How to Backup a Microsoft Access 2016 Database

How to Backup a Microsoft Access 2016 Database


Hello again and welcome back to our course
on Access 2016. In this section we’re going to look at a
very important topic and one which will slightly interrupt our flow in terms of further developing
our databases. But once you start storing even a moderate
amount of data in an Access database you need to make sure that that data is safe. Now various things can go wrong. For instance let’s suppose that you’re
working through this course on a laptop and you’re setting up your movies and you’re
starting to add movie information, maybe you’ve started creating a database covering something
of your own interest as well. If somebody stole your laptop with all of
your work on it you’d be more than a little unhappy. Unfortunately another possibility is that
you’re working away on your Access database or databases and for some reason one of them
gets broken. Something happens. It could be Access’s fault not yours but
the database stops working. Now one very important thing to have up your
sleeve in either of these situations is a backup copy of your database. Now I should point out that what I’m talking
about in this section relates to Access desktop databases and not Access apps or web apps,
which we’re going to look at a bit later on. And I should also point out that one of the
big advantages of Access is that in the configuration that we have at the moment everything is in
one file, one ACCDB file, so you don’t actually have to do anything other than keep a safe
copy of your ACCDB file. Now I should also point out that the use of
a single ACCDB file is only one way of creating and operating Access desktop databases. There are options such as splitting the database
which mean that you can separate out the data from what’s called the UI, the User Interface. But here I am talking in this section just
about the situation where we have a single ACCDB file. Now in order to take a backup it really is
a straightforward case of copying that file on a regular basis. And when you do it will depend on how much
you use the database. So if you tend to use a database every day,
do quite a bit of work on it you don’t want to lose a load of data, maybe you’re entering
new records every day. You probably want to take a copy of the file
every day. If you only use it occasionally you may want
to take a copy of it say just after you’ve done a batch of work on it, on a more irregular
basis. Other situations in which you might want to
take a backup copy might be just before you make a major design change. So let’s suppose you’re working on the
movie database, you’ve added a load of movies and you’re just about to add the actors
to the movies and maybe make some more changes to the movie table. Immediately before that would be a good idea
to take a backup of your database so that if it all goes horribly wrong you can get
back to that backup copy. You’ll also see later on in the course when
we talk about queries that you might do what are called Action Queries, queries where you
update some data using some sort of programming logic. Let’s think in terms of Esprit de Tour. Maybe once a year they run a query which updates
all their prices, say increases them by 3%. Immediately before that would be a good idea
to take a backup of the database so that if the query goes wrong you can go back to how
things were before you tried to run it. So there are many reasons for running backups. There are many occasions where you might need
to run a backup either on a regular scheduled basis or on an ad hoc basis to cover a particular
situation. Now there is a very good Help topic to explain
a lot of this and to tell you how to backup a database and indeed how to restore a database. There’s the topic, Protect your data with
backup and restore processes. I suggest that you read through that topic. Note one or two particular topics here, Plan
regular backups, Backup a split database. This is the situation I briefly mentioned
just now where a database is split between data and the user interface side of things. This is what we normally refer to as the backend
and the frontend. There’s the topics on restoring a database
or restoring individual objects in a database. So that’s a very important topic and it’s
very important that you get your backup regime in place. Now I’m not going to fully backup this Night
Movies database but I am going to go through part of the backup process as described in
this Help topic. If I wanted to run a backup now of my Night
Movies database first it’s very important to make sure that there is nothing in progress,
I’m not halfway through updating a record or something like that. Now I’m going to make sure that the database
is in effect not being used. This of course becomes a more complicated
thing to do when more than one person is using the database. But let’s suppose it’s just me. I go File, Save As, and one of the options
under Save Database As is Backup Database. If I click on Backup Database and then Save
As what Access 2016 will do will be to save my database and it changes the name. it puts the date as part of the name. And in that way if you wanted to keep a succession
of backups you could quite easily. And of course that will always identify for
you when a particular backup was run. And basically what it does is to take a copy
of the ACCDB file and its contents at that time. Now for the complete instructions for doing
a backup, although to be honest that’s almost all of it, I refer you to that Help topic
and I do suggest you read through that Help topic and treat the contents of it very seriously
from this point onwards, particularly if you’re creating your own databases already and starting
to add valuable data and put valuable time into designing and building tables and other
objects. So that’s backup in Access 2016. I’ll see you in the next section.

Danny Hutson

5 thoughts on “How to Backup a Microsoft Access 2016 Database

  1. Sorry. Can't believe you took morre than 7 minutes of my time explaining almost nothing and in the end referring to 'read the help file'. Is you complete course like this????

  2. Just Go to 5:36 if you want to save some time. Thanks for the information is always good to know not only how to execute commands and procedures but the reason behind it. I appreciated your Video.

  3. Over 5 and a half minutes to show me the backup option is in the "SAVE AS" options……Wow…….WAY TO GET TO THE POINT………………Sheez!

  4. Good job … sorry can you help me how i can detect space in garage car parking lot by query in access .. please!!

  5. Well alright, good cause I just got this job and my supervisor just retired. I figured if I can keep a secession of backups going I can learn how to fix it when the time arises.

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