Microsoft Office Tutorials and References
In Depth Information
Managing a Database
To view the objects in the Belmont database:
1. Click the Shutter Bar Open/Close Button
on the Navigation Pane to open the
pane. See Figure 1-28.
Figure 1-28
Belmont database objects displayed in the Navigation Pane
specifies that
all objects in
the d atabase
are displayed
displays a menu with options
for grouping objects in the
Navigation Pane
table icon
query icon
form icon
enter text here to find
objects in the database
containing the search text
report icon
The Navigation Pane currently displays the default category, All Access Objects ,
which lists all the database objects in the pane. Each object type (Tables, Queries, Forms,
and Reports) appears in its own group. Each database object (the Contract table, the
ContractList query, the ContractData form, and the ContractDetails report) has a unique
icon to its left to indicate the type of object. This makes it easy for you to identify the
objects and choose which one you want to open and work with.
The arrow on the All Access Objects bar displays a menu with options for various
ways to group and display objects in the Navigation Pane. The Search box enables you
to enter text for Access to fi nd; for example, you could search for all objects that contain
the word “Contract” in their names. Note that Access searches for objects only in the
categories and groups currently displayed in the Navigation Pane.
As you continue to build the Belmont database and add more objects to it in later
tutorials, you’ll learn how to use the options in the Navigation Pane.
Managing a Database
One of the main tasks involved in working with database software is managing your
databases and the data they contain. By managing your databases, you can ensure that
they operate in the most effi cient way, that the data they contain is secure, and that you
can work with the data effectively. Some of the activities involved in database
management include compacting and repairing a database and backing up and restoring a
database.
Compacting and Repairing a Database
Whenever you open an Access database and work in it, the size of the database
increases. Further, when you delete records or when you delete or replace database
objects—such as queries, forms, and reports—the space that had been occupied on
the disk by the deleted or replaced records or objects does not automatically become
available for other records or objects. To make the space available, you must compact
the database. Compacting a database rearranges the data and objects in a database to
decrease its fi le size, thereby making more space available on your disk and letting you
open and close the database more quickly. Figure 1-29 illustrates the compacting process.
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