MS ACCESS

 DATA BASE
A database is an organized collection of structured information or data . Most databases contain multiple
tables, which may each include several different fields.
 DATA BASE MANAGEMENT SYSTEM
It is a special software that manages all the data inside the data base .
Eg: Ms Access , Oracle , My sql, Mongo DB , SQL lite
I. Tables
• Similar in appearance to a spreadsheet have rows and columns.
• Redundancies don’t occur.
• Forms
• Data Entry Screens
• Interfaces
• Easy-to-use format
• Command buttons
• Insert ,Delete , Edit /Update
II. Reports
• Use to summarize and present data in the tables.
III. Queries
• Their most common function is to retrieve specific data from the tables.
IV. Macros
• allows you to automate tasks and add functionality to your forms, reports, and controls..
V. Modules
• collection of declarations, statements, and procedures that are stored together as a unit.
• since they are objects that provide more functionality to the database.
Written using Visual Basic for Applications (VBA), a full-fledged programming language.
Two types of modules:
Standard Modules: Contain general procedures and functions that can be used throughout the database
but are not associated with any specific object. They appear in the Navigation Pane under
"Modules."Class Modules: Associated with specific forms or reports and contain event-driven
procedures (e.g., instructions triggered by user actions like clicking a button). They are not listed in the
"Modules" section of the Navigation Pane, as they are tied to individual objects.
 • Advantages:-
 Reduced data redundancy.
 Reduced updating errors and increased consistency.
 Improved data security.
 Reduced data entry, storage, and retrieval costs etc…
• Disadvantages:-
 Database systems are complex, difficult, and time-consuming to design.
 Substantial hardware and software start-up costs.
 Damage to database affects virtually all applications programs.
 Initial training required for all programmers and users.

SQL - Structured Query Language

1. Select * From Stu_Details;
2. Select * From Stu_Details where SRO=sro585855 ;
3. Select DOB From Stu_details Where SRO=sro585855;
4. DELETE FROM Customers WHERE SRO=sro585855 ; - Delete the record
5. DROP TABLE Stu_Details; - Remove the table
6. In an Access query, which operator is used for wildcard searches? *
7. What is the SQL statement to retrieve all rows where the value of "Salary" is between 50,000
and 100,000?
SELECT * FROM Employees WHERE Salary BETWEEN 50000 AND 100000;

8. Which SQL clause is used to filter the results of a SELECT query?

a) WHERE
b) HAVING
c) ORDER BY
d) FROM
1. What does a query allow you to do in Access?
Sort and filter data
2. Which SQL statement is used to insert new data into a database?
INSERT INTO
3. Which object in Access retrieves specific data by filtering based on certain criteria?
a) Table
b) Form
c) Report
d) Query
4. Which of the following queries would be used to update existing records in a table?
a) Select Query
 b) Crosstab Query
c) Make-Table Query
d) Update Query

5. What will happen if you execute the following SQL query: DELETE FROM employees;?
a) Deletes the employees table
b) Deletes all records from the employees table
c) Deletes one record from the employees table
d) Deletes the first record from the employees table
6. How can you filter data in an Access table?
a) By using a macro
b) By using a filter option in the datasheet view
c) By creating a report
d) By using the navigation pane
7. Which event triggers when a user presses a key while the form has focus?
a) On Click
b) On Load
c) On Key Down
d) On Got Focus
8. In which view can you see live data as you modify your form?
Layout View
 Extension Of an Access 2010 - .accdb
 There are 5 tabs in access- File , Home, Create ,External data , Database tools.
 A database table is composed of records and fields that hold data.
 Tables are also called datasheets.
 Each table in a database holds data about a different, but related, subject.
 A table is a data structure that organizes information into rows and columns.
Operators
1. Comparison Operators (Relational Operators)
2. Arithmetic Operators
3. Miscellaneous Operators
4. Compound Criteria & Logical Operators

Special set of operators provides an additional functionality to create expressions

1. Like Operator : Used to search for a specific pattern
2. Between Operator
3. IN Operator 4. Is Null/Is Not Null
Create DB in access : File NewBlank databse
Design view & Datasheet view

Data types
• AutoNumber :To create a unique identifier automatically
• Long Text : use to store large blocks of text
• Yes/No :True/False or Boolean values
• primary key : prevent duplicate records in an Access table
What is Primary key & Foreign key
 In a table, a primary key:
a) Can be left blank
b) Must contain unique values
c) Can contain duplicate values
d) Can be a calculated field
 Which SQL clause is used to filter the results of a SELECT query?
Delete Query

Forms: Create FormsForm

For Form Design: Design Controls
• Control" in a form refer to An object on the form, such as a text box or button
• In Access, a “form” is typically used to:
a) Input, modify, and display data
b) Summarize data
c) Print data
d) Store large amounts of data
• What is the main function of a bound control on a form?
a) To store data temporarily
b) To link to data in the database
c) To display a calculation
d) None of the above
 Command Button wizard Categories and Actions
 Adding combo box

 How can you add a combo box to a form?

a) Use the Combo Box Wizard
b) Drag it from the toolbox
c) Both a and b
 d) None of the above
What is the purpose of the SQL ALTER TABLE statement?
To modify the structure of an existing table
 Which of the following is NOT a valid action in Access macros?
SendObject
PrintOut
RunCode
MessageBox
 Which SQL clause is used to sort the result-set?
SORT BY
ORDER BY
GROUP BY
HAVING
 What is Group by query & Calculations
 What is Crosstab Query
 Which type of control can be used to display a calculation on a form?
a) Text Box
b) Combo Box
c) List Box
d) Option Group
 Which of the following would be a logical operator used in Access query criteria?
a) SUM
b) COUNT
c) AND
d) MAX
 Which SQL function is used to return the total number of rows in a table?
a) COUNT()
b) SUM()
c) MAX()
d) AVG()
 What does the "Append" option do when importing data into an existing table in Access?
Adds the new data to the end of the existing table
 Which form property is used to restrict the types of data a user can enter?
Input Mask
 What is a parameter query in Access?
a) A query that asks for input before execution
b) A query that uses only pre-defined criteria
c) A query that runs automatically
d) A query that creates a report
• Which function can be used in queries to perform calculations in Access?
a) COUNT
b) SUM
c) AVG
d) All of the above
 Types of Relationships: One to one , One to many ,Many to one , Many to Many
a) How can you enforce referential integrity between two tables?
b) Create a primary key
c) Use a form
d) Create a relationship between the tables

• What is the relationship between a primary key and a foreign key in Access?
a) One-to-One
b) One-to-Many
c) Many-to-Many
d) No relationship

• Which is not a type of join in Access?

a) Inner Join
b) Outer Join
c) Cross Join
d) Self Join
• In a Cross Tab Query, which part of the query design is used to specify how data should be
aggregated?
a) Row Heading
b) Column Heading
c) Value Field
d) Criteria
• Which type of data is typically used as column headings in a Cross Tab Query?
a) Data types
b) Values from fields in the query
c) Calculated fields
d) Row headers
• How can you retrieve data from multiple tables using SQL?
a) Using the SELECT command with JOIN
b) Using the SELECT command with UNION
c) Using the SELECT command with INTERSECT
d) All of the above
What does the SQL JOIN clause do?
a) Combines rows from two or more tables based on a related column
b) Removes duplicates
c) Sorts data
d) Filters rows

 What does the SQL JOIN clause do?

a) Combines rows from two or more tables based on a related column
b) Removes duplicates
c) Sorts data
 d) Filters rows

Macro In MS ACCESS
• To automate repetitive tasks and procedures
• Macros in Access be used to interact with external data sources by using the 'SendObject'
action .
• the 'If' condition in an Access macro : To execute actions based on a condition
• "Run" button in the Macro Designer
• OpenForm : Open a form or report

• Where can you create a new macro in Access?

a) In the Queries section
b) In the Forms section
c) In the Macros section of the Create tab
d) In the Reports section
Which key is used to navigate between records in Access?
Arrow Keys


How can you run a macro in Access?
By using the "Run" button in the Macro Designer
 How can you sort records in a report?
Using the Sort & Group dialog box
By creating a query
• Which event would you use to perform an action before a report prints?
a) On Load
b) On Open
c) On Close
d) On Print
• What is the purpose of a Group Header in a report?
a) To summarize data
b) To label data groups
c) To display page numbers
d) To display the report title
• What is the main advantage of using a query as the Record Source for a report?
a) To filter records
b) To perform calculations
c) To combine data from multiple tables
d) All of the above
• How can you sort records in a report?
a) Using the Sort & Group dialog box
b) By creating a query
c) Both a and b
d) None of the above
• Which report control can be used to display an embedded chart?
a) Image Control
 b) OLE Object
c) Subreport
d) Text Box
• What does the "Append" option do when importing data into an existing table in Access?
a) To display and enter data
b) To store large data
c) To generate reports
d) To perform calculations
 When importing data from Excel into Access, what does Access do if the data contains an
existing primary key?
a) Access will generate a new primary key
b) Access will ignore the primary key
c) Access will let you choose to append or replace the data
d) Access will create a new table
 Can macros in Access be used to interact with external data sources?
Yes, by using the 'SendObject' action
 Which section of an Access report is used for page headers?
a) Report Header
b) Group Header
c) Page Header
d) Detail
 Which short cut key is use to switch between field name and field property in table design?
a) F6
 Which of the following is a calculated field in an Access query?
a) A field that uses arithmetic to combine values from other fields
b) A field that stores numeric data
c) A field that links two tables
d) A field that contains a foreign key
 What does a report’s Detail section display?
Individual records
 Which section of a report repeats for each record?
a) Report Header
b) Page Header
c) Detail
d) Page Footer
 How can you hide a control on a report?
a) By setting its Visible property to No
b) By deleting the control
c) By setting its Enabled property to No
d) By setting its Locked property to Yes
 Which wizard in Access helps you import data from an Excel file?
a) Import Wizard
b) Excel Import Wizard
c) Data Connection Wizard
d) Spreadsheet Wizard