MS Access: Introduction

MS Access is a RDBMS (Relational Database Management System). It has many in-built

features to create, organize and manipulate data. Different types of data objects like table,
forms, queries, reports, etc. can be created in MS Access to add, delete, update, find and view
data. Each object has a specific use in respect to add, delete, modify, update and view the data.

Note:

Some other popular RDBMS are Oracle, SQL Server, MySql, DB2, MemSQL, Apache Derby,
Amazon Aurora etc.

Starting MS Access

To open MS Access: Click on Start button → Access.

Alternatively, you can click on Start button → type 'access' in the Search and click Access option
when it is listed in the menu.

In Windows 7

Click on Start All Programs - Microsoft

Office 2013-Access 2013

Access window appears with its startup screen to select the type of database that you want to
work with. The Access window appears with create a new database/open existing database
options.

Here, we are going to create a new/blank database option.

1. Click on Blank desktop database.

2. A pop-up window appears. Give a name for your file in File name box.

You can select the location to save your file by clicking on Browse button.
The New database is created with given database name.

3. Click on Create button.

Access Database Objects

Access database provides several database objects. One or more objects can be formed when
a database is created. These objects are stored in a single database file.

The following table identifies the database objects you can use while creating an Access
database.
Database objects

Table-It stores data in the form of rows and columns.

Queries-Query returns the result of the question asked by the database user.

Forms-Forms enable us to enter and view the data into tables in an easy way.

Reports- Reports are used to represent the data from tables or queries into printable format.

Macros-Macros help us to perform routine tasks by automating them into a single command.

Modules-Modules are used to group the tasks and use them later.

Tables
Table is the primary object of a database, which is used to store data in tabular format. There
are three ways of creating tables in MS Access. Let us learn about the basic method to create a
table.

Design View

Table Design view is used to create the structure of the table by specifying the field name, data
types and the properties of each column. The steps to create a table using design view are:
1. Click on Create tab.
2. In Tables group, click on Table Design.

3. Table creation window appears.

4. Type the column name under Field Name section.

5. Set a suitable data type for field name in Data Type section.
Note:

Data Type

The Data Type describes the type of data that can be stored in a column. Some of the common
data types are explained below:

Short/Long Text-It stores the text which might be an alphabet, a number or both.

Number-It stores the numbers that can be used for calculations.

Auto Number-It stores auto-generated numbers and automatically increases the value.
Date/Time-It stores the date and time values in different formats.

Currency-It specifies the currencies and displays them in different formats.

Yes/No-It stores only those values which have two answers: True/False.

OLE Object-It stores the data from other software like Word, Excel etc.

Amazing Fact

The default Data Type for a field is Short Text, with the field size '255'.

6. You can also give the description of the field in Description section. It helps a new user of the
table to understand the aim of a field.

7. After entering the field names and their data types save the table by following methods:

Or, click on Save button on the Quick Launch Toolbar.

Or, click on File Save As option.

The Save As dialog box appears. Type the table name and click on OK button.

8. A warning message appears to set the primary key in the table.

°If you don't want to create a primary key, click on No button.

°If you want to crate a primary key, click on Yes button. It create a primary key on a column on
its own.
Now set primary key manually

1. Select the field name, on which you to create a primary key.

2. On the Design tab, in Tools section, click on Primary Key.

3. A 'key' icon appears before the selected field name and set as primary key of the table.
4. Click on Close button to close the table design view,

Shortcut

Press Ctrl+W key to close the table design view,

To close any view/window in the working area, right-click on the tab and select Close option.
Enter data in a Table
After creating the table data can be entered in it.

The steps to enter data in a table are:

1. Go to the navigation pane.

2. Under Tables section, double-click on table name.

The 'Student' table appears in the working area, in a tab.

4. Now, move to the cells in a row (by clicking in the cells or using arrow keys of keyboard) and
enter the data.

To start a new row, press Enter key.

5. After entering the data, close the table (in working area).

Remember that data will be saved automatically. Access will not ask you to save the data in the
table.

Add, Delete, Copy Record in Tables

A. To add a new record:

Right-click on row-header of the record and select New Record option.

This action activates the cursor in first cell of new row (already shown below the last record,
having 'zero' values.

B. To delete a record:

Right-click on row-header of the record and select Delete option.

C. To copy a record:

1. Right-click on row-header of the record (that you want to copy) and select Copy option.

2. Now, right-click on row-header of the new/blank record and select the Paste option.

°If you paste the data in existing row, it will replace the data with the existing one.

Do it yourself
Create a table of any ten students of your class (Roll_No, Student_Name, Address) in MS
Access.

1. Cut the first record and paste it after tenth record.

2. Copy the ninth record and paste it at the first record.

Sort the data in table

Data in the table can be sorted. The steps to sort the data in a table are:

1. In the navigation pane, under Tables section, double-click on required table.

2. Selected table appears in the working area, in a tab.

3. Right-click on required column.

4. Click on Sort smallest to largest for ascending order/Sort largest to smallest for descending
order.

Similarly, try to use all other options.

Queries

Basically, queries are used to access conditional data from tables. It is very difficult to extract
data from the table without a query.

Using query, we can request for data of our choice. It is also used to answer questions to
perform calculations, combine data from different tables, or to add, change or delete table data.

The steps to create a query using Query Wizard are:

1. On Create tab, in Queries group, click on Query Wizard.

2. The New Query dialog box appears. The Simple Query Wizard option is selected.
Click on Ok button.

3. The Simple Query Wizard dialog box appears. Select the table/query, from Table/Query list
box, on which you want to create a query.

4. Now choose the fields in Available fields box, which you want to add in query e.g. Adm_no,
Student_Name and move them to Selected fields box using arrow buttons. Click on Next button.

5. Give the name of the query and click on Finish button.

6. The query is created.

Forms

A Form is a database object that can be used to create a user interface for a database
application. With the help of 'forms', you can enter and view data in an easy manner.

A Form is a collection of buttons, text boxes and labels. These are also known as controls. You
can create forms in Access Database by various methods.

Here you will learn about creating form in two ways.

1. To create a form using Form button

The steps to create a form using Form button are:
1. In the Navigation Pane, select the table or query that contains the data you want to see on
your form.
2. On the Create tab, in the Forms group, click Form button.

2. Create a form using Form Wizard

If you want to select only some of the specific fields to appear on your form, you can use the
Form Wizard option. You can also define the manner the data is grouped and sorted, and you
can use fields from more than one table or query.

The steps to create a form using Form Wizard are:

1. On Create tab, in Forms group, click on Form Wizard.

2. The Form Wizard dialog box appears. Select the table/query, from Table/Query list box, on
which you want to create a form.

3. Now choose the fields in Available fields box, which you want to add in form e.g. Adm_no,
Student_Name and move them to Selected fields box using arrow buttons. Click on Next button.

4. Select the layout of the form and click on Next button.

5. Type the name of the form and click on Finish button.

Reports

Reports are the final object of our database. It is a combination of all the raw facts of the
database and presents the result with a visual meaning. Reports are also the best way to format
and print your data, and they're a good way to summarize data.
Different Sections of Report

o The Header Section is the top most section of the report. Report headers usually contain titles
and logos. Page headers usually contain column headings.

• The Details Section is the body of the report which contains the main data. All reports must
have a detail section.

• The Footer Section can appear in several places. You can create page footers that appear at
the bottom of each report page and display elements such as page numbers.

The header and footer sections are optional.

For example, if you don't want to group the data, you don't need to group headers or footers.
However, make sure that your reports contain enough information to make them meaningful and
easy to understand.

Here you will learn about creating a report in two ways.

1. To create a report using Report button

The steps to create a report using Report button are:

1. In the Navigation Pane, select the table or query on which you want to create a report.
2. On Create tab, click on Report icon.

The report will be created.

2. To create report using wizard

The Report Wizard is a faster way to create a report with a large number of fields and a complex
layout. The steps to create a report using Report Wizard are:

1. On Create tab, in Reports group, click on Report Wizard.

2. In the Report Wizard dialog box, select the table/query, on which you want to create a report.

3. Choose the desired fields in Available fields box, e.g. Adm_no, Student_Name and move
them to Selected fields box using arrow buttons. Click on Next button.

4. Select the column on which any grouping needs to be dobe and click on Next button.

5. Select the column on which you want to sort the data (ascending/descending) and click on
Finish button.
6. Select the layout and orientation of the report and click on Next button.

7. Give a title to your report and click on Finish button. A report is created.

Apply Themes on Report

Theme (font, colour and design) of the report can be changed.

The steps to apply a theme on the report are:

1. Right-click on the report, whose theme is required to be changed, on Navigation pane. 2.

Click on Design View option. A set of Report Design Tools appears on the Ribbon.

3. Click on Design tab.

4. In the Theme group, click on drop-down arrow of Themes button. A thumbnail list of themes
appears.

5. Select any of the given themes.

Save the changes (you can directly click on Save icon on Quick Launch Toolbar).