DATA BASE SOFTWARE.

A Data base is a collection of windows stored for a particular purpose or is the highest in
data organization hierarchy that holds all related files or table. The data in a database is
arranged in column and rows.

A database manager is a Computer program for storing information in an easily

retrievable form.

Database Management system (DBMS).

Is a collection of Programs that enables you to save, modify and extract information
from a database.
Is a set of Computer programs that Control the creation, maintenance and the use of a
database.
Examples of Database Management Software.

Ms Access Fox Pro Lotus Approach

Oracle Dbase IV

FUNCTIONS OF A DATABASE MANAGEMENT SOFTWARE.

 Allows the user add or delete records.

 Update or modify existing records.

 Organize data for easy access, retrieval and manipulation of records.

 Acts as an interface between a database and other application programs.

 Ensure security for data in the database by safe guarding it against unauthorized
access and corruption.

 Keep static of data items in a database.

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 DATABASE MODELS/TYPES.

Database are classified according to the method used to organize data. The main
database modes are;

Hierarchical database management system.

Fields or records are arranged in relate groups resembling a family tree with a “Child”
record subordinated to the parent.

Relational database system.

This relates or connects data in different files (tables) through the use of a primary key
or a common data element.

Network database system.

It is similar to DPMS but each child record can have more than one parent record.

OBJECTS OF DATABASE.

Tables.

These are fundamental structures in Ms Access that hold the raw data.

Queries.

These are tools used to manipulate data that are in database.

They do questioning tasks like how many people are male or female in Kampala.
They can be used to relate data tables which can be merged to form a new data table
(query) like data tables. Data can also be used as a basis of work for forms and reports.

Forms.

These are used to enter and display records in a data base easily. Like a receipt paper
form.

Reports.

These enable one to preview and print data in meaningful format. Just like Forms
reports can be constructed from various data tables and queries.

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Pages.

For creating / editing www pages.

Macros.

This is an automated procedure action in a Computer i.e mean program. It has short
automated procedure with simple commands.

Modules.

Programs which expert users write in a programming language called Access Basic to
perform tailor made functions not generally available.

TERMS ASSOCIATED WITH DATABASE.

Field.

This is the entire column that contains similar data items. Or is a Character or logical
combination of characters that represent a data item. For example Name, Sex District
among others. Therefore they are referred to as name field, Sex field etc.

Record.

This is a set of entire data items in a row or is a collection of related fields that represent
a single entity.

Field name /Label.

This is a title of a particular field or column. They are also referred to as field labels.

Field Type.

This specifies the data that will be stored in the field. Such as numeric fields, Alpha
numeric data field, logical fields, Memo text field and currency.

Tables/ Files.

A file is a collection of related records.

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 TABLE SHOWING SUMMARIZED FIELD TYPES AND DATA TYPES.

FIELD TYPE DATA TYPE

Auto Number A number that is automatically assigned incriminatory or
randomly to a particular record and never change again.
Currency Numerical field which is automatically assigned a currency
sign, thousand separator or decimal places.
Date/Time A date or time data type you can change the appearance of
it from the general tab.
Text Any character that may not be needed for calculations e.g
phone numbers.
Hyperlink Stores data types that are internet addresses e.g
www.bbc.com.
Memo Stores data that exceeds 255 characters. It may also
include spaces.
Numbers Stores numeric data that may be used in calculations later.
Yes/No Stores logical or Boolean value of yes/no.
OLE Object Stores pictures, photographs of employees, excel or other
files.

Field Property.

It is a specific Characteristic of a particular field entry. They are specified from the
general tab in the data table structure. They include field characteristic like Comma,
Caption, decimal places etc. These Change depend on the type of data types specified.

FIELD PROPERTY.
Field Size Specifies the maximum length of characters including spaces
for any data item.
Decimal Specifies the decimal places the figure should have.
places
Format Specifies the appearance of that particular item in that
particular field.

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 HOW TO START A DATABASE.

Click on Start button on the taskbar.

Select All Programs then Microsoft Office.

Select Microsoft Office Access 2007.

TO CREATE A NEW DATABASE.

On the taskbar Click on Create a new file.

Then Click on Blank Data base.

Choose what location you want to save in and give the database a file name.

Click on Create to begin.

CREATING TABLES.

Now we need to decide the type of table we want to create. For a Contact management
type of table, you need contact information for your Clients, meeting notes or journals
of meeting etc.

STEPS TO CREATE A TABLE.

From the Object list select Tables.

Double Clickk on Create Table using Design view. A dialog box will appear.

Enter Field names and data types.

Click save button to save the Table. The Save As dialog box will appear and you enter a
desired file name.

Click close to close the table design view. The dialog box will appear prompting you to
enter the primary key. If the primary key is needed press yes if otherwise press no.

Now that your table has been saved it will appear under tables .

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 CREATING TABLE IN DESIGN VIEW.

Double click on Create Table in Design view.

Enter the fields as desired and the appropriate data types.

Give the table a name .

Save the Table.

LOOKUP WIZARD.

When you select lookup wizard for the data type the lookup wizard will automatically
start.

Select the option “I will type in the values that I want”.

Click on Next.

Enter the values you want to appear as options. Please see the list to the left for values.

Click on Next.

Now you are prompted to label your lookup column.

Click on finish to complete the column.

Add the note field and select the data types as Memo.

Type the field name as “status”.

Under the data type choose lookup wizard.

Select the option “I will type in the values that I want”.

Click on Next to continue.

Enter the list values; open, closed and Pending.

Click on Next to continue.

Enter the list values; open, closed and pending.

Click on next to continue.

Leave the name of the Column lookup so it matches the table.

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Click finish to get back to the table in Design view.

Click on the X in the top right hand corner of the table.

As see to the left, Click on yes to save the Table.

Give the table a name and click on save to finish.

QUERIES.

A query is a database feature that enables the user to disply specific record as wee as
perform calculations on fields from one or multiple tables.

CREATING A QUERY.

Click the query tab from the Object list.

Select create Query in Design view. The show table dialog box will appear from which
you can add a table you wish to create a query.

Click the table from the table/query list and click Add.

Click close to close the show Table dialog box.

The query design grid open. This lets the user to design a query.

The table list will appear in the selected query box.

Once you have selected the field, click on the X to close the query.

You will be prompted to save click on yes to save the query.

Give the query a name and now your query will appear as an item listed under queries.

PARTS OF THE QUERY GRID.

Field Row.

Fields from a table or tables to be used are arranged in this row. Each field should
occupy its column.

Sort Row.

By Clicking the down arrow In the sort cell, you can specify the sort order i.e ascending ,
descending or not sort.

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Criteria Row.

This is where you type conditions statements that will b e used by the query to display
specific records.

Or Row.

Used to specify an alternative condition statement that will be used by the query to
display specific records.

PERFORMING CALCULATIONS IN A QUERY.

To Create a Formula that calculates the total marks in a Table.

Open your query in design view.

In an empty cell, preferably the immediate last field cell type an expression that includes
a field name of your choice such as Total:

You can set the Criteria and other query options.

Save the query and run it. The result of the calculation will be displayed.

TO USE THE TOTAL FUNCTION.

Open your query in design view.

Click the Total button on the query toolbar.

Select the field you want to analyze.

For each field to be analyzed, click its cell in the Total row and then select any of the
functions as:

Sum: Add all the numerical data items.

Avg: Calculates the mean of all numeric data items in the field column.

Mini: Returns the minimum value from the field column.

Max: Returns the maximum value from the field column.

Count: Returns the number of items in the field column.

Set Criteria and other options then click run to preview the results and save the query.

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 PRINTING A QUERY.

Click the query tab then select the query you want to print.

From the ribbon /File menu, click print, set the printing options then click print or OK
button.

Criteria.

This is a limiting condition such as “Arizona” or “>100”, used in queries and filters to
show a limited set of records.

Criteria Operators.

OPERATOR PURPOSE EXAMPLES

And Records having one Like*fr*and like*cal*(records that
characteristic AND contain the words “Fresh” and
another characteristic. “California” in the filtered field)
Or Records having one Apple or kiwi (records that contain
characteristic OR the word “Apple” or the word “Kiwi”
another characteristic in the filtered field.
Not Records that do not Not apple (any value other than
have a specific Apple)
character
& Concatenates fields [City]&”, “&[State]& “ “&[Zip] (in a
into a single column customers table, concatenates the
City, State, and Zip fields, commas
and spaces into an address line such
as “Rathdrum,ID 83858”)
Like Records having the Like a* (entries that start with the
criteria as part of a letter A); Like *son (entries that end
field’s value. with “son”; Like [t-v]* (entries that
start with the letters T, U, or V); Like
*ba* (entries that include the letter
sequence “ba”)
Between…. Records having a Between 1/1/98 and 2/2/98 (values
And value between two from January 2, 1998, through
values you specify January 31, 1998)
In Records with a In (Dried, Candied) (a value of Dried
characteristic in a list or Candied; same result as Dried or
you supply Candied)

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 Is Null Records having no Is null (in a Phone Number field finds
entry in the field records with no phone number
entered)
Is Not Null Records having an Is not null (in a Phone Number field
entry in the field finds records with a phone number
entered)
=, <>, >, < Indicates equal, =42 (entries of 42); <>3 (entries
unequal, greater than, other than 3); > 1/1/98 (dates after
less than January 1, 1998); < 10.50 (values less
than 10.50)
*, /, + Multiplies, divides, [Price]*[Quality] (multiply the value
adds, subtracts in the price field by the value in the
Quantity field; [Weight]/12 (divide
the value in the Weight field by 12)

Creating a Query in Design View.

In the database window, in the Queries group, double- click Create Query In Design
view. A new query window and the show Table dialog box appear.

In the show Table dialog box, click the table you want, click Add then click Close to close
the show Table dialog box. The table is added to the table pane of the query window.

Next, you add the table fields you want to the query’s grid. In the table pane, double
click each field name you want to include in the query. As you double click field names,
they appear in the grid.

On the Access toolbar, Click the View button to switch to Datasheet view.

The query runs, and the results will look like a table

CREATING A MUTIPLE –TABLE QUERY IN DESIGN VIEW.

To create data from more than one table, the tables must be related .

Steps.

In the database window, in the Queries group, double click Create Query
In design view, a new query window and show Table dialog box appear.

In the Show Table dialog box, double click each table name you want to add. Then close
the show Table dialog box. The tables are added to the Table pane

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Be sure the tables are joined if they are join lines appear between them.

Double click the field names you want to include to add them to the QBE grid.

Click the view button on the Access toolbar to switch to Datasheet view.
The query displays the record set for your query.

CREATING A FORM USING THE WIZARD.

Click on the Table listed under Objects.

Double click on “create a form by using wizard”.

Choose the Table or query that you want to use to make the form.

From the available fields list, select the specified ones by clicking on the field > click on
the single right arrow or you can use all of the fields by clicking on the >> double arrow.

Once the fields are selected click on Next button.

Now you are going to choose the layout of your form.

Choose the Columnar format.

Now you can choose a style or the look for the form. If you are not sure what to choose
pick standard.

Give a Form a name.

You can either enter information on your form or make changes to the design.
Choose “open the Form to view or enter information”.

CREATING A REPORT.
Double click on Create a Report by using wizard.

Check or select the Table or query you are using to create a report.

Select the individual field you would like to use for the report.

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You can also select all the fields by using the double right arrow.

Once you have selected all the fields for the report click on the Next button to continue.

This will allow you to sort your address book by field.

You donot have to use a sort option.

If you want to continue click on Next.

Here you can pick a report style. Select one and cli8ck on the Next to continue.

Give your report a name.

Click on finish.

Here is the final report from your query.

Click on the ribbon/File and print to see a print out of your report.

EXPORT A REPORT.
Here is the option to export the report to Ms word or Ms Excel.

Here is how the report will look when published in Ns word.

The other option is to publish the report into Ms Excel file.

Click on the official link down arrow and select.

“Analyze it with Microsoft Office Excel.

The report will be expressed to Microsoft Excel.

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 GENERATING MAILING LABELS.

Labels are special types of reports used for identification. Examples of Labels are mailing
and floppy disk labels. You create labels the same way you create a report.

TO CREATE LABELS.
Open the databases.

Click the report button then New.

In the dialog box Click Label wizard.

Click a Table or query then Click ok.

Follow the instructions in the wizard.

USING ADVANCED DBMS FEATURES.

A Macro is set of one or more actions used to perform particular operations such as
opening a form or printing a report. Macros are used to automate database
applications.

TO CREATE A MACRO.

In the database window, click the macros button then new.

In the Action column, click to add an action e.g open Form.

In the lower part, specify arguments for the action, Name argument box.

Type an optional comment for the action.

Add more actions to the macro. Action are executed in the order you list them.

Save the macro and run it.

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