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MS Access 2010

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25 views3 pages

MS Access 2010

Uploaded by

romeesa15422
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Here is an explanation of the chapter on MS Access 2010 organized under the given

subheadings:

Introduction

MS Access 2010 is a database management system (DBMS) developed by Microsoft


that allows users to store, retrieve, and manage data efficiently. It is widely used for
creating, managing, and sharing relational databases. Access provides a user-friendly
interface with tools for designing tables, queries, forms, and reports, making it a
popular choice for small to medium-sized databases. It integrates seamlessly with
other Microsoft Office applications, making data analysis and reporting simpler.

Important Database Terms


 Database: A structured collection of data stored electronically.
 Table: A set of data arranged in rows and columns, where each row is a record and each
column is a field.
 Record: A single, complete entry in a table, representing one entity or item.
 Field: A single piece of data in a record, such as a name or date.
 Query: A tool for retrieving and manipulating data based on specific criteria.
 Form: A user-friendly interface for entering or viewing data in a table.
 Report: A formatted output of data, used for printing or presenting information.

Functions of DBMS

A DBMS like MS Access 2010 performs the following key functions:

1. Data Storage: Organizes data in a structured format.


2. Data Retrieval: Allows users to search for and retrieve specific data efficiently using queries.
3. Data Manipulation: Enables adding, updating, and deleting records.
4. Data Security: Offers access controls to protect sensitive information.
5. Data Integrity: Ensures accuracy and consistency in the data through constraints like primary
keys.
6. Data Sharing: Supports multiple users accessing and working on the database
simultaneously.

Database Objects

MS Access databases are composed of the following objects:

1. Tables: The primary storage area for data.


2. Queries: Used to search, filter, and analyze data.
3. Forms: Provide a customized interface for entering or viewing data.
4. Reports: Used to display and print data in a structured format.
5. Macros: Automate repetitive tasks within the database.
6. Modules: Contain custom programming code for advanced database operations.

Data Types

Data types define the kind of data a field can store. In MS Access 2010, common data
types include:

 Text: For short alphanumeric data (up to 255 characters).


 Memo: For lengthy text or notes.
 Number: For numerical values used in calculations.
 Date/Time: For dates and times.
 Currency: For monetary data.
 Yes/No: For Boolean values (True/False).
 Attachment: For files like images or documents.
 Lookup Wizard: Creates a dropdown list for selecting values.

Setting Data Types

To set a data type in Access, you must:

1. Open the table in Design View.


2. Select the desired field.
3. Choose the appropriate data type from the Data Type column.
Setting the correct data type ensures data accuracy and consistency.

Primary Key

A primary key is a unique identifier for each record in a table, ensuring that no
duplicate records exist. To set a primary key in Access:

1. Open the table in Design View.


2. Select the field or combination of fields to be used as the primary key.
3. Click the Primary Key button in the toolbar.
Primary keys are essential for establishing relationships between tables and maintaining data
integrity.

Changing the View

Access provides two primary views for working with tables:


1. Datasheet View: Displays data in a grid format, allowing you to add, edit, and view records.
2. Design View: Enables you to define the structure of the table, set data types, and configure
field properties.
To switch between views, use the View button in the toolbar or the right-click context menu.
Changing the view allows you to perform specific tasks based on your needs, such as
modifying the table's layout or updating its contents.

This chapter provides foundational knowledge of MS Access 2010, equipping users


with the skills to create and manage databases effectively.

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