Unit 1

Learning Objectives

Important terms related to databases

Functions of DBMS and database objects

Starting MS Access 2010

Creating a new database in MS Access 2010

Components of the MS access 2010 window

Data types and the primary key

Changing the view

Creating and modifying tables in MS Access 2010

Saving a database in MS Access 2010

Opening an existing database

Queries, forms and reports in MS Access 2010

Introduction

A database refers to the arrangement and storage of data in a way that allows it to be retrieved
easily.

Once the information is stored in the Microsoft Access database, it is easy to find, analyze and print.

Important database terms

Database: A database is an integrated collection of logically related records in the form of tables. It
offers an organized mechanism for storing, managing and retrieving information related to a
particular subject or purpose.

Database Management System (DBMS) : A DBMS is a set of computer programs that controls the
creation, maintenance and use of the computerized database by the user.

Table: A table is a collection of related information in the form of rows and columns.

Record: A record is one row of a table. It includes complete information arranged horizontally.

Field: A vertical column in a table that stores information of the same types.

Functions of DBMS

- To ensure the integrity and consistency of data in the database.

Reduces data redundancy: Data redundancy means duplication of data. A DBMS helps to remove
duplicate data.

Facilitates sharing of data: different users can access and use the same database.

Controls data inconsistency: a change in any one files is automatically updated in all the related files.

Enforces standards: In a DBMS, a certain standards can be applied in a data representation.

Maintains integrity: A DBMS maintains integrity by keeping some constraints when the data is
entered.

Data base objects

Objects Description

Table Stores information in the form of rows(records) and columns (fields)

Queries These are used for sorting, grouping or filtering data is the database.

Forms Customized screens to provide an easy way to enter and view data in a table or
query.

Reports These present the data from a table or query in a printed format.

The extension of a database file in MS Access 2010 is .accdb

Title bar shows the name of the database created. The minimize, maximize restore down and close
buttons are also found in this area.

File menu the button on the left of the title bar. It contains commands like new. Open, save, and
print.

Quick access toolbar This has some of the most frequently used commands in the MS access like
save, undo, and redo. Can be shifted below the ribbon, and more commands can be added to it.

Ribbon contains the commands that can be performed on different database objects. These
commands are classified under groups in different tabs

Navigation pane: the left pane of the window. Database objects in currently open or new databases
are displayed.

Tabbed document the database objects appears in tabs, unlike the overlapping windows in the
earlier versions.

Status bar this is found at the bottom of the window and displays the status and the buttons to
change the page views.

Property Description
Field size Used to set the maximum size for data stored in
the field set to the text or number data type.
new values Used to se the order of numbers in the field
either in an incremental or random order.
 Allows you to display data in a format which is
different from the way It is stored. For example,
you can choose a predefined format or other
symbols for creating a custom format to define
a currency.
caption Used to display an alternative name for the
field to make It more explanatory.
Indexed smart tags This speeds up sorting but may slow down the
database. Add tags like date, telephone
number, financial symbol or person name to
the field. Each tag is associated with an action
or a list of action.
Text aligns Used for the alignment of the text entered in
the field.

A field name in the database can have a maximum of 64 characters in upper lower and mixed case
letters numbers and some special characters can be used.

Deleting records is permanent. It cannot be reversed through an undo operation.

A query is a question relating to the data with a specific answer to it. It is a way of retrieving specific
information from single or multiple tables of the database.

Forms

Forms are customized screens for viewing, entering modifying and deleting data in a table or a
query.

Reports

Reports are re[presentations of data in a printed format. The size, appearance, and layout of the
print can be customized based on the requirements.