Introduction to DBMS @y Learning Outcomes -- The student will be able to: 7 define database and DBMS. > list real life examples of databases. 9 define a primary key. > design a database. > create a table and insert data in it. describe different data types. eens ind edit a table, > build query statements. Data is a raw and unprocessed form of facts and figures. When you interpret the data, it becomes meaningful information. From a child to an old man, professional to homemaker, everyone needs information, It is an important factor to manage the routine activities of every individual. Hence, itis essential to provide a structure to the available data in a computer system and organise it, which can be achieved with the help of a database. Database A database is an organised collection of data. It helps you to enter, manage, access, and analyse a large amount of information, quickly and efficiently. “ GRaonds Unknowingly, all of you use database in your daily life. You maintain your personal address diaries, wherein you write addresses and telephone numbers of your friends. You maintain the information alphabetically, so that whenever any information is needed, you can browse and extract the information quickly. From time to time, you keep on adding new addresses, and also updating the contact numbers and postal addresses of your friends, iffthere is any change. All these operations that you perform, like adding, updating, sorting, editing, deleting, etc, are the functions of a database. ‘Telephone directory, a dictionary, lst of friends and their addresses, records of academic and co-curricular achievements, list of groceries in a grocery store, catalogue in a library, list of customers in a bank, employees’ information in offices and organisations, etc., are the examples of the different types of database. Types of Database ‘There are mainly two types of database: Flat Pile Database: A flat file database refers to the data files that contain records, which have a small, fixed number of fields, without any structured relationship. For example, Microsoft Excel. Relational Database: A relational database stores the data in several tables. Tables are linked together by their common fields (columns) using the concept of keys to retrieve the data. Microsoft Access, Microsoft SQL, Oracle, and MySQL are some examples of relational database.Structure of a Database A database has a specific structure to store data. Let us study some basic terminologies used in a database that will help you in getting acquainted with the functioning of a DBMS. Tables: Tables are the building blocks of a database. ‘They store the complete data in a structured manner, i.e., in the form of rows and columns. Following are the different elements of a table: © Fields: All the columns in a table are called Fields. A field describes a particular attribute of all the records in a table. For example, the field named Roll No in the table: ‘Students’, will store the roll numbers of all the students. © Records: All the rows in a table are called Records. A record consists of all the fields that belong toa single person or an entity, For example, when you enter the data of all the fields, such as Roll No, F_Name, and Marks for a student, it creates a new row in a table, which is called a record. aa} TOES Rese s + |Sandesp) a9, 78 60 xa Nitin 65 80 7 ip Bo 7 C7 n | Gay St Fp te |e Figure 71: Elements of a Table ‘© Data: A set of characters that represents a valid value is known as Data. For example: 3, Dipti, 90, 88, and 70 are the data values for the specific fields of the table: ‘Students’, Queries A database stores a vast amount of data and it can be difficult to search for the appropriate data in times of need. To retrieve the filtered data from a database, queries are used, based upon some conditions. Queries are also used to perform actions, such as delete, update, etc, on the data. Forms Forms provide a user-friendly interface that facilitate the process of entering data in tables and queries. A form has an attractive interface that accepts data from the user and forwards it to the corresponding table or query. Reports Reports are used to display the selected data in a printable format. ‘They collect the summarised data from one or more tables/queries and organise it in a printable form. Database Management System It is very difficult to maintain a database manually when there are hundreds and thousands of records, as the chances of committing errors increase. A Database Management System (DBMS)is a computerised record keeping system that enables you to create, modify, store, and extract information from a database. The main function of a DBMS is to provide the users with efficient and reliable methods of data retrieval. Moreover, it reduces the chances of errors creeping into the database to a great extent. Therefore, data handling using DBMS becomes fast and efficient. Advantages of DBMS. Some of the key advantages of DBMS are as follows: Give any ea ite "example of data © A DBMS provides the users with efficient and reliable methods of data retrieval. © It facilitates the reduction of data redundancy (duplication of data) and climinates the need for maintaining multiple copies of the same data at different locations. © Itincreases the efficiency, speed, and flexibility in searching and accessing information, thus saving time and energy. © DBMS facilitates the sharing of the data among the different users based ens Let's Know More on their individual needs. © Ina DBMS, the data administrator has a complete control over the pret Sol database. It ensures that the data is accessed only by the authorised users. © A DBMS also supports the data integrity as it ensures that the stored data follows the customised standards of an organisation. Suppose, the maximum marks of an examination are set to 100, then you can have rules to ensure that the database accepts the numbers only between the range of 0-100. Microsoft Access Microsoft Access is the most popular Relational Database Management System (RDBMS) that serves as an integral part of the Microsoft Office Suite. It has a graphical user interface. Itis used to organise and manipulate a large volume of data efficiently. It organises data in the form of tables. It provides the facility to create a relationship between these tables by using the common fields. A relational database enables to prevent the duplication of data. Another important feature of Access is that you can add, update, delete, and view the data by using forms, find, and retrieve the data in a desired way by using queries, and print the data in a specific layout by using reports. Some other popular RDBMS are Sybase, Oracle, and MySQL. Kins | Logix 1.02Components of Microsoft Access 2010 Before learning various functions of Microsoft Access, let us get familiar with various components of the Microsoft Access window: ‘Quick Access Tasmane Hownang © Ooms or? Kou Navigation Buttons . Figure 7.2: Components of Access 2010 Title Bar _ tis located at the top of the window and displays the name of the active database. Quick Access Toolbar ‘This toolbar is present atthe top left corner of the Access window. It contains the most frequently used command buttons. By default it displays the Save, Undo and Redo buttons, but you can customize it to display more commands of your choice. Ribbon It contains various tabs, each with several groups of relevant commands, Some tabs appear when you work with certain objects like Forms, Such tabs are called Contextual tabs. Navigation Pane ‘This pane is present on the left side of the Access window. It displays the name of the objects used in the database, such as ‘Table, Queries, Forms, Reports, etc, Navigation Buttons As the name suggests, it helps in navigating through the records. The Navigation buttons display the current record number in an object. Object Tabs ‘The objects that you have opened in a database appear right above the work area in a tabbed form, Clicking on any tab displays the contents in the work area. ‘To close the current tab, click on the cross button on the right end of the bar. Status Bar This bar is located at the bottom of the window. On its extreme left, it displays the name of the current view, and on its right, it displays four View buttons, which are Datasheet View, Design View, PivotTable View and PivotChart View. foo) "nnStarting MS Access 2010 Click on Start button > All Programs > Microsoft Office > Microsoft Access 2010. - In Microsoft Access, there are two ways to create a database, either by using a template or creating a blank database. Mier) Click on Start > Microsoft Office > Microsoft Access 2011 Creating a Blank Database Let us create a blank database by following the given steps: © Open Microsoft Access 2010. © You will find the Backstage View on the screen. By default, the New tab is selected. Arr noice —) Figure 7.3: Backstage View © Click on the Blank database option present under the Available ‘Templates category. The Blank Database option facilitates you to create a database from scratch. This is a good option if you have very specific design requirements or have existing data that you need to accommodate. ‘The Blank Database task pane appears on the right side that prompts you to create a file, © Specify the file name in the File Name text box. © If required, you can change the location of the file by clicking on the Browse button @ next to the File Name box. ® Click on the Create button. This will create the database with an empty table named Tablel in the Datasheet View as shown in the Figure 7.4. Kips | Logix 1.02 (eon‘The table has an empty row and the cursor is placed in the first empty cell in the Click to Add column. You will notice an asterisk(*) sign in the record selector at the left end of the this row which indicates that it is ready to receive a new record. © Access automatically creates the first field called ID. By default, this field is designated as the table's primary key which contains an entry that will uniquely identify the record. The data type of this field is set to AutoNumber which means that Access will automatically enter a sequential number in this field for each new record. Kenge s ble in the Datasheet View © Select the empty field below Click to Add in the table. Enter data, say to priya , and then press the Tab key to move to the next field. When a new column is added to the datasheet, a new field is defined in the table, Access automaticaly sets each field's data type based on the data that you enter. Thus, the Table gets created as you enter data. Views of a Table ‘You can work on a table in two views: Design View and Datasheet View. Design View ‘The Design View is divided into two parts: Field Grid Pane In this pane you can define the field names, their data types, and description. Figure 7.5: Views Field Properties Pane cee ‘This section is used to set properties for the fields defined in the table. Datasheet View Datasheet View is used to enter data in a table. This view displays the table as a grid, ‘The fields are displayed as columns and the records are displayed as rows. When you double click on the table name in the Navigation Pane, it opens the table in the Datasheet View. Switching Between Views Microsoft Access allows you to switch from one view to another by following either of the two options: © Click on the View option on the Home tab in the Views group to change the desired view. Or Click on the Design View or Datasheet View buttons at the right corner of the Status bar,Adding a Table Regardless of how you have created your database, you can add new tables to an existing database by using the Design View or Datasheet View. Creating Table in Design View To create the table in Design View, click on the Table Design option in the ‘Tables group on the Create tab as shown in Figure 7.6. A table will open in Design View as shown in Figure 7.7. Now, you can add fields in the table. coon mene PRET DAPES Rema gp Adding Fields, Inserting Data, and Saving a Table in Design View ® For each field in the table, type a name in the Field Name column. Press the Tab key to move to the Data Type column and select a data type, such as Short Text. ® In the Description column, you can type a description for each field, which is optional. ‘The description text is displayed on the Status bar when the cursor points to that field in the Datasheet View. Figure 7.7: Adding Fields in Design View © After defining all the fields, save the table by clicking on File > Save, Or Select the Save ‘el button present on the Quick Access Toolbar. © Now, to add data in the table, switch to the Datasheet View. Feld Record ‘What are the different database objects in Microsoft Access? id (ein ‘The overall design structure of database is called Database Schema, whieh describes the records and relationships among, ‘the common data.Creating Table in Datasheet View When you create a blank database, Access creates a table automatically. You can either customise this {able or create another table by using the Create tab. To create a new table my the Datasheet View, click on the Create tab and select the ‘Table option in the Tables group. A new blank table will be created and opened in the Datasheet View. Adding Fields in Datasheet View © Access automatically creates the fist field called ID. ‘The data type of this field is AutoNumber, which means Access will automatically generate a sequential number in this field for each new © You can add a new columa in the table by entering data in the Click to Add column. Access will automatically assign a data type based on the data you enter, Let us enter the first record: © Click on the empty cell below the Click to Add header. Enter the name of the student, for example, Priya and then press the Tab Key. Notice, Access has assigned value 1 tothe ID fea and named the second column as Field1, Similarly, add data in the other fields as shown in Figure 7.9, will be added to the table, enter data for each field as shown in Figure 7.9, ® Save the table by selecting the Save le button present on the Quick Access Toolbar. Editing Tables in Access Access 2010 allows you to edit the tables by deleting, moving, freezing, and hiding the fields. Let us learn to do this in the Datasheet View Deleting a Field To delete a field, follow the steps given below: © Select the field by clicking on its field header and press the Delete key or Right-click on the field and select the Delete Field option from the Context menu. ‘© Access prompts a message to confirm deletion, Click Yes to confirm the Figure 7.10: Using Delete deletion and No to cancel the deletion, Fleld OptionMoving a Field Open the table in Datasheet View. Select the field that you want to move by clicking on its field header. Drag it horizontally and drop it at the desired location. While dragging you will find a dark line appearing between the fields. This indicates the position where the field will be placed. Figure 7.11: Moving a Field Freezing a Field Freezing a field in MS Access refers to making the selected field/column appear at the leftmost side in atable and makes it visible at all times irrespective of the directions you scroll. To freeze column(s), follow the steps given below: © Open the table in Datasheet View. i | : Selecting Freeze Fields Option RolLNe =| House =| class= [TuronFee> Aren 10 300 Sot atoz ey 00 Santzt0n ren 1000 ied 2 1000 flow 10 00 sony paswan | ae ae | a | Infreezing the Fiold Right-click on the column heading of the field that you want to freeze, Select the Freeze Fields option from the Context menu. ‘You will observe that the selected column is shifted to the extreme left of the table. ooo You can unfreeze the columns by right-clicking on any column heading and selecting Unfreeze All Fields option from the Context menu. In the same way, you can temporarily hide any column(s) or bring it back using the Hide/Unhide option from the Context menu.Data Types Data types are used to declare the fields ofa table. A data type determines the type of data a particular field can accept. Once the data type is defined, we cannot enter a different type of data in it. Ifwe try to oso, an error message will be displayed. The following table describes the available data types: Date/Time Currency AutoNumber Yes/No OLE Hyperlink Lookup Wizard Attachment Calculated {tis used to store text or a combination of text and numbers that does not require calculations, such as addresses, phone numbers, etc. The fields with this data type can have maximum of 255 characters. Stores numeric information that you can use for calculations. A number data type can Store integer values as well as decimal values. The maximum size of a number field can be 16 bytes, Stores text and numbers up to 65,536 characters, It is used for descriptive fields, Stores date type information, like date of birth, date of joining, date of leaving, ete. The ‘maximum size used by this data type is 8 bytes. Calculations related to dates can be done in this field type. ‘This type of field is used for currency values and numerical data used in calculations, Currency values automatically include a dollar ($) sign, decimal, and comma position, ‘The maximum size used by this data typeis up to 15 digits tothe left ofthe decimal point and up to 4 digits to the right of the decimal point. Generates a sequential number whenever a new record is added to a table. ‘The value in the AutoNumber field cannot be changed. I stores data as 4-byte values, typically used in primary keys. {tis used at places where the field can have only one possible value. It can either be True/ False, Yes/No, or On/Off. For example, a student can either be a male or a female, ‘This is used to embed an object created in another application, such as Microsoft Word document, Excel spreadsheet, or PowerPoint presentation into the Access table. Stores up to 2 GB of data, “The Hyperlink data type can store links to web pages, websites, files on an Intranet or LAN on your computer. It stores up to 1 GB of data. A Lookup wizard helps you to create a field whose values are chosen from the values in another table, query or list of values, By default, Access sets Lookup fields to the Number data type. ‘This data type allows you to attach images, spreadsheet files, documents, charts and other 'ypes of supported files to the records in your database, in the same manner as you attach files to e-mails, This data type is used when a user creates table fields which calculate the values, The calculations can include values from fields in the same table as well a the built-in Access functions. This data type is used mostly in case of queries, forms and tables,Primary Key Primary key is a standard feature of every database management system. A Primary key is a sort of check on the table that every record in the table is unique. The field which is designated as the Primary key of a table can neither have duplicate data nor can it be left blank while entering the data. A table can have only one Primary key. The value in the Primary key field is different for every record and thus helps in uniquely identifying the records, Let us understand it with the example of Students table. As we all know that each student in a class has a unique Roll No that cannot be assigned to any other student. Hence, Roll No can be defined as a Primary key to uniquely identify each record. We cannot consider the student’s Name field for Primary key as there is always a possibility that more than one student in a class might have the same name. Setting a Primary Key To set the primary key, follow these steps: © In Design View, click on the field that you want to set as the Primary key. The selected field will be highlighted. © Click on the Primary Key button fil, present in the Tools group on the Design tab. Or Right-click on the field and select the Primary Key option Figure 7.14: Setting a Primary Key from the Context menu. © The field will be set as the Primary key indicated by a small key Hl in the field selector column. Click on the Close button E on the Table window. Access prompts a message window reminding us to save the changes. o@ ® Click on the Yes button to save the changes. Ayo rnwc me ceca tect nee Geo Ges) Goad Figure 7.15: MS Access Confirming to Save Table a ean apply rch attng to oa PoemsQuery A query is a,database object that allows you to retrieve information from one or more database tables that meet a specific condition or criteria specified by you. The information retrieved on the basis of a Specified criteria in the query is stored in a separate table, called the Query table, In simple words, a query is a simple question that you ask to find a specific information from any Source, Similarly in Access, when you build a query, you are defining specific search conditions to search for specific information from the database. You can use queries to view, change, summarise, and analyse the specific data in different ways, In your daily life, you make several types of queries to get specific information, For example, you may want to know the names of the students who have scored above 85% marks. You may also want to Know the names ofthe students who live in Noida or Delhi, and so on, You caa make quick decisions depending on that criteria, Letus understand the concept of queries with the help of the given example. Naconnoc In the Students table, you have records of classes 7 as wel as 8 students Suppose, you want to extract the records of the student(s) of classes 7 and 8 who reside in Panchkula, then you can find this information with the help of the queries. Queries are made on tables and the results are displayed in the form of atable, ie, ina group of rows and columns with the. set of records that match the given condition, i . ure 7.16: abl Microsoft Access provides various types of queries: Select, Parameter, F194"e7-16: Students Table Crosstab, Action, and SQL (Structured Query Language) query. Setting a Relationship between Tables Relationships are links that associate a field in one table with the same field in another table, In Access, you can store data in multiple tables, ‘To bring that information together, you need to define relationships between the tables. Once you have defined relationship between the tables, data from both the tables can be used by Query, Form or Report A relationship works by matching a field with the same name in both the tables, In most of the cases, these matching fields are the Primary key from one table that uniquely identifies each record in a table, and a Foreign key in the other table. (A foreign key isa value in one table that mane match the Primary key of another table.) To create a relationship, make two tables: one with the name Students that holds information about Students, such as their Roll_No,, F_Name, Class, Address, City, and the other with the name Marks that holds the information about the students’ Roll_ No, Percentage and Grade. Open one of them in the Datasheet View. Figure 7.18: Marks Table ©® Click on the Database Tools tab. Select the Relationships button from ) the Relationships group. A Select query retrieves| © ‘The Show Table window appears [stortae data from one or more displaying the list of tables in the [ra [gmmleal tables and ceplays database, Select the required table and || $aianeanenasmeenesat crochet. Oe click on the Add button. The selected |) i" ‘also use a Select query table will appear as a small window in antaeiee the Relationships window. Likewise, || ‘average, and other add another table to the Relations! ‘dal window. ‘You can activate the Queries tab if the Gane Gaia I relationship is based on the queries OF » Figure 7.19; Show Table Dialog Box activate the Both tab if relationship is based on both ‘Tables and Queries 3-6 ease iain TS Acrosstab query ase 4 uses row headings and column headings 30 thatyoucan ses oul ata inter of Categories atone, ng ea Ronee | TS prema oe BSE Honan © Click on the Close button to close the Show Table dialog box. © Drag the Primary key of the parent | table (eg., Students Table) and drop itover the same field inthe child table (cg Marks Table). In our example, | ‘Roll No’ is the primary key. ad Pe iadank ; hear | | © The Edit Relationships dialog box S Foraneer coe appears. Li =e a type of Select query Figure 7.20: Tables Added to that prompts you for © Click on the Create button, Access the Relationship input before itruns creates the relationship between the ee ee tables. that controls the results For example, © Aline linking the two tables will appear indicating that both have been oo sao ceil i : ; to prompt for two inked on the basis of the linked field. fafa pocen Wi “i 7 retrieve all data with © Click on the Save button on the Quick Access Toolbar to save the values between the relationship and then close the Relationships window by clicking on the spected two dates Close button on the Relationships group. After the relationship has been created between two tables, you must delete the faniaction Stat relationship before you make modifications to the fields on which relationship creates a new table is based. To delete a relationship, click on the line that connects the tables and a a a Or press the Delete ey. deleting, updating and appending data int it. kis | Logix 1.02)Creating a Query Access provides two ways to create a Query: © Query Wizard © Query Design Creating a Query in Design View ‘The Design View gives you more control over a a query from the scratch, © Open the database and click o1 on the Query Design button i © The Show Table dialog box is displayed from which youcan select ius a the record source for your query which can be one o, more Tables ms igamiant ] or Queries or a combination of the two. query. It allows you to create nn the Create tab on the Ribbon, Now click in the Queries group, would like to run a query. Click ‘on the Close button, | ‘© The selected table appears as a small window displaying alist of fields in the "upper section of the Query Design Window ie, the Object Relationship Pane, Double-click on the field names which you want to add in the query. They will be added to the Design Grid (the bottom section of the Query window). You can also add fields to the query by dragging them from the field list to the Design Grid, The Design grid is similar 0a spreadsheet, with columns representing each field in the query. Figure 7.22:Select Query Window Let us understand the Design Grid: Field: The first row of the Design Grid di ‘Table: Beneath each field name is the Show: The Show row disp! the query is run. To hid splays the selected field names from the table. name of the existing table. lays a check mark, the fiek ids with check marks display the information when le the field during run time, deselect the check mark by clicking on it, .Specifying Simple Criteria We specify criteria in the Criteria row of the Design Grid, Specify the criteria value in the Criteria row and the data will be filtered accordingly in the query output. Let us understand it with the help of an example : © To view the roll numbers and names of students of class VII, double-click on the required fields in the table. © Move the cursor to the Criteria row and type the criteria =8 in the Class field column, © Click on the Sort property in the F_Name column and set it in the Ascending order. © Click on the Close button of query window to save the query. A dialog box will appear asking you to save changes to the design of Queryl. Click on the Yes button to save the changes. The Save As dialog box will appear. Specify the Query name and click OK. © ‘The query name will appear in the Navigation Pane (make sure you have selected the All Access Objects option from the drop-down menu in the Navigation Pane). Double-click on the query name to view the query output. © ‘The query result will be displayed in the query’s Datasheet View, which looks like a table. Figure 7.23:Specifying Simple Criteria Specifying Multiple Criteria ‘To specify multiple criteria in a query, follow these steps : © Suppose, you want to see the records of Class 8 and Class 9 from a wide range of records. Move the cursor to the Criteria row and type the condition =8 in the Class field. Type the second condition =9 in the Or row of the same column. ean foeemoens erat Know the FactFigure 7.25: Query Output © Now run the query by clicking on the Run button on the Query Tools Design tab. The query result will be displayed in the Datasheet View. ® Ifyou want to save the query, click on the Save command in the Quick Access ‘Toolbar. When Prompted to name it, type the desired name and then click OK, Creating a Query using Query Wizard To create a query using Query Wizard. Let us create steps: © Click on the Create tab. query on employee table by following the given © Select the Query Wizard button in the Queries group. cs °0 +] une ot omer ent eee 10001 sharma Ate |@ BE o & ® sepicion abe tate Sarteet c zotco) heres” OM me, Sento 4000 ta Sma female sero] (remit tas aie | Figure 7.26: Employee Table Figure 7.27: Selecting the Query Wizard Option © The New Query dialog box appears. The Simple Query Wizard option is selected, by default. Click on OK, © The Simple Query Wizard screen appears as shown in Fj contains the data in the Tables/Queries list box. fnew omy igure 7.29, Select the Employee table that© Now, add the fields that you want to have in the query result. To Add a Field (ara as © Select the required field(s) in the Available Fields wt elesetano) box. ! © Click on the single forward arrow button J or just double-click on the field emt ogetngertre arsda) © You will notice that the selected field is shifted to opener the Selected Fields box. OPREEERT, © Incase you want to add all the fields, then click on | the double forward arrow button °, twill shift all] ~ | Seo] the fields at once. Figure 7.30: Adding Title for Query ® You can remove the selected fields from the Selected fields box. ‘To remove them one-by-one, click on the single backward arrow button CI or remove all at once, click on the double backward arrow button |**. © Once you have selected the required fields, click on the Next button. © The Simple Query Wizard screen 2 of 3 appears, prompting you to either select the Details or Summary Query. Simply, click on the Next button. © Inthe next step, Simple Query Wizard screen 3 of 3 appears. Enter a new title for your query. ‘Gros Salry 10002 Pee ror ‘30000 © Observe that the Open the query to view information a ao ee Es radio button is selected, by default. Figure 731: Query Result ® Now, click on the Finish button. © ‘The query result will appear in the Datasheet View. You will observe that the query name is visible in the Navigation pane. Saving a Database ‘To save a database, follow the steps given below: © Select the Save icon present on the Quick Access Toolbar. Or Click on the File Tab and select the Save option from the drop-down menu. Or press Ctrl + § key combination. Figure 7.32: Save As Dialog box © The Save As dialog box appears. © Inthe Table Name Text box, enter the suitable name and click OK. © ‘The table name will appear in the Navigation Pane under the Tables group. While saving a table, we are not creating a file, Rather we are adding an object to the existing database, Coen (3)Closing Database and Access Application ne ® ® Opening an Existing Database [ca 4 ‘To open an existing database, follow the steps given below: ll comes ° ® You can visualise your data stored in forms and reports with the help of L1 new charts dime After finishing the work in Access, click on the Close Database option inf yuan the File tab to close Gf the current database. | swe bntabase As ‘To close Microsoft Access application, click on the File > Exit option Ed. i oven | I cos Oe ia Click on the File tab, Figure 7.33: Closing Select the Open option from the drop-down menu. ‘The Open dialog box Microsoft Access appears, Choose the folder or drive that contains the database. Select the required database and click on the Open button. ‘the selected table will open in the Datasheet View, You can also make use of ‘Recent’ option in the File menu to open recently used databases. You can use the Large Number data type in an Access table to store a non-monetary and numeric value to efficiently calculate large numbers. to understand the data better. * A database is an organised collection of data. It helps you to enter, manage, access, and analyse a large amount of information, quickly and efficiently. * Database is categorised as Flat file database and Relational database. DBMS stands for Database Management System. It is an application software, which is used to create, modify; and extract data from a database. It manages and organises the records in the form of tables. MS Access is the most popular and powerful RDBMS that is used to organise and manipulate data. You can create a table in the database using any of the two views: esign View and Datasheet View. A field's data type determines what type of data you can enter into afield, A primary key isa field in a table that holds a unique value for every record. Relationships are the links that associate a field in one table with the same field in another table, eee eee A query is a database object that allows you to to retrieve information from one or more database tables that meet a specific condition or criteria specified by you. tos)Brain’ = Developer A. Fill in the blanks. LA key uniquely identifies each record in a table. data type is used for descriptive fiel vom Generates a sequential number, whenever a new record is added to a table. vu is a database object that allows you to retrieve information from one or more database tables that meet a specific condition or criteria specified by you. 5. The... B. Write T for True and F for False. 1, All the rows in a table are called records. { property of a field is used to set multiple criteria in a query. 2. Currency data type is used to store currency values. { 3, The result of a query is always displayed in the Datasheet View. 4, Atable can have only one primary key. { 5. All the columns ofa table are called fields. ea C. Select the correct option. 1. Which option do you choose to create a database from scratch? a. Empty Database b, Blank Database c. New Database 2. Which of the following is not a type of database? a, Flat File b. Relational ©. Conditional ee _-oun 8 an application software that is used to create, modify, and extract data from a database. a. DBMS b. DBBS cc. DDMS key. a. Primary b. Foreign Composite 4, A table can have only on 5. Which of the following is not a characteristic of DBMS? a, Holds data in a standard format b. Increases data redundancy Ensures data security Kis | Logix 1.02)D. Application-based questions, 1 complete the task? Emp_name — Date_of joining Shivali has to answer some questions based on the following table structure, Help her in answering Supriya i given an assignment to add a new table in an existing database. Which option should she use to them; Project_name Emp_id Salary Designation Rajesh 18/11/2015 Payroll_system A001 —-20000-——Project associate Mansi 10/06/2012 MIS A002 45000 Project lead Shruti 30/07/2014 Employee_management A003. 35000_Project manager a. Identify the data type for the following fields: Emp_id Date_of joining Salary b. Name the highest paid and the lowest paid person, © Which field can become the primary key? from two tables? Suggest a way usin that he can fetch the data from tables, E. Answer the following questions, 1, What is a database? Give examples. Differentiate between Flat File database and Relational database. ig that he can create a link between two tables? Also, Rohan has created multiple tables in a database. Now, he wants to retrieve the information collectively tell the object usingWrite short notes on the following: a, Criteria: b, — Relationship:... i c. — Records:....Complete the crossword with the help of the given clues, Clues: 1. An organised collection of data. 2. A computerised record keeping system that provides the users with efficient and reliable methods of data retrieval, D D a({R. [Joy [rt alF M 3. A database object that displays the selected data in a printable format, 4. A type of database having fields without s[D|_|t 6fT ] any structured relationship. 5. A set of characters that represents 7 [el JA | N ] avalid value, 6. ‘The building block of a database that displays data in the form of rows and columns, 7. A type of database that prevents the duplication of data, 8, A database object that provides the user- Create a table having the following fields using a blank database and n; Student_ID ‘The unique identifier for a student Library Account Number ‘The unique identifier for a library account number Book_Issued ‘The details of the book (B_ID, B_Name, B_Author, etc,) Return_Date ‘The date on which the book will be return to library ‘Total_Books_Issued ‘The number of books issued on the account © Define a primary key for the Library Account table. © Set the default value 0 for the field Total_Books_Issued. ame it as Library Account.Set the field size to 15 for the Book_Issued fied. Enter ten records in each field Freeze the first two fields Insert one more field Student_Name after Student_ID and enter data in it. Save the table and close the MS Access application, Divide the students of the class into two groups and discuss the following topics: ® Flat File Database vs Relational Database © Use of Queries I eam= Create a database Teachers by defining the fields: ID, First Name, Last Name, Date of Birth, Department, Email, Address, City and ZIP/Postal Code. Enter 15 records in ‘To know more about Microsoft Access, visit the following link: https://edu.gefglobal.org/en/access/