Microsoft Office Tutorials and References
In Depth Information
Backing Up and Restoring a Database
2. Click the Compact & Repair Database button. Access closes Backstage view and
returns to the Home tab. Although nothing visible happens on the screen, Access
compacts the Belmont database, making it smaller, and repairs it at the same time.
3. Click the File tab, and then click Close Database in the navigation bar. Access
closes the Belmont database.
Backing Up and Restoring a Database
Backing up a database is the process of making a copy of the database fi le to protect your
database against loss or damage. The Back Up Database command enables you to back
up your database fi le from within the Access program, while you are working on your
database. To use this option, click the File tab to display Backstage view, click the Save &
Publish tab in the navigation bar, click Back Up Database in the Advanced section of the
Save Database As pane, and then click the Save As button. In the Save As dialog box that
opens, Access provides a default fi lename for the backup copy that consists of the same
fi lename as the database you are backing up (for example, “Belmont”), and an underscore
character, plus the current date. This fi lenaming system makes it easy for you to keep track
of your database backups and when they were created. To restore a backup database fi le,
you simply copy the backup from the drive on which it is stored to your hard drive, or
whatever device you use to work in Access, and start working with the restored database
fi le. (You will not actually back up the Belmont database in this tutorial.)
Problem Solving: Planning and Performing Database Backups
Experienced database users make it a habit to back up a database before they work with
it for the first time, keeping the original data intact, and to make frequent backups while
continuing to work with a database. Most users back up their databases on tapes, USB
drives, recordable CDs or DVDs, external hard drives, or network hard drives. Also, it is
recommended to store the backup copy in a different location from the original. For example,
if the original database is stored on a USB drive, you should not store the backup copy on
the same USB drive. If you lose the drive or the drive is damaged, you would lose both the
original database and its backup copy.
If the original database file and the backup copy have the same name, restoring the
backup copy might replace the original. If you want to save the original file, rename it
before you restore the backup copy. To ensure that the restored database has the most
current data, you should update the restored database with any changes made to the original
between the time it became damaged or lost and the time you created the backup copy.
By properly planning for and performing backups, you can avoid losing data and prevent
the time-consuming effort required to rebuild a lost or damaged database.
With the Contract table in place, you can continue to build the Belmont database so
that Oren and his staff members can use it to store, manipulate, and retrieve important
data for Belmont Landscapes. In the following tutorials, you’ll help Oren complete and
maintain the database, and you’ll use it to meet the specifi c information needs of the
fi rm’s employees.
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