MICROSOFT OFFICE ACCESS

MS Access is a database management system (DBMS).DBMS is a software tool that allows

you to use a computer to create a database; add, change and delete data in the database;
sort the data in the database, retrieve data in the database; and create forms and reports
using the data in the database.
Database is an organized collection of related information. A database allows you to store
information related to a specific topic in an organized way. In addition to storing data, you
can also sort, extract, and summarize information related to the data.
Examples of DBMS programs or tools include: -
 Ms-Access
 FoxPro
 Dbase III Plus, IV and V
 Lotus Approach
 Oracle or
 SQL server
 Informix
Data and Information
The term data is used for what is in a database and the term information is used for data that
is retrieved in a meaningful way.
Types of Databases
Hierarchical: - Records are stored in multiple levels (A tree structure); units
further down the system are subordinate to the ones above.

Relational Database: - Data elements are stored in a table. Each column

represents a field and row represents a record. The records are grouped
under fields. This type of database is flexible and easy to understand.

Opening a Database
You have three main options on the Getting Started page. You can open a template database
stored locally or online, an existing database, or a blank database.
The Blank Database command allows you to create a database from scratch.
Parts of a Database
A Microsoft Access database is made up of several components including tables, forms,
queries, and reports. These components are called database objects.
Tables
A table contains data about a particular subject, such as employees or products. Each record
in a table contains information about one item, such as a particular employee. A record is
made up of fields, such as name, address and telephone number. A record is also commonly
called a row, and a field is also commonly called a column.
Setting the Data Type for a Field
Access lets you control how data can be entered in each table field within your database. This
is done using Data Type. The default Data Type is text for every field after the ID field, which
was set to auto number. You can change the Data type:

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 Type setting:
To change the data type in Design View, click the field name and then press the tab key on
your keyboard. From the drop down menu under the Data Type column, select the format
you want.

Description of the Data types

1. Text: Alphanumeric data (text and numbers) stores up to 255 characters.
2. Memo: Alphanumeric data. Stores a maximum of 65,535. Used to enter long sentences.
3. Number: Only takes numeric data
4. Date/Time: Stores Dates and times
5. Currency: Use this data type to store monetary financial data and when you don't want
Access to round values.
6. AutoNumber: Unique values created by Access when you create a new record.
7. Yes/No: Boolean (true or false) data.
Access uses 1 for all Yes values and 0 for all No values.
8. OLE Object: Images, documents, graphs, and other objects from Office and Windows-
based programs
9. Hyperlink: Web addresses. You can store links to Web sites, sites or files on your
computer.
10. Attachment: You can attach images, spreadsheet files, documents, charts, and other types
of supported files to the records in your database, much like you
attach files to e-mail messages

11. Lookup Wizard: Allows you store data that is constant and displays it as a menu.

Creating a Blank database

 Open Ms Access
 Click on Blank Database
 Click on the folder icon to browse the location where you want to save your database.
 Give your database a name and click on create.
Creating tables

1. When you create a new blank database a table is created automatically for you so you
only give a name and save.
2. Click on create tab, click on table give it a name and save.

Table views

1. Design view: allows you to define the table fields and set the data types.
2. Datasheet view: Allows you to enter records into a table.

Keys
Fields that are part of a table relationship are called keys.

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 1. 1. Primary key: A table can have only one primary key. A primary key consists of one
or more fields that uniquely identify each record that you store in the table.
2. 2. Foreign key: A foreign key contains values that correspond to values in the primary
key of another table.
Building Table Relationships
To establish a relationship between tables:
 Click the Relationships command in the Show/Hide group on the Database Tools tab in
the Ribbon.
NOTE: Tables must be closed in order to establish relationships.
 When the Show Table dialog box appears:
o Select each table name and click Add for the tables you want to relate.
o When you are done, Close the Show Table dialog box.
You should now see a relationship map that contains all the tables that were selected.
Understanding the Relationship Map
The relationship map lists all of the tables that were selected to relate, and all of the fields
that were set up for that table previously. Notice that the first field has a key icon next to it.
This is the Primary Key for the table.
There are three types of table relationships.
A one-to-many relationship
Consider an order tracking database that includes a Customers table and an Orders
table. A customer can place any number of orders. It follows that for any customer
represented in the Customers table, there can be many orders represented in the
Orders table. The relationship between the Customers table and the Orders table is,
therefore, a one-to-many relationship.
A many-to-many relationship
Consider the relationship between a Products table and an Orders table. A single
order can include more than one product. On the other hand, a single product can
appear on many orders. Therefore, for each record in the Orders table, there can be
many records in the Products table. In addition, for each record in the Products table,
there can be many records in the Orders table.
A one-to-one relationship
In a one-to-one relationship, each record in the first table can have only one matching
record in the second table, and each record in the second table can have only one
matching record in the first table.
Relating Tables
It is easy to relate tables from the relationship map:
 Select a field name from one table by holding down the left mouse button.
 Drag the field name from the one table to the other table in the desired relationship.
 Drop the first field name onto the field name that you want to relate by releasing the
left mouse button.
 The Edit Relationships dialog box appears.
 Select the Enforce Referential Integrity option. This option is explained in detail below.
 Click Create.

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Queries
Another database object is called a query. A query allows you to retrieve information from
one or more tables based on a set of search conditions you define using the table fields. It
helps you to extract records, answer questions and combine two or more tables
Using Queries to Make Data Meaningful
The real power of a database is in the ability to pull data for quick analysis, that is what
happens when you run a query. Queries allow you to retrieve information from one or more
tables based on a set of search conditions you define and then combine that information in a
way that is easy for you to analyze. If you have used an Advanced Filter in Access, then you
have already run a very basic query on only one table. If you want to pull data from more
than one table, though, you will need to use either the Query Design command or the Query
Wizard.
Planning a Query
There are three questions you need to answer when you are planning a query:
 What do you want the results to look like? Identify every field or bit of information
that you want included in the results.
 Where is the information stored in the database? List which tables (and/or queries)
hold the information that you want to see.
 What conditions do you want the data to meet? This helps determine how to set the
criteria so Access can search the records properly.
 We have three types of queries:
a). Select query
b). Action queries
 Delete
 Update
 Make table
 Append
c). Cross tab query
Using the Query Design Command
 Select the Query Design command from the Create tab on the Ribbon.
 Use the Show Table dialog box to select which tables (and/or queries) to include in the
query. Our plan called for all three tables.
 Drag and drop the fields you want to see in your results to the bottom portion of the
query design screen.
 Enter the condition in the Criteria row for the condition field.
 Once the condition is set, click Run! in the Results group on the Ribbon.
 Finally, view your results to determine if they match your desired results.
Using Totals in a Query
Sometimes, you may want to see your query results grouped or counted in some way.
Perhaps the easiest of these is the Totals command, whose optional functions are very similar
to the functions used in Microsoft Excel. These functions include:
 Sum ,Average, Maximum, Minimum and Count
Sorting and Filtering Query Results

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Once you have the results looking how you want them, you can sort and filter them to
narrow your results down even further.
Filtering Records
Another useful way to look at, or analyze, the data in the database is by filtering it. Filtering
groups your data together based on one or more criteria for a given field, then displays only
the records that contain those specified values and criteria.

Forms
A third database object is the form. Forms are an Access tool that users can create to make
data entry in database tables easier.
Entering data directly into a table can be difficult if there is a lot of information to enter. Like
an Excel spreadsheet, an Access table is essentially a screen filled with blank rows where a
user enters records. Forms, however, provide users with an easy-to-read interface where
they can enter table data.
Creating a Form
The Access forms tools include:
 The Form command makes a basic form, showing a single record at a time.
 The Split Form command creates a form showing one record on top, and includes the
datasheet view of entire source table on the bottom.
 The Multiple Items command creates a form that shows all the records at once, which
looks very similar to the source table in datasheet view.
 The Form Wizard is hidden under the More Forms command. It walks you through the
process of creating more customized forms.
Reports
The final database object is the report. A report is an effective way to analyze and present
data using a specific layout. The text can be formatted in an Access report, just like it can be
in Word documents.
Using Reports to Make Data Meaningful to Others
Now that you know how to use queries to analyze the data in a database, it is time to find out
how to create a report that will make the data meaningful to someone else. How to use
grouping options and query limits to make the report easier to read, as well as identify
several report formatting and layout options that can be set in Layout View. Finally, you will
see how to use Print Preview and how to save the report.

Using Reports To Make Data Meaningful to Others

As you know, queries make the data in a database meaningful to you. Sometimes, though,
you need to share that data with someone else. A report is an effective way to present your
data using an attractive layout. The text can be formatted in an Access report like it can be in
Word documents.
The Report Wizard walks you through the steps of creating a report. The Report command,
however, is much easier to use, and all of the formatting options are still available to you in
Layout View once the report is created. With these tools, you can create a report based on a
table or on a query.

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To Create a Report Based on a Table using the Report Command
To create a report based on a table using the Report command:
 Choose the table you wish to use as the source of your report. To do that, you can
either open the table, or just highlight the table name in the Navigation Pane. In our
example, we used the open Books table to create the report.
 Select the Report command on the Create tab in the Ribbon, as seen above.
 The report is automatically generated and includes every field in the table in order of
their appearance in the table. This can be seen in the example below, which was
created form the table above.
The layout and formatting of the report can be manipulated in Layout View.
Creating a Report Based on a Query
Access can create a report using a query as the source, as well. The process for creating a
report based on a query is identical to the process for creating a report based on a table that
was outlined on the previous page. And just like when making a report from a table, every
field and record that appears in the query results will appear on the report.
To Limit the Number of Records in a Report
It is possible to limit the number of records in a report, provided that the report was based
on a query. The limit is set in the query itself, using the query design screen.
To limit the records returned in a query:
 Open the query in Design View
 Use the Return option in the Query Setup command group to set the number of
records you want to see in the query results and the final report.
 Click Run! to make sure the query results look like you want the report to look.
 Create the report using the Report command on the Create tab
 Format the report as desired.
Grouping Items on a Report
Grouping items on a report can make it much more readable. Microsoft Access 2007 offers a
quick and easy way to add grouping to a report.
To Add Grouping to a Report
To add a level of grouping to a report:
 With the report open, select the Group & Sort command from the Grouping & Totals
command group on the Format tab in the Ribbon.
Grouping Command for Reports
 This opens a Group, Sort, and Total dialog box in the lower portion of the window.
 In the Group, Sort, and Total dialog box, select Add a group.
 Select the field you wish to group by from the drop down list. We chose to group our
list by Category.
 When you release the mouse button, the report will now appear with items grouped.
Our report is grouped on Category now, as seen below.
The Group, Sort, and Total dialog box will remain open until you close it.
Formatting a Report in Layout View
Access opens the created report in Layout View, so that you can easily make modifications. In
Layout View, you can change the look of your report in many different ways, including:
 deleting columns and other report elements

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  moving and resizing columns
 adding a logo
 changing the title and other text on the report headings
 applying a report style with AutoFormat
 modifying the page layout
 Create a table called Parents
 Use the following fields
o Parents Name
o ID Number
o Occupation
o Residence
o Marital status
o Telephone number

Choose the correct data types and set a primary key.