HEARTFULNESS INTERNATIONAL SCHOOL, OMEGA BRANCH ​ 2024 - 25

CLASS : VIII​ ​ ​ ​ ​ TOPIC: Databases and Key Concepts

Components of the MS Access Window

The Microsoft Access window is the interface you see when you open an Access database. It
consists of several important components that help you navigate and work within the database.
Here are the key components:

1.​ Title Bar:

○​ Displays the name of the database or object that is currently open.
2.​ Ribbon:
○​ Contains tabs and buttons that provide quick access to various tools and features
like Home, Create, External Data, Database Tools, etc.
○​ Each tab has groups of related tools, such as Table, Query, Form, and Report
tools.
3.​ Navigation Pane:
○​ Located on the left side of the window, it shows all the objects (tables, queries,
forms, reports, etc.) in the database. You can click to open and work with any of
these objects.
○​ You can arrange, hide, or group objects here.
4.​ Workspace:
○​ The main area where you work with objects such as tables, queries, forms, and
reports. For example, when you open a table, it will appear in the workspace.
5.​ Status Bar:
○​ Located at the bottom of the window, it shows helpful information about the
current task or the object you are working with. It also displays the progress of
any ongoing operations, like saving data or creating a query.

2. How to Change Views in Microsoft Access

Microsoft Access allows you to work with different views depending on what you are trying to do
with the data. Common views include:

1.​ Datasheet View:

○​ Displays the data in rows and columns, like a spreadsheet. This is the default
view for viewing and entering records in a table.
○​ To switch to Datasheet View, click the View button on the Ribbon or right-click
the object (table) in the Navigation Pane and choose Datasheet View.
2.​ Design View:
○​ Displays the structure of the database object (e.g., table, query, form), where you
can define or modify the fields, data types, and properties.
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○​ For a table, this is where you set up the fields (e.g., Name, StudentID, Age) and
define their data types (e.g., Text, Number, Date/Time).
○​ To switch to Design View, click the View button on the Ribbon and select
Design View.
3.​ Form View:
○​ This is used for entering and viewing records in a user-friendly way. It provides a
form layout that can be customized with buttons, text boxes, and labels to make
data entry easier.
○​ You can switch to Form View from the Create tab by creating a form.
4.​ Report View:
○​ This view allows you to view the data in a formatted way suitable for printing.
Reports are designed to display summarized data in a neat layout.
○​ To change to Report View, select the Report object from the Navigation Pane
and choose Report View.
5.​ Layout View:
○​ A combination of Design View and Form View. You can see the layout of your
form or report and make changes to the design while viewing the data.
○​ It is useful when you want to adjust the design of forms or reports while
interacting with actual data.

3. How to Create a Table in Microsoft Access

A table is a key component of a database in Access. It holds the actual data. To create a table,
follow these steps:

1.​ Create a New Table:

○​ Open Microsoft Access and either create a new database or open an existing
one.
○​ In the Ribbon, click on the Create tab and select Table. A new table will appear
in the workspace.
2.​ Define Fields:
○​ Field Name: Each column in the table is a field. You must name each field (e.g.,
StudentID, Name, Age).
○​ Data Type: For each field, you must choose a data type (e.g., Text, Number,
Date/Time). This ensures the field stores the correct type of data.
○​ In Design View, define the fields for the table and set their data types.
3.​ Set the Primary Key:
○​ The Primary Key uniquely identifies each record in the table. To set a field as the
primary key, right-click on the field name in Design View and choose Primary
Key (e.g., StudentID).
4.​ Save the Table:
○​ After defining the fields and setting up the structure, save the table by clicking
Save or pressing Ctrl + S. Give the table a name (e.g., Students).
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4. Modifying Tables & Their Content in a Database

Once you have created a table, you might need to modify it or its contents. Here are some ways
to modify tables and data:

Modifying the Structure of a Table:

1.​ Add New Fields:

○​ In Design View, you can add new fields to an existing table. Simply type the field
name in the next available row and choose the appropriate data type.
○​ After adding a new field, remember to save the table.
2.​ Change Field Properties:
○​ You can modify properties like Field Size, Default Value, Required (whether a
field must have a value), and Validation Rule (rules to ensure the correct type of
data is entered).
3.​ Delete a Field:
○​ To delete a field, select it in Design View, right-click, and select Delete Rows.
4.​ Modify Field Data Type:
○​ You can change the data type of a field by selecting the field in Design View and
modifying the Data Type dropdown. Note: Some data type changes might require
you to modify or remove data in that field.

Modifying the Data in a Table:

1.​ Enter Data:

○​ Switch to Datasheet View to begin entering data into the table. Click on a cell
and type the data for the corresponding field.
2.​ Edit Data:
○​ To edit a value, click on the cell you want to change and enter the new data.
3.​ Delete Data:
○​ To delete a record, select the entire row by clicking on the row number on the left,
then press the Delete key.
4.​ Sort and Filter Data:
○​ You can sort data in ascending or descending order by clicking the column
header.
○​ You can also use the Filter button to display records that meet certain criteria
(e.g., all students who have a grade above 80).
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What are Database Objects?

In a database, an object is a component that helps store, organize, and manipulate data.
These objects allow us to structure, view, and work with the data efficiently. The primary
database objects in a database management system (DBMS) like Microsoft Access are:

1.​ Tables:
○​ Tables are used to store data in rows and columns. Each row represents a
record, and each column represents a field or attribute of that record.
○​ Example: A table called Students could have fields like StudentID, Name, Age,
and Grade.
2.​ Queries:
○​ Queries are used to search and retrieve data from one or more tables based on
specific criteria. Queries can also be used to update, delete, or insert data.
○​ Example: A query could be created to find all students who have grades above
80.
3.​ Forms:
○​ Forms are used to enter, display, or edit data in a more user-friendly interface.
They make data entry easier and more organized.
○​ Example: A form could be created for entering new student information, where
the user fills in details like name, age, and grade.
4.​ Reports:
○​ Reports are used to present data in a formatted way, often for printing. Reports
can summarize and organize data to provide insights or print-friendly versions of
the database information.
○​ Example: A report could be generated to list all students’ grades and ages in a
neat, printed format.
5.​ Macros:
○​ Macros are used to automate repetitive tasks in the database. They can run a
series of actions automatically, such as opening forms, running queries, or
sending emails.
6.​ Modules:
○​ Modules are collections of VBA (Visual Basic for Applications) code. These are
used to create custom functions and automate complex tasks in the database.

Some of the Data Types in Microsoft Access

In Microsoft Access, when creating tables, you must define the data types for each field. A data
type defines the kind of data that can be stored in a particular field. Some common data types
in Access are:
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1.​ Text (Short Text):

○​ Stores alphanumeric data (letters and numbers), such as names, addresses, and
phone numbers.
○​ Example: Name, Address, City
2.​ Memo (Long Text):
○​ Stores longer pieces of text or descriptions.
○​ Example: Comments, Notes (up to 65,536 characters)
3.​ Number:
○​ Stores numerical data that can be used in calculations.
○​ Example: Age, Salary
4.​ Currency:
○​ Stores currency values. Useful for financial data because it handles monetary
values with two decimal places.
○​ Example: Price, Cost
5.​ Date/Time:
○​ Stores dates and times. You can use this data type to store birthdates,
appointment times, or other dates.
○​ Example: Date of Birth, Order Date
6.​ Yes/No:
○​ Stores boolean data (True or False). Useful for fields that only need a Yes or No
answer.
○​ Example: Active (Yes or No), Verified (True or False)
7.​ AutoNumber:
○​ Automatically generates a unique number for each record in the table. This is
often used for primary keys.
○​ Example: StudentID (which automatically increases with each new student)
8.​ Attachment:
○​ Used to store files, such as images, documents, or other media.
○​ Example: Profile Picture, Document Upload
○​
9.​ Hyperlink:
○​ Stores web addresses (URLs) or links to files or other data in the database.
○​ Example: Website URL, Email Link
○​

What is a Primary Key?

A Primary Key is a field or a combination of fields in a database table that uniquely identifies
each record in the table. The primary key ensures that no two records have the same value for
the primary key field(s). It helps maintain data integrity by preventing duplicate records.

Characteristics of a Primary Key:

●​ Uniqueness: Each value in the primary key field must be unique for every record.
●​ Non-null: The primary key cannot have a null value (it must always contain a value).
HEARTFULNESS INTERNATIONAL SCHOOL, OMEGA BRANCH ​ 2024 - 25

●​ Single or Composite: A primary key can consist of a single field (e.g., StudentID) or
multiple fields (e.g., FirstName and LastName) combined.

Example:

●​ In a Students table, the StudentID field could be the primary key because each student
has a unique ID number.
○​ StudentID (Primary Key) | Name | Age | Grade
○​ 1 | John Smith | 12 | A
○​ 2 | Sarah Johnson | 13 | B

Practical Tasks in MS Access

Here are a few practical tasks you might do in MS Access:

1.​ Create a Table:

○​ Create a Student table with fields like StudentID, Name, Age, and Grade. Set
StudentID as the primary key and define appropriate data types.
2.​ Enter Data into the Table:
○​ Switch to Datasheet View and enter sample data for students.
3.​ Modify a Table:
○​ Add a field to the Student table, like Email Address, and define it as Text.
○​ Change the Grade field’s data type from Text to Number if needed.
4.​ Create a Query:
○​ Create a simple query to filter students who have a grade above a certain value
(e.g., above 80).
5.​ Create a Form:
○​ Create a form for data entry that will allow users to enter new student records in a
more organized, user-friendly interface.
6.​ Create a Report:
○​ Create a report to print out the list of students and their grades.