Ms Access and E-Commerce – Overview

Prepared by: Dr. Jitendra Kothari, HoD, Computer Centre,

Sri M.P.Shah Municipal Commerce College, Jamnagar
Microsoft Access is a Database Management System (DBMS) from Microsoft
that combines the relational Microsoft Jet Database Engine with a graphical
user interface and software development tools. It is a member of the Microsoft
Office suite of applications, included in the professional and higher editions.
 Microsoft Access is just one part of Microsoft’s overall data management product
strategy.
 It stores data in its own format based on the Access Jet Database Engine.
 Like relational databases, Microsoft Access also allows you to link related
information easily. For example, customer and order data. However, Access 2013
also complements other database products because it has several powerful
connectivity features.
 It can also import or link directly to data stored in other applications and databases.
 As its name implies, Access can work directly with data from other sources,
including many popular PC database programs, with many SQL (Structured Query
Language) databases on the desktop, on servers, on minicomputers, or on
mainframes, and with data stored on Internet or intranet web servers.
 Access can also understand and use a wide variety of other data formats, including
many other database file structures.
 You can export data to and import data from word processing files, spreadsheets,
or database files directly.
 Access can work with most popular databases that support the Open Database
Connectivity (ODBC) standard, including SQL Server, Oracle, and DB2.
 Software developers can use Microsoft Access to develop application software.
Microsoft Access stores information which is called a database. To use MS
Access, you will need to follow these four steps −
 Database Creation − Create your Microsoft Access database and specify what
kind of data you will be storing.
 Data Input − After your database is created, the data of every business day can
be entered into the Access database.
 Query − This is a fancy term to basically describe the process of retrieving
information from the database.
 Report (optional) − Information from the database is organized in a nice
presentation that can be printed in an Access Report.

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 Ms Access - RDBMS
Microsoft Access has the look and feel of other Microsoft Office products as far
as its layout and navigational aspects are concerned, but MS Access is a
database and, more specifically, a relational database.
 Before MS Access 2007, the file extension was *.mdb, but in MS Access 2007 the
extension has been changed to *.accdb extension.
 Early versions of Access cannot read accdb extensions but MS Access 2007 and
later versions can read and change earlier versions of Access.
 An Access desktop database (.accdb or .mdb) is a fully functional RDBMS.
 It provides all the data definition, data manipulation, and data control features that
you need to manage large volumes of data.
 You can use an Access desktop database (.accdb or .mdb) either as a standalone
RDBMS on a single workstation or in a shared client/server mode across a network.
 A desktop database can also act as the data source for data displayed on webpages
on your company intranet.
 When you build an application with an Access desktop database, Access is the
RDBMS.

Ms Access - Objects
MS Access uses “objects" to help the user list and organize information, as well
as prepare specially designed reports. When you create a database, Access
offers you Tables, Queries, Forms, Reports, Macros, and Modules. Databases in
Access are composed of many objects but the following are the major objects
−
 Tables
 Queries
 Forms
 Reports
Together, these objects allow you to enter, store, analyze, and compile your
data. Here is a summary of the major objects in an Access database;
Table
Table is an object that is used to define and store data. When you create a
new table, Access asks you to define fields which is also known as column
headings.
 Each field must have a unique name, and data type.
 Tables contain fields or columns that store different kinds of data, such as a name
or an address, and records or rows that collect all the information about a
particular instance of the subject, such as all the information about a customer or
employee etc.

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  You can define a primary key, one or more fields that have a unique value for each
record, and one or more indexes on each table to help retrieve your data more
quickly.

Query
An object that provides a custom view of data from one or more tables.
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 to find
exactly the data you want.
 In Access, you can use the graphical query by example facility or you can write
Structured Query Language (SQL) statements to create your queries.
 You can define queries to Select, Update, Insert, or Delete data.
 You can also define queries that create new tables from data in one or more
existing tables.

Form
Form is an object in a desktop database designed primarily for data input or
display or for control of application execution. You use forms to customize the
presentation of data that your application extracts from queries or tables.
 Forms are used for entering, modifying, and viewing records.
 The reason forms are used so often is that they are an easy way to guide people
toward entering data correctly.
 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.

Report
Report is an object in desktop databases designed for formatting, calculating,
printing, and summarizing selected data.
 You can view a report on your screen before you print it.
 If forms are for input purposes, then reports are for output.
 Anything you plan to print deserves a report, whether it is a list of names and
addresses, a financial summary for a period, or a set of mailing labels.
 Reports are useful because they allow you to present components of your database
in an easy-to-read format.
 You can even customize a report's appearance to make it visually appealing.
 Access offers you the ability to create a report from any table or query.

Macro
This object is a structured definition of one or more actions that you want
Access to perform in response to a defined event. An Access Macro is a script
for doing some job. For example, to create a button which opens a report, you
could use a macro which will fire OpenReport action.

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  You can include simple conditions in macros to specify when one or more actions in
the macro should be performed or skipped.
 You can use macros to open and execute queries, to open tables, or to print or view
reports.
 You can also run other macros or Visual Basic procedures from within a macro.
 Data macros can be attached directly to table events such as inserting new records,
editing existing records, or deleting records.
 Data macros in web apps can also be stand-alone objects that can be called from
other data macros or macro objects.
Module
Module is an object in desktop databases containing custom procedures that
you code using Visual Basic. Modules provide a more discrete flow of actions
and allow you to trap errors.
 Everything that can be done in a macro can also be done in a module, but you don't
get the macro interface that prompts you what is needed for each action.
 Modules are far more powerful, and are essential if you plan to write code for a
multi-user environment, because macros cannot include error handling.
 Modules can be standalone objects containing functions that can be called from
anywhere in your application, or they can be directly associated with a form or a
report to respond to events on the associated form or report.

Ms Access - Create Database

In this chapter, we will be covering the basic process of starting Access and
creating a database. This chapter will also explain how to create a desktop
database by using a template and how to build a database from scratch.
Data base from a template
To create a database from a template, we first need to open MS Access and on
the screen different Access database templates are displayed.
To view the all the possible databases, you can scroll down or you can also use
the search box.
Let us enter project in the search box and press Enter. You will see the database templates related to
project management.
Select the first template. You will see more information related to this
template.
After selecting a template related to your requirements, enter a name in
the File name field and you can also specify another location for your file if
you want.
Now, press the Create option. Access will download that database template
and open a new blank database as shown in the following screenshot.
Now, click the Navigation pane on the left side and you will see all the other
objects that come with this database.

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Click the Projects Navigation and select the Object Type in the menu.
You will now see all the objects types — tables, queries, etc.
Create Blank Database
Sometimes database requirements can be so specific that using and modifying
the existing templates requires more work than just creating a database from
scratch. In such case, we make use of blank database.
Step 1 − Let us now start by opening MS Access.
Step 2 − Select Blank desktop database. Enter the name and click the Create
button.
Step 3 − Access will create a new blank database and will open up the table
which is also completely blank.

Ms Access - Data Types

Every field in a table has properties and these properties define the field's
characteristics and behavior. 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.
 The data type determines the kind of the values that users can store in any given
field.
 Each field can store data consisting of only a single data type.
Here are some of the most common data types you will find used in a typical Microsoft Access
database.
Type of Description Size
Data

Text or combinations of text and numbers, Up to 255 characters.

Text including numbers that do not require
calculating (e.g. phone numbers).

Lengthy text or combinations of text and Up to 63, 999 characters.

Long Text
numbers.

Numeric data used in mathematical 1, 2, 4, or 8 bytes (16 bytes

Number
calculations. if set to Replication ID).

Date and time values for the years 100 8 bytes

Date/Time
through 9999.

Currency values and numeric data used in 8 bytes

Currency mathematical calculations involving data
with one to four decimal places.

A unique sequential (incremented by 1) 4 bytes (16 bytes if set to

number or random number assigned by Replication ID).
AutoNumber
Microsoft Access whenever a new record is
added to a table.

Yes/No Yes and No values and fields that contain 1 bit.

only one of two values (Yes/No,

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 True/False, or On/Off).

OLE objects can store pictures, audio, Up to about 2 GB.

OLE
video, or other BLOBs (Binary Large
objects
Objects)

Text or combinations of text and numbers Up to 8,192 (each part of a

stored as text and used as a hyperlink Hyperlink data type can
Hyperlink
address. contain up to 2048
characters).

The Lookup Wizard entry in the Data Type Dependent on the data type
column in the Design view is not actually a of the lookup field.
data type. When you choose this entry, a
wizard starts to help you define either a
simple or complex lookup field.
Lookup
A simple lookup field uses the contents of
Wizard
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.

These are all the different data types that you can choose from when creating
fields in a Microsoft Access table.

Ms Access - Create Tables

When you create a database, you store your data in tables. Because other
database objects depend so heavily on tables, you should always start your
design of a database by creating all of its tables and then creating any other
object. Before you create tables, carefully consider your requirements and
determine all the tables that you need.

There are 3 ways to create a table

To create a table by just entering data in a datasheet, follow these steps:
1. Create a new, blank database.
2. In the Database window, click Tables under Objects, and then click New.
3. In the New Table dialog box, double-click Datasheet View. ...
4. Rename each column that you want to use. ...
5. Enter your data in the datasheet.

To create a table from field templates

You can easily create fields for your tables by using Access 2007 field
templates. A field template is a design for a field, complete with a name, data
type, length, and predefined properties. Once you decide which fields pertain

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 to your data, drag the appropriate field templates onto a blank template. For
example, to create a table for your customer database using field templates,
follow these steps:
1. Open the database that will contain your table.
2. Click Create.
3. Click the Table command.
4. Click the New Field button under Fields & Columns.
5. Click the + button under Contacts to display the Contacts Field Templates.
6. Click and drag the Last Name field to the datasheet between the existing field headers
(ID and Add New Field).
7. Continue clicking and dragging the fields that you want for your database and insert
them between the headers of existing fields.
8. After you have inserted all fields into the table, right-click the Table tab.
9. Click Save, enter Customers in the Table Name text box, and then click OK.

Creating a table in design view

On the Create tab, click on Table Design. A new table will appear in design view: There are three
main parts to the design view window. Upper pane for defining fields by name, data type and
description (optional). Field properties (bottom left) for defining specific properties for a field. Help
(bottom right) as you move around the design view window, context specific help is provided here.

We now need to make a primary key for this table, so select a field which
makes record unique and click on Primary Key option in the ribbon.
You can now see a little key icon that will show up next to that field. This
shows that the field is part of the table’s primary key.
Let us save this table and give this table a name.

Click Ok and you can now see what this table looks like in the Datasheet View.
Let us click the datasheet view button on the top left corner of the ribbon.

Ms Access - Adding Data

An Access database is not a file in the same sense as a Microsoft Office Word
document or a Microsoft Office PowerPoint are. Instead, an Access database is
a collection of objects like tables, forms, reports, queries etc. that must work
together for a database to function properly. We have now created two tables
with all of the fields and field properties necessary in our database. To view,
change, insert, or delete data in a table within Access, you can use the table’s
Datasheet View.

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  A datasheet is a simple way to look at your data in rows and columns without any
special formatting.
 Whenever you create a new web table, Access automatically creates two views that
you can start using immediately for data entry.
 A table open in Datasheet View resembles an Excel worksheet, and you can type or
paste data into one or more fields.
 You do not need to explicitly save your data. Access commits your changes to the
table when you move the cursor to a new field in the same row, or when you move
the cursor to another row.
 By default, the fields in an Access database are set to accept a specific type of data,
such as text or numbers. You must enter the type of data that the field is set to
accept. If you don't, Access displays an error message −
Let us add some data into your tables by opening the Access database we
have created.
Select the Views → Datasheet View option in the ribbon and add some data
as shown in the following screenshot.
Similarly, add some data in the second table.

You can now see that inserting a new data and updating the existing data is
very simple in Datasheet View as working in spreadsheet. But if you want to
delete any data you need to select the entire row first.
Now press the delete button. This will display the confirmation message.

Click Yes and you will see that the selected record is deleted now.

Ms Access - Relating Data

In this chapter, we will understand the basics of relating data. Before talking
about and creating relationships between different data, let us review why we
need it. It all goes back to normalization.
Normalization
Normalization is the process of rearranging the fields and tables of a relational
database to reduce data redundancy and dependency.
Normalization typically consists of splitting up big tables into smaller
sized (and fewer redundant) tables along
with characterizing relationships between them. The objective would be
to separate data to ensure that additions, deletions and alterations to

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a field can be made in only one table and then propagated throughout
the remainder of the database through defined relationships.
Defining Relationships
A relationship works by matching data in key columns usually columns with
the same name in both the tables. In most cases, the relationship matches the
primary key from one table, which provides a unique identifier for each row,
with an entry in the foreign key in the other table. There are three types of
relationships between tables. The type of relationship that is created depends
on how the related columns are defined.
Let us now look into the three types of relationships −
One-to-Many Relationships
A one-to-many relationship is the most common type of relationship. In this
type of relationship, a row in table A can have many matching rows in table B,
but a row in table B can have only one matching row in table A.
For example, the Customers and Orders tables have a one-to-many
relationship: each customer can place many orders, but each order comes
from only one customer.
Many-to-Many Relationships
In a many-to-many relationship, a row in table A can have many matching
rows in table B, and vice versa. You create such a relationship by defining a
third table, called a junction table, whose primary key consists of the foreign
keys from both table A and table B.
For example, the Customers table and the Cookies table have a many-to-many
relationship that is defined by a one-to-many relationship from each of these
tables to the Orders table.
One-to-One Relationships
In a one-to-one relationship, a row in table A can have no more than one
matching row in table B, and vice versa. A one-to-one relationship is created if
both the related columns are primary keys or have unique constraints.
This type of relationship is not common because most information related in
this way would be all in one table. You might use a one-to-one relationship to
−
 Divide a table into many columns.
 Isolate part of a table for security reasons.
 Store data that is short-lived and could be easily deleted by simply
deleting the table.
 Store information that applies only to a subset of the main table.

Ms Access - Create Relationships

Why Create Table Relationships?
MS Access uses table relationships to join tables when you need to use them in
a database object. There are several reasons why you should create table

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relationships before you create other database objects, such as forms, queries,
macros, and reports.
 To work with records from more than one table, you often must create a
query that joins the tables.
 The query works by matching the values in the primary key field of the
first table with a foreign key field in the second table.
 When you design a form or report, MS Access uses the information it
gathers from the table relationships you have already defined to present
you with informed choices and to prepopulate property settings with
appropriate default values.
 When you design a database, you divide your information into tables,
each of which has a primary key and then add foreign keys to related
tables that reference those primary keys.
 These foreign key-primary key pairings form the basis for table
relationships and multi-table queries.

Ms Access - Query Data

A query is a request for data results, and for action on data. You can use a
query to answer a simple question, to perform calculations, to combine data
from different tables, or even to add, change, or delete table data.
 As tables grow in size they can have hundreds of thousands of records, which
makes it impossible for the user to pick out specific records from that table.
 With a query you can apply a filter to the table's data, so that you only get the
information that you want.
 Queries that you use to retrieve data from a table or to make calculations are called
select queries.
 Queries that add, change, or delete data are called action queries.
 You can also use a query to supply data for a form or report.
 In a well-designed database, the data that you want to present by using a form or
report is often located in several different tables.
 The tricky part of queries is that you must understand how to construct one before
you can actually use them.

Create Select Query

You can create a select query by using the Query Wizard or by working in
Design view. Some design elements are not available when you use the
wizard, but you can add these elements later by using Design view. Although
the two methods are somewhat different from each other, the basic steps are
essentially the same:
Choose the tables or queries that you want to use as sources of data.
Specify the fields that you want to include from the data sources.
Optionally, specify criteria to limit the records that the query returns.

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After you have created a select query, you run it to see the results. To run a
select query, you open it in Datasheet view. If you save the query, you can
reuse it whenever you need, for example, as a data source for a form, report,
or another query.

Ms Access - Action Queries

In MS Access and other DBMS systems, queries can do a lot more than just
displaying data, but they can actually perform various actions on the data in
your database.
 Action queries are queries that can add, change, or delete multiple records at one
time.
 The added benefit is that you can preview the query results in Access before you
run it.
 Microsoft Access provides 4 different types of Action Queries −
o Append
o Update
o Delete
o Make-table
 An action query cannot be undone. You should consider making a backup of any
tables that you will update by using an update query.

Create an Append Query

To Create an Append Records Query
1) Select the Create Tab on the Ribbon
2) Click the Query Design Icon on the Ribbon
3) Double click on the table(s) you wish to include in the query
4) Close the Show Table Dialog Box
5) Select the fields that you would like to include in the query
6) Enter the criteria in the query
7) Select the Design tab on the Ribbon
8) Click the Append Query icon

Create an Update Query

To Create an Update Query:
1) Select the Create tab on the Ribbon
2) Click the Query Design icon on the Ribbon
3) Double click on the Table(s) you wish to include in the query
4) Close the Show Table Dialog Box
5) Select the fields that you would like to include in the query
6) Click the Update Query icon on the Ribbon
7) In the Update To row, enter the data to update
8) Select the Design tab on the Ribbon
9) Click the Run Query icon
10) Close the query without saving

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11) Open the table to view the updated records

Create a Delete Query

To Create a Delete Records Query:
1) Select the Create tab on the Ribbon
2) Click the Query Design icon on the Ribbon
3) Double click on the table(s) you wish to include in the query
4) Close the Show Table Dialog box
5) Select the fields that you would like to include in the query
6) Click the Delete Records Query icon on the Ribbon
7) In the Delete Where row, enter the criteria
8) Click the Run Query icon
9) Click Yes to delete the records
10) Close and do not save the query
11) Open the table to see if the records where removed

Create a Make Table Query

To Create a Make Table Query:
1) Select the Create tab on the Ribbon
2) Click the Query Design icon on the Ribbon
3) Double click on the table(s) you wish to include in the query
4) Close the Show Table Dialog Box
5) Select the fields that you would like to include in the query
6) Enter the criteria in the query
7) Select the Design tab on the Ribbon
8) Click the Make Table icon
9) Type a name for the new table
10) Select a current database

To Select Another Database to Generate the Table in:

1) Click on the Browse button
2) Double click on the database
3) Click OK
4) Click the Run Query icon on the Ribbon
5) Click Yes to copy the results of the query to a new table
6) Close the query without saving
Notice, a new table has been added to the database. Open the table to view the records if necessary.

Ms Access - Parameter Queries

The best part about queries is that you can save and run the same query again
and again, but when you run the same query again and again by only
changing the criteria then you might consider the query to accept parameters.
 If you frequently want to run variations of a particular query, consider using a
parameter query
 Parameter query retrieves information in an interactive manner prompting the end
user to supply criteria before the query is run.
 You can also specify what type of data a parameter should accept.

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  You can set the data type for any parameter, but it is especially important to set
the data type for numeric, currency, or date/time data.
 When you specify the data type that a parameter should accept, users see a more
helpful error message if they enter the wrong type of data, such as entering text
when currency is expected.
 If a parameter is set to accept text data, any input is interpreted as text, and no
error message is displayed.

Example
Let us now take a look at a simple example by creating a parameter query. Let
us open your database and select Query Design in the Create table tab.
Double-click on the tblProjects and close the Show dialog box.
Select the field you want to see as a query result as shown in the following
screenshot.
In the query design grid, in the Criteria row of the ProjectStart column,
type [Enter a project start data]. The string [Enter a project start data] is your
parameter prompt. The square brackets indicate that you want the query to
ask for input, and the text is Enter a project start data is the parameter
prompt displays.
Let us now run your query and you will see the following prompt.

Let us now enter the following date.

Click OK to confirm.
As a result, you will see the details of the project which started on 2/1/2007.
Let us go to the Design View and run the query again.

Enter the date as in the above screenshot and click Ok. You will now see the
details of the project which started on 5/1/2008.

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 Ms Access - Duplicates Query Wizard
To Create a Find Duplicates Query
1) Click the Create tab on the Ribbon
2) Click the Query Wizard button
3) Select Find Duplicates Query Wizard
4) Click OK
5) Select the table that may contain duplicate values
6) Click Next
7) Select the field(s) that may contain duplicate values
8) Click Next
9) Select the fields that you wish to display
10) Click Next
11) Enter a name for the query
12) Click Finish
13) Close the query once you have viewed the results

Ms Access - Unmatched Query Wizard

To Run the Find Unmatched Records Query
1) Click the Create tab on the Ribbon
2) Click the Query Wizard button
3) Select Find Unmatched Query Wizard
4) Click OK
5) Select a table/query

Note: The query that you will be creating will compare the records in the
table/query you select on this page in the wizard with those records found in
the second table you select on the next page of this wizard.

Ms Access - Create Form

Forms in Access are like display cases in stores that make it easier to view or
get the items that you want. Since forms are objects through which you or
other users can add, edit, or display the data stored in your Access desktop
database, the design of your form is an important aspect. There's a lot you can
do design-wise with forms in Microsoft Access. You can create two basic types
of forms −
 Bound forms
 Unbound forms

Bound Forms
Let us now understand what Bound Forms are −
 Bound forms are connected to some underlying data source such as a
table, query, or SQL statement.
 Bound forms are what people typically think of when they think of the
purpose of a form.

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  Forms are to be filled out or used to enter or edit data in a database.
 Examples of bound forms will typically be what users use to enter, view
or edit data in a database.
Unbound Forms
Let us look into Unbound Forms −
 These forms are not connected to an underlying record or data source.
 Unbound forms could be dialog boxes, switch boards, or navigation forms.
 In other words, unbound forms are typically used to navigate or interact with the
database at large, as opposed to the data itself.

Types of Bound Forms

There are many types of bound forms you can create in Access. Let us
understand the types −
Single Item Form: This is the most popular one and this is where the records
are displayed — one record at a time.
Multiple Item Form: This displays multiple records at a time from that bound
data source.
Split Form: The form is divided into halves, either vertically or horizontally.
One half displays a single item or record, and the other half displays a list or
provides a datasheet view of multiple records from the underlying data source.

Access: Using Forms for Data Entry and Editing

Viewing and Entering Data with Forms
A form is the most convenient layout for entering, changing, and viewing
records from a database table or query and are primarily designed for
viewing/editing data on screen. You can use the Form Wizard to assist you in
creating a form or you can use the Form button to build a simple form
instantly. Once a form is built you can modify its design by going directly to
the Form Design View.
Forms can provide a more efficient means for data entry through the use of
drop-down lists (where users select the value they want), graphics, command
buttons, etc. To see the many options available for form creation, go to Form
Design View and view the Form tools. While using a wizard can greatly
simplify the creation of a simple form, more advanced controls such as drop
down boxes, command buttons, graphics, etc. are only available for insertion
through a Form’s Design View.
Creating Forms
There are three methods for creating forms:
1) Click the Form button
2) Use the Form Wizard, located under the More Forms drop down
3) Create the form in Design View

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Form
Form creates an “instant” form. The Form can be built by selecting the table or
query to be displayed in the form and clicking on the Form button on the
Create tab of the Ribbon. If you wish to make alterations to the form, you will
need to open the form in Design View. Note: the Form will include all fields
from your table or query. If you wish to select the fields yourself, use the Form
Wizard.
Form Wizard
An easy way to get started with forms is to use a wizard. To create a form with
the wizard, click on More Forms, then select Form Wizard.

1) Select the table or query to display in the form

2) Select the fields you wish to use in the form
3) If you wish to add fields from another table or query, select the 2nd table
or query from the drop down list on this screen and add those fields before
moving on to Next. Repeat the steps to select a table or query, and pick fields
that you want to include in the form, until you have selected all the required
fields.
4) Choose a Layout (e.g., Columnar or Tabular)
5) Choose a Style (background image) for the form.
6) Name the form and click Finish.

Form Views
There are 3 views of a form: Form View, Design View, and Datasheet View.
Any customization of the form’s appearance or characteristics will have to be
done through the Design View.

Figure 1: Office 2007

Controls
Every object on a form or report is a control and has its own set of properties
(displayed in the Property list) that determine the characteristics of the data it
contains. Some controls are linked to fields in the underlying table or query
and some are merely text or graphical objects not related to any data source.
Two of the most commonly used controls in a form or report are text boxes
and labels.

1) Label: displays unchanging or informational text often times as headings or

titles. Labels do not come from a source in the database such as a field or
expression. This is called an unbound control because it is not bound to any
data source.

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2) Text Box: displays data as text and is a bound control. A bound control
displays information that is stored in a field from the data Text boxes are
used to display, enter, and update values from fields in your database.

Form Sections
Forms consist of header, footer, and detail sections. In forms, there are two
types of headers/footers. Form headers and footers are visible on every page
of the form. Page headers/footers only appear on a printed copy of a form.
There are never visible in Form View. Information about individual records
appears in the detail sections.

Sizing Sections
Adjust the size of the area for any of the sections (headers, footers, detail), by
dragging the horizontal border for that section with your mouse. To adjust line
spacing in the detail section, drag the Detail border. There is no other line
spacing control.

Selecting and Editing Controls

All actions you can perform on a control, including moving, sizing, changing
properties, or deleting it, require that you select it first. Make sure the
selection tool (arrow) is activated before clicking on a control.
Select one control – click once on it. Handles will be displayed around the
object.
Select multiple controls – hold down the Shift key while you click each control.
Select a form or report – click the upper left corner of the form or report or
press Ctrl+R.
Select a section – click on the gray bar above the section to select it.
Select multiple controls – hold the left mouse button down and drag an outline
around one or more controls or drag the mouse through the horizontal or
vertical ruler bar.

Sizing Controls
To size a control, first select it by clicking on it. This adds sizing handles to the
control. To size a box, drag any of the sizing handles located on the border
around the control. To "size to fit" a control or label, double-click on any of its
sizing handles.

Moving Controls
Move a control and its label at the same time by dragging them with the “full-
hand” icon. To move them separately do so by dragging the upper left hand
box only.

Deleting Controls
To delete a control, click on it once to select it then press the DEL key on the
keyboard.

Cut/Copy/Paste
To cut or copy a control, select the control and choose either Cut or Copy. To
paste the control at the top of a different section, click on that Section’s header
bar and choose Paste. To paste the control directly underneath another, select
the control under which you wish to paste and choose Paste.

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Adding Fields
To display the field list, open the form in Design view. From the Design tab of
the Ribbon, choose Add Existing Fields. You can add one or more fields at a
time. To add one field, drag the field name to the design grid. To add all
fields, double click on the field list title bar and drag all fields as a group. To
add multiple fields, CTRL-click on the fields you wish to add to select them, and
then drag as a group to the grid. When you choose a field from the field list,
Access also creates a label from the field name.

Tab Order
After adding fields to your form, you will want to open your form and press the
tab key to see the order in which the cursor will advance from field to field. To
change the tab sequence, go to the Form Design Tools, Design tab, and select
Tab Order.

Format Tools
Use the Format Design Tools, Design tab to change fonts, colors, alignment,
appearance, etc. of any single control or group of controls. Select the
control(s) or section bar of the area to format, and choose the appropriate
button from the Ribbon.

Format Painter
Once you have formatted a control, you can "paint" this format to other
controls using the Format Painter. Select the control that is already formatted
and click on the Format Painter button. Then simply paint the new format on
other controls by clicking on them. Note: to “paint” the format of more than
one object, double-click on the format painter button. This will allow you to
transfer this format to other objects, until you click on the button once more to
turn it off.
AutoFormat
To apply one of the styles available through the Wizard, choose Format,
AutoFormat.

Controls
The Controls Group should display by default in Design View when an item is
selected. This displays most of the controls or objects you can add to a
Form/Report. For more information about contols, click on the button and
press F1. To create one of the controls from the ribbon, click the buttons to
select it and use your mouse to drag and draw the control in the Design grid.

Note: because reports present data in a printed format (or print preview), not
all controls will function in a report. For example, a combo box is a form
control and while you can add one to a report, it will not display any data.
Similarly, placing a command button on a report will not work because a report
is either sent to the printer or displayed in Print Preview mode. There is no
direct interaction with a report.

Properties
Each form, report, section, and control has property settings that you can
change to alter the look or behavior of that particular item. Use the properties
sheet to view and change properties.

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To set properties:
1) In Design view, select the control, section, form, or report for which you want to set the property.
2) Display the property sheet by right-clicking the object or section and then clicking Properties on
the menu, or by clicking the Properties button on the Ribbon.

Examples of Property Settings

Record source: Choose this property to change the record source of your form or report. You can
choose to enter a table or query name.
Data Entry: Change this property if you want to set the form for data entry only. Setting the
property to yes means the form will always display as a blank data entry form.
Picture: This property will place a picture in the background of the form. Type the location and
name of the file on this line.
Control Source: This property is the name of the field or an expression that populates a text box
control.
Default Value: This property is the same as a table's property. Enter a code, e.g., Date() or text as
the default value of a control.
Allow Edits: If this property is set to No, it means that existing data cannot be modified. This
property has no impact on new records.
Allow Deletions: If you want to make sure that users can't remove a record from the table, set this
property to No.
Allow Additions: If you want to use a form for only editing or deleting data, then set this property to
No.

Creating Controls with the Toolbox

Select Tool This button should always be depressed unless you wish to create one of the other
controls listed below.
Control Wizard Button When this button is pressed, a Control Wizard will help you create a new
option group, combo box, list box, or command button. To use the Wizard, depress the Wizard
button, then click the button to create the desired control. The appropriate Wizard will appear to
step you through the process.
Calculated control
A calculated control displays a value derived from an expression. This is a control whose source of
data is an expression rather than a field. Create a calculated control by typing the expression in a
text box.
An example of a calculated control to concatenate first and last names would be:
=[FirstName]&" "&[LastName] where FirstName and LastName are fields in a table.
To insert the date, add a Text Box, then enter the expression =DATE(). Look in Access Help for
more Expressions.
Drop Down Boxes There are two kinds of drop down boxes: list box and combo box. These boxes
present drop down lists containing values from an existing table or query or from a list you specify.
If you want Access to select the closest matching entry when you type a few leading characters in a
combo box, set the Auto Expand property to Yes.
Subforms You can create a form within a form (based on different tables). This arrangement is
particularly useful if the tables involved have a one-to-many relationship. The main form and sub
form are linked so that the subform displays only records related to the current record in the main
form. For example, when the main form displays the Beverages category, the subform displays only
the products in the Beverages category. You can also use the Report Wizard to create a report/sub
report.
Command Button Use a command button to create a button that when clicked will activate a
macro or Visual Basic for Applications procedure.

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 E-Commerce: Note
prepared by Dr. Jitendra Kothari, Associate professor,
Shri M. P. Shah College of commerce, Jamnagar.
Q. 1 What is E-commerce?
E-commerce is a transaction of buying or selling online. Electronic commerce draws on
technologies such as mobile commerce, electronic funds transfer, supply chain
management, Internet marketing, online transaction processing, electronic data
interchange (EDI), inventory management systems, and automated data
collection systems. Modern electronic commerce typically uses the World Wide Web for at
least one part of the transaction's life cycle although it may also use other technologies
such as e-mail.
E-commerce businesses may employ some or all of the following:
 Online shopping web sites for retail sales direct to consumers
 Providing or participating in online marketplaces, which process third-party
business-to-consumer or consumer-to-consumer sales
 Business-to-business buying and selling
 Gathering and using demographic data through web contacts and social media
 Business-to-business (B2B) electronic data interchange
 Marketing to prospective and established customers by e-mail or fax (for example,
with newsletters)
 Engaging in pretail for launching new products and services
 Online financial exchanges for currency exchanges or trading purposes

Q. 2 Explain: E-commerce trade cycle.

Individual or business involved in e-commerce whether buyers or sellers rely on Internet-
based technology in order to accomplish their transactions. E-commerce is recognized for
its ability to allow business to communicate and to form transaction anytime and anyplace.
Whether an individual is in the US or overseas, business can be conducted through the
internet. The power of e-commerce allows geophysical barriers to disappear, making all
consumers and businesses on earth potential customers and suppliers.

The e-Commerce Trade Cycle

A trade cycle is the series of exchanges, between a customer and supplier, that take place
when a commercial exchange is executed. A general trade cycle consists of:
Pre-Sales: Finding a supplier and agreeing the terms.
Execution: Selecting goods and taking delivery.
Settlement: Invoice (if any) and payment.
After-Sales: Following up complaints or providing maintenance.
For business-to-business transactions the trade cycle typically involves the provision of
credit with execution preceding settlement whereas in consumer-to-business these two
steps are typically co-incident.
The nature of the trade cycle can indicate the e-Commerce technology most suited to the
exchange.
Commercial transactions that are repeated on a regular basis, such as supermarkets
replenishing their shelves, is one category of trade cycle. EDI is the e-Commerce
technology appropriate to these exchanges, see Figure 1.

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 Figure 1: EDI Trade Cycle.
Consumer transactions tend to be once-off (or at least vary each time) and payment is
made at the time of the order.Internet e-Commerce is the technology for these exchanges,
see Figure 2.

Figure 2 Consumer i-Commerce.

The third generic trade cycle is the non-repeating commercial trade cycle and Internet e-
Commerce or an electronic market is the appropriate e-technology.
In e-commerce activities, supply chain and logistics are two most crucial factors need to be
considered. Typically, cross-border logistics need about few weeks time round
 e-commerce need to consider the establishment of warehouse centers in foreign
countries, to create high efficiency of the logistics system, not only improve customers'
satisfaction, but also can improve customers' loyalty.
Q.3 ADVANTAGES AND DISADVANTAGES OF ECOMMERCE
The invention of faster internet connectivity and powerful online tools has resulted in a new
commerce arena – Ecommerce. Ecommerce offered many advantages to companies and
customers but it also caused many problems.

E-Commerce - Advantage.
 Convenience. Every product is at the tip of your fingers on the internet, literally. Type in the
product you are looking for into your favorite search engine and every option will appear in a
well organized list in a matter of seconds.
 Time saving. With e-commerce there is no driving in circles while looking and digging in
hopes of finding what you need. Stores online offer their full line as well as use warehouses
instead of store fronts—products are easy to locate and can be delivered to your door in just
days.

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  Options, options, options! Without driving from store to store the consumer can easily
compare and contrast products. See who offers the best pricing and have more options to
choose from. While a physical store has limited space, the same store on the internet will
have full stock.
 Easy to compare. Side by side comparisons are readily available and easy to do. When
products are placed online, they come with all the specifics, and they want you to compare
them with others, know they have the best options and come back for more!
 Easy to find reviews. Because the competition is high, companies online want you to look at
other consumer reviews. Good and bad reviews are on every site, not only can you see if the
product is liked, you can also see the reasons behind the thumbs up or down.
 Coupons and deals. With every online business wanting you, more and more coupons and
deals can’t be avoided, which are totally great for customers. With major sites that act as
department store, you may find items up to 80% off! Take advantage of the competition and
find the best price available.
E-Commerce - Disadvantages.
 Privacy and security. Before making instant transactions online, be sure to check the sites
certificates of security. While it may be easy and convenient to shop, no one wants their
personal information to be stolen. While many sites are reputable, always do your research
for those with less than sufficient security.
 Quality. While e-commerce makes everything easily accessible, a consumer cannot actually
touch products until they are delivered to the door. It is important to view the return policy
before buying. Always make sure returning goods is an option.
 Hidden costs. When making purchases, the consumer is aware of the product cost, shipping,
handling and possible taxes. Be advised: there may be hidden fees that won’t show up on
your purchasing bill but will show up on your form of payment. Extra handling fees may
occur, especially with international purchases.
 Delay in receiving goods. Although delivery of products is often quicker than expected, be
prepared for delays. A snow storm in one place may throw off the shipping system across the
board. There is also a chance that your product may be lost or delivered to the wrong
address.
 Need access to internet. Internet access is not free, and if you are using free wifi, there is the
chance of information theft over an unsecure site. If you are wearing of your public library,
or cannot afford the internet or computer at home, it may be best to shop locally.
 Lack of personal interaction. While the rules and regulations of each e-commerce business
is laid out for you to read, there is a lot to read and it may be confusing when it comes to the
legalities. With large or important orders, there is no one you can talk to face to face when
you have questions and concerns.

Q. 4 Explain :Types of e-commerce

Generally speaking, when we think of e-commerce, we think of an online commercial transaction
between a supplier and a client. However, and although this idea is right, we can be more specific
and actually divide e-commerce into six major types, all with different characteristics.
There are 4 basic types of e-commerce:
1. Business-to-Business (B2B)
2. Business-to-Consumer (B2C)
3. Consumer-to-Consumer (C2C)
4. Consumer-to-Business (C2B).

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1. Business-to-Business (B2B)
Business-to-Business (B2B) e-commerce encompasses all electronic transactions of goods or
services conducted between companies. Producers and traditional commerce wholesalers typically
operate with this type of electronic commerce.
2. Business-to-Consumer (B2C)
The Business-to-Consumer type of e-commerce is distinguished by the establishment of electronic
business relationships between businesses and final consumers. It corresponds to the retail section of
e-commerce, where traditional retail trade normally operates.
These types of relationships can be easier and more dynamic, but also more sporadic or
discontinued. This type of commerce has developed greatly, due to the advent of the web, and there
are already many virtual stores and malls on the Internet, which sell all kinds of consumer goods,
such as computers, software, books, shoes, cars, food, financial products, digital publications, etc.
When compared to buying retail in traditional commerce, the consumer usually has more
information available in terms of informative content and there is also a widespread idea that you’ll
be buying cheaper, without jeopardizing an equally personalized customer service, as well as
ensuring quick processing and delivery of your order.
3. Consumer-to-Consumer (C2C)
Consumer-to-Consumer (C2C) type e-commerce encompasses all electronic transactions of goods or
services conducted between consumers. Generally, these transactions are conducted through a third
party, which provides the online platform where the transactions are actually carried out.
4. Consumer-to-Business (C2B)
In C2B there is a complete reversal of the traditional sense of exchanging goods. This type of e-
commerce is very common in crowd sourcing based projects. A large number of individuals make
their services or products available for purchase for companies seeking precisely these types of
services or products.
Examples of such practices are the sites where designers present several proposals for a company
logo and where only one of them is selected and effectively purchased. Another platform that is very
common in this type of commerce are the markets that sell royalty-free photographs, images, media
and design elements, such as iStockphoto.

Q. 5 Explain: M-commerce.
i. M-commerce (mobile commerce) is the buying and selling of goods and services through wireless
handheld devices such as cellular telephone and personal digital assistants (PDAs). Known as next-
generation e-commerce, m-commerce enables users to access the Internet without needing to find a
place to plug in.
ii. While electronic commerce (e-commerce) continues to impact the global business environment
profoundly, technologies and applications are beginning to focus more on mobile computing and the
wireless Web.
iii. Mobile commerce (M-commerce) can be defined as the delivery of electronic commerce
capabilities directly into the consumer’s hand, anywhere, via wireless technology.
iv. In very simple terms, one can say:
M-commerce = E-commerce + Wireless Web
Mobile commerce revolution in India – can you imagine shutting down a whole site and moving to
mobile app selling only? This is what happened with Myntra – fashion e-commerce in India. Its
parent company Flipkart’s CEO Sachin Bansal said that if the experiment goes well, Flipkart’s site
will be shut down too. This means that India’s largest e-commerce company will go mobile only.

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With all its growing clout, m-commerce is the rising star of the ecommerce world. By understanding
it and keeping tabs on where it’s going, business owners put themselves in the best position to take
advantage of all m-commerce has to offer.
M-Commerce is defined as any transaction with monetary value that is conducted via a mobile
telecommunications network. M-Commerce like ECommerce can be B2B (business to business),
P2P (person to person) or B2C (business to customer) oriented. The framework divides into couple
sub areas based on user’s distribution criterion. Mobile Ecommerce addresses electronic commerce
via mobile devices, where the consumer is not in physical or eye contact with the goods that are
being purchased.

M-Commerce Services:
M-Commerce is an emerging discipline involving applications, mobile device, middleware, and
wireless networks. While most of existing e-Commerce application can be modified to run a
wireless environment, M-Commerce also involves many more new applications that become
possible only due to the wireless infrastructure. These applications include mobile financial services,
user and location specific mobile advertising, mobile inventory management, wireless business re-
engineering, and mobile interactive games. In addition to device and wireless constraints, M-
Commerce would also be impacted by the dependability of wireless infrastructure.
M-Commerce existing and futures possible application include:
1. Mobile banking service (check account information, money transfer)
2. Mobile trade service (stock quotes, selling/buying)
3. Credit card information (account balance)
4. Life insurance account information (account information, money transfer)
5. Airline (online reservation, mileage account check)
6. Travel (online reservation, timetables)
7. Concert ticket reservation (online or telephone booking)
8. Sales (online books, CDs)
9. Entertainment (games)
10. News/information (headline, sports, weather, horse racing information, business,
technology, regional)
11. Database application (yellow pages, dictionary, restaurant guide)
12. Location based application (area information and guides)

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