Securing and Administering Access - Apply Global Database Protection to a Database
(Page 6 of 11 )
Access offers several less comprehensive methods of securing a database and its objects. For example, you can require a password to open the database, and you can hide specifi c objects from user view. In addition, there are methods to create backup copies of the database and to improve performance by optimizing disk space usage.
Use a Database Password
A database password only protects a database from being opened by someone who doesn’t know the password. Anyone who knows the password can open the database. Once the database is open, the user can do anything with it.
Assign a Password
You must have exclusive use of the database to assign a password.
To add a password, make sure all users have closed the database, then:
- Click File | Open. In the Open dialog box, select the database, click the Open down arrow, and choose Open Exclusive.
Click Tools | Security | Set Database Password.
Type the password in the Password text box.
Repeat the password in the Verify text box, and then click OK. (If the entries don’t match, Access will ask you to reenter the password in the Verify box. Do so, and click OK.)
The next time you try to open the database, you will be asked for the password.
Some basic guidelines for creating a password include:
- Create a password that combines uppercase and lowercase letters with numbers and symbols. This builds a “strong” password. For example, “67TrCg!89sdJ” is a strong password, while “MyFavoriteCat” is not.
- Never use a word that appears in the dictionary.
- Do not use the special characters that have a special meaning in Access: “ \ [ ] : | < > + = ; , . ? *.
CAUTION Don’t forget your password. You won’t be able to open the database without it. To be safe, write it down and store it in a safe place. |
Remove a Password
To remove the requirement for a password:
- Open the database in Exclusive mode.
- Choose Tools | Security | Unset Database Password.
- Enter the password and click OK.
Encode/Decode a Database
An encoded database is compacted and unreadable by any word processor or other utility program. You still have access to an encoded database and can work with it as usual. When you decode an encoded database, it returns to its original form.
The database must be closed before you can encode it. You must be the owner of the Workgroup Information File and be able to open it in Exclusive mode. In addition, your disk must have enough free space for both the original database and the encoded copy.
TIP Always make a backup of your database before adding a password. Store the backup in a secure place. |
To encode a database:
- In the empty Database window, click Tools | Security | Encode/Decode Database.
- Select the database in the Encode/Decode Database dialog box, as shown in Figure 9-9, and click OK.
Figure 9-9: You can encode a database to make it
unreadable by programs other than Access.
- In the Encode Database As dialog box, specify the location where you want to save the encoded database, and click Save.
To decode the encoded database, repeat steps 1 and 2 above, and then specify the name and location in the Decode Database As dialog box. Click OK.
CAUTION You can have problems if you link a table in a password protected database to an unprotected database. The password for the protected database is stored with the linking information passed to the second database. Any user who can open the unprotected database also has access to the linked table in the protected database. |
 This chapter is from Microsoft Office Access 2003 QuickSteps, by Cronan, Anderson, and Anderson (McGraw-Hill/Osborne, 2004, ISBN: 0072232293). Check it out at your favorite bookstore today.
Buy this book now. |
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