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#

- Day 7
  - Using the Visdata Program
  - - Using Visdata to Maintain Databases and Tables
    - The Visdata Opening Screen
      - Figure 7.1.
    - The Main Menu
      - Figure 7.2.
    - The Database Window
      - Figure 7.3.
      - Figure 7.4.
      - Figure 7.5.
      - Figure 7.6.
    - The SQL Statement Window
      - Figure 7.7.
    - The Toolbar Buttons
      - Figure 7.8.
      - Figure 7.9.
      - Figure 7.10.
      - Figure 7.11.
    - The Visdata File Menu
      - Open Database
        - Figure 7.12.
        - Figure 7.13.
        - Figure 7.14.
        - Figure 7.15.
        - Figure 7.16.
        - Figure 7.17.
        - Figure 7.18.
      - New...
        - Figure 7.19.
        - Figure 7.20.
      - Close Database
      - Import/Export...
        - Figure 7.21.
        - Figure 7.22.
        - Figure 7.23.
      - Workspace
        - Figure 7.24.
      - Errors
        - Figure 7.25.
      - Compact MDB...
      - Repair MDB...
      - Exiting Visdata
    - Adding Tables and Indexes to the Database
      - Creating the New CH07NEW.MDB Database
        - Figure 7.26.
      - Adding a New Table to the Database
        - Figure 7.27.
        - Figure 7.28.
        - Figure 7.29.
      - Editing an Existing Field
      - Building the Table
      - Adding a New Index to the Database Using the Design Button
        - Figure 7.30.
        - Figure 7.31.
      - Printing the Table Structure
    - The Visdata Utility Menu
      - Query Builder...
        - Figure 7.32.
        - Figure 7.33.
        - Figure 7.34.
      - Data Form Designer...
        - Figure 7.35.
        - Figure 7.36.
        - Figure 7.37.
      - Global Replace...
        - Figure 7.38.
      - Attachments...
        - Figure 7.39.
        - Figure 7.40.
      - Groups/Users...
        - Figure 7.41.
      - SYSTEM.MD?
      - Preferences
    - The Visdata Windows and Help Menus
      - The Windows Menu
      - The Help Menu
    - Summary
    - Quiz
    - Exercises

## Day 7

## Using the Visdata Program

Today you will learn everything you need to know about using one of the most valuable sample programs that is shipped with Visual Basic 5--the Visdata sample application. You'll learn how to use the Visdata sample application to maintain your database files, including creating and modifying database tables, performing simple data entry on existing tables, and using Visdata to make backup copies of existing databases.

> NOTE: This lesson does not cover the source code for Visdata or talk about how Visdata works. You can, however, learn a great deal by bringing the Visdata project up within Visual Basic 5 and studying the modules and forms. Studying Visdata in this manner is an excellent way to learn how to create dynamic data entry forms, handle SQL processing, and link your Visual Basic 5 programs to back-end database servers using ODBC drivers.

### Using Visdata to Maintain Databases and Tables

Visdata is an excellent tool for constructing and managing databases for your Visual Basic 5 applications. You can use it to create new databases, add or modify tables and indexes, establish relationships, set user and group access rights, test and store SQL query statements, and perform data entry on existing tables.

Visdata can present dynamic data entry forms in page format or grid layout format. You can add, edit, or delete records in any table using Visdata. You can connect to Microsoft Jet versions 1.1, 2.0, or 3.0 databases, as well as versions of dBASE, FoxPro, and Paradox. You can even access data from Excel spreadsheets, delimited text files and ODBC-connected databases. Visdata is a great tool for building sample tables and entering test data for your Visual Basic 5 applications. It is also a good tool for compacting, repairing, and managing user and group access rights for Microsoft Jet databases.

Visdata allows you to test SQL queries and save them in your Microsoft Jet database as stored queries that you can access from your Visual Basic 5 programs. You can also use Visdata to copy records from one table to another--even to copy whole data tables from one database to another. This capability gives you the power to create backups of selected information from your existing databases.

Finally, you can use Visdata to inspect the properties of Microsoft Jet data objects such as fields, relationships, tables, and indexes. You can learn a great deal about how the Microsoft Jet database engine operates by using Visdata to peek under the hood to see the heart of the Visual Basic 5 data access engine.

### The Visdata Opening Screen

If you don't already have Visdata running, start it now. You can start Visdata by selecting Visual Data Manager... from the Add-Ins menu. Once started, select File | Open Database... | Microsoft Access..., and then open the `BOOKS5.MDB` database that shipped with the CD included with this book. Your screen should look like Figure 7.1.
Figure 7.1. The Visdata main screen.

This MDI form is "Data Central" for the Visdata application. All database activity starts from this screen. Four major components of this screen deserve attention:

- The Main Menu: This menu gives you access to all the features of Visdata. This menu also expands once you open a database.

- The Database Window: This window shows all the properties and table objects present in the database you currently have open.

- The SQL Statement Window: This window allows you to write and execute standard SQL statements against the database you currently have open.

- The Toolbar: You use this to determine the type of data objects you want to work with.

Now let's go through each of the four components of the Visdata main screen in a bit more depth.

#### The Main Menu

The Visdata Main Menu contains four menu items: File, Utility, Window, and Help. The Utility menu item is enabled once a database is opened.

The Visdata Main Menu gives you access to all the features and options of the program. You'll learn each menu option in depth later, but first, let's explore the File menu options just a bit.

The File | Open Database... option, which we used in the preceding section, allows you to open an existing database. This database can be any one of several formats. The most common database format you'll probably deal with is the Microsoft Jet format (also known as the Microsoft Access database format). For practice, let's use Visdata to open an existing Microsoft Jet database.

Select File | Open Database... | Microsoft Access. The Visdata program presents you with an Open Microsoft Access Database dialog box (see Figure 7.2).
Figure 7.2. Opening a Microsoft Access database.

Locate and select the `BOOKS5.MDB` database that can be found in the `\TYSDBVB5\SOURCE\DATA` directory on the CD that ships with this book. Click the Open button to load the database. Once the database is loaded, Visdata updates the Database window to show all the primary data access objects in the currently opened database. Your screen should now look something like Figure 7.3.

You can close the database by selecting File | Close from the Visdata main menu.

#### The Database Window

The Database window shows all the major data access objects in the currently opened database. The Database window is where you go to add new tables to the database and modify the design of one of the current tables. You can also open existing data tables to add records to them. If you click the alternate mouse button within the Database window while you have a table highlighted, you see several other table management options.
Figure 7.3. Visdata with an open database.

> NOTE: We use the term "alternate mouse button" to avoid any confusion between left-handed and right-handed users. If you have your mouse set for left-handed use, the alternate button is the left button; if you have your mouse set for right-handed use, the alternate button is the right button.

Properties The Properties object shows the various properties of the opened database. With the `BOOKS5.MDB` database open, click the + sign next to the Properties object. Your screen should look like Figure 7.4.

> NOTE: Many of the properties listed on this screen are available only in the Version 3.0 Microsoft Jet MDB format. Don't be alarmed if your screen has several empty fields. You learn more about the difference between the various MDB formats later.

Figure 7.4. Viewing the database properties.

Open The Open alternate mouse option loads the selected table. It performs the same function as double-clicking the table name. Design The dDesign option brings up the table Structure design dialog. You can view, edit, and add fields and indexes from this screen. Try this with a few tables so you can get a feel for the information available in the Design dialog. Rename The Rename option allows you to rename the highlighted table without deleting the data. Highlight the Authors table by clicking it once with the primary mouse button. Now click the alternate mouse button to bring up the context menu. Select Rename from the menu and enter MoreAuthors as the new name, and then press Enter. Your screen should look like Figure 7.5 as you rename the Authors table.

Before you continue with the project, change the MoreAuthors table back to Authors using the same technique previously described. Delete The Delete option lets you delete the highlighted table and all its contents. To delete a table and all its contents, select the table you want to delete and click the alternate mouse button.

Select the MoreAuthors table and click the alternate mouse button to bring up the context menu. Select Delete from the list. Click Yes at the confirmation dialog message to delete the MoreAuthors table. Your window list refreshes automatically.
Figure 7.5. Renaming a data table.

Copy Structure The Copy Structure... option lets you copy the highlighted table's field layout and design, with or without existing data, to a different database. Select the Authors table and click the alternate mouse button to bring up the context menu. Select Copy Structure... from the menu list, and you see a dialog box like the one in Figure 7.6.
Figure 7.6. Copying a table.

Notice that you can enter a new database name and connect string in the dialog box. This capability means you can copy the structure to an entirely different database. Leave the database name and connect string alone for now. Check the Copy Indexes and Copy Data checkboxes, click on the Authors table in the Table list box, and click OK. You are then prompted for a table name. Enter MoreAuthors and click OK. A message from Visdata appears, telling you that the new table has been created. When you exit the dialog by clicking Close, Visdata refreshes the Window List automatically. You should now see a new table in the list--MoreAuthors. Refresh List The Refresh List option updates the window to reflect changes in the data access objects that are part of the database. Usually, Visdata refreshes the Database window each time you take an action that affects the contents of the list. Some actions, however, do not automatically update the window. For example, if you use the SQL window to enter SQL statements to create a new data table in the database, Visdata does not automatically refresh the Database window.

To refresh the Database window, simply click anywhere in the Database window, and then click once with the alternate mouse button to bring up the context menu. Select Refresh List from the list. Visdata refreshes the Database window to reflect the current state of the data access objects in the opened database. New Table This option displays the Table Structure dialog, which can be used to construct a new table or index. We work on building new tables in the section entitled "Adding Tables and Indexes to the Database" later in this chapter. New Query This option displays the Visdata Query Builder, which can be used to help build SQL statements. We discuss the Query Builder when describing the Utility menu later in this chapter.

#### The SQL Statement Window

The SQL Statement window enables you to enter and execute standard SQL statements against the opened database. You can save the SQL query for later use in your Visual Basic 5 programs.

Select the SQL Statement window by clicking the top border of the window one time. Now enter the following SQL query into the text window:

    SELECT * FROM Authors

Now, make sure that the Use DBGrid Control on New Form icon, located at the top of the Visdata window, is selected, and then select the Execute button in the SQL Statement window to run the query. This is not an SQL Passthrough query, so answer No when prompted with this question.

This statement selects all the data in the Authors table and presents it to the screen. Your screen should look like the one in Figure 7.7.
Figure 7.7. Results of an SQL query.

> NOTE: We will cover SQL SELECT queries in depth in the lesson on Day 8, "Selecting Data with SQL." For now, just remember that you can write, test, and save your SQL queries using the Visdata SQL window.

You can save this query for later use within your Visual Basic 5 programs by first closing the screen that contains the result of your Select query and then clicking on the Save button in the SQL Statement window. Next, supply the query object name qryTest, and click OK in the dialog box that appears (see Figure 7.8). Again, this is not an SQL Passthrough query, so answer No when the SQL Passthrough dialog appears.

Each time you load Visdata, the program remembers the last SQL query you entered in the SQL window. You can click the Clear button to clear out the text in the SQL Statement window.

#### The Toolbar Buttons

Icons appear on a toolbar near the top of the Visdata main screen. You use these icons to establish the type of data object Visdata uses to access the data and the type of data entry form Visdata uses to present the selected data on the screen. You can also use these icons to assist in making changes to your database, with the option of committing the changes once made or rolling back (undoing) the change.
Figure 7.8. Saving a query.

Selecting the Default Data Access Object The first set of icons controls the type of data access object that Visdata uses to open the data table. The default data access object is the Visual Basic 5 Dynaset, the most flexible Visual Basic 5 data access object. You can use the Dynaset object to create updatable views of more than one table or open an existing table for read/write access.

You can also use the Snapshot data access object to open a read-only view of one or more data tables. Snapshot objects are faster than Dynasets, but require more workstation memory.

Finally, if you only need access to the physical base table in the database, you can select the Table radio button. Tables are fast and require little workstation memory. The disadvantage of the Table data access object is that you cannot use it to combine two or more tables into a single view.

Even though most of the work you do from Visdata is with base tables, you should set this radio button to use the Dynaset data access object. Dynasets are fast enough for almost all Visdata work and they provide the most flexibility when dealing with multitable views. Selecting the Default Data Form The second set of icons enables you to select the type of data form you see when you load your data access object. Visual Basic 5 now ships with a very nice data-bound grid tool. This grid automatically loads all the fields in the selected data access object and scrolls data records into the table as needed. This grid object may be the most useful selection of the three. Click the Use DBGrid Control on New Form icon to make this your default data form.

The other two icons select two versions of a standard data entry form. The first icon, Use Data Control on New Form, loads the records from the data access object one at a time, using the Visual Basic 5 data control tool. The second icon, Don't Use Data Control on New Form, presents a similar form, but without using the Visual Basic 5 data control tool. The advantage of the Data Control form is that it handles BIT and BINARY data type fields better than the No Data Control form. The No Data Control form, however, allows users to press F4 to display the entire contents of a data field whose contents overflow the control's display area. This zooming feature is handy when dealing with large text fields or memo fields.

You can switch the Form Type radio button after each table is opened and displayed, which enables you to open one or more tables using different data forms. Let's open three tables, each using a different data form.

First, select the Use DBGrid Control on New Form icon from the toolbar. Now double-click the Authors table. This action brings up the Authors table in a grid display. Your screen should look like Figure 7.9.
Figure 7.9. Authors table using the grid data form.

> NOTE: Please note that the columns in this view can be resized. Simply select a column divider with your mouse and drag to the desired width.

Next, select the Use Data Control on New Form button and double-click the Authors table again. Now you see the same data presented in a standard data entry from. Your screen should now look like Figure 7.10.
Figure 7.10. Authors table using the Data Control form.
Next, select the Don't Use Data Control on New Form icon and double-click the Authors table a third time. Now, you see the Authors data presented in a slightly different data entry form. Notice the differences in the way the Contracted field appears on the Don't Use Data Control on New Form (as text) form and the Data Control form (checkbox). Figure 7.11 shows a tiled view of the three data forms side by side.
Figure 7.11. Three data forms side by side.
Beginning, Rolling Back, and Committing Transactions A basic principle in database management is the concept of begin, rollback, and commit transactions. This refers to the theory that changes are temporarily made to the database and reviewed before they are made permanent. If an error occurs as a result of the temporary change, the transaction can be undone, or rolled back without causing permanent damage to the underlying data. This is a particularly handy concept when making large changes to multiple data tables. We address this issue in detail in Day 17, "Multiuser Considerations."

To use this concept in Visdata, simply select the Begin a Transaction icon before you make a change to your database. If you like the change, select the Commit current Transaction icon and the change becomes permanent. If you don't like the change, press the Rollback current Transaction icon to undo the changes.

Please note the use of the word "current" in the Commit and Rollback operations. This refers to all changes made since the last time the Begin icon was selected. Transactions cannot be rolled back once they are committed.

Now that you have seen the major components of the Visdata main screen, let's review each of the menu items in greater detail.

### The Visdata File Menu

The Visdata File menu contains nine items. You can open, create, and close databases from the file menu, import and export data from and to the open database, log into a designated workspace, and review any errors that have been logged since you started Visdata. You can compact or repair Microsoft Jet databases from the File menu. You also exit the program from the File menu.

If you have used Visdata before, you'll also see a list of the most recently used databases in this menu. You can reload one of those databases by clicking its name in the File menu.

#### Open Database

Before you can begin working on an existing database, you must first load it using the Open Database... menu option. This menu option enables you to load one of several database formats. Each format has a slightly different set of options in the menu tree. You can load Microsoft Access, dBASE, FoxPro, Paradox, Excel, text files, and ODBC data sources.

> NOTE: You can load only one database at a time into Visdata. If you need to work on tables from more than one database, you need to use the Utility | Attachments... menu option to attach the foreign data tables (the tables that are contained within a database other than the one on which you are working) to the database you currently have open. We cover the Attach option later in this lesson.

When you select Open Database..., you see several other menu choices. You select one of the secondary items depending on the database format you want to access. The following sections cover each of the secondary menu choices and how you use them to open existing databases. Microsoft Access When you select the Microsoft Access... option, Visdata brings up a File Open dialog box and prompts you to select the Microsoft Access database you wish to load (see Figure 7.12).
Figure 7.12. Loading a Microsoft Access database.
dBASE (III, IV, and 5.0) You can also use Visdata to load dBASE-format databases. When you select the dBASE menu option, you see an additional menu that asks you to select version III, IV, or 5.0 database format.

> WARNING: You must tell Visdata what dBASE format you are loading so that it knows what index files and memo field formats to expect. If you load an incorrect format into Visdata, you do not see an error message right away. You may receive error messages, however, when you attempt to read or write data to the database. These errors may permanently corrupt your database. Be sure you load the FoxPro and dBASE databases using the correct menu option to avoid problems.

When you select the correct format, you see the File Open dialog box prompting you to locate and load a database. After the database is loaded, you see the list of available tables. You also see a message at the bottom of the screen suggesting that you use the Attach option to access the dBASE format data tables (see Figure 7.13).
Figure 7.13. Viewing a loaded dBASE database.

> TIP: When you deal with non-Microsoft Jet data formats, you get better performance speed if you access them through the Utility | Attachments... menu option. We cover the Utility | Attachments... menu option later in today's lesson.

FoxPro (2.0, 2.5, 2.6, and 3.0) Loading the FoxPro format databases works the same as loading the dBASE format databases. When you select FoxPro from the menu, you see an additional menu list that asks you to select the proper database format. When you select the format, you see the File Open dialog prompting you to locate and load the proper database. The same warnings mentioned in the preceding dBASE section apply here. Do not attempt to load a FoxPro 2.6 format database using the FoxPro 2.5 format menu option. Even if the file loads initially without errors, you will probably get unpredictable results and may even corrupt your database. Paradox (3.x, 4.x, and 5.0) Opening Paradox files with Visdata works much like opening FoxPro or dBASE format databases. You select the database version you wish to access, and then fill out the File Open dialog box to locate and load the database. The CD that ships with this book contains a Paradox 4.x format database called `PDSAMPLE.DB`. You can locate and load this file from the `\TYSDBVB5\SOURCE\DATA\PARADOX` directory. Excel Visdata can also directly load Microsoft Excel spreadsheet files and enable you to manipulate their contents. When you select Excel... from the Open Database menu, you see the File Open dialog box that prompts you to locate and load the Excel spreadsheet.

Visdata locates all sheets and named ranges defined in the Excel file and presents them as table objects in the Database window (see Figure 7.14).
Figure 7.14. Using Visdata to directly load an Excel spreadsheet.
Figure 7.15 shows the sample Excel spreadsheet `\TYSDBVB5\SOURCE\DATA\XLDATA\EXSAMPLE.XLS` as it appears in Excel. The range name box is opened in the illustration so that you can see how the range names in Excel compare to the table names in Visdata.

Figure 7.16 shows the same Excel file opened using Visdata. In Figure 7.16, the table object Sheet1$ has been opened as a Dynaset object.

> WARNING: Visdata opens Excel data files for exclusive use only. If you have an Excel spreadsheet open with Visdata, no other program on your workstation, or any other program on the network, can open the same spreadsheet. If some other program has an Excel spreadsheet open, you cannot open it using Visdata until the other program closes that file.

After you open the Excel file, you can perform all data entry operations on that file including creating new tables and editing data in existing tables in the spreadsheet.
Figure 7.15. Viewing `CH0702.XLS` with Excel.
Figure 7.16. Viewing `CH0702.XLS` with Visdata.
Text Files Visdata can load various standard formats of ASCII text files for read-only access. When you select a file to load (using the File Open dialog box), you actually open the entire directory as a database. Visdata permits you to select any file with a .TXT extension from the Database window and open it as a read-only data table. Figure 7.17 shows the file `\TYSDBVB\SOURCE\DATA\TEXT\TXSAMPLE.TXT` opened as a read-only data file.
Figure 7.17. Opening a text file with Visdata.
Visdata recognizes several types and formats of ASCII text files. The default format is comma-delimited fields with character fields surrounded by quotes. ODBC The ODBC... menu option is slightly different from the previously discussed Open commands. This option enables you to use Visdata to open predefined ODBC data sources. When you select the ODBC... menu option, you see a screen that asks you for the data source type, data source name, user ID, and password for that data source (see Figure 7.18).

After you fill out the ODBC dialog box, Visdata locates and opens the data source and updates the Database window.
Figure 7.18. Using Visdata to open an ODBC data source.
Before you can open an ODBC data source, you must first define that data source using the ODBC program from the Control Panel. You learn about defining and accessing ODBC data sources in depth in Week 3. If you want more information on defining ODBC data sources, you can refer to the help available when you load the ODBC programs from the Control Panel.

#### New...

The New menu option enables you to use Visdata to create entirely new databases in several formats. This section concentrates on the Microsoft Access database format. Most of the rules for creating Microsoft Jet databases apply equally to non-Microsoft Jet formats. Although the Visdata application can create a non-Microsoft Jet database, you should not use Visdata to create non-Microsoft Jet databases very often. If you need to work in non-Microsoft Jet formats, use the native database engine to create the data files. You can then use Visdata to access and manipulate the non-Microsoft Jet databases. Access (Version 2.0 and 7.0) When you select the Microsoft Access menu item, Visdata asks you to select one of two versions of Microsoft Access data format: 2.0 or 7.0. The 2.0 format can be read by all versions of Microsoft Access and by Microsoft Visual Basic versions 4.0 and later. Version 7.0 format databases can only be read by the 32-bit version of Visual Basic 4 and by the 32-bit version of Microsoft Access. The advantage of the older formats is that the data can be read by most versions of the software. The advantage of the version 7.0 format is that it allows for additional database properties that are not available in the older formats.

> WARNING: Attempting to read a version 7.0 Microsoft Access database with Access version 2.0 or Visual Basic version 3.0 results in an error that tells you your database is invalid or corrupt. If you know that you will be

working only with software that can read version 7.0 files, you should select the version 7.0 format because it provides additional features. If, however, you plan to deploy your database in an environment that contains both 16- and 32-bit versions of the software (you use Visual Basic 3, or 16-bit Visual Basic 4), you should stick with the version 2.0 data format.

After you select a database format from the submenu, Visdata presents you with a dialog box that prompts you to enter a filename for the new database (refer to Figure 7.19).
Figure 7.19. Creating a new Microsoft Access database.
Creating a new database does not automatically create data tables; you must use the New command button in the Database window to create a new table. dBASE, FoxPro, and Paradox Creating dBASE, FoxPro, and Paradox format databases is similar to creating Microsoft Access databases. When you select one of these formats, you are prompted to indicate the exact version of the database you want to create. After you select a version, Visdata presents you with a simple dialog box that prompts you to enter a name for the database. This name is not a data file; it is a file directory (called a folder in Windows 95). You can include any valid drive designator and directory path you want when you create the database. See Figure 7.20 for an example of creating a FoxPro database directory.

> WARNING: Remember that Visdata creates directories (or folders), not data files, when you create dBASE, FoxPro, or Paradox databases. Be sure to use names that make sense as directories or folders.

Figure 7.20. Creating a FoxPro database directory.
Text You can use Visdata to create text data files. These files are comma-delimited ASCII text files that you can open for read-only access from Visdata. Even though you can create the database files and tables, you cannot add any data to the tables or create indexes on the data tables. This might be useful if you want to create ASCII text data files for use by other applications.

When you select the text menu option, Visdata prompts you to enter a name for the database. This name is used to create a directory (Windows 95 folder) on the designated drive. You can use any valid device designator and directory path you want when you create the database.

#### Close Database

The Close Database menu option simply closes the open database. All tables are closed at the same time.

#### Import/Export...

The Import/Export... function allows you to move data into and out of the currently open database. To bring data in from another database, simply select Import/Export... from the File menu. When this option is selected, you are presented with the dialog shown in Fig- ure 7.21.
Figure 7.21. The Import/Export dialog.
Next, select the Import command button. You are requested to select the database format from which to extract data. See Figure 7.22 for details.
Figure 7.22. The Import Data Format selection.
Select your database format and select OK. You are then presented with a dialog that allows you to select a data table to import from the database you selected in the preceding step. (See Figure 7.23.)
Figure 7.23. Selecting a table to import.
Select the desired table and select the Import button to move the data into the currently open database.

To export data, select Import/Export... from the File menu. Then, select the table from the dialog that appears and press the Export Table(s) button. You are then prompted to select a format and a file to hold the exported data.

#### Workspace

The Workspace menu item displays a login dialog that allows you to log in to the currently open database as a different user. This is handy if you want to test user IDs and passwords. When you select Workspace from the menu, you see a dialog box that requests a login ID and password (see Figure 7.24).
Figure 7.24. Viewing the Login dialog.
Workspace data objects are covered in detail on Day 10, "Creating Database Programs with Visual Basic Code."

#### Errors

The Errors menu option shows the last error or set of errors reported to Visdata (see Fig- ure 7.25).
Figure 7.25. Viewing the errors collection.
Some data sources return more than one error message per transaction (usually ODBC data sources), which is referred to as the errors collection. This menu option lets you review the errors collection in a grid listing. If no errors have been returned, this grid is empty.

> TIP: Even if you have had several successful database transactions since your last error, the most recent error remains in this grid display.

#### Compact MDB...

You can use Visdata to compact existing Jet databases (MDB files). Compacting a database removes empty space in the data file once occupied by records that were deleted. Running the Compact menu option also reorganizes any defined indexes stored in the database.

When you select Compact MDB..., you have to select a database format. If you select 3.0 MDB... from this menu, the database you selected is compacted and stored as a Microsoft Jet version 3.0 database. If you select 2.0 from this menu, the database you select is compacted and stored as a Microsoft Jet version 2.0 database.

> NOTE: Although not recommended, you can use the Compact Database menu option to convert older database formats to newer ones, but you cannot use the Compact Database menu option to convert newer formats to older ones. For example, you cannot convert a 3.0 Microsoft Jet database to a 2.0 Microsoft Jet database.

When you select the target format, you see a File Open dialog box asking you to select the database you want to compact. The database you select cannot be opened by any other program while it is being compacted. After you select the source database, you have to enter the name of the destination database file. If you select the same name as the source, your current data file is overwritten with the new format. If you select a new database filename, all information is copied from the source database to the target database.

> WARNING: Even though Visdata allows you to compact a database file onto itself, this practice is not recommended. If anything happens midway through the compacting process, you could lose some or all of your data. Always compact a database to a new database filename.

Before Visdata compacts your database, you will be asked if you want to encrypt the data. If you say Yes, Visdata copies all data and encrypts the file so that only those who have access to the security files can read the data. We talk more about data encryption on Day 21 "Securing Your Database Applications."

#### Repair MDB...

If you get a "database corrupt" error when you attempt to open a Microsoft Jet database file, you may need to repair your database. Database files can become damaged due to power surges during read/write operations or due to physical device errors (damaged disk drive plates, and so on). You can repair an existing database by selecting Repair MDB... from the File menu. You then see a File Open dialog box that asks you for the database filename. Once you select the filename, Visdata loads and repairs the database to the best of its capabilities. Unfortunately, you may receive a message saying some of the data could not be recovered.

> TIP: Remember to make copies of your database on a regular basis. You should not depend on the Repair routine to recover all your data. If you experience a program crash due to corrupted data, you can always restore the file from the most recent backup. You should also use the Windows 95 or DOS defragment utility on your hard drive after performing a Compact or Repair function to improve the overall performance of your application.

#### Exiting Visdata

The Exit item does just what you expect. When you exit Visdata, your current database closes, along with all open database objects. If you have text in the SQL window, it is saved and restored the next time you load Visdata. Visdata also remembers the windows you had open, as well as their sizes and their locations for the next time you load Visdata.

### Adding Tables and Indexes to the Database

When you have created a new database, you can add new tables and indexes to the database. You can also add new tables and indexes to existing databases. To illustrate the process of managing database tables using Visdata, let's create a new Microsoft Access (Jet) database, add a new table, add a new index, and then modify the table structure.

#### Creating the New CH07NEW.MDB Database

If you haven't already done so, load and start Visdata. Select File | New... | Microsoft Access... | Version 7.0 MDB... from the main menu and enter `CH07NEW.MDB` in the Select Microsoft Access Database to Create dialog box (see Figure 7.26). Click the Save button to create the new database.
Figure 7.26. Creating `CH07NEW.MDB`.

####
Adding a New Table to the Database

To add a new table to the database, click the alternate mouse button in an open space of the Database window and select New Table to bring up the Table Definition dialog box. Your screen should look like Figure 7.27.
Figure 7.27. Defining a new table.
Enter NewTable in the Table Name field at the top of the dialog box. Now you can add fields to the data table. Click the Add Field command button to bring up the Add Field dialog box. Your screen should look like Figure 7.28.
Figure 7.28. Adding a new field to the table.
Enter the field name Field1. Set the type to Text and the Size to 10. Notice that you can set default values and validation rules here, as well. We'll cover these properties on Day 9, "Visual Basic and the Microsoft Jet Engine."

After you have entered the information you need to define the field, click the OK button to save the field properties to the database.

> WARNING:: Be sure you click the OK button after each field you define. If you just fill out the dialog box and then click the Close button, the information you entered on the form won't be saved to the database.

Now that you have defined Field1, let's define one more field. Enter Field2 as the name, and select Currency as the Field Type. Notice that you cannot set the field size. Only Text type fields allow you to set a field size. Now click the OK button to save this field definition; then exit the field definition dialog by clicking the Close button. The Table Structure dialog box should now show two fields defined. Refer to Figure 7.29 as a guide.
Figure 7.29. Table Structure with two fields defined.

####
Editing an Existing Field

When you return to the Table Structure screen, notice that the same set of properties you saw in the Add Field dialog box appears to the right of the Fields list. You can edit some of these values for the field by highlighting the field in the list on the left and editing the dialog values on the right. Make Field2 required by selecting the Required checkbox at the right side of the dialog box.

#### Building the Table

Before you leave this screen, you must first click the Build Table button to actually create the table in your database. Up to this point, Visdata has stored the data table and index definitions in memory. Clicking the Build the Table button is the step that actually creates the data table.

> WARNING: If you click the Close button before you click the Build the Table button, you lose all your table definition information. You have to enter all the table definition data again before you can build the new table.

When you add data to an existing data table, you cannot use Visdata to modify the table structure. You must first remove all records from the data table before you can make any modification to the structure. You can, however, add new fields to a table after data has been entered.

#### Adding a New Index to the Database Using the Design Button

You can add indexes to existing tables by selecting the table, clicking the alternate mouse button, and selecting Design... from the menu that appears. This option brings up the same input form you used to add fields to the database. Now let's add a Primary Key index for the NewTable you just created.

> WARNING: Even though Visdata allows you to enter New Index information during the New Tables process, you cannot build a new table and a new index for the same table at one time. Visdata must see the data table that already exists before it can create an index for that table. Use the Design mode of the Table Structure dialog box to add indexes to existing tables.

Click the Add Index command button to bring up the Add Index dialog box. Enter PKNewTable as the index name. Click Field1 in the field list to make that field the source of the Primary Key index. Your screen should look like Figure 7.30.

Be sure to click the OK button to add the index definition to the database. When you have added the index definition, click Close to exit the dialog. Your screen should now look like Figure 7.31.
Figure 7.30. Adding a new index to the database.

######

Figure 7.31. The Table Structure dialog after adding a new index.

####
Printing the Table Structure

While you are in the Design mode of the Table Structure dialog, you can click the Print Structure button to get a hard-copy printout of the selected table and index objects you have defined. Visdata sends the information directly to the default printer defined for Windows and does not prompt you for any options. Please note that the Print Structure button does not appear when creating a New table; it appears only when you select Design after the table has been created.

> TIP: If you want to save the structure to a file, you can use the printer applet in the Control Panel to define a printer as a file, and then set that print device as the default printer before you click the Print Structure button in Visdata. Be sure to reset your default printer after you send your table structures to a disk file.

### The Visdata Utility Menu

The Visdata Utility menu contains several options to help you manage your data tables. You can create, test, and save query objects using the Query Builder; build data entry forms with the Data Form Designer; perform global replace routines on existing data tables; define attachments; define security; and define system preferences.

#### Query Builder...

The Query Builder serves as a good tool for testing queries and then saving them to the database as query objects. You can later access these objects from your Visual Basic 5 programs. The Query Builder enables you to perform complex queries without having to know all the details of SQL syntax.

> NOTE: We cover SQL `SELECT` queries in detail on Day 8, "Selecting Data with SQL." For now, if you are not familiar with SQL statements, just follow along with the example. The important thing to remember is that you can use the Visdata Query Builder to create, test, and store SQL queries.

Let's build a query, test it, and save it in a database. First, make sure you have `BOOKS5.MDB` open (found in the `TYSDBVB5\SOURCE\DATA` directory on the CD included with this book), and then select Utility | Query Builder... from the main menu. You see a data entry form ready for your input (see Figure 7.32).

You have several options on this screen. It's easy to get confused if you are not quite sure of what to look for. Instead of going through all the possible options for a query, this example goes step-by-step through a rather simple `SELECT` query and its results. Table 7.1 shows the values to select and Figure 7.33 shows the completed form. Refer to these items as you build your query.
Figure 7.32. Using the Query Builder.

######

Figure 7.33. The completed query.
Be sure to set the values in the screen in the order they appear in Table 7.1. After you enter the Field Name, Operator, and Value settings, click the And into Criteria button to force the settings into the Criteria box at the bottom of the window.
Table 7.1. Building a query.

Property | Setting
Tables | BookSales
Field Name | BookSales.Units
Operator | >
Value | 14
Fields to Show | BookSales.Title
| BookSales.Units
Order by | BookSales.Units, Desc

After you have entered all the values, click Save and enter qryTest at the dialog prompt. You have just saved the query for future use. Now try running it. Click Run to get Visdata to execute the query. Click No when Visdata asks you if this is an SQL Passthrough query. Visdata then executes the query and displays the results on your screen, as shown in Fig- ure 7.34.
Figure 7.34. Results of the executed query.

####
Data Form Designer...

The Data Form Designer builds a data entry form complete with a data control and command buttons for data administration. The form is saved to the currently active Visual Basic project. To demonstrate, let's build a sample form with the Data Form Designer.

First, make sure you have the `BOOKS5.MDB` (`TYSDBVB5\SOURCE\DATA`) database open in Visdata. Next, select Data Form Designer... from the Utility Menu. You should see the Data Form Designer dialog (see Figure 7.35).
Figure 7.35. The Data Form Designer.
Enter frmAuthors in the Form Name field. Next, select Authors as the RecordSource. Note, when you select Authors, all of the fields within that table appear in the Available Fields list box. Now, click the >> button to move all the fields into the Included Fields list box. Your dialog should look like Figure 7.36.
Figure 7.36. The completed frmAuthors design.
Click the Build the Form button to save the form to the currently active Visual Basic 5 project.

Now, close the Data Form Designer and Visdata and return to your Visual Basic 5 project. Open frmAuthors. You should see a form similar to the one in Figure 7.37.
Figure 7.37. The completed frmAuthors form.
Notice how you have all the data fields, as well as a data control and command buttons. This is a quick and easy way to build forms for data entry!

#### Global Replace...

The Global Replace menu option enables you to perform a mass update of existing tables, which comes in handy when you need to zero values in test data or need to perform mass updates on a database.

For this example, set all the fields in a data table to the same value. Load the `BOOKS5.MDB` database (`TYSDBVB5\SOURCE\DATA`), and then select Utility | Global Replace... from the menu. You see the Global Replace dialog box, as shown in Figure 7.38.
Figure 7.38. Entering a Global Replace command.
Select the NewAuthors table and the Contracted field. Set the Replace With value to zero and leave the Criteria field blank. When you click the OK button, Visdata resets all the NewAuthors.Contracted fields to zero. You can limit the number of records affected by the Global Replace command by entering an appropriate logical statement in the Criteria box. For example, if you wanted to update only the records that have an Au_ID value of 30, you could enter the following line in the Criteria box:

    Au_ID=30

We cover Criteria more in depth in the lesson on Day 8, and you'll learn more about the global replace command in the lesson on Day 14, "Error Handling in Visual Basic 5.0."

#### Attachments...

Visdata allows you to attach external database files to an existing Microsoft Access (Jet) format database. When you create an attachment, you actually create a link between your own Microsoft Access database and another database. You don't actually import any data from the external database into your own MDB. By creating attachments, you can access and manipulate external data files as if they are native Microsoft Access tables. Attached tables appear in the Database window as local table objects in your database, even though they are only links to external data files.

> TIP: Not only is the attachment method convenient, it provides the fastest way to access external data using Visual Basic 5 programs. You can load, index, and display attached external tables faster than you can if you use ODBC or directly open the external data files in their native format.

Now create an attached table in the `BOOKS5.MDB` database that we used earlier today.

If you like, you can create an attachment to any other Microsoft Jet format database you already have on hand.

First, if you don't have it loaded already, select File | Open Database... from the main menu to load the `BOOKS5.MDB` (`TYSDBVB5\SOURCE\DATA`) database. Then select the Utility | Attachments menu option. You will see a grid that shows all the current attachments for this database. Because there are no attachments to this database, this box should be empty. Click the New command button to open the New Attached Table dialog box. Your screen should now look like Figure 7.39.
Figure 7.39. Adding an attachment to a Microsoft Access database.
Table 7.2 shows the information you should enter into the Attachment dialog box.
Table 7.2. New Attached Table dialog box values.

Dialog Field | Value
Attachment Name | Test Attachment
Database Name | `\TYSDBVB5\SOURCE\DATA\CRYSRPT.MDB`
Connect String | Access MDB
Table to Attach | CompanyMaster

If you are attaching to a data source that requires a password in the connect string, you could check the AttachSavePWD checkbox to prevent a login dialog each time you open the database. If you want to create an exclusive attachment, you could check the AttachExclusive checkbox. Leave both of these fields blank for now.

After filling out the dialog form, click Attach to commit the attachment. After you close the Attachment dialog box, you see that the grid is updated to show the new attachment you just added to the database. Close the New Attached Tables dialog and the Attachments grid. You now see a new entry in your Database window list. This shows a new table object. Note how the icon for the attachment differs from the other tables' icons. Your screen should look something like the one in Figure 7.40.
Figure 7.40. An attached table object.
You can now access this attached table just like you would any table you created using Visdata.

#### Groups/Users...

Selecting Utility | Group/Users... brings up the Groups/Users/Permissions dialog shown in Figure 7.41.
Figure 7.41. The Groups/Users/Permissions dialog.
This dialog can be used to set all of the permission rights for users and groups. In order to use this function, you must have a security file (`SYSTEM.MD?`) to which you belong. This function allows the setting of rights and passwords on a user and on a group level.

#### SYSTEM.MD?

Use the SYSTEM.MD? menu option to locate and load the `SYSTEM.MD?` security file. The `SYSTEM.MD?` file contains information about Microsoft Access file security, including defined users, groups, workspaces, passwords, and data object rights. You must create this file using the Microsoft Access utility `WRKGADM.EXE`.

The Utility | SYSTEM.MD? menu option presents you with a File Open dialog so that you can locate and load a `SYSTEM.MD?` file. Once it is loaded, Visdata adds this information to the Registry so that you won't have to reload it in the future.

#### Preferences

The Preferences menu option lets you customize the way Visdata shows you information. Two toggle settings control the way Visdata displays data, and two parameter settings control the way Visdata performs database logins and queries. Open Last Database on Startup When you toggle on the Open Last Database option, Visdata remembers the last database you had open when you last exited Visdata and automatically attempts to open that file the next time you start Visdata. Include System Files When you toggle on the Include System Files option, you see several tables maintained by Microsoft Jet to keep track of table, user, group, relation, and query definitions. Users cannot access these tables, and the tables should not be altered or removed at any time. Query Time-Out Value You can use the Query Time-Out Value menu option to adjust the number of seconds Visdata waits before reporting a time-out error when attempting a query. If you work with slow external data files or ODBC connections, you can adjust this value upward to reduce the number of errors Visdata reports when you run queries. Login Time-Out Value You can use the Login Time-Out Value menu option to adjust the number of seconds Visdata waits before reporting a time-out error when attempting to log into a remote data source. Adjust this value upward if you get time-out errors when dealing with slow ODBC or external data sources.

### The Visdata Windows and Help Menus

The last two items on the Visdata main menu are the Windows menu and the Help menu. These two items contain the usual options that all good Windows programs have.

#### The Windows Menu

This menu helps you control how all the child windows are displayed within the main MDI form. You can Cascade, Tile, or Arrange Icons from this menu. You can also force the focus to one of the three default Visdata windows: Database window, SQL window, or MDI form.

#### The Help Menu

The Help menu gives you access to the Visdata Help file included with your version of Visual Basic 5. You can also view the About box from this menu.

### Summary

Today you learned how to use the Visdata sample application to perform all the basic database operations needed to create and maintain databases for your Visual Basic 5 applications.

You learned how to do the following:

- Open existing databases.

- Create new databases.

- Add tables and indexes to existing databases.

- Attach external data sources to existing Microsoft Access databases.

- Access data using the three data access objects: Table, Dynaset, and Snapshot.

- View data on-screen using the three data forms: form view with the data control; form view without the data control; and grid view using the data-bound grid.

- Build and store SQL queries using the Query Builder.

You learned to use Visdata to perform database utility operations, including the following:

- Copying tables from one database to another

- Repairing corrupted Microsoft Access (Jet) databases

- Compacting and converting versions of Microsoft Jet databases

- Performing global replace operations on tables

You learned to use Visdata to adjust various system settings that affect how Visual Basic 5 displays data tables and processes local and external database connections and parameters that control how Visual Basic 5 locks records at update time.

### Quiz

  1. Where can you find a copy of the Visdata source code?
  2. How do you copy a table in Visdata?
  3. When do you need to Refresh the Tables/Queries window?
  4. Can you manipulate spreadsheet data with Visdata?
  5. What information can be obtained from the Properties object in the Database window?
  6. Why would you compact a database?
  7. Can you compact a database onto itself with the File | Compact MDB command?
  8. Can you use Visdata to modify a table's structure once data has been entered?
  9. Can you save queries in Visdata?
  10. In what formats can you export data using the Visdata tool?
  11. How would you use Visdata to convert an existing Access 2.0 database into an
  Access 7.0 format?

### Exercises

You have been asked to build a database to track entities that purchase from and sell to your organization. Complete the following tasks using Visdata as your development tool.

  1. Build a new database and name it Contacts. This database should have a format that can be read by Microsoft Access 7.0.
  2. Build a table of customers (tblCustomers). Include the following fields:

  Field | Type | Size
  ID | Text | 10
  Name | Text | 50
  Address1 | Text | 50
  Address2 | Text | 50
  City | Text | 50
  StateProv | Text | 25
  Zip | Text | 10
  Phone | Text | 14
  Fax | Text | 14
  Contact | Text | 50
  Notes | Memo | NA

  3. Build a primary key (PKtblCustomers) on the ID field for the tblCustomers table.
  4. Print the table structure for tblCustomers.
  5. Create and enter five sample records into the tblCustomers table.
  6. Because you also need to track those from whom you purchase, copy the structure (no records) from tblCustomers to a new table, tblVendors.
  7. Export the data in the tblCustomers table to a text file.

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