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10/26/00 Splitting Access Databases... 1
Preparing forAccess 2000
Windows 2000/Office 2000
Roll-out
10/26/00 Splitting Access Databases... 2
Transition Schedule
DeSC will begin converting in January 2001.
Transition will take 6-8 months.DeSC will work with departments to
schedule.
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Transition Timeline
Dec
embe
r
Janu
ary
Feb
ruar
y
Mar
ch
Apr
il
May
June
July
Aug
ust
Window s NT 4.0Window s 2000
0
200
400
600
800
1000
1200
1400
1600
1800
2000
Window s 2000 Roll-out
Window s NT 4.0
Window s 2000
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Preparing for a Smooth Transition
Access database need to be addressed in advance– Communicate with departments– Identify Access databases on campus
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Transition to Office 2000
New computers and those upgraded will use MS Office 2000
Word, Excel, PowerPoint and Outlook file formats remain unchanged!– Sharing files between 97 versions and 2000
versions will work!– Some features available only in the 2000
versions will not work in the 97 versions.
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Splitting Access Databases
How (and Why) To Do It
CIT/DeSC Orientation for Department Managers
10/26/00
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What is a Database?
The Data– Tables
– Records– Fields
Everything Else– The User Interface
– Forms
– Reports
– Queries
– Application Envt.
– Macros
– Programming Code
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What is ‘Splitting’ and Why Should I Do It?
Client-Server Architecture– Front end (client), the part of the database that users see, is
in one file…– Back end (server), the data, is in a different file.– Two files can reside on different computers – e.g. back end
on a server, front end on users’ computersWhy Split?
– Only way to have users running different versions of Access use and manipulate the same data.
– Both Access 97 and Access 2000 clients can use an Access 97 server (but A97 clients cannot use an A2000 server).
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Two Models for a Split Database
SharedClient2000
Server
User User
Shared Client Model(few users)
Server
User User
IndividualClient
IndividualClient
User
Individual Client Model(many simultaneous users)
Network
LocalSharedClient97
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Which Model To Use?
Shared Client Model– One user at a time
– All users, server, and client are on the same machine, OR
– Fast workstations and server, so performance is not a constraint
– All users have same security permissions
Individual Client Model– Multiple,
simultaneous users
– Different users have different security levels
– Mixed-version (A97 & A2000) environment
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Before You Split
Establish a permanent site for the server (we recommend \\ntfileshare\shares)
Decide on a model (single/multi-client)Plan any necessary customizationsMake a backup copy!!!!
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Splitting the Database
1. Use Access dB Splitter to create ‘front-end’ (client), ‘back end’ (server). Leave the back end in Access 97.
2. Make a copy of the master client (Access 97) and convert it to Access 2000
3. Make copies of the 97 and 2000 master clients as needed, and move the copies to the point(s) of use
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The Database Splitter
Tools|Add-Ins|Database Splitter– Save Back-End (Server) to pre-selected
location– Default server name is ‘<dbname>_be.mdb’– Front-end (client) will automatically be saved
with same name and location as original database
– Use UNC names for links (e.g., \\ntfileshare\politics\jobsearch_be.mdb)
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If you Need to Move a Server… (Linked Table Manager)
Copy the server to the new location (do not just move it!)
For each client:– Tools|Add-Ins|Linked Table Manager
– Check the box next to every table
– As the File|Open dialog comes up for each table, type the new (UNC) server location
– Save client
Delete the old server copy
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Maintenance Issues
Links are permanent – losing your connection to the server will break them only until the connection is restored
If the server is inaccessible, the client cannot open
You can use the Linked Table Manager to repair broken links
Keep master client copies, propagate changes by dissemination
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Conversion Issues
Simple Access 97 databases (no macros, no special programs) convert fine
Databases with program code (macros or VBA) may or may not have problems (most do not)
Problems can range from trivial and easy-to-fix to crucial and difficult-to-fix
The only way to know is to try. Do this well in advance of January 2001!
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Preparing for Access 2000
Split your databaseVisit CIT cluster and upgrade front-end to
Access 2000: www.princeton.edu/clusters– Identify any upgrade issues
Make available two versions of front-end– Both versions use the same data
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Who needs to take these steps?
Access database administrators.Anyone who manages a database that is
used by more than one person (including the database manager!).
Even if the database is used only in your department, you must split the database and test the conversion prior to January.
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Additional Resources
Access Users Group– [email protected]
DeSC web site– www.princeton.edu/desc
Microsoft web site– support.microsoft.com
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Slides available online:www.princeton.edu/desc/instruct
Thanks for Attending!
