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Class 7 - MS ACCESS

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85 views3 pages

Class 7 - MS ACCESS

Uploaded by

NCS Delhi
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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MS ACCESS – DATABASE MANAGEMENT SYSTEM

1. What is a Database?

 Definition:
A database is a collection of organized data that can be easily accessed,
managed, and updated. In simple terms, it is like an electronic filing system
where information is stored in a structured manner for easy retrieval.
 Components of a Database:
o Tables: A database is made up of tables. Each table contains rows
(records) and columns (fields).
o Fields: These are the columns in a table, each representing a specific
type of data (e.g., Name, Age, Address).
o Records: These are the rows in a table, each representing a single entry
of data (e.g., an individual’s details).

2. Uses of a Database

 Storing Information:
Databases are used to store large amounts of information like customer details,
student records, or inventory items.
 Organizing Data:
A database helps in organizing data in a way that makes it easy to retrieve,
update, or delete.
 Search and Retrieval:
You can easily search for specific data in a database. For example, you can find
all records related to a particular student or customer quickly.
 Data Management:
Databases allow you to perform operations like adding new records, modifying
existing records, and removing records.
 Security and Backup:
Databases provide ways to secure the data and ensure that it is regularly backed
up, protecting against data loss.

3. Creating and Saving a Database

 Creating a Database in MS Access:


1. Open MS Access: Start MS Access on your computer.
2. Create a New Database:
 Click on "File", then "New".
 Select "Blank Database".
 Give your database a name (e.g., "StudentRecords") and choose a
location to save it.
 Click on "Create" to start creating the database.
 Saving a Database:

o After creating your database and adding data, save it by clicking on "File"
> "Save".
o You can also save the database with a new name or in a different location
by choosing "Save As".

4. Primary Key

 What is a Primary Key?


o A Primary Key is a unique identifier for each record in a table. It ensures
that no two records have the same value for the primary key field.
 Importance of a Primary Key:
o A primary key helps in identifying a record uniquely and allows for efficient
searching and data retrieval.
o For example, in a table of students, the student ID can be used as the
primary key because each student has a unique ID.
 Creating a Primary Key in MS Access:

1. When creating a table in Access, choose a field (e.g., StudentID) that will
contain unique values.
2. Right-click the field and select "Primary Key" to make it the primary key.
3. Once set, MS Access will automatically ensure that no two records in this
field have the same value.

5. Querying a Database

 What is a Query?
o A Query is a request for data or information from a database. It allows you
to search, filter, and manipulate data in various ways to get the results you
need.
 Types of Queries:
o Select Query: Retrieves data from one or more tables. For example, you
can create a query to find all students who have scored more than 80
marks.
o Update Query: Allows you to update existing records in a table. For
example, updating the phone number of a contact.
o Delete Query: Deletes specific records from a table. For example,
deleting records of students who have left the school.
o Append Query: Adds new records to a table from another table.
 How to Create a Query in MS Access:

1. Open your database in MS Access.


2. Go to the "Create" tab and select "Query Design".
3. Add Tables: In the Query Design window, add the table(s) you want to
query.
4. Select Fields: Choose the fields you want to display in your query results.
5. Apply Criteria: Use the "Criteria" row to add conditions (e.g., show
records where Age > 18).
6. Run the Query: Click on "Run" to see the query results.
 Benefits of Querying:

o Queries make it easier to find specific information in a large database.


o They can be used to calculate, update, or organize data quickly.

Conclusion:

MS Access is a powerful Database Management System (DBMS) that helps organize,


manage, and retrieve data efficiently. By creating databases, adding primary keys, and
using queries, you can store, manipulate, and extract useful information easily.
Understanding databases is essential in today’s world, as they are used in many fields
like education, business, healthcare, and more.

Quick Tip: Always choose a Primary Key that contains unique values for each record
to ensure the integrity of your data!

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