DATABASE

A database is an organized collection of structured information, or data, typically stored

electronically in a computer system. A database is usually controlled by
a database management system (DBMS). A database is a repository of information; it consists
of a collection of tables that are related to each other.

What is a Table?
A table is a collection of data elements organised in terms of rows and columns. Table is the
simplest form of data storage. Below is an example of an Employee table.

ID Name Age Salary

1 Adam 34 13000

2 Alex 28 15000

3 Stuart 20 18000

4 Ross 42 19020

What is a Tuple?
A single entry in a table is called a Tuple or Record or Row. A tuple in a table represents a set of
related data. For example, the above Employee table has 4 tuples/records/rows.

Following is an example of a single record or tuple.

1 Adam 34 13000
What is an Attribute?
A table consists of several records (rows); each record can be broken down into several smaller
parts of data known as Attributes. The table above consists of four attributes; namely
ID, Name, Age and Salary.

What is a field?
In a database table, a field is a data structure for a single piece of data. Fields are organized
into records, which contain all the information within the table relevant to a specific entity.

Data Types
The most important property for a field is its data type. A field's data type determines what kind
of data it can store. MS Access supports different types of data, each with a specific purpose.

Data types available in a Microsoft Access database

Type of Data Description

Text or combinations of text and numbers, including numbers that do

Short Text
not require calculating (e.g. phone numbers).

Long Text Lengthy text or combinations of text and numbers.

Number Numeric data used in mathematical calculations.

Date/Time Date and time values for the years 100 through 9999.

Currency values and numeric data used in mathematical calculations

Currency
involving data with one to four decimal places.
 A unique sequential (incremented by 1) number or random number
AutoNumber assigned by Microsoft Access whenever a new record is added to a
table.

Yes and No values and fields that contain only one of two values
Yes/No
(Yes/No, True/False, or On/Off).

Files, such as digital photos. Multiple files can be attached per record.
Attachment
This data type is not available in earlier versions of Access.

OLE objects can store pictures, audio, video, or other BLOBs (Binary
OLE objects
Large Objects)

Text or combinations of text and numbers stored as text and used as

Hyperlink
a hyperlink address.

The Lookup Wizard entry in the Data Type column in the Design view
is not actually a data type. When you choose this entry, a wizard
starts to help you define either a simple or complex lookup field.
Lookup Wizard A simple lookup field uses the contents of another table or a value
list to validate the contents of a single value per row. A complex
lookup field allows you to store multiple values of the same data type
in each row.

You can create an expression that uses data from one or more fields.
Calculated
You can designate different result data types from the expression.

Datasheet and Design View

Datasheet view shows the data in the database. It also allows you to enter and edit the data. It
does not let you change the format of the database, other than minor changes (such as
displayed column widths).

Design view allows you to create and modify the table structure, form, or other database object,
and configure the fields. You can also set keys and restrict the values entered here. But you
cannot change the entries in the table in the design view.
 Types of Keys

In a relational database, keys ensure that any record in a table can be uniquely identified by one
field or a combination of fields in the table. Keys also link tables in the database together and
identify relationships between them.

Primary keys

The primary key is a field which uniquely identifies each record in a table in a relational
database.

Foreign keys

Foreign keys are the columns of a table that points to the primary key of another table. They act
as a cross-reference between tables.

Composite key

A composite key is a specific type of primary key which uses the contents of two or more fields
from a table to create a unique value.

Candidate Key

A candidate key is a set of attributes that uniquely identify tuples in a table. Candidate Key is a
super key with no repeated attributes.
 Objects in Microsoft Access
Although tables store all of your data, the other three objects—forms, queries, and reports—
offer you ways to work with it. Each of these objects interacts with the records stored in your
database's tables.

Forms

Forms are used for entering, modifying, and viewing records. You likely have had to fill out forms
on many occasions, like when visiting a doctor's office or registering for school. When you enter
information into a form in Access, the data goes exactly where the database designer wants it to
go: in one or more related tables.

Queries

Queries are a way of searching for and compiling data from one or more tables. Running a query
is like asking a detailed question of your database. When you build a query in Access, you
are defining specific search conditions (criteria) to find exactly the data you want.

Reports

Reports offer you the ability to present your data in print. If you've ever received a computer
printout of a class schedule you've seen a database report. Reports are useful because they
allow you to present components of your database in an easy-to-read format.