Keeping Information Secured

Core Training for Microsoft Office Access 2003

Securing a Database

1	To start encrypting your database, click the Tools menu, point to Security, and then click Encode/Decode Database.
2	To name the encrypted file, in the Encode Database As dialog box, for the purposes of this exercise, press SPACEBAR, wait as the text is typed for you, and then click Save.
3	To discard the security warning, in the Security Warning message box, click Cancel.
4	To start Notepad, click Start, point to All Programs, point to Accessories, and then click Notepad.
5	To view the database file in Notepad, click the File menu, click Open, in the Open dialog box, click the Files of type list arrow, click All Files, click GardenCo, and then click Open.
6	To view the encrypted database in Notepad, click the File menu, click Open, in the Open dialog box, click the Files of type list arrow, click All Files, click GardenCo_Encode, and then click Open.
7	To exit Notepad and return to Access, click the GardenCo_Encode window Close button.
8	To view the encrypted database in Access, click the File menu, click Open, in the Open dialog box, click GardenCo_Encode, click Open, and then in the Security Warning message box, click Open.
9	To close the encrypted database, click its Close button.
10	To decrypt the encrypted database, click the Tools menu, point to Security, and then click Encode/Decode Database.
11	To select the encrypted file, in the Encode/Decode Database dialog box, click GardenCo_Encode, and then click OK.
12	To name the decrypted file, in the Decode Database As dialog box, press SPACEBAR, wait as the text is typed for you, and then click Save.
13	To prepare to secure a database for distribution, click the Tools menu, point to Database Utilities, point to Convert Database, and then click To Access 2002 – 2003 File Format.
14	To select a database to convert from, in the Database to Convert From dialog box, click GardenCo, and then click Convert.
15	To name the destination file, in the Convert Database Into dialog box, press SPACEBAR, wait as the name is typed for you, click Save, and then in the Microsoft Office Access message box, click OK.
16	To proceed to secure the database, click the Tools menu, point to Database Utilities, and then click Make MDE File.
17	To make a Microsoft Database Executable (MDE) file, in the Database to Save as MDE dialog box, click GardenCo_New, click Make MDE, and then in the Security Warning message box, click Open.
18	To name the destination file, in the Save MDE As dialog box, in the File name box, press SPACEBAR, wait as the text is typed for you, and then click Save.
19	To view the MDE file symbol, click the File menu, click Open, in the Open dialog box, notice the TGC icon, and then click Cancel.

Protecting a Database Using a Password

1	To open the database, click the File menu, click Open, in the Open dialog box, click GardenCo, click the Open list arrow, and then click Open Exclusive.
2	To acknowledge the security warning, in the Security Warning message box, click Open.
3	To set a password for the database, click the Tools menu, point to Security, and then click Set Database Password.
4	To specify the password, in the Set Database Password dialog box, for the purposes of this exercise, press SPACEBAR, and the text will be typed for you in the Password box.
5	To verify the password, click the Verify box, press SPACEBAR, wait as the text is typed for you, and then click OK.
6	To close the database, click its Close button, and to verify that the password works, click the File menu, click Open, in the Open dialog box, click GardenCo, and then click Open.
7	To enter the password, in the Password Required dialog box, press SPACEBAR, wait as the text is typed for you in the Enter database password box, and then click OK.
8	To acknowledge the security warning, in the Security Warning message box, click Open.
9	To prevent changes to a database, click the Tools menu, point to Macro, and then click Visual Basic Editor.
10	To continue, in the Microsoft Visual Basic - GardenCo window, click the Tools menu, click db1 Properties, and then in the db1 - Project Properties dialog box, click the Protection tab.
11	To set the protection properties, select the Lock project for viewing check box, and then to enter a password, click the Password box, press SPACEBAR, and the text will be typed for you.
12	To verify the password, click the Confirm password box, press SPACEBAR, wait as the text is typed for you, and then click OK.
13	To close the Microsoft Visual Basic - GardenCo window, click the File menu, and then click Close and Return to Microsoft Office Access.
14	To open the Visual Basic Editor, click the Tools menu, point to Macro, and then click Visual Basic Editor.
15	To expand the project, in the Project – db1 window, click the (+) plus sign to the left of db1 (GardenCo).
16	To enter the password, in the db1 Password dialog box, press SPACEBAR, wait as the text is typed for you, then click OK.
17	To remove the property setting, click the Tools menu, click db1 Properties, in the db1 - Project Properties dialog box, click the Protection tab, and then clear the Lock project for viewing check box.
18	To remove the password, in the Password box, drag from left to right to select the text, and then press DELETE.
19	To close the db1 - Project Properties dialog box, click OK, and to close the Visual Basic Editor, click the File menu, and then click Close and Return to Microsoft Office Access.

Sharing a Database

1	To share the database, click the Tools menu, click Options, and then in the Options dialog box, click the Advanced tab.
2	To set the options, under Default open mode, notice that Shared is selected, under Default record locking, click Edited record, and then click OK.
3	To back up the database before splitting it, click the File menu, click Back Up Database, in the Save Backup As dialog box, notice the file name in the File name box, and then click Save.
4	To acknowledge the security warning, in the Security Warning dialog box, click Open, and to split the database, click the Tools menu, point to Database Utilities, and then click Database Splitter.
5	To proceed with the wizard, in the Database Splitter Wizard, click Split Database, and then in the Create Back-end Database dialog box, click Split.
6	To return to the database window, in the Database Splitter message box, click OK.
7	To open the Categories table in Design view, click Categories, and then on the Database window toolbar, click Design.
8	To acknowledge the message and to open the table, in the Microsoft Office Access message box, click Yes.
9	Notice the message on the right side of the Field Properties section. To close the table, click its Close button, and then to close the database, click its Close button.

Replicating a Database

1	To create a new Briefcase, click Start, point to All Programs, point to Accessories, and then click Windows Explorer.
2	To continue creating a Briefcase, in the left pane of Windows Explorer, click the Garden Company folder, click the File menu, point to New, and then click Briefcase.
3	To rename the Briefcase, in the right pane, click New Briefcase, click the File menu, and then click Rename.
4	To provide the name, for the purposes of this exercise, press SPACEBAR, wait as the text is typed for you, and then press ENTER.
5	To copy the GardenCo database to the Briefcase, in the right pane, drag GardenCo to TGC Briefcase, and then in the Briefcase message box, click Yes.
6	To have Briefcase make a backup copy of your database, in the Briefcase message box, click Yes.
7	To accept the option to allow design changes only in the original copy of the database and to finish the replication process, in the Briefcase message box, click OK.
8	To simulate the editing and synchronizing process, double-click TGC Briefcase.
9	To acknowledge the introductory screen, in the Welcome to the Windows Briefcase dialog box, click Finish.
10	To open the GardenCo database, in the right pane of Windows Explorer, double-click GardenCo, and then acknowledge the security warning by clicking Open.
11	Notice that a replication symbol appears to the left of each object. To open the Products form, on the Objects bar, click Forms, and then double-click Products.
12	To change the product name in the first record, press SPACEBAR, wait as the text is typed for you, and then to close the form, click its Close button.
13	To close the database, click its Close button, and to close the TGC Briefcase window, click the TGC Briefcase taskbar button, and then click the TGC Briefcase window Close button.
14	To synchronize the replica with the master database, click Start, point to All Programs, point to Accessories, and then click Windows Explorer.
15	To continue, in the left pane, click the Garden Company folder, and then in the right pane, double-click TGC Briefcase.
16	To update the database, click the File menu, point to TGC Briefcase, and then click Update All.
17	To continue by accepting the suggested action, in the Update TGC Briefcase dialog box, click Update.
18	To confirm that the change made has been updated in the master GardenCo database, in the left pane, click the Garden Company folder, and then in the right pane, double-click GardenCo.
19	To acknowledge the security warning, in the Security Warning message box, click Open, in the Database window, on the Objects bar, click Forms, and then double-click Products.
20	Notice that the name appearing in the Product Name box is now Mystic Lily, and then to close the form, click its Close button.

Setting Up a Workgroup

1	To start the Security Wizard, click the Tools menu, point to Security, click User-Level Security Wizard, and then to create a new workgroup information file (WIF), click Next.
2	To enter a workgroup ID in the WID box, drag from left to right to select the text, for the purposes of this exercise, press SPACEBAR, and the text will be typed for you.
3	To enter a name in the Your name box, drag from left to right to select the text, press SPACEBAR, and the text will be typed for you.
4	To enter the company name, click the Company box, press SPACEBAR, and the text will be typed for you.
5	To accept the default option to create a shortcut to open the security-enhanced database, click Next, and then to accept the default selections and secure all objects, click Next.
6	To select the groups to be included in the WIF, select the Full Data Users check box, select the New Data Users check box, and then click Next.
7	To continue without granting any permission to the Users group by accepting the default selection, click Next.
8	To add new users to the WIF, click the User name box, press SPACEBAR, and the name will be typed for you.
9	To continue by assigning a password to the user, click the Password box, press SPACEBAR, and the text will be typed for you.
10	To finish adding the user to the WIF, click Add This User to the List.
11	To continue setting up the WIF, click Next, click Select a group and assign users to the group, click the Group or user name list arrow, and then click Admins.
12	To continue setting up the WIF, click the Group or user name list arrow, click New Data Users, and then select the NancyA check box.
13	To continue setting up the WIF, click the Group or user name list arrow, click Full Data Users, select the KimA check box, and then click Next.
14	To accept the default name for the backup copy of your unsecured database and finish creating the WIF, click Finish.
15	To close the Security Wizard report, click its Close button, and then to discard the message of saving the report as a Snapshot file, in the Security Wizard message box, click No.
16	To acknowledge the message, in the Security Wizard message box, click OK, and then to exit Access, click its Close button.
17	To open the GardenCo database, on the desktop, double-click the GardenCo icon.
18	To log on as a data user, click the Name box, drag from left to right to select the text, press SPACEBAR, and the text will be typed for you.
19	To enter your password in the Password box, click the Password box, press SPACEBAR, wait as the text is typed for you, and then click OK.
20	To acknowledge the security warning and finish opening the database, in the Security Warning message box, click Open, and to close the database, click its Close button.

Maintaining a Workgroup

1	To open the GardenCo database, click the File menu, click Open, and then in the Open dialog box, double-click GardenCo.
2	To proceed, in the Microsoft Office Access message box, click OK.
3	To join a workgroup and access the database, click the Tools menu, point to Security, and then click Workgroup Administrator.
4	To continue, notice the name and path of the current workgroup in the Workgroup Administrator dialog box, and then click Join.
5	To select a path for the workgroup, in the Workgroup Information File dialog box, click Browse, and then in the Select Workgroup Information File dialog box, double-click Security.
6	To accept the path and name for the selected WIF and join the workgroup, in the Workgroup Information File dialog box, click OK.
7	To acknowledge the message, in the Microsoft Office Access message box, click OK, and then to close the Workgroup Administrator dialog box, click OK.
8	To open the GardenCo database, click the File menu, click Open, and then in the Open dialog box, double-click GardenCo.
9	To log on as an Admins group user, click the Name box, drag from left to right to select the text, then for the purposes of this exercise, press SPACEBAR, wait as the text is typed for you, and then click OK.
10	To acknowledge the security warning, in the Security Warning message box, click Open.
11	To view group permissions, click the Tools menu, point to Security, click User and Group Permissions, and then click Groups.
12	To close the User and Group Permissions dialog box, click Cancel, and to close the database, click its Close button, and then to quit Access, click its Close button.
13	To open the database, click Start, click My Documents, click the Address bar list arrow, and then click Desktop.
14	To continue opening the database, double-click GardenCo.
15	To log on as a New Data Users group member, click the Name box, drag from left to right to select the text, press SPACEBAR, and the text will be typed for you.
16	To enter the password, click the Password box, press SPACEBAR, wait as the text is typed for you, click OK, and then in the Security Warning message box, click Open.
17	To open a table in Design view, click Products, and then on the Database window toolbar, click Design.
18	To decline to open the table as read-only, in the Microsoft Office Access message box, click No, and to close the database, click its Close button, and to quit Access, click its Close button.
19	To open the database, in the Desktop window, double-click GardenCo.
20	To log on as an Admins group member, click the Name box, drag from left to right to select the text, press SPACEBAR, wait as the text is typed for you, and then click OK.
21	To acknowledge the security warning, in the Security Warning message box, click Open.
22	To set the password, click the Tools menu, point to Security, and then click User and Group Accounts.
23	To enter the password, click the Change Logon Password tab, click the New Password box, press SPACEBAR, wait as the text is typed for you, and then click OK.
24	To close the database, click its Close button, and to quit Access, click its Close button.