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Access Notes

The document provides an introduction to database management systems and Microsoft Access. It discusses the key components and functions of Access including tables, forms, reports, and queries. It also provides step-by-step instructions for creating, designing, and working with these objects.

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Aditya Singh
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© © All Rights Reserved
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34 views

Access Notes

The document provides an introduction to database management systems and Microsoft Access. It discusses the key components and functions of Access including tables, forms, reports, and queries. It also provides step-by-step instructions for creating, designing, and working with these objects.

Uploaded by

Aditya Singh
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 17

[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

Welcome to

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

PART-1 (INTRODUCTION)
Qs. What is DBMS & its uses?
Ans:-
DBMS = Database Management Software
Database →Collection of Data
The DBMS is a collection of similar data. It is mainly used to store and
process information from database.
DBMS Examples-
 Bank = Customers Data
 School/College= Student’s Record
 Library= Books Information
 Hospital= Patient History
 Company= Employees Details
Popular DBMS Softwares
 Ms-Access →Save File Extension= .accdb (Access Database)
 Oracles
 My-SQL Server & many more.

Qs. What is Ms-Access?


Ans:-
Microsoft Access is an information management tool that helps
to store data for reporting and analysis. Access can also
overcome the limitations found when trying to manage large
amount of data in Excel. Access was invented by Microsoft
company in 1992.

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

Qs. What are the important elements of Access?


Ans. The 5 main objects of Ms-Access are-
 TABLE : Store data as Rows and Columns.
 FORM : Easy & quick way to feed data.
 REPORT : Display Data.
 QUERY : Extract information from database.
 RELATIONSHIP : Connecting Different Tables/Queries.

Qs. How to start Ms-Access?


Way-1:
Start Button>All Programs>Microsoft Office> Access
Way-2:
Start Button>Search Box :- Type “msaccess”>Enter
Way-3:
By Run Command:- Press Win Key+R> Type “msaccess”>Enter
Way-4:
By double click on desktop icon.
Follow Way-2 but drag ICON to desktop by Left Click instead of Enter.

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

USER INTERFACE

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

The three main components of the Access user interface are:

 The ribbon is the strip of tabs across the top of the program
window that contains groups of commands.
 The Backstage view is the collection of commands that you see in
the Office button.
 The Navigation Pane is the pane on the left side of the Access
program window that lets you work with database objects.

These three elements provide the environment in which you create


and use database.

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

PART-2 (DESIGNING A TABLE)


 Data Entry in Access
Work Area Element Excel Access
Horizontal Line Row Record
Vertical Line Column Field
 Views
Home Tab>
Database View→ Enter, edit & view data.
Design View→ Design & set up data formats. (kind of ‘behind the scenes’ view)
 Specify Data Types
The data types tell you which type of data you are entering.
DATA TYPE NAME DESCRIPTION EXAMPLE
TEXT Combination of Text and Numbers. Name, Address etc.
(Up to 255 Characters)
MEMO Lengthy Text and Big Numbers. Detailed Text, Mob.
(Up to 64000 Characters) No., Aadhar No. A/C
No. etc
NUMBER Short Numbers, Decimal No. & Roll No., 25.145
calculations.
DATE/TIME Combination of Date & Time Date of Birth, Time
CURRENCY Money Rs. Sign
AUTO NUMBER Increase value by +1 Automatic ID No.
YES/NO Either Yes or No Whether 12th Passed
OLE OBJECT Connection of any external file. Word File (Resume)
etc.
HYPERLINK Store any URL Email/Website link
ATTACHMENT Attach any image or other file. Photo
LOOKUP WIZARD Make drop down menu Gender, City List

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

PART-3 (WORKING WITH TABLE)


 Creating New Table
Create Tab> Table, Table Templates, Table Design
 Table Formatting
Home Tab> Font Group>Font Style, Size, Align, Bold, Italic, Underline,
Font Color, Fill/Back Color, Gridlines, Alternate Fill/Back Color.
 Sort & Filter Data
Home Tab>Sort & Filter Group> A-Z, Z-A, Clear Sorts, Text Filters, Selection
 Find Record
Find> Find(CTRL+F), Replace(CTRL+H), Go To, Select
 Modify Table
Home Tab>Clipboard>Cut, Copy, Paste
Home Tab>Records>
New(CTRL+), Save(SHIFT+Enter), Delete(Del), Total, Spelling(F7),
More→Hide/Unhide Column, Row Height, Column width
Datasheet Tab>Fields & Columns>
New Field, Insert, Delete, Rename(Double Click)
Right Click on any field→Sort A to Z/ Z to A, Copy/Paste,
Column width, Hide/Unhide, Delete, Rename column.
Datasheet Tab> Data Type & Formatting>
Data Type, Format, Percent, Comma, Decimal, Unique, Is Required.
 Primary Key (PK)
Primary key allows you to create a unique identifier for each row in
your table. It prevents duplicate entry. It also helps to link your table
to other tables (relationship) using primary key as links.
Design View>Primary Key> ON/OFF
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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

PART-4 (CALCULATION IN ACCESS)

In Ms-Access, an expression is like a formula in Excel. This consists of a


number of elements that can be used in a combination to produce a
result. Expressions can include operators, constants and identifiers.
We will create several calculated fields that will calculate and display
data. We want a very simple calculation for a data.
Let us now run the query and we will see the desired results.

Create Tab>Query Design>…>Run(!)


1) Addition(+) RESULT:[N1]+[N2]

2) Subtraction(-) RESULT:[N1]-[N2]

3) Multiplication(x) RESULT:[N1]*[N2]

4) Division(/) RESULT:[N1]/[N2]

5) Percentage(%) PERCENTAGE:[TOTAL]/[500]

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

PART-5 (DESIGNING A FORM)

Create Tab>Form Design>Add Existing Fields


 Modify Form
 Photo Adjustment
 Drag to adjust Field Size(Height/Width) and change Field
Positions by Layout or Design View.
 To Change Caption→
Layout/Design View>Double Click to Rename.
 Add/Delete Record
Design View>
Design Tab>Control> Buttons>
Command Button Wizard>
Add New Record, Delete Record, Previous Record
Next Record, First Record, Last Record

Arrange Tab>

Autoformat→ Theme (Color)


Control Layouts→
Tabular, Stacked, Remove, Control Margins, Padding.

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

PART-6 (GENERATING REPORTS)

 To Generate Automatic Report→ Create Tab>Report


 To Generate Blank Report→ Create Tab> Blank Report
 To Generate Report with selected Fields→ Create Tab>Report Wizard

 Modify Report

Layout View>Arrange Tab>Size to Fit,


Control Margins, Padding, Tabular, Stacked, Removed
Format Tab>
Views, Font Group, Gridlines, Logo, Title, Pg No.,
Date/Time AutoFormat>Theme (Color)
Clipboard>Format Painter

 Working with Report

Report View>Right Click on ‘city’>Text Filters


Layout View> Right Click on ‘Name’>Sort A to Z
Office Button>Print>Print Preview>
Page Layout Group, Zoom,
Data>PDF or XPS, Word, Text File, Close Preview
Print>XPS Writer(Print Soft Copy)

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

PART-7
(EXTRACT INFORMATION USING QUERY)
Table→Select All(Ctrl+A)→Create New Table→Paste Data
To Run a Query for Data Analysis, make sure to done the
following change.
Office Button→Access Options→Trust Center→
Trust Center Settings→Macro Settings→Enable All Macros

 Creating Query

Create Tab>Query Design>Pop Up will display>Show Tables>


Add a table>Double click on fields to add query.>
Now, Click RUN(!) to show query Table.
 Sort Query
Query Design View>
 Remove Checkmark from some fields to show query with only selected fields. 
 Sort →Ascending/Descending
Criteria→
 Parameter [Enter City]
 Type City “Haridwar” →RUN(!)
 Name Query Type A*→Press Tab→RUN(!)

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

 Save Query
Press CTRL+S to save query.
 Find & Remove Duplicate Records
Create Tab>Query Wizrad>Find Duplicate Wizard>
Select Table>Select & Add Duplicate Criteria>Finish
Now, to remove extra record, Go back to Table select the
record row and Press Del from keyboard.
 Delete Records by Running Query
Create Tab>Query Design>Pop Up will display>Show Tables>
Add a table>Double click on any field to make query.>
Ribbon>Query Design>Delete(!) Icon→Turn ON
Field: City
Table:
Delete: Where
Criteria: “Haridwar” → RUN(!)→Yes. Or
Field: Name
Table:
Delete: Where
Criteria: “Vikas” → RUN(!)→Yes.

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

PART-8
(DATABASE RELATIONSHIPS)
In a relational database, the data in one table is related to the
data in other tables. MS Access uses table relationships to join
tables when you need to use them in a database object.

In Database Tools, go to Relationships, select tables, drag a


field from one table to the other, and click Create.

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

PART-9 (FAQs)
Frequently Asked Questions
Qs-1) How To Make ID In Sequence After Deleting A Record?
Ans- Go to Design View>
Delete Row (ID)
Insert a New Row(ID)
Now, Go back to Datasheet View & check.
Qs.2) How To Set Automatic Entry For Country Name?
Ans- Go to Design View>
Country>Default Value>”India”.
Now, Go back to Datasheet View & check.

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

PART-10 (MCQs)
(Multiple Choice Questions)
Qs.1) Microsoft Access is a _____
(A) Network Database Model

(B) RDBMS

(C) ORDBMS

(D) OODBMS

Qs.2) Which of the following is not a type of Microsoft access


database object?
(A) Query

(B) Report

(C) Worksheets

(D) Table

Qs.3) Press _____ to quit Ms-Access.


(A) Tab +F4

(B) Esc+ W

(C) Ctrl +F4

(D) Alt+F4

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

Qs.4) ____ is not a valid data type in MS Access.


(A) Auto number

(B) Currency

(C) Memo

(D) Picture

Qs.5) What is the maximum length a text field can be?


(A) 75

(B) 120

(C) 255

(D) 265

Qs.6) Which of the following data types automatically generates a


consecutive number?
(A) Autonumber

(B) Memo

(C) Number

(D) Text

Qs.7) A database object in MS Access that stores a question about the


data in database?
(A) Table
(B) Form
(C) Query
(D) Report

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[GUPTA INSTITUTE OF COMPUTER TRAINING, LAKSAR] GICT EDUCATION

Qs.8) Which field type will you select when creating a new table if
you require to enter long text in that field?
(A) Text
(B) Memo
(C) Currency
(D) Hyperlink

Qs.9) Which of the following Data Type is used to store picture in MS


Access?
(A) Picture
(B) Attachment
(C) Memo
(D) Picture cannot be stored

Qs.10) Which of the following creates a drop down list of values to


choose from?
(A) Ole object
(B) Hyperlink
(C) Memo
(D) Lookup wizard

----------- THE END -----------

Page 17

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