Access Lesson 14Creating Database Security

and Documentation

Microsoft Office 2010 Advanced

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Objectives

Open a database in the Open Exclusive mode.

Encrypt a database with a password. Open an encrypted database. Remove encryption from a database. Make a backup copy of a database. Create database documentation.

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Vocabulary

backup Database Documenter encryption Open Exclusive mode password

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Introduction

Microsoft Access offers several security and documentation features to protect a database from losing important information.– Open Exclusive mode– Encrypting a database with a password– Creating a backup copy– Database Documenter feature

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Opening a Database in the OpenExclusive Mode

An Access database can be opened using several methods:– Open mode– Open Read-Only mode– Open Exclusive Read-Only mode– Open Exclusive mode

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Opening a Database in the OpenExclusive Mode (continued)

In the Open Exclusive mode, only the person who opened the database can use and make changes to it.– This option is typically used when you want to

encrypt a database with a password

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Opening a Database in the OpenExclusive Mode (continued)

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Open options in the Open dialog box

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Encrypting with a Password

Access 2010 combines two tools for database security: database passwords and encryption

A password is a collection of characters that a user types to gain access to a file.

A password protected database cannot be opened unless users provide the correct password.

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Encrypting with a Password (continued)

When you encrypt a database with a password, data within the database is made unreadable.

This combined safety feature in Access 2010 provides stronger protection than previous versions of Access.

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Encrypting with a Password (continued)

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Encrypt with Password option

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Opening an Encrypted Database

When opening an encrypted database, you will be asked for a password.

After you enter the password, the database should open so that you can view and make changes to the database objects.

Until the correct password is entered, no objects in the database can be viewed.

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Opening an Encrypted Database (continued)

Password Required dialog box

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Removing Encryption from a Database

To remove the password and encryption from a database, open the database in the Open Exclusive mode.– Enter the password to open the database.– Remove the encryption using the Remove

Encryption button.

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Removing Encryption from a Database (continued)

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File tab with Decrypt Database option

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Making a Backup Copy of a Database

A backup is a duplicate copy of your database created by using the Back Up Database option when you save the file.

By creating a backup, the database can be restored in the event of a data loss.

A good rule of thumb is to schedule a database backup on a regular basis.– For example, at the end of each day or at the end

of each week

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Making a Backup Copy of a Database (continued)

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Save & Publish options

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Documenting the Database Design

The database design refers to the objects in the database, such as tables, queries, forms, reports, macros, and the relationship between these objects.

The Database Documenter produces a report of selected objects or every object in a database.– You can document the properties of these objects

and the relationships of objects that you select.

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Documenting the Database Design (continued)

If a database file gets damaged or corrupted, you may look at the documentation and fix the database or re-create it.

18Documenter dialog box

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Documenting the Database Design (continued)

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Object Definition report

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Summary

In this lesson, you learned: When you open a database in the Open

Exclusive mode, you are the only individual who can view or make changes to the file.

Encrypting a database with a password allows only individuals who know the password to open the file.

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Summary (continued)

Opening an encrypted database requires entering a password.

The database password and encryption can be removed.

A backup is a duplicate copy of your database created by using the Back Up Database option when you save the file.

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Summary (continued)

Documenting the design of a database provides information that can be reviewed if an unwanted change occurs.

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