Microsoft Office Tutorials and References
In Depth Information
Session 1.2
Save Backup As dialog box
Figure 1-17
default filename for
backup copy of database
The Save Backup As dialog box is similar to the standard Save As dialog box found in
Windows programs. Notice that the default filename for the backup copy consists of the
same filename as the database you are backing up (in this example, “Seasonal”) plus the
current date. This file naming system makes it easy for you to keep track of your database
backups and when they were created. (You will not actually back up the Seasonal data-
base here; if you are working off a floppy disk, you will not have enough room on the disk
to hold both the original database and its backup copy.)
To restore a backup database file, choose the same method you used to make the
backup copy. For example, if you used the Microsoft Backup tool (which is one of the
System Tools available from the All Programs menu and Accessories submenu in
Windows), you must choose the Restore option for this tool to copy the database file to
your database folder. If the existing database file and the backup copy have the same
name, restoring the backup copy might replace the existing file. If you want to save the
existing file, rename it before you restore the backup copy.
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 and 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 file size. Unlike making a backup copy of a database file, which you do to
protect your database against loss or damage, you compact a database to make it smaller,
thereby making more space available on your disk and letting you open and close the
database more quickly. Figure 1-18 illustrates the compacting process.
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