Microsoft press microsoft access projects with microsoft SQL server jan 2002 ISBN 0735610029

Copyright©2002byMicrosoftCorporation


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ProjectEditor:LynnFinnel


PartI

MicrosoftAccessProjectsand
MicrosoftSQLServer
ThissectiondescribesthebasicsofsettingupAccessprojects.Accessprojects
differfromtraditionalAccessmdbdatabasesinthatdataandqueriesare
managedandrunwithSQLServerandMSDE.
ThissectionwillexplainindetailhowSQLServerandMSDEmanagedatain
tablesandhowtheydifferfromAccessmdbdatabasetables.TheSQLServer
databasediagramscorrespondtotherelationshipdiagramsinAccessmdb
databasesforcreatinganddocumentingkeyrelationships.
QueriesarecreatedwithSQLServerorMSDEintheTransact-SQL
programminglanguage.Selectqueriescanbedefinedasviews.Entireprogram
processesandactionqueriesareimplementedasstoredprocedures.Youwill
learnhowtocreate,edit,andrunviewsandstoredproceduresfromanAccess
projectandwillbegivenanoverviewofprogrammingwithTransact-SQL.


Chapter1

IntroductiontoMicrosoftSQLServer
andAccess
MicrosoftAccessisthemostcommonlyusedproductfordesktopdatabases
amongbeginnersandprofessionalsalike.However,Accesshaslimitationswhen
itcomestotheadministrationoflargeamountsofdatathatmanyusersaccess

throughanetwork.
MicrosoftpositionsMicrosoftSQLServerasadatabaseserverthatcanmake
largeamountsofdataavailabletomanyusersatthesametime.Inaddition,a
SQLServerversionisincludedwithMicrosoftOfficeDevelopersuitesand
MicrosoftVisualStudioasaMicrosoftDataEngine(MSDE)withlimited
functionality.
OnegoalofthisbookistodescribehowAccessandSQLServerorMSDEwork
together.SincethereleaseofMicrosoftAccess2000,itispossibletocreate
Accessprojects.Accessprojectsprovideusersandprogrammerswiththeusual
Accessdevelopmentenvironmentthatincludesqueries,forms,reports,macros,
andmodules,withthedatabeingsavedonaSQLServer.Becausethisbook
focusesoncreatingAccessprojects(adp)anddescribingitsnewoptionsand
functions,thebookdoesnotcovertheoptionsofaccessingSQLServertables
usingOpenDatabaseConnectivity(ODBC)andsoonusingregularAccess
databasesin.mdbformat.
Accessisacomfortable,high-performancedevelopmentenvironmentforthe
implementationofuser-friendlyapplications.Thesecondgoalofthisbookisto
demonstratehowyoucanretainAccessasadevelopmentenvironmentwhile
usingahigh-performanceserverdatabaseatthesametime.Accessisoften
ridiculedasa“toy,”withitsusefulnesslimitedtotheimplementationofafew
smallapplicationsondesktopsystems.However,bynow,manyAccess
programmershaveproventheprogram’scapabilityforhandlingmedium-sized
andlargeapplications.
ThisbookisbasedonworkingwithsoftwareprojectsthatutilizedAccess
projectsandSQLServertoreplaceexistingAccesssolutionsandoriginalproject


developmentsthattookadvantageofSQLServer’sperformancefeatures.
Severalversionchangesoccurredwhilethisbookwasbeingwritten:Microsoft
SQLServer2000isthesuccessorofMicrosoftSQL7,andMicrosoftAccess

2002aspartofMicrosoftOfficeXPisthesuccessorofAccess2000.SQL
Server2000andAccess2002featurealargenumberofimprovements,
particularlyfortasksthatrequireprogrammingwithAccessprojects.Wehave
incorporatedinformationaboutbothnewversionsinthebookandwediscussthe
problemsrelatedtoversionincompatibilities.Forexample,someAccess2000
projectfunctionsdonotworkwhileaccessingSQLServer2000.


WhoShouldReadThisBook?
ThisbookwaswrittenforreaderswhoarefamiliarwithAccess,whohave
experiencecreatingformsandreports,andwhoknowhowtoprogramwith
MicrosoftVisualBasic.Thisbookdoesnotcoverthebasicoptionsavailablefor
creatingformsandreports.Instead,itpresentsthedifferencesbetweenAccess
adpprojectsandtraditionalAccessmdbapplications.


ChapterOverview
Thebook’sindividualchaptersareorganizedintopartsforacleareroverview.
Thefollowingsummaryintroducesthetopicscoveredineachchapter.

PartI:MicrosoftAccessProjectsand
MicrosoftSQLServer
PartIteachesyouhowAccessprojectsarestructuredandhowtouseanAccess
projecttoaccessSQLServerorMSDEdatabases.Weexplainthecomponentsof
SQLServerorMSDEdatabases,suchastables,views,andstoredprocedures.
Chapter2,“AccessProjects,”describesthebasicpropertiesofAccessprojects.
WepointouthowconventionalAccessdatabasesdifferandintroducethe
variousSQLServerandMSDEversions.
Chapter3,“Installation,”coverstheSQLServerorMSDEinstallationprocess,
bothforversion7andfor2000.Wealsodiscussthedifferentconfiguration

optionsfortransferringdatabetweentheAccessclientandSQLServeroverthe
network.
Chapter4,“Databases,”providesanoverviewofSQLServerorMSDE
databasesandillustratestheirstructure.Inaddition,weintroducepreinstalled
sampledatabases,followedbyadescriptionofhowtocreatenewAccess
projectsthataccessneworexistingSQLServerorMSDEdatabases.
Chapter5,“TablesinAccessProjects,”teachesyouhowtocreatetablesina
SQLServerorMSDEdatabase.WeintroducetheSQLServerdatatypesand
columnpropertiesfortablesavailableinSQLServerorMSDE.Thechapteralso
coversthecreationofindexes,thedefinitionofconstraints,andmuchmore.
Next,youlearnabouthowtoworkwithtablesintheAccessdatasheetview.At
theendofthechapter,webrieflydescribethesystemtablesusedbySQLServer
andMSDEthatcanbefoundineverydatabase.
Chapter6,“DatabaseDiagrams,”isdevotedtothedefinitionofrelationships
amongdatabasetables.Adatabasediagramletsyoucreatewell-organized


graphicalmodelsthatillustratethetablesinadatabaseandtherelationships
amongthem.
Chapter7,“Views,”focusesonviews.AviewisbasedonaSQLSELECT
commandandcorrespondstoaselectqueryinAccessmdbdatabases.The
chapterdescribesthequerydesigneroptionsforinteractivelycreatingviews.
Chapter8,“StoredProcedures,”isanintroductiontoprogrammingstored
procedures.StoredproceduresareroutineswrittenintheTransact-SQL
programminglanguagethatyoucanusetoquery,add,edit,ordeletedata.We
demonstratehowyoucanusevariablesandparametersinstoredproceduresand
introducetheTransact-SQLSyntax.Thischapteralsocovershowtocreate
fundamentaltriggers,whicharespecializedstoredproceduresassignedtotables
thatareexecutedduringtheprocessofinserting,editing,ordeletingthetable’s
data.Weaddresstheprocessofdebuggingstoredproceduresinthischapteras

well.Wethenmoveontodescribetheuser-definedfunctionsthatarenew
featuresinSQLServer2000.
Chapter9,“Transact-SQL,”focusesontheTransact-SQLprogramming
language.Thischapterprovidesyouwithanoverviewonhowtoprogramwith
Transact-SQLandincludesinformationaboutsubqueries,temporarytables,and
errorhandling.

PartII:FormsandReports
PartIIisdevotedtoformsandreportsinAccessprojects.Notethatthechapter
doesnotcoveralloptionsavailableforcreatingandprogrammingformsand
reports.Instead,thefocusisonthoseAccessprojectformandreportissuesthat
arenewordifferentfromAccessmdbdatabasefunctions.
Chapter10,“Forms,”describesspecialcircumstancesrelatedtoworkingwith
formsinAccessprojects.
Chapter11,“Reports,”presentsthechangesandnewfunctionsavailablefor
creatingreportsinAccessprojects.

PartIII:ProgrammingwithADO


PartIIIisanintroductiontoprogrammingtheActiveXDataObjects(ADO)data
accessinterface.WithconventionalAccessmdbdatabases,youcouldchoose
betweentheDataAccessObjects(DAO)dataaccessinterfaceandADO.In
Accessprojects,however,youcanonlyuseADO.
Chapter12,“ConnectionObjects,”teachesyouhowtoworkwithConnection
objectsthatspecifyconnectionsbetweentheprogramandthedatabaseserver.
Wedescribehowtocreatenewconnections,particularlyinAccessprojects,and
howtousetheAccessproject’sconnections.
Chapter13,“RecordsetObjects,”detailshowyoucanedit,add,ordeletedata
andintroducesthemostimportantRecordsetobjectmethodsandproperties.

ADOusesRecordsetobjectstoreturnaquery’sresultsets.
Chapter14,“CommandObjects,”isdevotedtoCommandobjects.Theprimary
purposeoftheseobjectsistheexecutionofqueriesthatedit,add,ordeletedata.
Chapter15,“ADOEvents,”outlinestheprocessofprogrammingConnection
andRecordsetobjectevents.Manyoftheobjects’operationsinitiateeventsthat
youcancaptureandprocesswithyourownroutines.

PartIV:Upsizing
PartIVconsistsoftwochaptersthatprovidehelpfulinformationonthe
conversionofexistingAccessmdbapplicationstoAccessadpprojects.
Chapter16,“UpsizingWizard,”presentstheUpsizingWizardthatsupportsyou
duringtheconversionofAccessmdbapplicationstoAccessprojects.The
UpsizingWizardhelpsyoutransferdatafromanmdbdatabasetoaSQLServer
orMSDEdatabase.Onyourrequest,thewizardattemptstotransferforms,
reports,macros,dataaccesssheets,andmodulestoanAccessproject.
Chapter17,“FromDAOtoADO,”containstipsonhowtouseADOtoconvert
existingAccessMicrosoftVisualBasicforApplications(VBA)programsthat
usetheDAOdataaccessinterfacetoAccessprojects.

PartV:SQLServer/MSDEAdministration
PartVcoversthedifferentadministrationoptionsforSQLServerandMSDE


systems.WediscussusinganAccessprojectalone(particularlywithrespectto
usingSQLServer2000DesktopEngineandMSDE),aswellastheuseofthe
completeSQLServerversion’sadministrationtools.
Chapter18,“DatabaseAdministration,”teachesyouhowtocreateand
administerSQLServerorMSDEdatabaseswithTransact-SQLcommandsand
withtheSQLServerEnterpriseManager.
Chapter19,“SQLServerTools,”introducesadditionalSQLServerEnterprise

ManagerfunctionsanddescribestheoptionsavailableforusingtheSQLServer
queryanalyzer,theOSQLprogram,andtheSQLServerProfiler.
Chapter20,“Security,”isdevotedtothemethodsforbackingupyourdataon
SQLServerorMSDE.SQLServerandMSDEletyousetupusersanduser
groups.Youcanthenassigntotheusersorgroupsdetailedaccessrightsfor
tables,views,andstoredprocedures.
Chapter21,“DataBackupFunctions,”discussesthedifferentoptionsfor
backingupandrestoringyourSQLServerorMSDEdatabases.Youcanuse
Accessprojectfunctions,SQLServerEnterpriseManagerfunctions,orTransactSQLcommands.
Chapter22,“DataTransformationServices,”coversDataTransformation
Services(DTS).WithDTS,youcanuseobjectlinkingandembeddingdatabase
(OLEDB)oropendatabaseconnectivity(ODBC)toexportdatafromyour
databaseortoimportdatafromdatabasesystems.DTSsupportsthedefinitionof
transformationsthatperformconversionandtransformationfunctionsduringthe
dataimportorexportprocess.
Chapter23,“TheSQL-DMOLibrary,”introducestheSQLDistributed
ManagementObjects(SQL-DMO)library,whichenablesyoutoaccessSQL
Serverfunctionsfromyourprograms.Weuseexamplestoillustratesomeofthe
options.
Chapter24,“ExternalDataSources,”describeshowtoaccessexternaldata
sourcesfromSQLServerorMSDE.WithOLEDBorODBC,youcanuse
LinkedServerstocreatelinkstoexternaldatasources,whichmeansthatyoucan
thendirectlyutilizethesedatasourcesinyourqueries.
Chapter25,“SystemStoredProcedures,”liststhemostimportantSQLServer


andMSDEsystemstoredprocedures.YoucancontrolorexecuteallSQLServer
orMSDEfunctionswithsystemstoredprocedures.

PartVI:TransactionsandLocks

PartVIconsistsonlyofChapter26,“TransactionsandLocking,”which
discussesthebasicsofSQLServerandMSDEtransactionandlockingfunctions.

PartVII:Internet
PartVIIisdevotedtoAccessprojectandSQLServerInternetfunctions.
Chapter27,“WebPublishingwithSQLServer,”brieflyintroducesafewSQL
ServerInternetfunctions,suchastime-ordate-controlledgenerationofstatic
HypertextMarkupLanguage(HTML)pages.
Chapter28,“XMLwithAccess2002andSQLServer2000,”providesyouwith
anoverviewoftheproducts’ExtensibleMarkupLanguage(XML)capabilities.
Access2002andSQLServer2000/MSDE2000supportthedatainterchange
format,theimportanceofwhichhasrecentlycontinuedtoincrease,especially
forWebapplications.

Appendices
AppendixA,“NamingConventions,”containstheReddickVBANaming
Conventions.Theseguidelinesfornamingvariablescanhelpsupportand
standardizeyourprogramming.AppendixB,“InternetAddresses,”featuresalist
ofinterestingWebaddresses.AppendixC,“SQLServer/MSDESpecifications,”
isareferenceindexinwhichyoucanlookupsomeAccessprojectandSQL
Serverspecifications.


TheSampleDatabase
Wehavemadeanefforttoillustrateallexampleswithamanageabledatabase
examplethataskssimpleaswellascomplicatedquestions.Theadvantagefor
youisthatyoudonothavetofamiliarizeyourselfwithanewdatamodelevery
timeanewexampleispresented.Thesampledatabaseandinstallation
instructionsareincludedonthebook’scompanionCD
WehaveselectedContoso,Ltd,whichshowscurrentmoviesonmultiple

screens.Thesampledatabaseadministersshowschedules.Contosowantsto
administeritsmovies,schedules,andtheaters.Foreachcalendarweek,thereisa
listofmoviesplayingduringthatweek.Otherinformationonthedatabase
includeshowlongeachmoviehasbeenout,themovie’slength,andtheMotion
PictureAssociationofAmerica(MPAA)rating.Showschedules,admission
prices,thetheaterwherethemovieisplaying,thenumberofseatsinthattheater,
andtheturnaroundtime(thetimeneededtoclearthetheaterandfillitupwith
theaudienceattendingthenextshow)arealsoprovided.
AlldetailsrelatingtoaspecifictheateraresavedinthetabletblTheaters,shown
inFigure1-1.TheTheaterNumberisthetable’sprimarykey(PK).

Figure1-1Theaterdata
DetailedinformationabouttheindividualmoviesissavedinthetabletblFilms,
andtheprimarykeyistheFilmNr,asshowninFigure1-2.
Figure1-2Moviedata


ThefieldMPAANrreferencesthetabletblMPAA(notshown),wheretheMPAA
valuesG,PG,PG-13,R,andNC-17arelisted.
Theaterschedulesarealwayscreatedforoneweek,whichmeansthatamovie
playsforthedurationofoneweek.Duringthatweek,themoviecanbeshownin
differenttheaters.Ontheweekend,forexample,aspecificmoviemightbe
showninalargetheater.Thecorrespondingfilmnumberforacalendarweekis
savedinthetabletblWeeks.Inthisexample,acalendarweekisidentifiedbythe
dateforthefirstdayoftheweek.ThetabletblWeeksalsoincludesacolumn
namedWeekShown,whichcontainsentriesthatspecifythenumberof
subsequentweeksamovieisbeingshown.Inourexample,showninFigure1-3,
themovieadmissionpricesaredeterminedbyweek.
Figure1-3ThetblWeekstable
ThetabletblMovieSchedulecontainsinformationaboutthespecificdaysa

movieisplayingduringtherespectiveweekandwhichtheaterisshowingthe
movie,alongwiththeshowtimes.TheWeekNrfieldisusedtocreatealinktothe
calendarweek,andthustothemovie.AsshowninFigure1-4,the
TheaterNumbercolumnspecifieswhichtheaterisshowingthemovieduringthe
respectiveweek.
Figure1-4Scheduledata
TheDaycolumnspecifiesthedayoftheweek.Forschedulingpurposes,
Germany’scinemaweekbeginsonThursday,meaningthatnewtheatrical
releasespremiereonThursdays.
Theprogramnowcreatesarecordforeveryshow.Forexample,ifamovie’s
showtimeisThursdaysat8P.M.,theentryintheDaycolumnis1andtheentry
intheTimecolumnis8:00:00PM.
Ifamovieplayseverydayoftheweekat8P.M.inthesametheater,youmust
savesevenrecordsinthetable.Tolimitdatavolume,conventionswerecreated
tosummarizedata.
Forexample,ifamovieplayseverydayoftheweekatthesametimeinthe
sametheater,onlyasinglerecordwiththevalue11isenteredintheDay


column.Ifamovieisscheduledtobeshownontheweekend,thevalue9is
enteredintheDaycolumn.Table1-1liststherelevantcodes.
Table1-1DataEntryConventionsforDays
NumberofDays Description
1...7
Individualdays(Thursday=1…Wednesday=7)
8
Fri/Sat
9
WeekendSat/Sun
10

Thurs/Mon–Wed(alldaysoftheweek,exceptweekends)
11
Alldaysoftheweek
WealsousethetabletblBoxOffice,showninFigure1-5.Thetableisintendedto
provideinformationabouthowmanymoviegoersattendedeachshow.
Figure1-5tblBoxOfficetable
Figure1-6illustratestherelationshipsamongthefivetables.Notethatthe
relationshiplinesdonotruntoandfromthefieldsthatarerelatedtoeachother.
Instead,therelationshiplinessimplyendsomewhereattherespectivetables.
Theeasiestwaytodiscerntheactualrelationshipsistolookatthefieldnames.
Forexample,thetablestblFilmsandtblWeeksbothcontainafieldnamed
FilmNr,whichisusedtocreatetheforeignkey(FK)relationship.


Figure1-6Relationshipsbetweenthetables


SystemRequirements
YourcompanionCDincludestheREADME.TXTfileintherootdirectoryofthe
CD.ItwillprovideyouadditionalinformationabouttheCDcontentsand
supportinformationforthebook.
ThefollowingaretheminimumsystemrequirementsforusingtheCD-ROM
includedwiththebook:
PCwithPentium166MHzorhigherprocessor
MicrosoftWindows98,WindowsMe,WindowsNT4.0,Windows2000,
WindowsXP
32MBofRAMforWindows98,WindowsMe,WindowsNT4.0
64MBofRAMforWindows2000,WindowsXP
Hard-diskspacerequired:
250MBforatypicalinstallationofSQLServer

53MB(minimum)forinstallationofMSDE
40–100MBforinstallationofServicePacks
CD-ROMdrive
VGAorhigher-resolutionmonitorrequired
Displaysystemcapableof800x600orhigherresolution.
MicrosoftInternetExplorer5.01orlatertoviewtheelectronicversionofthe
book
MicrosoftAccess2002

Support
Everyefforthasbeenmadetoensuretheaccuracyofthisbookandthecontents
ofthecompanionCD-ROM.MicrosoftPressprovidescorrectionsforbooks
throughtheWorldWideWebatthefollowingaddress:
/>

ToconnectdirectlytotheMicrosoftPressKnowledgeBaseandenteraquery
regardingaquestionorissuethatyoumighthave,goto:
/>Ifyouhavecomments,questions,orideasregardingthisbookorthecompanion
CD-ROM,pleasesendthemtoMicrosoftPressusingeitherofthefollowing
methods:
PostalMail:
MicrosoftPress
Attn:MicrosoftAccessProjectswithMicrosoftSQLServerEditor
OneMicrosoftWay
Redmond,WA98052-6399
E-Mail:

Pleasenotethatproductsupportisnotofferedthroughtheabovemailaddresses.
ForsupportinformationregardingSQLServerandAccess,pleasevisitthe
MicrosoftProductSupportWebsiteat

Chapter2

AccessProjects
MicrosoftAccesswasoriginallydesignedasadatabaseforsmall-solution
applicationsanddesktopuse.Consequently,databaseapplicationsthatuse
Accessencounterdifficultywhentheapplicationhandleslargevolumesofdata
ornumeroususersaccessanAccessdatabaseoveranetwork.
WithitssimpleyetpowerfulinterfaceandtheMicrosoftVisualBasicfor
Applications(VBA)integratedprogramminglanguage,Accesscreatesan
excellentenvironmentforrapidapplicationdevelopment;however,many
programmersanddatabasedevelopershaveundertakenlarge-scaleprojects
usingAccess.Inmanycases,thisapproachhasbeensuccessful,notwithstanding
theextraeffortsandworkaroundsrequiredtocompensatefortheshortcomings
ofAccess.
Whenlargevolumesofdataarebeinghandled,possiblyinvolvingmultipleusers
atthesametime,databasemanagementsystems(DBMSs)likeOracle,IBM
DB2,Informix,SoftwareAGADABAS,MicrosoftSQLServer,andothersare
muchmoresuitablethanAccess.ManybusinessesuseAccessasthefrontend
clienttothesedatabases,butthisisnotproblem-freeeither,aswediscusslater.
Formanyyears,Microsofthasbeentryingtogetafootholdinthehard-fought
databasemarketwithitsDBMSproduct,SQLServer.Whereasmostofthe
products,likethoseofferedbymarketleaderOracle,originatedonmainframes
andlargeUNIXcomputers,Microsofthastakenabottom-upapproach.
SQLServerevolvedfromSybaseSQLServer,releasedin1987.In1988,
Microsoftjoinedinthedevelopmentoftheproduct,whichledtoMicrosoftSQL
Server4.Subsequently,SybaseandMicrosoftpartedwaysafterversion4,with
SybasefurtherdevelopingtheUNIXversionsoftheproductandMicrosoft

focusingonWindowsNTversions.MicrosoftSQLServer6wasthefirstversion
tobecompletedbyMicrosoftalone.SQLServer6.5wasreleasedin1996,and
version7appearedin1998.
WithMicrosoftSQLServer7,Microsoftreleasedaproductthatwasmoreor
lessonparwithestablishedDBMSs.Atthetimeofwriting,MicrosoftSQL


Server2000holdsseveralbenchmarks,comingaheadofUNIXcompetitors.
MicrosoftistryingtoincreaseSQLServer’sshareofthemarketbypositioningit
asadatabasesystemforsmalltolargeapplications,withAccessservingasthe
front-endanddevelopmentenvironment.A“scaleddown”versionofSQL
ServercalledMicrosoftDataEngine(MSDEdatabaseaspartofSQLServer7
release)isincludedwitheveryMicrosoftOffice2000andMicrosoftOfficeXP
suite,theaimbeingtotemptAccessuserstomigrate.
WithAccess,ithasalwaysbeenpossibletoattachtablesfromexternaldatabase
systems,ensuringthatthedatacouldbeaccessed.TheconnectiontotheDBMS
isaccomplishedusingopendatabaseconnectivity(ODBC


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