Microsoft Office Tutorials and References
In Depth Information
Special Database Operations
AC 193
Backup and Recovery
It is possible to damage or destroy a database. Users can enter data that is incorrect;
programs that are updating the database can end abnormally during an update; a
hardware problem can occur; and so on. After any such event has occurred, the database may
contain invalid data. It even may be totally destroyed.
Obviously, you cannot allow a situation in which data has been damaged or
destroyed to go uncorrected. You must somehow return the database to a correct state.
This process is called recovery; that is, you recover the database.
The simplest approach to recovery involves periodically making a copy of the
database (called a backup copy or a save copy ). This is referred to as backing up the
database. If a problem occurs, you correct the problem by copying this backup copy over
the actual database, often referred to as the live database .
To backup the database that is currently open, you use the Back Up Database
command on the Manage submenu on the Offi ce Button menu. In the process, Access
suggests a name that is a combination of the database name and the current date. For
example, if you back up the JSP Recruiters database on April 20, 2008, Access will suggest
the name JSP Recruiters_2008-04-20. You can change this name if you desire, although it
is a good idea to use this name. By doing so, it will be easy to distinguish between all the
backup copies you have made to determine which is the most recent. In addition, if you
discover that a critical problem occurred on April 18, 2008, you may want to go back to
the most recent backup before April 18. If, for example, the database was not backed up
on April 17 but was backed up on April 16, you would use JSP Recruiters_2008-04-16.
The following steps back up a database to a fi le on a hard disk or high-capacity
removable disk. You should check with your instructor before completing these steps.
Certifi cation
The Microsoft Certifi ed
Application Specialist
(MCAS) program provides
an opportunity for you
to obtain a valuable
industry credential—
proof that you have
the Access 2007 skills
required by employers.
For more information,
see Appendix F or
visit the Access 2007
Certifi cation Web page
Quick Reference
For a table that lists how
to complete the tasks
covered in this topic
using the mouse, Ribbon,
shortcut menu, and
keyboard, see the Quick
Reference Summary at
the back of this topic,
or visit the Access 2007
Quick Reference Web
page (
1. Open the database to be backed up.
2. Click the Offi ce Button, and then point to Manage on the Offi ce Button menu.
3. Click Back Up Database on the Manage submenu.
4. Select the desired location in the Save in box. If you do not want the name Access has
suggested, enter the desired name in the File name text box.
5. Click the Save button.
Access creates a backup copy with the desired name in the desired location. Should
you ever need to recover the database using this backup copy, you can simply copy it over
the live version.
Compacting Error
Message on Opening
If you open your
database and receive a
compact error message,
you may not be able to
view all the objects in
your database. You also
may not see your tables
in tabbed windows. To
redisplay all the objects
in your database, click
the Navigation pane
arrow to display the
Navigation pane menu.
Make sure that Tables
and Related Views is
selected. To make sure
that objects appear in
tabbed windows, click
the Microsoft Offi ce
button, click the Access
Options button, click
Current Database, and
make sure the Tabbed
Documents option
button is selected in
the Application Options
Compacting and Repairing a Database
As you add more data to a database, it naturally grows larger. When you delete an
object (records, tables, forms, or queries), the space previously occupied by the object does
not become available for additional objects. Instead, the additional objects are given new
space, that is, space that was not already allocated. To remove this wasted space from the
database, you must compact the database. The same option that compacts the database
also repairs problems that may have occurred in the database.
1. Open the database to be compacted.
2. Click the Offi ce Button, and then point to Manage on the Offi ce Button menu.
3. Click Compact and Repair Database on the Manage submenu.
The database now is the compacted form of the original.
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