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MS Access

The document provides an overview of database management systems and Microsoft Access 2007. It discusses how DBMS are used to store, modify, and extract data from electronic records. It also covers creating tables, forms, queries, and reports in Microsoft Access 2007. Specific steps are outlined for creating a sample database with main and subsidiary tables and establishing relationships between them.

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Samwel Charles
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32 views25 pages

MS Access

The document provides an overview of database management systems and Microsoft Access 2007. It discusses how DBMS are used to store, modify, and extract data from electronic records. It also covers creating tables, forms, queries, and reports in Microsoft Access 2007. Specific steps are outlined for creating a sample database with main and subsidiary tables and establishing relationships between them.

Uploaded by

Samwel Charles
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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11/26/2012

Prepared by: S. K. M. Njovu


DATABASE MANAGEMENT
SYSTEMS
ELECTRONIC FILING SYSTEMS
OVERVIEW OF DBMS

11/26/2012
 Database management system is a set of
programs that deals with

Prepared by: S. K. M. Njovu


 Storage of information/records
 Modification of stored information/records
 Extraction of the stored information/records

 It also provides users with tools to


 Add, delete records
 Access records
 Update records
 Analyze stored information
TYPES/MODELS OF DBMS

11/26/2012
 the hierarchical model:treelike model, is confined
to a one-to-many relationship

Prepared by: S. K. M. Njovu


 the network model: consists of more complex
relationships, allows for many-to-many
relationships
 the relational model: uses two-dimensional rows
and columns to store data
 the multidimensional model: is similar to the
relational model
 the object relational model: has the ability to
handle graphics, pictures, voice and text
MICROSOFT ACCESS 2007 DBMS

11/26/2012
 This is a relational database model
 Data is stored in tabular form

Prepared by: S. K. M. Njovu


 Columns represent ATTRIBUTES e.g. age, sex,
marital status
 Rows represent ENTITIES e.g. individual and
identifiable objects like Juma, Esther, Julieth
 Examples of such databases include
TELEPHONE DIRECTORY, ADDRESS BOOK,
etc.
GETTING STARTED WITH MADBMS

11/26/2012
 Point and click at WINDOWS BUTTON
 Point and click at ALL PROGRAMS

Prepared by: S. K. M. Njovu


 Locate and point at Microsoft Office

 Locate, point and click at Microsoft Access 2007

 Wait to see the following initial screen …


11/26/2012 Prepared by: S. K. M. Njovu
MICROSOFT ACCESS 2007
CREATING A NEW BLANK
DATABASE

11/26/2012
 Click at NEW BLANK DATABASE
 Specify the database file name e.g. students2012

Prepared by: S. K. M. Njovu


 Specify storage area of your database e.g. your
flash disk
 Click at the CREATE button to get the following
screen …
11/26/2012 Prepared by: S. K. M. Njovu
DATABASE CREATION WINDOW
CREATING TABLES

11/26/2012
 Assume the database is open, proceed as follows:
 Click at CREATE, TABLE

Prepared by: S. K. M. Njovu


 Click at VIEW, choose DESIGN VIEW
 Save the table to be created i.e. type table name and
click OK … the fields screen appears
 Define the fields – field name, data type, other field
properties
 Close the fields’ definition window, SAVE CHANGES
 Check the following three screens …
11/26/2012 Prepared by: S. K. M. Njovu
CREATE TABLE SCREEN
11/26/2012 Prepared by: S. K. M. Njovu
TABLE DESIGN VIEW
11/26/2012 Prepared by: S. K. M. Njovu
FIELDS DEFINITION SCREEN
DEFINING THE FIELDS

11/26/2012
 Type the field name e.g. reg-number
 Specify its data type e.g. text

Prepared by: S. K. M. Njovu


 Specify general properties
 Field length: 10
 Required: yes
 Indexed: yes, no duplicate

 Repeat the above process for the remaining fields


as required by your table
 Save your table once more
CREATING A SAMPLE DATABASE

11/26/2012
 Let us assume it is an MU staff database
 Database name: MU-STAFF

Prepared by: S. K. M. Njovu


 Tables: main table and subsidiary tables as follows
 Employees: main table – pfno, names, codes for sex, marital
status, education level and department
 Sex: subsidiary table – sexcode, description

 Marital status: subsidiary table – maritalcode, description

 Education level: subsidiary table – educationcode,

description
 Department: subsidiary table – departmentcode, description

 The number of subsidiary tables will depend on the


complexity of the main table and the nature of data
CREATING RELATIONSHIPS

11/26/2012
 Once the tables are created, they have to be
linked

Prepared by: S. K. M. Njovu


 Each subsidiary table have to be linked to the
main table
 Linking fields should have some properties
identical, like field type and length
 Check the demonstration …
11/26/2012 Prepared by: S. K. M. Njovu
SAMPLE RELATIONSHIP OF TABLES
CREATING FORMS

11/26/2012
 Access forms are much like paper forms
 You can use them to enter, edit, or display data

Prepared by: S. K. M. Njovu


 They are based on tables

 When using a form, you can choose the format,


the arrangement, and which fields you want to
display.
 How to do it, see the following slides …
STEPS TO CREATE FORMS …

11/26/2012
 Open your database
 Select a TABLE to be used

Prepared by: S. K. M. Njovu


 Click at CREATE

 Click at FORM

 Use it for data entry OR

 Just save it for future use

 As easy as taking AZAM COLA …

 Demonstration …
11/26/2012 Prepared by: S. K. M. Njovu
CREATING FORM SCREEN
CREATING A QUERY

11/26/2012
 Use a query to view a subset of your data
 Use a query to answer questions about your data

Prepared by: S. K. M. Njovu


 For example, if you want to view a list of student
names and email addresses
 You can create a query that displays the
student’s first name, last name, and email
address only
 And so much more extraction of data …
HOW TO CREATE QUERIES

11/26/2012
 Open your database
 Click at CREATE

Prepared by: S. K. M. Njovu


 Click at QUERY DESIGN

 Add tables of interest

 Close the add tables window

 Select fields to extract data from

 Set criteria to filter your data set

 Run your query

 Quit or save the query

 See the following slide …


11/26/2012 Prepared by: S. K. M. Njovu
ADD TABLES FOR QUERY
11/26/2012 Prepared by: S. K. M. Njovu
SELECT FIELDS SCREEN
CREATING REPORTS

11/26/2012
 Reports organize and summarize data for
viewing online or for printing

Prepared by: S. K. M. Njovu


 A detail report displays all of the selected records

 You can include summary data such as totals,


counts, and percentages in a detail report
 Check the steps on how to do it …
HOW TO CREATE A REPORT

11/26/2012
 Open a database to use
 Click at CREATE, REPORT WIZARD, next

Prepared by: S. K. M. Njovu


 Select TABLE or QUERY to use, next

 Add fields to include in the report, next

 Decide how to view your report e.g. by employees,


next,next
 Choose report layout, next

 Choose report style, next

 Click at FINISH: you can view or just print the


report

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