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Chap8: Database Development

Database Development

Q. Write a note on different types of relational database

management systems (RDBMS).
Ans. Relational Database Management System (RDBMS)
A DBMS is said to be RDBMS in which data is stored in a form of table and
table consist of rows (tuples) and columns (attributes).

There are three common types of RDBMS

 Microsoft Access
 SQL Server
 Open Office Base

a) Microsoft Access
Microsoft Access is a relational database management system, in which
collection of objects i.e. tables, forms, reports, queries, macros and modules are used
to design and manipulate database. In Microsoft Access all these objects are
contained in a single file with .mdb extension.

b) SQL Server
Microsoft SQL server is a relational database management system developed
by Microsoft. Its function is to store and retrieve data as requested by other
software applications (word processors, spreadsheet, accounting applications and
web browsers etc). In SQL different tools are used for development, maintenance
and administration of database. It can be used to develop web based databases.

c) Open Office Base

Open Office Base is a relational database management system. It is an open
source application program. It has wizards to help new users to create tables,
queries, forms and reports.
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Chap8: Database Development

Q. Write a note on MS Access 2007, how a user can open MS

Access 2007?

Ans. MS Access 2007

Microsoft Access 2007 is the common DBMS used for developing and
managing database. MS Access provides a powerful set of tools that help users to
quickly start finding, reporting and sharing information. By using MS Access used
can rapidly develop database applications according to business needs.
MS Access 2007 is easy to adapt and database tools present in Ms Access
2007 helps user to manage, edit, share and backup data easily.

Opening MS Access
The following steps are used to open MS Access
 Click on Start button.
 Click on All Programs on the Start menu.
 Click Microsoft Office on the All Programs submenu.
 Click Microsoft Office Access 2007 to Open Access 2007.
 Getting Started with Microsoft Office Access Screen appears, this is the starting
point from where user can create a new database or open existing database.
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Chap8: Database Development

Q. Explain different data types used in Access.

Ans. Data Types in Access

There are nine types of field data types which are used in Access 2007
i. Text
Text data type is used to store alphanumeric data (alphabets, numbers and
special characters). The maximum size of text field is 255 characters.
This data type can be used for fields like Name, Address, Registration# and
Department etc.

ii. Memo
Memo data type is also used to store alpha numeric data. Memo data type
allows user to enter long blocks of data up to 63999 characters.
This data type is used for fields like Description and Other Information etc,
which may exceed fro 255 characters.

iii. Number
Number data type allows user to enter any numeric values. By default user can
enter 255 characters in it. And its range for integer values is form -32768 to
+32768.
Size of Number data type can be increase from field size property like Single
and Double etc.
This data type can be used for fields like R_No, ID, Phone# and Emp_Id etc.

iv. AutoNumber
This data type is used to generate numeric values automatically. When new record
is entered, value for this field automatically increment by 1. This data type is
suitable for primary key attribute because it does not duplicate.
This data type is suitable for fields like ID, S_No and Product_Id etc.

v. Yes/NO
This data type is used for fields that have only two possible values Yes (True)
or No (False). In datasheet view as check box appears when it is
checked it means Yes and when unchecked means No.
This data type is used for fields like Graduate, Married, Tax_Pair and Permanent etc.

vi. Currency
This data type is used to enter currency values and default symbol for
currency data type is USA ($).
This data type allows user to enter 15 digits on left of decimal point and 4
digits on right of decimal point.
Currency data type is used for fields like Fee, Salary and Amount etc.
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Chap8: Database Development

vii. Date/Time
This data type enables the user to enter Date and Time. Format for entering
date in MS Access is
MM-DD-YY
Different time formats can be selected form property box.Date/Time data
type cab be used for fields like D_O_B, Arrival_Time and Exit_Time etc.

viii. OLE Object

OLE stands for object linking and embedding. This data type is used to link a
file, picture and document made in another program to database.This data
type is used for fields like Picture and Spreadsheet etc.

ix. Hyperlink
It is used for hyperlinks. A hyperlink can be a path of web address.

Q. Explain the following database objects.

a) Tables b) Forms c) Queries d) Reports

a) Tables
Table is the basic unit of storing and organizing information in a database of
Ms Access 2007. A table is a set of columns and rows, where column is referred as
field name and row of a table is referred as a record.
There are following table essentials are used for designing table.

 Field Name
 Field Data Type
 Field Description
 Field Properties

b) Forms
Form is databases object which by which user can arrange fields according to
input and output of data. User can use a form to enter, edit, display and modify data
in a database. A well designed form makes data entry easier and more accurate.

c) Queries
Queries are used to retrieve specific data from database and answer the
questions about the data. For example user can use a query to find the names of
students in a database which have marks more than 800.
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Chap8: Database Development

d) Reports
Reports organize data so that user can print it or view it on screen. Reports
are often used to analyze data or present it in different styles. Report is the end
product of database and this printed data plays a vital role in decision making for
an organization.

Q. Describe two different ways of creating a table in Access.

Ans. Table
Table is the basic unit of storing and organizing information in a database of
Ms Access 2007. A table is a set of columns and rows, where column is referred as
field name and row of a table is referred as a record.
A table can be created in following ways:

i. Creating Table in Data Sheet View

When user creates a new database in Access, the new table opens with names as
Table1 by default. By default one field in each table with name as ID is present
which can be renamed and more fields can be added in datasheet view by
double click on the Add new fields header.
After adding fields click on the Office button, then click on Save. Save As dialog
box appears, write new name of table the click on OK button.

ii. Creating Table in Design View

In Design View a table can be created in more controlled way using table
essentials. There are four table essentials which are used for creating table.

i. Field Name
Field name is column name and it can be up to 64 characters including letters,
numbers, spaces and special characters except a period (.), exclamation (!),
single quote (‘) and brackets.

ii. Field Data Type

Field data type can be selected form list of data types in MS Access like text,
memo, number, Date/Time and currency etc.

iii. Field Description

Field Description is optional. It helps in documentation phase of data base in
understanding field name. The maximum length of description is 255
characters.
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Chap8: Database Development

iv. Field Properties

Field properties of selected field appear at the bottom of table window. The
field properties depend upon data type which has been selected earlier.

Switching Views
To switch views:
 Select the View command group from Home tab.
 Select the view option from the menu, and then click on required view.

Q. How forms are useful in database?

Ans. Forms
Form is a database object by which user can arrange fields according to input and
output of data. User can use a form to enter, edit, display and modify data in a
database. A well designed form makes data entry easier and more accurate.
A Form generally serves three purposes:
 It allows users to perform data entry. Data can be inserted, updated, or deleted
from a table using a Form.
 It allows users to enter information, on which task is performed. For example a
system may want to ask for information before running a report.
 It allows users a method of navigating with database system. For example a form
can be created on which a report may run.

User can also add certain control components to a Form like buttons, combo
box, list box, drop down menus and sub-forms.

Q. How Primary key is assigned in a table?

Ans. Primary Key

“A data item used to identify a record uniquely is called primary key”.
Primary key must contain unique value and never be null.

Steps to Create a Primary Key

 Select the field which you want to make primary key by clicking the selection
box on the left side of field name in design view of a table.
 Click the Primary key icon on the Tools group of Design tab. OR
 Right Click on the field name and select Primary key option form the menu.
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Chap8: Database Development

Q. Explain the process of creating forms in Access.

Ans. Forms
Form is a database object which gives ability to arrange fields to input and
output data. User can use a form to enter, edit, display and modify data in a
database.

Creating Forms in Access

Access 2007 has several automatic tools for creating forms. These tools are
located in Forms group on the Create tab.
The Access 2007 forms tools include:
 The Split Form command creates a form showing one record on top and data
sheet view of entire source table on the bottom.
 The Multiple Items command creates a form that shows all the records at
once, which looks similar to table in datasheet view.
 The Form wizard is hidden under the More Forms commands. It takes user to
the process of creating more customized forms.
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Chap8: Database Development

Creating a Form using the Form command

The following steps are used to create a form using this command.
 Click on the table to use as a source table.
 When source table is highlighted, select the Form command from the Forms
group in Create tab.
 The new form is created and opens in the object pane.

Q. What is a query? How query is created using wizard

option in Access 2007.

Ans. Query
Query is the database object that enables the user to extract data from
database to use that data in another way. Query is used to retrieve records
according to user needs and answer the questions about the data.

Planning a Query
When planning a query, these questions users need to answer
 What do you want the results look like?
 Where is the information stored in the database?
 What conditions do you want the data to meet?

Creating the Query

Once you have planned out the query, then query can be created in different
ways, following are the steps to create query using wizard option.

Creating Query by Wizard

Following steps are performed to create query using wizard option:

 Choose the table or query that is used as source data.

 Click on Create tab, in Other group click on Query Wizard.
 New Query dialog box appears, then select Simple Query Wizard and click on
Ok button.
 Place the fields from available fields in Selected fields, then click Next and
Finish
In this way required query is created using wizard.
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Chap8: Database Development

Q. Explain different types of queries in Access.

Ans. Query
Query is the database object that enables the user to extract data form
database to use that data in another way. Query is used to retrieve records
according to user needs and answer the questions about the data.
Different types of queries can be created in Access 2007.

a. Select Query
b. Update Query
c. Delete Query

a. Select Query
Select query is used to extract records from one or more tables and shows
information in Datasheet view. Select query can use table or query or
combination of both as a record source.
Select query can be created using the Query Wizard or by working in Design
View. Different operations like sum, average, sorting and calculated fields can be
applied in select query.

b. Update Query
An Update Query is an action query that changes a set of records according to
some criteria (condition).
It is very powerful feature of RDBMS, since user can modify a huge number of
records at one time.
This query replaces the data in existing table. User writes update expression
in update row of design view of query.
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Chap8: Database Development

c. Delete Query
Delete query is used to delete records form a single table or multiple tables.
Delete query removes records from tables permanently. As delete query will
permanently delete records from the specified tables, so it is important that user
has backed up the tables before running this query.

Q. Write steps for creating relationships between tables.

How relationship can be edited in Access?
Ans. Relationship
Relationships are links that associate a field in one table with a field in another table.
By creating relationship two or more tables can be related with each other.
Creating Relationship
The following steps are used to create relationship between two tables say Student
table and Exam table.
 Click the Relationship icon in Database Tools.
 Table dialog box appears, then click on the first table (Student) and click on
Add button.
 Then click on second table (Exam) table and click the Add button.
 Click the Close button to close the dialog box.
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Chap8: Database Development

 Click the primary key Roll No in first table (Student) and drag it to the Exam
Table as foreign key.
 Edit Relationship dialog box will appear when mouse button is released.
 Click the Create button to create the relationship (one-to-many) between tables.

Joining line from one table to the other shows the type of relationship from one
table to the other.

Editing Relationship
The following steps are used to edit relationship between tables.

 Click Relationship in the Database Tools tab.

 Click the join line that connects the fields in relationship.
 Right Click on the line and select Edit Relationship option.
 Recreate the relationship by editing relationship options.

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Chap8: Database Development

Q. Write a note on report in Access

Ans. Report
Reports organize data so that user can print it or view it on screen. Reports of
often used to analyze data or present it in different styles. A repot is an effective
way to present data using attractive layout.
Access offer tools that allow users to create and format a report. MS Access
provides sophisticated options like grouping, sorting, summary and presentation
formats for designing reports.
Report is the end product of database and this printed data plays a vital role
in decision making for an organization.
The Report wizard takes users though the steps of creating a report.