ST.

IGNATIUS
TECHNICAL INSTITUTE OF BUSINESS AND ARTS

BACHELOR OF SCIENCE IN OFFICE ADMINISTRATION

DATABASE MANAGEMENT SYSTEM MODULE

Prepared by:
GLENN F. MADRID JR

1 GFMJR
 Lesson 1
Database Management System
MS-Access Overview

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 database.
 Report (optional) - Information from the database is organized in a nice
presentation that can be printed in an Access Report.
2 GFMJR
Architecture

 Access calls anything that can have a name an object. Within an Access
desktop database, the main objects are tables, queries, forms, reports,
macros, data macros, and modules.
 If you have worked with other database systems on desktop computers, you
might have seen the term database used to refer to only those files in which
you store data.

 But, in Access, a desktop database (.accdb) also includes all the major
objects related to the stored data, including objects you define to automate
the use of your data.

3 GFMJR
Assessment No. (10 pts)

Identify the following questions below:

___________1. This is a fancy term to basically describe the process of retrieving

information from database.

___________2. After your database is created, the data of every business day can
be entered into the Access database.

___________3. Database Management System is a member of Microsoft Windows

Operating system? (TRUE or FALSE).

___________4. Create your Microsoft Access database and specify what kind of
data you will be storing.

___________5. Information from the database is organized in a nice presentation

that can be printed in an Access Report.

Assignment No. 1 (15 pts.)

Brief History of Database Management System

 Lesson 2
Database Management System
MS-Access Database Essentials

Software Orientation

The Access Opening Screen

Before you begin working in Microsoft Access 2016, you need to be familiar
with the primary user interface. In the next section, you will be asked to open a
new blank desktop database in Access. When you do so, a screen appears that
is similar to the one shown in Figure 1-1.

When you create a blank database in Access, the opening screen provides you
with a workspace in which to build a database. Being familiar with the screen
elements helps you understand important tools and information. The elements
and features of your screen may vary if default settings have been changed or if
other preferences have been set.

5 GFMJR
GETTING STARTED

A database is a tool for collecting and organizing information. For example, as

a database, a phone book organizes a large amount of data—names, addresses,
and phone numbers—so you can access it by name in alphabetic order. Even a
grocery list is a simple type of database. A computerized database
management system (DBMS), such as Access, enables you to easily collect
large volumes of data organized into categories of related information. This type
of database allows you to store, organize, and manage your data, no matter
how complex it is, and then retrieve and present it in various formats and
reports. Using a DBMS to organize data gives you the power to manipulate,
view, and report the data in ways that other applications like spreadsheets and
word processing documents cannot. As with any program, however, the first
tasks are the most basic. This section shows you how to start Access and open
an existing database.

Start Access in Windows 10 GET READY.

Before you begin these steps, make sure that your computer is on. Sign on, if
necessary. 1. Press the Windows key on the keyboard to display the Start
menu. 2. Click All apps, point to Access 2016 (see Figure 1-2), and then click
Access 2016 to start Access and display its Start screen (see Figure 1-3).

6 GFMJR
7 GFMJR
If you open a file in a multi-user environment such as a SharePoint drive, other users
can read and write to the database as well; therefore, you may want to open the
database with other options. Click the down arrow next to the Open button to view
these options:

• Open: Opens with default access.

• Open Read-Only: Opens with only viewing ability and not editing ability. Others can
still read and write.

• Open Exclusive: Opens so that the database is only available to you. Others will
receive a message that the file is already in use.

• Open Exclusive Read-Only: Opens with only viewing ability and not editing
ability. Others can only view and not edit the database.

8 GFMJR
Assessment No. 2 (15 pts)

Identify the startup screen of Microsoft database

9 GFMJR
 Lesson 3
Database Management System
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.

Data Definitions

Let us now understand what Data Definition is:

 In document or a spreadsheet, you generally have complete freedom to
define the contents of the document or each cell in the spreadsheet.
 In a document, you can include paragraphs of text, a table, a chart, or
multiple columns of data displayed with multiple fonts.
 In spreadsheet, you can have text data at the top to define a column
header for printing or display, and you might have various numeric
formats within the same column, depending on the function of the row.
 An RDBMS allows you to define the kind of data you have and how the
data should be stored.
 You can also usually define rules that the RDBMS can use to ensure the
integrity of your data.
 For example, a validation rule might ensure that the user can’t
accidentally store alphabetic characters in a field that should contain a
number.

10 GFMJR
Data Manipulation

Working with data in RDBMS is very different from working with data in a word
processing or spreadsheet program.

 In a word processing document, you can include tabular data and perform
a limited set of functions on the data in the document.
 You can also search for text strings in the original document and, with
ActiveX controls, include tables, charts, or pictures from other
applications.
 In a spreadsheet, some cells contain functions that determine the result
you want, and in other cells, you enter the data that provides the source
information for the functions.
An RDBMS provides you many ways to work with your data. For example,

 You can search a single table for information or request a complex

search across several related tables.
 You can update a single field or many records with a single command.
 You can write programs that use RDBMS commands to fetch data that
you want to display and allow the user to update the data.
Access uses the powerful SQL database language to process data in your
tables. Using SQL, you can define the set of information that you need to solve
a problem, including data from perhaps many tables.
Data Control
Spreadsheets and word processing documents are great for solving single-user
problems, but they are difficult to use when more than one person needs to
share the data.
 When you need to share your information with others, RDBMS gives you
the flexibility to allow multiple users to read or update your data.
 An RDBMS that is designed to allow data sharing also provides features
to ensure that no two people can change the same data at the same time.
 The best systems also allow you to group changes (which is also known
as transaction) so that either all the changes or none of the changes
appear in your data.
 You might also want to be sure that no one else can view any
part of the order until you have entered all of it.
 Because you can share your Access data with other users, you might
need to set some restrictions on what various users are allowed to see or
update.

11 GFMJR
Assessment No. 3

Write True if the statement is correct and write False is in correct.

____________1. Database It provides all the data definition, data manipulation,

and data control features that you need to manage large volumes of data.

____________2. In database You can use an Access desktop database (.acctdb or

.mdbs) either as a standalone RDBMS on a single workstation or in a shared
client/server mode across a network.

____________3. A desktop database can also act as the data source for data
displayed on webpages on your company intranet.

____________4. When you build an application with an Access desktop

database, Access is the DBMS.

____________5. Before MS Access 2010, the file extension was *.mdb, but in MS
Access 2010 the extension has been changed to *.accdb extension.ive

Enumerate the Data Control in RDBMS

1.

2.

3.

4.

5.

12 GFMJR
 Lesson 4
Database Management System
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.
 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.

13 GFMJR
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.


Other MS Access Objects

Let us now take a look at other MS Access objects.

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 Open Report action.

 You can include simple conditions in macros to specify when one or more
actions in the macro should be performed or skipped.
 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.

14 GFMJR
  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.

15 GFMJR
Assessment No. 4 (20 pts.)

Define the following objects in database

1.)

2.)

3.)

4.)

16 GFMJR
 Lesson 5
Database Management System
MS-Access – Working in the Access Interface
(Navigation Pane)

The Access 2016 user interface was designed to help you find the commands you need
quickly so that you can successfully perform your tasks. In this lesson, you will begin
using the Navigation Pane, exploring the Ribbon and Backstage view

The Navigation Pane enables you to open, copy, and delete tables and other
database objects. It also lists all the objects in your database, including: tables
(the most basic database object that stores data in categories), queries (allow
you to search and retrieve the data you have stored), forms (control data entry
and data views and provide visual cues that make data easier to work with),
and reports (present your information in ways that are most useful to you).
You learn more about managing database objects (such as forms, queries, and
reports) in later lessons of this book.

17 GFMJR
18 GFMJR
19 GFMJR
Assessment No. 5 (20 pts)

Write the steps on how to use navigation pane.

20 GFMJR
 Lesson 6
Database Management System
MS-Access – Using Object Tab / Changing view

Use Object Tabs

When you create a database in Access, all the objects in that database—
including forms, tables, reports, queries—are displayed in a single window
separated by tabs. Tabs help keep open objects visible and accessible. To move
among the open objects, click a tab. To close a tab, click its Close button. You
can also right-click a tab to display the shortcut menu, which you can use to
save, close, close all, or change views. In this exercise, you practice opening
and displaying object tabs.

Changing Views

Each database object can be viewed several different ways. The main views for
a table are Datasheet View and Design View. Datasheet View can be used to
perform most table design tasks, so you will probably use it most often. A

21 GFMJR
datasheet is the visual representation of the data contained in a table or of the
results returned by a query. A query is simply a question you can ask a table
or another query. To change the view, on the Home tab, click the down arrow
on the View button and then choose a view from the menu. When you change
views, the commands available on the Ribbon change context to match the
tasks you will be performing in that view.

22 GFMJR
Assessment No. 6 (10 pts.)

Write the steps on how to use change view in database.

23 GFMJR
 Lesson 7
Database Management System
MS-Access – Selecting Tools and Command

A command is a tool (such as an icon, a button, or a list) that tells Access to

perform a specific task. Each tab provides commands that are relevant to the
kind of task you are performing. Many of the tools and commands for working
with Access are accessible through the Access Ribbon. In

addition to the Ribbon, Access also offers tools and commands on the File
menu (also known as Backstage view), a Quick Access toolbar, and a status
bar (refer to Figure 1-1). In this section, you explore the Ribbon, which displays
groups of common commands arranged by tabs.

Using the Ribbon The Ribbon is located across the top of the screen and
contains tabs and groups of commands. It is divided into several tabs, which
organize tasks according to similar commands you’d like to perform on a
database. The Ribbon is contextual, which means it offers you commands
related to the object that you are working on or the task that you are
performing.

Some groups have a dialog box launcher, which is a small arrow in the lower-
right corner of the group that you click to launch a dialog box or task pane that
displays additional options or information. Some commands on the Ribbon
have small arrows pointing down. These arrows indicate that a menu is
available that lists more options from which you can choose.

In the next exercise, you will practice using the Ribbon

24 GFMJR
Using the Backstage View

Microsoft introduced Backstage view in Office 2010. The Backstage view

(Figure 1-14) displays when you click the File tab from an open database and
contains a menu of options and commands that allows you to access various
screens to perform common tasks with your database files—such as creating a
new database, opening, saving, printing, closing, and changing user account
settings and options. You can click several options and commands to view
related screens containing various options and commands used to create and
manage your database. The Back button returns you to the Access database
workspace.

25 GFMJR
The following is an overview of the options in the Backstage view:

• Info: Default view. Use this option to view the current database file path and
view and edit database properties. Compact and repair the database and
encrypt the database with a password to restrict access.
• New: Use this option to create a new database from scratch or from available
templates.
• Open: Use this option to open an existing database and view a list of recently
accessed databases.
• Save: Use this option to return to the open database window where objects
can be saved.
• Save As: Use this option to save the current database object (such as a table,
query, form, or report) as a new object or save the database in another format
that is compatible with earlier versions of Access. You can save the database to
a document management server for sharing or you can package the database
and apply a digital signature.
• Print: Use this option to quick-print to a printer, open a dialog box from
which to choose print options, or preview your document before printing.
• Close: Use this option to close the open database but keep the Access
application open.
• Account: Use this option to view and modify user account settings, change
application background and theme, add a service, manage your Office 365
account, update office, and learn more about Access.

26 GFMJR
• Options: Use this option to customize language, display, proofing, and other
settings.
• Feedback: Opens the Windows Feedback dialog box, which allows you to
provide feedback to Microsoft and explore other users’ feedback.

27 GFMJR
Assessment No. 7 (25 pts)

Identify the questions below:

_____________1. This is to use this option to create a new database from scratch
or from available templates.

_____________2. This is to use this option to customize language, display,

proofing, and other settings

_____________3. Use this option to quick-print to a printer, open a dialog box

from which to choose print

_____________4. Use this option to close the open database but keep the Access
application open.

_____________5. Use this option to view and modify user account settings,
change application background and theme, add a service, manage your Office
365 account, update office, and learn more about Access.

Write the steps on how to use the back stage view

28 GFMJR
 Lesson 8
Database Management System
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.

29 GFMJR
If you use previous versions of Access, you will notice a difference for two of
those data types.

 In Access 2013, we now have two data types — short text and long text. In
previous versions of Access these data types were called text and memo.

 The text field is referred to as short text and your memo field is now
called long text.

Here are some of the other more specialized data types, you can choose from in
Access.

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

30 GFMJR
31 GFMJR
32 GFMJR
Assessment No. 8 (10 pts)

Identify the following questions.

_____________1. This is text or combinations of text and numbers stored as text

and used as a hyperlink address.

_____________2. This values and numeric data used in mathematical

calculations involving data with one to four decimal places

_____________3. You can create an expression that uses data from one or more
fields.
____________4. This data types files such as digital photos. Multiple files can be
attached per record.
_____________5. Numeric data used in mathematical calculations.

33 GFMJR
 Lesson 9
Database Management System
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.
Let us try and create the first table that will store the basic contact information
concerning the employees as shown in the following table:

Let us now have short text as the data type for all these fields and open a blank
database in Access.

34 GFMJR
This is where we left things off. We created the database and then Access
automatically opened up this table-one-datasheet view for a table.

Let us now go to the Field tab and you will see that it is also automatically
created. The ID which is an AutoNumber field acts as our unique identifier and
is the primary key for this table.

35 GFMJR
The ID field has already been created and we now want to rename it to suit our
conditions. This is an Employee table and this will be the unique identifier for
our employees.

Click on the Name & Caption option in the Ribbon and you will see the
following dialog box.

Change the name of this field to EmployeeID to make it more specific to this
table. Enter the other optional information if you want and click Ok.

36 GFMJR
We now have our employee ID field with the caption Employee ID. This is
automatically set to auto number so we don't really need to change the data
type.
Let us now add some more fields by clicking on click to add.

37 GFMJR
Choose Short Text as the field. When you choose short text, Access will then
highlight that field name automatically and all you have to do is type the field
name.

38 GFMJR
Type FirstName as the field name. Similarly, add all the required fields as
shown in the following screenshot

Once all the fields are added, click the Save icon.

You will now see the Save As dialog box, where you can enter a table name for the table.

Enter the name of your table in the Table Name field. Here the tbl prefix stands
for table. Let us click Ok and you will see your table in the navigation pane.

39 GFMJR
Table Design View

As we have already created one table using Datasheet View. We will now create
another table using the Table Design View. We will be creating the following
fields in this table. These tables will store some of the information for various
book projects.

40 GFMJR
Let us now go to the Create tab.

In the tables group, click on Table and you can see this looks completely
different from the Datasheet View. In this view, you can see the field name and
data type side by side.

41 GFMJR
We now need to make ProjectID a primary key for this table, so let us select
ProjectID and click on Primary Key option in the ribbon.

42 GFMJR
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.

43 GFMJR
Let us click the datasheet view button on the top left corner of the ribbon.

44 GFMJR
If you ever want to make changes to this table or any specific field, you don't
always have to go back to the Design View to change it. You can also change it
from the Datasheet View. Let us update the PStatus field as shown in the
following screenshot.

45 GFMJR
Assessment No. 9 (20 pts)

Create the table that will store the basic contact information of the students.

Field Name Data Type

46 GFMJR
 Lesson 10
Database Management System
MS-Access – Defining Database Tables

Defining Database Tables

Tables are the most basic organizational element of a database. Not only is it
important to plan the tables so they will hold the type of data you need, it’s
important to plan how the tables and information will be connected. In this
exercise, you view a visual representation of the relationship between two
tables.
In a simple database, you might have only one table. Most databases, however,
will have more than just one table. The tables you include in a database will be
based on the data available. For example, a database of students might have a
table for contact information, a table for grades, and a table for tuition and
fees.
In database applications like Access, you can create a relational database. A
relational database stores information in separate tables and these tables are
connected or linked by a defined relationship that ties the data together.

47 GFMJR
STOP. CLOSE the database and Access.

An important principle to consider when planning a database is to try to record each

piece of information only once. Duplicate information, or redundant data, wastes
space and increases the likelihood of errors. Relationships among database tables help
ensure consistency and reduce repetitive data entry.

As you create each table, keep in mind how the data in the tables are related to each
other. Enter test data and then add fields to tables or create new tables as necessary
to refine the database. The last step is to apply data normalization rules to see if your
tables are structured correctly and make adjustments as needed. Normalization is
the process of applying rules to your database design to ensure that you have divided
your information items into the appropriate tables.

Database design principles include standards and guidelines that can be used
to determine if your database is structured correctly. These are referred to as
normal forms. There are five normal forms, but typically only the first three are
applied, because that is usually all that is required. The following is a summary
of the first three normal forms:

• First Normal Form (1NF): This form divides each field according to its
smallest meaningful value, removes repeating groups of data, and creates a
separate table for each set of related data.

• Second Normal Form (2NF): With this form, each non-key column should be
fully dependent on the entire primary key. Create new tables for data that
applies to more than one record in a table and add a related field to the table.

• Third Normal Form (3NF): Use this form to remove fields that do not relate
to, nor provide a fact about, the primary key.

Before normalizing a database and defining fields for the efficient storage of
data in tables, it’s important to know where your data will come from. Data can
be brought into an Access database in a number of ways, including linking and
importing. When defining tables, you have to decide whether data should be
linked to or imported from external sources. When you import data, Access
creates a copy of the data or objects in the destination database without
altering the source. Linking lets you connect to data from another source
without importing it, so that you can view and modify the latest data in both
the source and destination databases without creating and maintaining two
copies of the same data thereby reducing redundant data. Any changes you
make to the data in the source are reflected in the linked table in the
destination database, and vice versa.

48 GFMJR
Assessment No. 10

Circle T if the statement is true or F if the statement is false.

T F 1. Any list you make for a specific purpose—even a grocery list—can be

considered a simple database.

T F 2. By default, the Navigation Pane appears on the right side of the Access
screen each time you create or open a database

T F 3. Forms, queries, and reports are examples of database objects.

T F 4. In a database table, data is stored in rows and columns—similar in

appearance to a spreadsheet.

T F 5. An important principle to consider when planning a database is to try to

record each piece of information as many times as possible for easy access.

Matching Type

Match the term in Column 1 to its description in Column 2.

Column 1 Column 2

____1. Record a. Row in a database column

____2. Field b. Database object that asks a table a question

____3. Query c. Database object that simplifies the process of

entering, editing, and displaying data

____4. Form d. Column in a database table

____5. Data Type e. Kind of information a field contains

49 GFMJR
 MS Access

Lesson 11
Database Management System
MS-Access – Creating a Database

In this lesson, 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.
To create a database from a template, we first need to open MS Access and you
will see the following screen in which 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.

50 GFMJR
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.

51 GFMJR
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.

52 GFMJR
Now, click the Navigation pane on the left side and you will see all the other
objects that come with this database.

Click the Projects Navigation and select the Object Type in the menu.

53 GFMJR
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.

54 GFMJR
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.

55 GFMJR
56 GFMJR
Assessment No. 11 (30 pts.)

1. Create a blank project management database and set a filename of your

Last name and Section. (e.g. Madrid.accdb_IT1-A).

2. Create a blank database and set a filename of your Last name and
Section. (e.g. Madrid.accdb_IT2-A).

After creating the databases, you may attached the file in google classroom or
screenshot of the two blank database.

57 GFMJR
 Lesson 12
Database Management System
MS-Access – Creating a Table

It is easy to create a new table by using the Application Parts gallery and Quick
Start. Application Parts were introduced in Access 2010 and consist of
predefined templates that you can add to an existing database to help extend
its functionality. Another way to create a table is to copy the structure of an
existing table and then paste it into the database. You can copy a database
object and paste it into the same database or into a different database that is
open in another instance of Access.

Using the Application Parts Gallery and Quick Start

The Templates group on the Create tab contains the Application Parts gallery
that you can use to insert predefined templates. Application parts vary from a
single table to a collection of database objects like tables, forms, and reports.
The Application Parts gallery consists of two categories:

Blank Forms and Quick Start. The Blank Forms category contains a collection
of form parts that allows you to add predefined forms to a database. The Quick
Start category of these templates contains a collection of predefined objects
arranged by parts for tracking things such as comments, contacts, and issues.
In this exercise, you will quickly create a table using the Application Parts
gallery and Quick Start.

58 GFMJR
59 GFMJR
Creating a Table from Another Table

Another way to create a table is to copy the structure of an existing table using the
Copy and Paste commands. In this exercise, you copy the structure of an existing
table to create a new table.

60 GFMJR
When you create a copy of a table by copying and pasting, you can re-create just the
table’s structure or both its structure and data. Access also provides you with a third
option that appends data to an existing table. If this option is chosen, Access will
attempt to append the table’s records to another table you specify.

As you learned in Lesson 1, a relational database stores information in separate tables

that are connected or linked by a defined relationship that ties the data together.
When you add a new table to an existing database, that new table stands alone until
you relate it to your existing tables. For example, say you need to track orders placed
by a distributor. To do that, you add a table named Distributor Contacts to a sales
database. To take advantage of the power that a relational database can provide—to
search for the orders placed by a given contact, for example— you must create a
relationship between the new table and any tables that contain the order data.

61 GFMJR
Assessment No. 12 (20 pts)

Write the steps on how to create a Table using the Applications Parts and Gallery and
Quick start.

62 GFMJR
 Lesson 13
Database Management System
MS-Access – Saving a Database Object

SAVING A DATABASE OBJECT

Access automatically saves data that you have entered any time you add an
Application Part like a Quick Start template, move to a new record, close an
object or database, or quit the application. But you will need to save the design
of a table, or any other database object, after it is created. Additionally, you can
use the Save Object As command in the Backstage view to create a duplicate of
a database object (like a table, query, or report) by specifying an alternate
name. You can even save objects in other formats such as the Adobe Portable
Document Format (PDF) or XML Paper Specification (XPS), which helps you
share data with others who may not have Access installed. Lastly, you can even
save some objects as other compatible object types. For example, you can save
a table as a new report which will, by default, include all table fields.

Saving a Table

When you save a new table for the first time, give it a name that describes the
information it contains. You can use up to 64 characters (letters or numbers),
including spaces. In this exercise, you save a database table, and then use the
Save Object As command to create a duplicate of the same table.

63 GFMJR
64 GFMJR
Assessment No. 13 (15 pts)

Fill in the Blank: Complete the following sentences by writing the correct word or
words in the blanks provided.

1. Entering data in Datasheet view is very similar to entering data in a(n)

____________. 2. The ____________ contains predefined templates included in two
categories: Blank Forms and Quick Start. 3. One way to create a table is to
copy the ____________ of an existing table and paste it into the database. 4.
When you add a new table to an existing database, that new table stands alone
until you ____________ it to your existing tables. 5. The ____________ category in
the Application Parts gallery contains a collection of predefined database
objects for tracking comments, contacts, and issues.

Multiple Choice Encircle best response for the following statements.

1. In Access, a template is which of the following?

a. A database to manage contacts
b. Where a database is stored
c. Two tables linked together
d. A ready-to-use database

2. When you create a new blank desktop database, Access opens a database that
contains which of the following?
a. One of each type of database object
b. A table
c. Sample data
d. A template

3. The Templates group commands are located on which of the following tabs?
a. Home
b. Create
c. Database Tools
d. Datasheet

4. To copy a table, you must first select it in which of the following?

a. The Clipboard
b. Microsoft Office Online
c. The Navigation Pane
d. Datasheet view

5. When you paste a table, which of the following dialog boxes is displayed?
a. Table Structure
b. Copy Table
c. Paste Data
d. Paste Table As

65 GFMJR
 Lesson 14
Database Management System
MS-Access – Working with Tables and Database records

NAVIGATING AMONG RECORDS

Database tables can be very large, and contain useful information that can be
manipulated in different ways. When a table contains many records and fields,
it is important to be able to navigate among them.

Navigating Using the Keyboard

Access users who prefer using the keyboard to navigate records can press keys
and key combinations to move among records in Datasheet view. In Datasheet
view, you can navigate among records using the up, down, left, and right arrow
keys to move to the field you want. You can also use the Tab key to move from
field to field in a record and from the last field in a record to the first field of the
next record. If you prefer to use the mouse, you can move among records by
clicking the navigation buttons, which you will do in a later exercise. However,
in this exercise, you use the keyboard to navigate among records.

Table 3-1 lists keys and key combinations for moving among records.

66 GFMJR
Using Navigation Buttons
Access users who prefer to use the mouse can use the navigation buttons at
the bottom of Datasheet view to move among records. In this exercise, you use
these buttons to navigate among records.

Records Group, Record Selector Box, and Record Shortcut Menu

There are a few ways you can enter record data, delete data from individual
fields of records, and insert and delete entire records, using the Records group,
Record Selector box, and commands in the Record shortcut menu (accessed by
right-clicking on the Record Selector box), shown in Figure 3-2.

67 GFMJR
68 GFMJR
Assessment No. 14 (20 pts.)

Write the list of Keyboard commands for navigating records.

Commands Result

69 GFMJR
 Lesson 15
Database Management System
MS-Access – Entering, Editing and Deleting Records

ENTERING, EDITING, AND DELETING RECORDS

Keeping a database up-to-date and useful is an ongoing process. You can
easily enter data by positioning the insertion point in the table cell where you
want to add data and begin typing. To insert a new record, select any record in
the table and then click the New button on the Home tab in the Records group.
You can also click the Record Selector box, right-click the selected record, and
then select New Record from the shortcut menu. A new record is added to the
end of the table. Select existing data to edit or delete it.

Entering, Editing, and Deleting Records

After you enter data and move to a new field, Access automatically saves the
data in the table. Each field in a table is formatted with a specific data type, so
you must enter that kind of data in the field. If you do not, you will get an error
message. To delete information from an individual field of a record, highlight
the field data and then press the Delete key or click the Delete button on the
Home tab in the Records group. If you change your mind after you delete
information from a field, you can undo the action by clicking the Undo button
on the Quick Access Toolbar. In this exercise, you enter a new record as well as
edit and delete existing records.

You can delete an entire record or several records at once from a database.
Just select the row or rows using the Record Selector box, and then press the
Delete key or click the Delete button on the Home tab in the Records group.
You can also right-click and select Delete Record from the shortcut menu. After
you delete a record, you cannot undo it.

70 GFMJR
71 GFMJR
References:

https://www.dit.ie/media/ittraining/msoffice/MOAC_Access_2016.
pdf

https://www.tutorialspoint.com/ms_access/index.htm

72 GFMJR