Lesson Five

Introduction
Ms Access is one of the most powerful and flexible data base management system (DBMS). By
using this software, we can solve different types of problem. It is a family member of Ms Office
group. (Ms-Access एक शक्तिशारी Data base management system (DBMS) हो।मसको प्रमोग
गये य डाटा व्मवस्थाऩन सम्फन्धी काभहरु गने सककन्छ। मो एक Microsoft office group अन्तगगत
ऩने एक सफ्टवेमय हो।)
1. Enter data directly into a database or import it from another program. (मसको प्रमोग गये य
सक्तिरै सॉग डाटा Entry गने य अरु प्रोग्राभफाट डाटा ल्माउन सककन्छ।)
2. Sort, index and organize the data as per your requirement. (आफ्नो आवश्मकता अनुसाय
डाटाराई क्रभफद्ध गनग, डाटाराई मभराउन य डाटाहरुको सॊ गठन फनाउन सककन्छ।)
3. Quickly create reports and mailing labels, using all or part of your data.(सक्तिरै सॉग/मछटो
Report फनाउन सककन्छ।)
4. Make customized data entry forms that simplify the way less experienced computer users
enter new information in the database.(कभ अनुबवभा ऩमन डाटावेसभा नमाॉ डाटाहरु Entry
गनग सककन्छ।)
5. Run queries that extract subsets of your data base on certain conditions. (कवमबन्न सतगका
आधायभा कवमबन्न Queries हरु यन गनग सककन्छ)

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Ms Access is a flexible Database program because it can use for both simple and complex
database projects. It also has a relational database feature, in which one can define relationships
between different types of information so that you can get then together.(Ms Access एक रक्तिरो
डाटाफेस प्रोग्राभ हो ककनबने मसको प्रमोग गये य सयर य िकटर Database Project फनाउन सककन्छ।
मसभा एक रयरेशनर डाटाफेस सुकवधा यहे को छ।)
What is the database?
A database is an organized collection of data or related information that are shared and used for
multiple purposes, for e.g. a telephone directory, students records result sheets, population etc. A
database is a collection of data that is organized so that its contents can easily be accessed,
managed and updated. There are many features in database. There are Table, Quarries, Forms,
Reports Macro and Modules. (डाटाफेस डाटा वा सम्फक्तन्धत िानकायीको सॊ गठठत सॊ ग्रह हो िुन
साझा य फह ु उद्देश्मका रामग प्रमोग गरयन्छ, उदाहयणका रामग। टे मरपोन डाइये क्टयी, कवद्याथीहरूरे
नमतिा ऩानाहरू, िनसॊ ख्मा इत्माठद ये कडग याख्दछ। डाटाफेस डाटाको सॊ ग्रह हो िसराई व्मवक्तस्थत
Database ऩमन बमनन्छ । मसको प्रमोगरे डाटाराई व्मवक्तस्थत गनग य अद्यावमधक गनग सककन्छ।मस
मबत्र धे यै सुकवधाहरू छन्। िस्तै:- Table, Quarries, Forms, Reports Macro and Modules आदी।
Table :
The table is a database. It is use to store, main information and Collection data. It divided in to
two part of row wise and column wise.(टे फर बएको एक डाटाफेसको आधायबुत तत्व हो । िसरे
कवमबन्न डाटाहरुराई सॊ क्तित/बण्डायण गये य याख्छ।टे फर दुइ वटा तत्वहरु (यो य कोरभ) मभरेय
फनेको हन्ु छ।)

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Queries :
A Query is a way of retrieving and editing information in accordance to the queries because of
the technical terms associated with them such as values criteria and masks. But there is no need
to be way you can create and use a simple query. (Query बनेको प्रश्नहरूको आधायभा िानकायी
प्राप्त गने य सम्ऩादन गने तरयका हो ।)
Forms :-
You can enter any information directly into the table. Users find it easier to create special
onscreen form in which to enter the data. This special screen is called form facilitates to make
modification addition the data directly into the table. It also helps user to view the table in a user
defined.(Form को प्रमोग गये य डाटाराई सक्तिरैसॉग टवरभा Entry गनग सककन्छ। प्रमोगकतागरे
आवश्मकता अनुसाय डाटाराई खोज्न, हटाउन य Entry गनग सककन्छ।)
Reports :-
While forms are designed to be used onscreen reports are designed to be printed reports are
specially formatted collections of data, organized according to your. It is use to Specifications,
summarizing and printing. (मसको प्रमोग कवशेष गये य आवश्मकता अनुसाय डाटाराई कप्रन्टे ड रुऩभा
हे नक ग ो रामग य कप्रन्ट गनगको रामग प्रमोग गरयन्छ।
Macros :
Macros are used to perform one or more database action automatically.(कुनै ऩमन काभराई
Automatically रुऩभा यन गनगको रामग मसको प्रमोग गरयन्छ।)

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Modules :
It is another type of logical element in access. It is a program you write using visual basic ( a
programming language used to create office software package) used to automate and customize
database functions.(मो एक डाटावेसको रक्तिकर तत्व हो। मो Visual basic प्रमोग गये य रेखेको
प्रोग्राभ हो । िुन डाटाफेस कामग स्विामरत य अनुकूरन गनग प्रमोग गरयन्छ।
How to start ms access. (Ms access खोल्ने तरयका)
1. Click on start button. (सुरुभा Start button भा क्तक्रक गने)
2. Click on all program. (All Program भा क्तक्रक गने)
3. Click on Microsoft office. (Microsoft office भा क्तक्रक गने)
4. Choose the ms access. (त्मसऩमछ Ms access भा क्तक्रक गने)
OR(अथवा)
1. Click on start button. (सुरुभा Start button भा क्तक्रक गने)
2. Click on RUN. (RUN भा क्तक्रक गने)
3. Type the "Msaccess" in the box. (फक्सभा "Msaccess" टाइऩ गने)
4. Click on ok. (Ok Button भा क्तक्रक गने)

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 How to open (create) new page(नमाॉ ऩेि फनाउने तरयका)
1. Go to file menu.(File Menu भा िाने)
2. Click on new. (New भा क्तक्रक गने)
3. Choose the blank database.(Blank database choose गने)
4. Write your file name in the box. (त्मसऩमछ File Name टाइऩ गने)
5. Click on ok. (Ok Button भा क्तक्रक गने)
6. Then after your will see the following box appears. (त्मसऩमछ एउटा फक्स खुल्छ)
7. Choose the any design view. (कुनै ऩमन Design view choose गने)
Data Type
Feature of a field that determines nature of data to be entered into the field. One field can have only one type of data.
Also called field type.(मो एक कपल्डको कवशेषता हो। िसरे कुनै ऩमन कपल्भा याख्न मभल्ने डाटाको प्रकृमत मनधागयण
गछग।एउटा कपल्डभा ए प्रकायको डाटा भात्र याख्न मभल्छ। मसराई कपल्ड टाइऩ ऩमन बमनन्छ।)
Based on of Ms access data types Available are:-(Ms access भा उऩरब्ध डाटाका प्रकायहरु)
Text:- It is used to write any type of text Symbols we can write. (मसको प्रमोग कवमबन्न Alphanumeric text हरु टाइऩ
गनगको रामग प्रमोग गरयन्छ।)
Number:- It is used to write any type of number we put in the table. But we cannot write any types of letter using the
number. (मसको प्रमोग कवमबन्न Number हरु टाइऩ गनगको रामग प्रमोग गरयन्छ।)
Date / Time:- It is used to input the date and time using this tool. (मसको प्रमोग कवमबन्न Date and Time टाइऩ गनगको
रामग प्रमोग गरयन्छ।)
Auto number:- Access automatically fills in number order by order number. (मसको प्रमोग Automatically series
टाइऩ गनगको रामग प्रमोग गरयन्छ।)
Currency:- A number formatted as an amount of money. (मसको प्रमोग Currency टाइऩ गनगको रामग प्रमोग गरयन्छ।)
Lookup wizards:- list of the item which are directly accessible at the time of data entry. (मसको प्रमोग कवमबन्न
डाटाहरुको मरष्ट फनाउनको रामग प्रमोग गरयन्छ।)
OLE object: It is used to photo of your data. (मसको प्रमोग डाटाभा पोटोहरु ल्माउनको रामग प्रमोग गरयन्छ।)

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How to delete your fields. (Fields राई हटाउने तरयका)
1. Select the any field what do you want to cut the fields.(हटाउन िाहे को Field राई
सेरेक्ट गने।)
2. Then press the delete key on your keyboard. (त्मसऩमछ ककफाडगफाट Delete key press
गने।)
OR(अवथा)
1. Go to edit menu.(Edit menu भा िाने।)
2. Click on delete rows. (त्मसऩमछ Delete rows option भा क्तक्रक गने।)
Create a Query
A query is simple a more formal way to enter formula, show and hide fields, sort
and filter the required data. (Query Design डाटाहरुभा सू त्रहरु प्रमोग गनगको रामग प्रमो
गरयन्छ।)
1. Go to "Create" tab.(सुरुभा Create tab भा िाने।)
2. Click on "Query Design"(Query design भा क्तक्रक गने)
3. Double click the table.(Query फनाउन िाहे को टे वरभा Double क्तक्रक गने।)
4. Drag or double click desired field from the list of fields.(आवश्मक ऩये का
कपल्डहरुराई तानेय कपल्डभा याख्ने।)
5. Then save your data.(त्मसऩमछ डाटाराई Save गने।)

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How to open the formula tool bar (Formula bar खोल्ने तरयका)
1. Open the required query in design view (आवश्मक Query design राई खोल्ने।)
2. Put colon (:) marks just behind the result field.(िहाॉ Formula रगाउने हो त्महाॉ :
भाकग रगाउने।)
3. Click on right button of mouse (त्मसऩमछ भाउसको Right click गने)
4. Choose the build button on the tool bar (त्मसऩमछ build button choose गने।)
5. Open the following dialog box appear. (त्मसऩमछ एउटा फक्स खुल्छ।)
6. Using the formula your required. (आवश्मक सू त्र प्रमोग गने।)
7. Click on ok. (Ok Button भा क्तक्रक गने)
Relationship
In RDBMS relationship can be defined as an association or a link between two tables
based on a common field known as key field. With relationship among the tables
we can retrieve information form different tables easily. There are three types of
relationships in database.(RDBMS भा दुइवटा टे फर मफिभा मसिगना गरयने मरॊ क
अथवा सम्फन्धराई रयरेशनसीऩ बमनन्छ।टे फरहरुको फीिभा key field को आधायभा
रयरे शनसीऩ कामभ गरयन्छ। रयरेशनसीऩ फनाउनको रामग कक्तम्तभा एउटा टे फरभा
प्राइभयी की फनाउनुऩने हन्ु छ।रयरे शनसीऩको भाध्मभफाट दुई वा सो बन्दा फढी
टे फरभा बएका डाटाराई आवश्कता अनुसाय एकै ऩटक हे न ग सककन्छ।)

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रयरेशनसीऩराई तीन प्रकायभा फाॉड्न सककन्छ।
One to One Relationship:- Each record in the first table can have only one matching record in the second
table and vice versa. E.g Husband : Wife, Country : President(ऩकहरो टे फरभा बएको प्रत्मेक ये कडग दोस्रो
टे फरको कुनै एक ये कडगसॉग भा Match हुन्छ। िस्तै : श्रीभान:श्रीभती, दे श:याष्ट्रप्रभूख
One to Many Relationship:- Each record in the first table can have More the one matching record in the
second table and vice versa E.g Husband : Customer : Order, Country : Citizen.(ऩकहरो टे फरभा बएको
प्रत्मेक ये कडग दोस्रो टे फरको कुनै एक बन्दा फकढ ये कडगसॉग भा Match हुन्छ। िस्तै : ग्राहक:अडगय, दे श
नागरयक)
Many to Many Relationship:- Each record in the first table can have More the one matching record in the
second table and vice versa. To establish this relationship third table is needed which called junction table
E.g Movie : Actor. (ऩकहरो टे फरभा बएको प्रत्मेक ये कडग दोस्रो टे फरको कुनै एक बन्दा फकढ ये कडगसॉग य दोस्रो
टे वरको प्रत्मेक ये कडग ऩकहरो टे फरको एक बन्दा फढी ये कडगसॉ Match हुन्छ। िस्तै : िरक्तित्र : कराकाय)
Establishing relationship between two tables.(दुई टे फरको मफिभा रयरेशनसीऩ स्थाऩना गने तरयका)
1. Go to "Database Tools" tab ("Database Tools" tab भा िाने।)
2. Click on Relationships command.(Relationships command भा क्तक्रक गने।)
3. If list of table is not displayed right click and selection "Show table" option.(मदी टे फर नदे क्तखएभा
Show table option भा क्तक्रक गने।)
4. Add tables to relate(आवश्मक टे फरराई Add गने।)
5. Drag a primary key field from a table a table to same field in second table.( एउटा टे फरभा बएको
प्राइभयी की बएको कपल्डराई अको टे फरको सभान कपल्डभा रगेय छोड्ने।)
6. "Edit Relationship" dialog box is displayed (त्मसऩमछ "Edit Relationship" फक्स खुल्छ।)
7. Check the option "Enforce Referential Integrity"("Enforce Referential Integrity" फक्सभा कटक भाकग
रगाउने।)
8. Click on "ok". (Ok Button भा क्तक्रक गने)

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 Price sheet-1
Sn Item Rat Quanti Amou Discou Tax Net
e ty nt nt
1 Books 220 2
2 Computer 800 5
0
3 Pen 50 5
4 Mouse 350 10
Formula
Amount :[Rate ][Quantity]
Discount :[Amount] 10/100
Tax:[Amount] 5/100
Net : [Amount]-[Discount]+Tax

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 Salary Sheet-2
S.N Name Add Post B salary Bonu Tax Net salary
s
1 Dhiraj Skt Teacher 4500
2 Gopal Ktm Doctor 5000
3 Krishna Jkt Teacher 6000
4 Gita Palpa Nurse 5500
Question:
Bonus will give 15 % of salary per month.Tax will pay 10 % (Basic
salary + Bonus ) per month
Formula
a) Bonus: [Basic salary] 15/100
b) Tax: ([Basic salary] + [Bonus]) 10/100
c) Net salary: [Basic salary] + [Bonus] – [Tax]

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 If function
This function is used, if only one condition is given. It may be either true or false
Salary sheet -3
SN Name Address Post B Salary Bonus Tax Net
1 Dhiraj Ktm Teacher 6000
2 Sita Skt Manager 7000
3 Hari Surkeht Engineer 9000

Bonus will give 12% of Basic salary , if his/her salary is less and equal
to 6500
Tax will pay 10% of Basic salary and Bonus if he is from ktm 0
Formula
Bonus: iif ([Basic salary] <=6500, [Basic salary] 12/ 100, 0)
Tax : iif ([Address] ="ktm", ([Basic salary + [Bonus]) 10/100, 0)
Net salary: [Basic Salary] + [Bonus] – [tax]

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 Mark Sheet-4
This function is used if the condition with multi range is given. It will check the 1
condition at first .If the 1 condition is wrong it will not check the 2 condition however
the 2 condition is right and give the answers
S.N Name En Ne Mat Total Per Result Division Remarks
1 Ram 45 86 75
2 Sita 78 87 87
3 Lok 7 57 4
Formula
Total : [Eng] + [NEP] + [math]
Result : iif ([Eng]>=33 and [NEP]>=33 and [math]>=33, "Pass","fail")
Percent: [total] / Numbe r of Subject
Division: iif ([per] >=80,"Dist", iif ([Per]>=60,"first", iif ([Per]> =45,"second", iif
([Per]>=33,"third"))))
Remarks : iif([Division]="Dist", "Excellent" ,iif([Division]="first", "Well", iif
([Division]= "second", "Very good" ,iif([Division]= "third", "Good"))))

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 OR Function -5
S.N Name Address Post B salary Bonus Tax Net
1 Gopal Ktm Teacher 7000
2 Hari Skt Manager 8000
3 Sita Dailekh Nurse 7000
3 Rita Ktm Police 5000
Question
Bonus will give 12% of Basic Salary, either his / her post is manager or his / her salary is less
then and equal to 7000.
Tax will pay 8% of Basic salary and Bonus either he / she is from Ktm or his / her post is Nurse.
Formula
Bonus : iif([post]="manager" OR [B salary]<=7000,[B
salary]12/100,0)
Tax : iif([Address]="ktm" OR [post]="Nurse", ([ B salary]+[Bonus])8/100,0)
Net : [B salary]+[Bonus]-[Tax]

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 And Function -6

S.N Name Address Post B salary Bonus Tax Net

1 Gopal Ktm Teacher 7000
2 Hari Skt Manager 8000
3 Sita Dailekh Nurse 7000
3 Ram Ktm Police 5000
4 Gita Dailekh Teacher 6000
5 Rita Palpa Nurse 5000
Question
Bonus will give 10% of B salary , if his / her salary is less and equal to 6000
Bonus will give 8% of B salary, if his / her B Salary is greater than 6000 and equal to 8000.
Bonus will give 6% of B salary if his / her salary is greater then 8000
Tax will pay 15% of B salary and Bonus if he/ she is not ktm
Formula
Bonus : iif([B salary]<=6000, [B salary]10/100,iif([B salary]>=6000 and [ B salary ]<=8000,[B
salary]8/100,[B salary]6/100))
Tax : iif([Address] <> "ktm",([B salary]+[Bonus])15/100)
Net : [B salary ]+[Bonus]-[Tax]

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Thank You



End of Ms Access Note
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