PRELIM

PROJECT

Microsoft
Office

A ccess

Members;
Albert, James Allen
Coronado, Patrick John
Gerardo, James Gabriel
Hernandez, Zachary John
Hontiveros, Howard
 Historical
Background
Late 1992, Microsoft released the first version of Access (version 1.0) desktop database
application for the Windows operating system and was shortly replaced with version 1.1
in mid-1993 to incorporate better compatibility with other Microsoft Office products of
that time and more importantly introduce the ability for programmers to code this
application using Access BASIC.

Version 1.1 was buggy! and had performance issues and in the same year Microsoft
released Windows 3.1 operating system along with Microsoft Office 4.3 Pro (suite of
applications including Excel, Word, PowerPoint with Access – version 2.0) as it required
the improved hardware, software memory and the power supported by Windows 3.1.

This was an ideal desktop database application tailored to the small to medium sized
business that required a low-cost database. At that time, the capacity of a hard disk
drive (HDD) was less than 100 MB (megabytes) and typical document file sizes were in
the 100’s of bytes.

With Access however, a database could grow quite large by comparison and files which
exceeded 10MB became a potential problem with the performance being affected from
the low RAM (random access memory) which the operating system managed. This
sometimes cause data loss and data corruption limiting how Access (version 2.0) was
utilized.

However, Microsoft Access 2.0 was a rich featured database application which satisfied
most of the developers and general users, but it required some time, patience and
determination when designing a database as it was not deemed intuitive or user-friendly
by any stretch of the imagination.

Microsoft released a newer operating system (Windows 95) in 1995 and this was the
foundation of moving to a 32-bit processing system with a brand-new graphical user
interface (GUI). Again, Office 95 was released which included Access 95 and one of the
major changes other than the look and feel of this new interface was the more powerful
and flexible programming language and the introduction of VBA (Visual Basic for
Applications).

Access 95 was probably the least popular version of all due to the new 32-bit
application still in its infancy for the Windows operating system environment and the
JET database engine being slow. But it certainly was considered the ‘beta’ version the
eventual release of Access 97 (in 1997) which was a true success.
As Microsoft released newer operating systems which included Windows 98, the very
unpopular Windows ME and eventually the more stable Windows 2000/NT, a brand-
new significant version of Access 2000 was introduced.

Any previous versions of Access databases files (MDB’s) needed to be converted into
the new upgraded JET engine and incorporate the richer and more powerful tools
provided with this release. This was a one-way procedure creating a copy of the old
database file (as a backup) and this version became the new standard for Access.

Web integration was a new feature to this version allowing developers to publish results
on the internet in HTML. Better security, replication and database connectivity tools
really increased the popularity amongst the die-hard developers.

Nowadays, this is the earliest version still in use and is even considered as the standard
version (engine format default) for the later releases of Access 2002 and 2003 which
were minor enhancements of Microsoft Office tools providing better integration with
other applications.

The history of Microsoft Access continues with Access 2007 being released introducing
a new file format (ACCDB) which encapsulated new data types such as the multi-value
and attachment fields.

It also followed the new GUI (Graphical User Interface) layout using the standard
Microsoft Office Ribbon Bars and provided better ways to manage objects in Access.
The look and feel and richer template layouts suddenly made Access a far more user-
friendly system to use than ever before.

Users who utilized features like security, replication and Access pages will have noticed
these features were dropped in version 2007 and therefore the new Access 2007 still
provides support for the previous file formats (MDB) and their respective dropped
features.

Professional database developers have always (and correctly so) frowned upon with the
claim that Microsoft Access being a truly powerful and robust database and they would
lean towards the more powerful and larger engines namely SQL Server and Oracle. But
this is about you and me who utilize desktop applications to provide good business
solutions at lower and manageable cost.

Access was always going to evolve over time, and it has still kept the ‘desktop’ branding
and is commonly used as a tool for reporting from larger database systems and as an
alternative front-end interface system.

From Access 2000 onwards, developers have been able to connect to true client/server
databases and use SQL (Structured Query Language) with VBA (Visual Basic for
Applications) encapsulating the use of ADO/DOA objects for more advanced processes
and business solutions.
Access 2010 was released in the summer of 2010 and provides some new
enhancements over the previous version. The new changes are mainly to do with better
integration with Microsoft SharePoint Server.

This version is a minor upgrade to Access 2007 with few cosmetic changes (still uses
the Ribbon Bar – though slightly modified) and now has better macro functionality with
the new addition of Data Macros making it more user intuitive.
Features
1. Ideal for individual users and smaller teams
Microsoft Access is a simple desktop application that does not require any specific
hardware or license to function. Hence, it is ideal for individual users and smaller teams
who do not require larger and complicated data bases for extra price.
Microsoft Access offers numerous advantages over database solutions over SQL
Server and Oracle where the need for database is not very high. Many smaller teams
can now avoid purchase of massive resource for their basic and simple needs with the
help of Microsoft Access.

Further, they do not need anyone to administer or monitor Access which may be
required by regular client-server databases.

Moreover, it comes with an option of allowing users to turn their database into
application, which was introduced after Microsoft Access 2007.

2. Is easier than client-server database to understand and use

Personal computer applications like Microsoft Access have taken over many
applications which were earlier relegated to client-server database in the past. Users of
Access need not undergo any special training to acquire the skills necessary to use the
application.
Many users have self-tutored themselves to use Microsoft Access for their individual
needs. Creating and administering database is quite simple and easy with the help of
readily available, well organized set of templates which will be discussed further in this
article.

Users of Microsoft Excel will find Access easier to master since it is similar to Excel
though the fundamental concepts of databases are much different from Excel.
Learning and managing this powerful application using the most effective techniques
and tools available is possible even for new users who have little or no knowledge of
managing databases.
Microsoft Access stores different data sets known as Tables that are potentially related
which when combined together increases data flexibility.
By relating and joining tables together, Access, a Relational Database Management
System (RDBMS) on the whole provides more flexible reporting and functionality within
this application to the users which makes their task simple and easy.

3. Import and export to other Microsoft Office and other applications

One of the most useful features of Microsoft Access is its ability to interface with data
from many other programs.
It is also easier to combine data that was created in other programs, transfer data
between two other programs, or to accumulate and store data over the long term,
occasionally exporting data to other programs such as Excel for analysis.
With Microsoft Access there are number of ways to copy an object such as a table or
form from one database to another effortlessly. Besides copying and pasting an object,
Microsoft Access also allows exporting an object which comes with more options.
With Access it is convenient to export the table definition and the data in the table, or
export just the table definition which a blank copy of the table as required. You can also
save the details of the operation as an export specification for future use.

The Import and Export Link group displays icons for all the data formats that Microsoft
Access can Import or Export Data to. On clicking more, users will can see more formats
that Microsoft Access can work with.
For further convenience of the users, the import/export wizard helps users with the task
and saving the details of that operation as a specification.

4. Ready templates for regular users to create and publish data

Microsoft Access helps users in creating and managing databases even if they have
minimal experience in the field. This is made possible with the help of several Microsoft
Access templates which has everything ready for use.
On opening a specific template file, user finds a new database with tables, forms,
macros, reports, and other necessary fields which is already created, saving time and
effort.

5. Allows building and publishing Web databases effortlessly

Users of Microsoft Access can either design their own database or create a database
using a readily available template as per their requirement.
Those who are tech savvy and familiar with Web Databases would ideally design their
own database by creating a blank database on which they would create the tables that
their database would need on Access.

Even new users can create a database using a template by the following steps
1. Open Access and open the backstage view by clicking on FILE.
2. Find the required template among the templates you would see there.

If the required template is not found, users can search Microsoft Office online to find
additional templates.

3. Tap or click the template which is suitable for the purpose and ensure that the
selected template is specific for either for a desktop database or Web Publishing.
4. Enter a file name and select a location to store the created database.
5. Tap or click the Create button to create the database.

6. A user-friendly feature ‘Tell Me’

The new user-friendly feature ‘Tell Me’ being introduced in Microsoft Access 2016 works
like an assistant helping users to complete task on hand quickly.
The feature is available as a text box on the ribbon in Microsoft Access 2016 that says
Tell me what you want to do with a bulb beside it.
Users can enter words and phrases in the text field related to what they want to do next
and quickly get to features they want to use or actions they want to perform. It also
provides help related to what is being searched for.
7. Allows developers to create custom solutions using VBA code
Visual Basic for Applications (VBA) is a programming language that can be used with
Microsoft Access. Developers using Access can create custom solutions for their
database using VBA code which is an effective programming language that consists of
a code/command for specific programs.

8. Hide/Show option for Ribbon

The Microsoft Access window consists of a variety of components helping users to work
more efficiently. The important components are the Navigation Pane, Access work area,
ribbon, shortcut menus, and Quick Access Toolbar. Some of these components are
common to other Office apps whereas others are unique to Microsoft Access.
The ribbon contains five tabs used to accomplish various tasks on the computer related
to organizing and managing the contents of the open window in Microsoft Access.

It is located near the

top of the window
below the title bar
and provides easy,
central access to
the tasks performed
while creating a
database.
The ribbon available
in Microsoft Access
consists of tabs,
groups, and
commands. Each
tab contains a
collection of groups,
and each group
contains related
functions. It can be
further customized
to suit the user requirement.

8. Output Reports in PDF format

Today more and more users are sharing database through electronic image formats or
popularly known as fixed formats like PDF by Adobe Systems and XPS by Microsoft.

Access allows users to create reports in electronic image files through the EXTERNAL
DATA tab on the ribbon. These reports can be viewed even by users who do not have
Access installed on their system since the PDF file can be opened on
Adobe reader.

With the reports and database shared in PDF format, the applications of Access has
been enhanced significantly. Users love this output type which is welcome as a useful
addition which makes it convenient and simple to distribute reports via email which
saves paper and contributes to green computing.
What Are the advantages of Microsoft Access?

1. It’s very easy to install and use.

It only takes minutes to install this Microsoft Access. In return, users receive a database
that is fully functional. It doesn’t require any complicated programming to use either, so
the average computer user can take advantage of the information that can be gathered
by this system.

2. It’s also easy to integrate.

Pretty much anything that is based in Windows has the potential of
being able to integrate with Microsoft Access. This includes SQL,

Advantages and
Disadvantages
Sybase, and Oracle for front-end or back-end tables. It is also easier to maintain than
other systems that may offer larger database applications.

3. It offers a large amount of storage capacity.

You can store multiple GB of data using Microsoft Access. It is also available to
numerous users on a single Access application. Some users report having 10 users in a
network accessing an Access application at once.

4. Importing data is simple.

You can import all of your gathered data into Microsoft Access in about the same
amount of time it takes to initially install it. There is also a simple backup solution for
your data since everything is saved by Access in the same place.

5. Cost is a real advantage.

Not only is Microsoft Access often more affordable than larger database systems, it can
be essentially free for some business. Since it’s included in the professional suite of
Office products, many small businesses already have it and are simply not utilizing it
right now. Cost benefits also apply to consultation rates when issues may arise with the
program.

6. It can be placed on a website for remote user access.

Although you’ll still have simultaneous connection limitations when you have remote
user access, you’ll be able to give full control and functionality so that telecommuting
can become a viable option for database managers.

7. .NET-friendly 
Access is a go-to choice for users who plan to develop software using .NET; linking to
Access database. Its graphical user interface also offers easy functionality and set up.

8. Widely popular
Microsoft Access is the most popular desktop database system in the world.

What Are the disadvantages of Microsoft Access?

1. It is a finite database system.

There is a wall that can eventually be reached when it comes to inputting information
into this database. For larger data users, Microsoft Access may cause limitations that
other database programs may not have simply because there is a file size limit.

2. All data is saved into a single file.

For files that are closed to the maximum size that this database program allows, the
one-file format slows down the performance of the program. Reports can take minutes
to generate and share. Queries and forms may even cause crashing issues on some
computers.

3. Multimedia data is difficult to incorporate into Microsoft Access.

This is because of the one-file saving issue. Multimedia data tends to take up a lot of
space, which means only a couple of files can really slow down database performance.

4. Time critical transactions are difficult to capture in Microsoft Access.

If you generate data that needs to be immediately used or distributed, then this
database may not be right for you. Think of Access as a long-term database for data
mining and metric evaluation instead.

5. There can be security concerns.

If your database needs to be protected by extensive database security protocols, then
Access might not be the best option. You can avoid this issue by using Access on the
front-end of a SQL server, but not every business needs that level of infrastructure and
still creates sensitive data to be protected.

6. Multiple Windows operating systems can corrupt your database.

You might have several different Windows operating systems in use at a business, from
Windows 98 to the current Windows 10. When you share an Access database with
mixed O/S users, then you can corrupt the information that is being gathered.

7. There is still a learning curve that needs to be followed.

Microsoft Access has a relatively poor relational design, which can make it difficult for
some users to learn how to use or access the database forms. The controls and forms
can also be difficult to customize or fit certain needs and there must generally be a
basic understanding of SQL programming language for the best chance of success.
Hardware Requirements


Software and
Hardware/Versions - Access 2016

Hardware
 Min Operating System - Microsoft Windows (32 bit), Microsoft Windows
(64 bit)
 Processor - 1 gigahertz (Ghz) or faster x86-bit or x64-bit
processor with SSE2

Requirements
 Memory - 1 GB RAM (32 bit); 2 GB RAM (64 bit)
 Min Hard Drive Space - 3 GB
 Display - 1024 x 768 resolution
 Graphics Hardware Acceleration Requirements - DirectX 10 graphics
card.

• OS Required
Microsoft Windows 7 or later, Microsoft Windows Server 2008 R2, Microsoft Windows
Server 2012
• OS Family
Windows
• Additional Requirements
1280 x 800 monitor resolution, DVD-ROM, DirectX 10.0 compatible graphics card,
mouse or compatible device

Software Requirements

Microsoft specified the minimum hardware requirements for Access v2.0 as: Microsoft
Windows v3.1 with 4 MB of RAM required, 6 MB RAM recommended; 8 MB of available
hard disk space required, 14 MB hard disk space recommended. The product shipped
on seven 1.44 MB diskettes.

 Min Operating System. Microsoft Windows (32 bit), Microsoft Windows (64 bit)

 Processor Speed. 1 Hz

 Min RAM Size. 1 GB, 2 GB.

 Min Hard Drive Space. 3 GB.

Screen Samples
(Parts and
Description)
 Tables: A table in Access is similar to any other tabulated data in the form of
rows and columns. However, when adding data to a program to create a table, all
the information entered must be correct as if any incorrect data is entered the
processing may become slow or may not give the correct answer. The
appearance of the table may look similar to the one formed in Excel with column
heading and titles
 Queries: Once a table is created and the user or programmer is looking for a
calculated output, then it is called queries. This may include filtering, calculating,
sorting, updating, etc.

 Relationships: As the name suggests, when more than one table is added, the
relation or connection between them can be achieved. There three ways in which
the connection between the tables can be determined:
- One to one
- One to Many
- Many to Many
 Macros: The tool using which predefined actions which can automate tasks on
an Access report is called macros. Multiple tasks can be assigned and they will
function whenever the macros option is selected on a report

 Forms: A user interface for a database application can be created using forms.
Forms can further be divided into two: bound and unbound forms
 Report: Once all the information is entered into the database, it can be reviewed
or analyzed using a report. A report can then be customized or modified as per
the user’s requirement

 Module
: This
allows a
set of
pre-
defined

instructions to be created by a programmer in the database. They can be used

throughout the database
 Main
Commands
(Syntax and
Functions –
Description)
 UPDATE 

- The UPDATE statement is a Standardized Query Language (SQL) statement for

modifying or updating table values. It's normally followed by a WHERE clause,
which limits the modification to a set of values that meet a set of requirements.

- UPDATE table_name
SET column1 = value1, column2 = value2, ...
WHERE condition;

 SELECT 

- The SELECT statement starts with the SELECT keyword, followed by the
columns to be used in the format, in a clear and specific format. If an asterisk (*)
is inserted after SELECT, the FROM clause, which starts with the keyword
FROM, is followed by the data sources that contain the columns defined after the
SELECT clause.

- SELECT * FROM table_name;

 DELETE 

- The DELETE statement in database structured query language (SQL) deletes

one or more records from a table. A condition can be used to specify a subset for
deletion; otherwise, all records are deleted.

- DELETE FROM table_name WHERE condition;

 INSERT INTO 

- The SQL INSERT INTO Statement is used to insert new data rows into a
database table.

- INSERT INTO TABLE_NAME (column1, column2, column3,...columnN)

VALUES (value1, value2, value3,...valueN);

 ORDER BY

- The ORDER BY keyword is used to sort the result-set in ascending or

descending order.
- The ORDER BY keyword sorts the records in ascending order by default. To sort
the records in descending order, use the DESC keyword.

- SELECT column1, column2, ...

FROM table_name
ORDER BY column1, column2, ... ASC|DESC;

 CREATE DATABASE 

- The SQL CREATE DATABASE statement is used to create a new SQL

database.

- CREATE DATABASE DatabaseName;

 ALTER DATABASE 

- The ALTER DATABASE Statement is used to modify a database's

characteristics. The ALTER DATABASE statement can be used to modify the
properties of a database after it has been established. To change a database,
the user should have admin rights.

- ALTER DATABASE database_name

[COLLATE collation_name ]

 CREATE TABLE 

- Creating a simple table includes naming it, identifying its columns, and
determining the data type for each column. To create a new table, use the SQL
CREATE TABLE expression.

- CREATE TABLE table_name(

column1 datatype,

column2 datatype,

column3 datatype,

.....

columnN datatype,

PRIMARY KEY( one or more columns )

);

 ALTER TABLE 

- To add, delete, or change columns in an existing table, use the ALTER TABLE
expression. The ALTER TABLE statement can also be used to add and remove
constraints from a table.

- ALTER TABLE table_name

ADD column_name datatype;

 DROP TABLE 

- The SQL DROP TABLE statement is used to delete a table description as well as
all associated data, indexes, causes, constraints, and permissions.

- DROP TABLE table_name;

 CREATE INDEX 

- The CREATE INDEX statement is used to create indexes in tables.

- CREATE INDEX index_name

 ON table_name (column1, column2, ...);

 DROP INDEX 

- The DROP INDEX statement is used to delete an index in a table.

- DROP INDEX index_name ON table_name;

 REFERENCES;

- https://studysection.com/blog/brief-history-of-ms-access/

- https://www.educba.com/10-powerful-features-of-microsoft-access/

- https://brandongaille.com/13-pros-and-cons-of-microsoft-access/

- https://byjus.com/govt-exams/microsoft-access/

- https://www.w3schools.com/sql

- https://www.techopedia.com/dictionary/tags/data-management

- https://www.tutorialspoint.com/sql