However, the size restriction does not include links to external data sources.

27. Document a Database • Access’s Database Documenter feature can be used to print a report with details about a database object’s definition. • The report serves as hard copy documentation of a table’s structure with field properties or as documentation regarding a query, form, or report definition. • You can also add relationships to the report and the Database Documenter will createrelationship diagrams for all defined relationships inthe table.

28. Document a Database…continued To print object documentation: • Click the Database Tools tab. • Click the Database Documenter button in the Analyze group. • Click the Options button. • At the Print Table Definition dialog box, choose the desired report options. • Click OK. continues on next slide… Print Table Definition dialog box

29. Document a Database…continued • At the Documenter dialog box, click the desired object name. • Click OK. • Print the report. • Close the report. Documenter dialog box

30. Rename and Delete Objects To rename an object: • Right-click the object in the Navigation pane. • Click the Rename option. • Type the new name. • Press Enter. Navigation pane

31. Rename and Delete Objects…continued To delete an object: • Right-click the object in the Navigation pane. • Click the Delete option. • At the Microsoft Access message box, click Yes. Microsoft Access message box

32. CHECKPOINT 2 • This Analyzer wizard is used to determine if duplicate data in the table can be split. • Performance • Table • Splitter • Duplicator • When you split a database, the file containing the tables is called this. • top-end • bottom-end • front-end • back-end Answer Answer Next Question Next Question • This Analyzer looks for ways that objects can be modified to optimize the use of system resources. • Performance • Table • Splitter • Duplicator • This feature can be used to print a report with details about a database object’s definition. • Splitter Wizard • Performance Analyzer • Database Documenter • Table Analyzer Answer Answer Next Question Next Slide

33. Using Access Tools and Managing Objects Summary of Presentation Concepts • Create a new database using a template • Add a group of objects to a database using an Application Parts template • Create a new form using an Application Parts Blank Form • Create a form to be used as a template in a database • Create a table by copying the structure of another table • Evaluate a table using the Table Analyzer Wizard • Evaluate a database using the Performance Analyzer • Split a database • Print documentation about a database using the Database Documenter • Rename and delete objects