MS-ACCESS

INTRODUCTION

MS-Access is a Relational Database Management Program or RDBMS. RDBMS is a set of

two dimensional tables in which the data is represented in rows and columns. A relationship
between the tables can be built and also fields from different tables can be combined together
to form report. In this manner only the data required is displayed. An access database consists
of objects such as Tables, Forms, Queries and Reports. These objects are used to manage the
data in the database.
STARTING MS-ACCESS
To start Access, clock on the START button on the Task bar and place the pointer on the
Programs item. A sub menu of the programs item is displayed. In this menu click on the
item which shows Microsoft Access. A dialog box is displayed with the option of creating
a new database or opening an existing database.

CREATING A BLANK DATABASE

The Access dialog box appears as soon as the Access application window opens. Access
includes a Database wizard that allows you to customize one of the predesigned database
that comes with Access. If you want to create a new database, choose Blank database and
click OK. You are now asked to type the filename and location for the database. Database
must be saved before creating tables
 TYPES OF OBJECTS IN ACCESS DATABASE

Table : Holds information

Forms: Allows you to view print and Edit the information

Reports: Used for summary and printing data

Queries: Allows you to extract information from database

Macros: Lets you perform common task without human intervention

Modules: Visual basic modules are programs written to automate and

customize database functions

TABLE
 CREATING TABLE USING DESIGN VIEW
Design view is the view in which the user defines the field names, data types of the
field and description.
• In the Field name column just type in the name of each field.
• In the Data type column, a drop-down arrow is added as soon as the user click into
it. The drop-down list shows all the data types available. Choose the one needed.
• In the Description column, a short description about the field can be entered.
After creating the design, save the table. This can be done either by clicking on the
Save icon on the toolbar or by selecting Save in the File menu. A new field can be
inserted between two existing fields by clicking the cursor into the row and selecting
Insert Rows from the Insert Menu.
 PRIMARY KEY AND FOREIGN KEY
From a database, the retrieval of the data can be faster with the help of a Primary key.
Primary key is a field that uniquely identifies each record in a table. Usually this field
is sequentially numbered. It is best to create a primary key with data type Auto number.
To create a primary key in the table, define all the fields in the design view. Then click on
the extreme left side of the field row, which has to be the primary key. The row gets
highlighted. Select primary key option from the Edit menu. A key appears on the left side
of the field.
Primary key field of one table appearing as a normal field in some another table is called a
Foreign Key. If there is a entry in the Foreign field then there has to exist a corresponding
entry in the Primary key field.
 DATA TYPES
Short Text Text or combinations of text and numbers, including numbers that do not require
calculating (e.g. phone numbers). (Up to 255 characters)
Long Text Lengthy text or combinations of text and numbers. (Up to 63, 999 characters.)
Numbers Holds numbers used in calculations
Data/Time Holds dates and time
Currency Holds numbers used as amounts of currency
Auto number Holds sequential numbers which are entered by Access automatically

Yes/No Holds only two values

OLE Objects Holds data from other Window applications that support Object Linking and
Embedding
Attachment Files, such as digital photos. Multiple files can be attached per record. This data type is not
available in earlier versions of Access

Lookup Wizard The user chooses values from a list of this field
 DATASHEET VIEW IN MS ACCESS
A datasheet is the visual representation of the data contained in a table, or of
the results returned by a query. It displays the fields for each record from a
table, form, or query result in a tabular (row and column) format, as shown here.
By default, tables and queries open in Datasheet view.
EXAMPLE

Draw a Table in MS ACCESS using the following fields. Input 7 data on such table design.

Field Name Data Type

Project ID AutoNumber
Project Manager Name Short Text
P_Status Short Text
Contacts Attachment
Project Start Date/Time
Manager ID OLE
Budget Currency
Project Notes Long Text