Database Management Essentials: Controls, Sorting, Filtering, and Security
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Controls and Calculated Fields
What Are Calculated Controls?
Calculated controls display results derived from calculations, which are vital for reports or forms. For example, if you own a toy company and need to determine the total sales amount generated by a product line, you can multiply the amount of toys sold by the price and display the total in a report or form.
Types of Expressions Used in Controls
| Expression Type | Description |
|---|---|
| Identifiers | These are the names of fields, properties, or controls. |
| Operators | Symbols used for calculations, such as + (addition), − (subtraction), or * (multiplication). |
| Functions | Predefined operations like SUM or AVERAGE. |
| Constants | Values that do not change, such as uncalculated numbers. |
Understanding Dependent Controls
A dependent control displays the field data from a table. You can link a control to a field by moving it from the Field List pane or by using the Properties Sheet pane.
Defining Tabulation Control Order
The tabulation control order dictates the sequence in which the selection or focus moves from field to field within a form or report. When entering data into a form, it is useful to establish the control’s tabulation order in a sequence that matches the order in which you are introducing the data.
Ordering and Sorting Data
Location of Sort and Filter Tools
The Sort & Filter group is located in the Home tab.
What Does the Ordering Command Display?
The ordering command displays all the records in the table in the specific sequence you selected.
Sorting Capabilities (True/False)
- Question: You can sort data in a specific order.
- Answer: True
- Question: Ordering data in a form can help make it a lot harder and effective to use.
- Answer: False (Ordering data makes forms easier and more effective to use.)
Filtering Data Techniques
How to Delete Sorting Criteria
To delete an ordering criterion, use the Clear All Sorts button, located in the Sort & Filter group on the Home tab.
Applying and Deleting Filters
Question: Are filters easy to apply and delete?
Answer: True
Function of the Toggle Filter Command
The Toggle Filter command allows you to switch between the filtered records view and the unfiltered table view.
Database Maintenance and Security Tools
Purpose of Compact and Repair Database
The Compact and Repair Database tool is used to optimize the files and repair minor problems in the file structure that can occur due to the normal daily use of a database file.
Database Encoding and Security
What is database encoding and what are its advantages?
When you need to protect a database from unauthorized users, you can encode it using a password. Encoding a database provides security for sensitive data. You can use the Decode command to change the password regularly or to remove it entirely.
Required Mode for Database Encoding
To encode a database, you must activate Exclusive Mode.
Automating Database Compaction on Close
To set up the database to compact every time it is closed, follow these steps:
- In the Office button menu, click Access Options.
- Select Current Database.
- Check the verification box labeled Compact on Close.
- Click OK.