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In Access 2010 Essential Training, Alicia Katz Pollock gives a comprehensive overview of creating databases in Access 2010, whether using predefined database templates or building from scratch. This course covers each step of constructing and modifying databases for custom purposes, as well as working with tables, forms, queries, macros, and reports and charts for record keeping and analysis. Exercise files are included with the course.
If your database contains confidential information, it's important to keep it secure. Encryption converts your data into code to prevent unauthorized access. A password requires the user to enter a code before it can be used. To use these features, you first have to open the file in Exclusive mode, so that Access is positive that you're the only user who has it open. Go to File and close the database. Then use the Open button to open it up again. Click once on the file you want, but on the Open button, use the dropdown and tell it Open Exclusive.
Once it has been reopened, click on the File menu to go to the Backstage View, and click on Info, and here is Encrypt with Password. Click on it. You'll enter a password and then retype it, but be warned, do not forget or lose this password. There is no way to recover it, and your database will be unusable if it's lost. Enter in the password, lynda, hit Tab, type it again, and click OK.
You may get an error message, but just go ahead and click OK. Now go up to File again and close the database, and then go to Recent and choose the top one on your list, Password ,and it will ask for a password. Try typing in something incorrect, and click OK, and it tells you, Not a valid password. Click OK, and type in the proper one, l-y-n-d-a. Click OK, and you're in. If you want to take your password off your database, you have to reopen it again in Exclusive mode, just as we did before.
I'll close the database. We'll click on Open, click once on the file, go back down to the Open button to the dropdown, Open Exclusive, and it'll ask for the password again. Then go back to the File menu, back to the Info Ribbon, and decrypt the database. It'll ask for the password one last time, l-y-n-d-a. Click OK, and then it will be unencrypted again, and have no password. So to keep your database secure from unauthorized users, consider using Encrypt with Password, but again, be sure not to lose it, or you will be unable to open your file ever again.
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