2 INTRODUCTION TO ACCESS

Let's Learn About

- We all use some type of database in
Database and DBMS
oUr daily lives. An almirah is used to
store all the clothes at one place, so Database Objects
MS Access 2010
that they can be easily used when
needed. In the Same way, a school Starting MS Access
Creating a New Database
keeps the data of all the students
Views of a Table
attending the school. However,
Creating a Table in Datasheet
managing a large amount of data
View
manualy is a difficult task. In such a
Entering Data Using Datasheet
situation, DBMS/RDBMS is Useful. Let View
Us learn about DBMS/RDBMS in detail. Saving a Table
Data Types in MS Access
Creating a Table in Design View
DATABASE AND DBMS Entering Data in a Table
Primary Key
Inserting a New Field in Design/
(A database is a collection of data or lists aranged Datasheet View
in an organised way.)To access and analyse data or Deletinga Field in Design/
information from a database, you need a Database Datasheet View
Management Systerm (DBMS)(DBMS is an application Moving a Field
program that is used to enter, organise, and select Editing Records ina Table
data in a database. It acts as a communication link
between the user and the database.)

Advantages of Using DBMS

R DBMS reduces the problem of keeping Info Box
duplicate records. Charles Bachman
There are less chances of errors. developed the fist
Skills
IT DBMS Called IDS.
R Records are more complete and consistent. IBM developed the
Data can be shared. first commercialy
SUCcessful DBMS called lMS.
3 Unauthorised use can be controlled.

20
 Disadvantages of Using DBMS

R It is complex to understand.
R Some applications of DBMS are very slow.
R Itis expensive and oCCupies a large storage space ina hard disk.
HOwever, these disadvantages are very small as compared to the advantages of using DBMS.2 4 24

DATABASE OBJECTS

Asingle database file can contain one or more tables. A table is the
basic building block ofa
database. It contains data in the form of rows and columns and looks similar to a
spreadsheet.
Fields

Serial No. Name Address Telephone No.

1 Anshu 1/29, Mukherjee Nagar 011-2673456
2 Deepak 5/10, Uttam Nagar 011-2983456
3 Aadit D/10, Rohini 011-2988597
Manya F/6, Mayur Vihar 011-2993446
5 Chitra 34 B, Gole Market 011-2673000
A column in a table is also called a field. A row in a table is also
called a record or a tuple.
A row contains a single entry for each column.
Apart from tables, a database may contain the following additional elements or objects.
These objects can store, display, and print data. They also allow yoU to write your own
programs and save steps or buttons pressed while performing atask.
RForms: Aform is an interface used for viewing, adding, deleting, and modifying data.
* Queries: Aquery isa question asked from the database. For example, in adatabase
Tor a lilbrary system. yoU may generate a query to find out whether a particular book is
available or not.
* Reports: Reports are Used to viewand summarise data Info Box
in the desired format. For example, in a database for Sometimes a 'field'
d banking system, youmay generate a report showing may also refer to
the value contained
the names and addresses of all the customers.
in the column.

MS ACCESS 2010
T
Skills
Microsoft Access 2010 is the most commonly Used genera-purposesuite.
DBMS MSon a
Windows-based Computer. It is a part of the Microsoft Office 2010 Access is also

21
 called Relational Database Management System (RDMS) as it inks or relates clifferan
tables together to get a common output. MS Access allows individuals and
organisations to manage large amount of data and information. In MS small business
Acccess,
add, modify, or delete the data, generate a query about data. and also you can store
view the data. produce reports to
STARTING MS ACCESS
To start MS Access 2010, follow the steps shown in figure 2.1.
Cick on Microsoft
Office.

Ava's Cool Tip

Click on Microsot
Access 2010. You can also double-cick
on the MS Access 2010
Click on the
Start button. shortcut icon on the desktop
to start MS Access.
Oype here to search

Fig. 2.1 Steps to start MS Access 2010

This will open the MS Access window as
shown in figure 2.2. You can open an existing
database or create a new one.

CREATING A NEW DATABASE

To create a newdatabase,
follow the steps shown in figure 2.2.

Avaabl Tumaabu,
Cick on Blank
under Avallabledatabase
Templates

Becent

Type a file name in

Skils
IT the Fle Name box

9Cick on Create
Fig. 2.2 Steps to Create a
new database
22
This will open MS Access 2010 screen (Fig. 2.3).
Quick Access Toolbar Window controls

File tab Datatel Oatabare (àecess 20) Acreeeit aecet

AB L2 ate ati
Na ab
t Nb eno
ece asas
Valkdation Ribbon
smalteg

Tbes (New)

Object name
Status
bar
Navigation
pane

View
Record shortcuts
numbers
Datasheet es

Fig. 2.3 Parts of the MS Access 2010 window

The Navigation pane contains alist of all MS Access 2010 database objects that are a part of
the database. It provides shortcuts to all objects created under that database.
MS ACcess has six main types of database objects--Tables, Queries, Forms, Reports, Macros,
and Modules. These objects can be created byclicking on coresponding options under the
Create tab.

Table Tools Database2 : Database (Access 2007) - Microsoft Access

File Home Cre ate External Data Database Tools Fields Table

Form Wizard Report Wizard Module

Navigation Labels Class Module

Blank Report Report Blank Macro
Application Table Table SharePoint Query Query Form
Dcin Eorm More Forms Visual Basic
Parts Design Lists WIzard Design Design Report
Forms Reports Macros & Code
Templates Tables Querles

Fig. 2.4 Database objects under the Create tab

Let's Review

Write Tfor True and Ffor False.

1. Database is acollection of dataarranged in an orgaised way.
2. DBMS reduces the problem of keeping duplicate records.
3. Acolumn in a table of a database is also called a field.
4. Navigation pane contains a list of alldatabase objects that are a
part of the database.
5. MS Access has 16 main types of database objects. Skills IT

Teacher's Notes: Once the student completes the activity, colour the stars based on
their response.

23
 VIEWS OF A TABLE

MS Access has two views or ways by which data can be entered in a

View and Design View. Datasheet View is the default view
To change the view of a table, followthese steps:
when a newtable
1. Click on the View drop-down arow under the Home tab.
is tableDatascrheeated.
2. Select the Datasheet View or Design View from the list
as shown in the
Cut figure 2.5.
View Paste
LaCopy Info BoX
Format
The Design View is Used to
Datasheet View define the fields, data types,
and description of fields.
Design View The Datasheet View is used
to add, edit, or delete
Fig. 2.5 Views of a table records as well as fields.

CREATING A TABLE IN DATASHEET VIEW

The Datasheet View ofa new table looks
like rows and columns of a
are the records and the
columns are the fields. spreadsheet. The roWS
When you create a newdatabase, MS Access
Datasheet VieW. automatically opens a new table in tne
MS Access automatically names the
first field as ID as shown in figure 2.6.
Field
Tablel
Chck to Add
Record (New)

1T
Skils

Recard l 1 of 1
ie ter Search

Fig. 2.6 Datasheet View of a table

/24
To add one or more tables to your database, follow the steps shown in figure 2.7.
Click on the
Create tab.
AL
Fle Home Creste Evtesnt Dats Datab
Info Box
2 Cick on Table in Table Table SharePoint
Design usts
Query Queny
Wizard Design
ID is important because
the Tables group. Temptates Tatbtes Queies it acts as a uniqUe
Fig. 2.7 Steps to add a new identity of record.
table toadatabase

ENTERING DATA USING DATASHEET VIEW

Let us understand how to enter data as given in Table 2.1 in MS Access.

Table 2.1: Data to be entered in MS Access

Roll Name of the Section Date of Martial Arts Sport
No. Student Birth Activity
1 Sudhanshu Saluja 2D 27.07.2012 Judo Basketball
2 Hiral Arora 2D 11.02.2012 Taekwondo Basketball

3 Dhwani Chachra 2D 13.12.2012 Taekwondo Football

Lakshay Dhingra 2D 18.02.2012 Karate Skating

5 Sumiti Budhiraja 2D 23.07.2012 Karate Badminton

To enter data using the Datasheet View, follow these steps:

1. Start entering the first record in the Click to Add column as shown in the figure 2.8 a.
2. Donot enter anything in ID field. MS Access automaticaly enters a unique number in the
ID field.
3. Press the Tab keyto move to the next field. While entering records, your screen willlook
as shown in the figure 2.8b.
4. After entering all the fields for one record, press Cirl + (Plus sign) to add a new record.
The active cell
Yellow/orange highlighted cells is shown with
Tablel show that this field of the record
Cick to Add is being entered or edited. yellow/orange
outline.
(New)
Tablelt
1D Field1 Field2 Clck to Add
1Sudhanshu Sal 2D
The Pencil icon shows (New)
that the record is being SkillsIT
entered or edited.
b
Fig. 2.8 Enfering data in Datasheet View

25
 Affer entering al the records. the column titles or field Info Box
names also need to be changed, This is important The highlight colour may
because Field 1, Field 2, and so on do not specity what change if youselect a
type of data is stored in the table or the field. different MS Office theme
lo change the field name, follow the steps shown in
figure 2.9.
Click on the
Click on Field 1. Fields tab.

STabie Tools Da
File Home Create External Data Database Tools Fietds Table

AB 12 oate &Time Name a Caption

Yes/No Defauft Valug
View Text Number Currency
More Fields
Delete
Field Size Look
Click on Name &Capfion
Viesws Add & Delete Propertie
in the Properties group
All Access Objects E Table1
5 to open the Enter Field
Search. field1 Field2
Properties dialog box.
Tables 1Sudhanshu Sal

Enter Field Properties

4 Enter Roll No. in *****n*****e...

the Name box. Name Roll No.

Caption
Desaription Click on OK.

OK Cancel

Fig. 2.9 Steps to change field name

Similarly, change all field names. Your completed table will look as shown in
figure 2.10.
Tablel
ID Roll No -Name of the Student Class &Section Date of Birth Martial Arts Activity
3 1Sudhanshu Saluja 2D Sport
2 Hiral Arora 2D
7/27/2008 Judo Basketbal
5 3 Dhwani Chachra 2D
2/11/2008 Taekwondo Basketball
6 4 Lakshay Dhingra 2D
12/13/200S Taekwondo Football
5Sumiti Budhiraja 2D 2/18/200S Karate Skating
7/23/2008 Karate Badminton
Fig. 2.10 Changed fields name in
Datasheet View

Ava's Cool Tip

s You can also add a new reCord by placing the
Skills
IT cursor in the last field
and then pressing the Tab key.
To rename a column or field, double-Click on the
column hegdino
and then type the new name.

26
 SAVING A TARLE

Tosave atable, tollow the steps shownin fiqure

2.11.
Clck on the lle tob,

2 e Databasel Database (Access 2007)

File Home Create Eternst CDats
OClck on Save o Database
open the Save Save
As dialog box. Information a
Save Objed As
CAUsers\ATOANDocu
(A)Save Database As
Open

Save As

Table Name:
Students 3 Enter Students in the
Table Name box.
4 Click on OK, OK Cancel

b
Fig. 2.11 Steps to save a table

Ava's Practice Time OExperiential Learning

Create the following table in the Datasheet View.

S.No. Name of the Patient Age Phone number

1 Vidit Dhingra 21 9822560000
2 Vikas Arora 30 9822566666
3 Sumi Das q998212200
L Mihir Narang L9 9855322220

Solutlon:
1. Create a new database in MS Access. A new table is opened in Datasheet View.
2. Start entering the first record in the Click to Add Column. Do not enter anything in
the ID field.
3. Press the Tab key to move to next field.
4. Press Chrl and + together to add a new record. SkillsIT

5. Change the field names by following the steps mentioned in figure 2.9.

27
 DATA TYPES IN MS ACCESS

Access 2010 alows to store different types of datain atable. These data types vary
accordinc
To the fields in a table. The various data types and their uses are explained in Table 22

Table 2.2: Data Types and fheir Usage

Data type Data that can be stored Usage
Text Numbers, alphabet, and To store text or numbers that do not require
special characters calculations, such as mobile numbers; stores up to
255 characters

Memo Numbers, alphabet, and Tostore lengthy text and numbers, such as
special characters notes and long descriptions: stores upto 65.536
characters
Number Nunbers To store numbers on which calcCulations has to
be done. except those involving money
(Use curency type)
Date/Time Dates and time To store date and time
Currency Numbers To store values involving money: curency sign is
automaficaly added to every entry in this field
AutoNumber Unique sequential numbers Tostore unique sequential or random numbers
automatically entered by that are automatically inserted when a record is
MS Access added
Yes/No Appears as check box Used when there are only two possible
answers-Yes or No; a checked box represents
Yes and an unchecked box
represents No
OLE Object An electronic object button To link some files/ documents with the
iscreated record;
fhis data type requires more space and is
nor
preferred much
Hyperlink Numbers, letters., and special To store
characters
websites or email addresses
Attachment An electronic object button
To attach some files/
is created documents with the recofo.
as compared to OLE obiects,
Skills
IT lesser space
attachments regui
Lookup Starts the Lookup wizard To add a
Wizard drop-down list to a field

28
 Let's Review

Categorise the following data into various data types in MS Access.

1. 05.15 am 2 Access.docx
3. 2802.14 4. 02/11/2007
5. 304, Yojna Vihar, Delhi 6 www.cbse.nic in

Teacher's Notes: Once the student completes the activity, colour the stars based on
their response.

CREATING A TABLE IN DESIGN VIEW

The Datasheet View automatically assigns the data type for a column based on the typed
entries. However, you can create atable with your own declaration of data types using the
Design View. Let Us design a table with the following fields and data types:
Field Name Date Type
Roll No Text
Name of the StuUdent Text
Date of Birth Date/Time
Marks obtained Number
Scholarship received Yes/No
Fee per month Cuency
E-mail Hyperlink

To create atable in Design View, follow the steps shown in figure 2.12.
3 The Design View
of table appears.
Oata ye Desorption

Click on the Click on Table Design in

Create tab. the Tables group.
Gebea eoke

A Databasel
File Mone Create Externai Data Databace Toolt

Application Tabie Tabie SharePoint Query Queny Form

Parts Design Lists Wuard Design Design T
Tempates Eables Queies Skills
b
Flg. 2.12 Steps to create a table in Design View
 Toenter field names in the table, follow the steps shown in figure 2.13.
Type Roll No in The default data type Text automatlcoly
the Field Name FIeld Narne Data TyDe appears. If you want to change the doto
column. Dofl No Text type, click on this arrow to open the
Memo
drop-down menu.
Number
Date/Time
Currency Select the desired data type.
Sinilarly. enter AutoNumber
and select dota |Yes/No
types for rest of General Lokup oLE Object
the field names. Pete Sire Z55 Hyperlink
Fornst
Attachment
Input task
Caption Calculated
Defeutt Vstut Lookup Wizard...
Vsliation Rute The data typ

Fig. 2.13 Steps to enter Field Name in Design View

The design of the table will now look similar to figure 2.14.
Field Name Data Type Description
Roll No Text
Name of the Student Text
Date of Birth Date/Time
Marks obtained Number
Scholarship received Yes/No
Fees per month Number
Emait Hyperlink

Fig. 2.14 Design View of a table

To Set Field Properties

In the Design View, the bottom-half of the table design is the Field Properties section, which
allows you to define more settings related to a field. To set properties for a field, follow the
steps shown in figure 2.15.
1. Click on the Field Name, and select Data Type for which you want to
set the field
properties.
Databaje25.Oatabale (Access 2007 -2010)- Mcroseft Accus
ttena Dats DutabaUs Soots Design

Property
Cheet
ndese Ceste a t
eoat Fna/Oeiete Relabanjnip Obiect
Fute, Recorg atabsA tents Dependencies
B ACORss Gbiects
Field Name Data Tv
Tde AutoNumber Descriptian
Nane of she Student Text
Class &Section Text
Date of Birth Date/Time
Martial Arts Acity Text
Soor Text

Click on the
Gensnek Click on the Format
General tab. drop-down arrow, and
np ask
choose adata ype.
Detault Vabue
aaatisn Ruie

Skills
IT

Fig. 2.15 Setting field

properties in Design View
30
ExOmples ofFormat drop down menus for Numnber. Date/Time and, Yes/No are shown
in tigure 216.
ieneta Numbet S6. 289 |GeneralDate 6/19/2007 S:34:23 PM
Cureno SR456.79 Long Date Tuesday, une 19, 2007
Euro G4S6.N9 Medium Date 19.Jun.07
Fixed 3456.79 Shon Date 6192007
Standard 3456.79 Long Time 534:23 PM
ercent 123.00% Medium Time S:34 PM
Scientitie 3468-03 Short Time 1734

a Number b Date/Time

True False True

Yes No Yes
|On/off On Info Box
c Yes/No The Lookup fields have
an additional set of
Fig. 2.16 Data Iype Fomat drop down menus field properties which
5. After setting properties for all the fields, save the are located under

table as 'Fee' by clicking on the Save button on the Lookup tab in the
Fleld Properties pane.
the Qulck Access Toolbar.

ENTERING DATA IN A TABLE

To enter data in the Fee table, follow the steps shown in figure 2.17.
A Click on the
Cate btema Data Databate Toalk Deion Design tab.
neetRowe
Delete Rawi
Any Pultee Test Nalidation Aopeity lndexes Cre
Click on the Vlew key Rules Ntodity lookup Sheet M
drop-down arow. Show tide
Databet Vie
Fe

Field Naime

Select the attable Vie Roll No

Name of the Student
Datasheet Vlew. PotChat Viee Date of birth
Marks otbtalned
Design View Scholarship recelved
Fees per month
Email

Your table will

now look like this,

Name of the Stuser Date of Brth Mark obtainedScholarship Fees per month Email

SkillsIT

Fig. 2.17 Steps to enter data in Datasheet View

Examples of Format drop-down menus for Number, Date /Time and, Yes/No are shown
in figure 2.16.
General Number 3456.789 General Date 6/19/2007 5:34:23 PM
Currency S3,456.79 Long Date Tuesday, June 19, 2007
Euro S,456.79 Medium Date 19-Jun-07
Fixed 3456.79 Short Date 6/19/2007
Standard 3,456.79 Long Time 5:34:23 PM
Percent 123.009% Medium Time 5:34 PM
Scientific 3.46E-03 |Short Time 17:34

a Number b Date/ Time

True/False
Yes No
True
Yes
On/Off On Info Box
c Yes/No The Lookup fields have
an additional set of
Fig. 2.16 Data Type Format drop-down menuS
field properties which
5. After setting properties for all the fields, save the are located under
table as 'Fee' by clicking onthe Save button on the Lookup tab in the
Field Properties pane.
the Quick Access Toolbar.

ENTERING DATA IN A TABLE

To enter data in the Fee table, follow the steps shown infigure 2.17.
A Table Tocls 1 Click on the
File Home Create Externat Data Database Toais Design Design tab.
Insert Rows
Delete Rows
Click on the View Primary Builder Test Valioatton Modify Lodkups
Praperty Inderes Cre
Rules Sheet M
drop-down arow. Tools Show/Hide Fiel
Datasheet View 3 Fee
Field Name
5PivgtTable View Roll No
Select the
Name of the Student
Datasheet View. PiyotChart View Date of Birth
Marks obtained
Design View Scholarship received
Fees per month
Cnail

Your table will

now look like this.

fe
Rol No - Name of the Studer Date of Birth Marks obtained - Scholarship Fees per month Email

SkillsIT

b
Fig. 2.17 Steps to enter data in Datasheet View

31
 Date ot rtth
nin
ate er athMak obtated
tpe 218
uk N s N e ott eNtes Neholarship fees per month
Heal Ar 1000 00 Emat
a hacea utsena on
1000,00 haemal
khay i i g 3000.
1006.0000 dchacheaaat
dehotmatcom
a h Ar 2000.00 1ummereditfa
1000.00 aroraerahnsn
tig 218 Entered Data in atable in Datasheet View

PRIMARY KEY

A
Pimary Key field is defined as one in which allthe records have a different ertb
nique to every ecord.
For exomple, ih the Ree table, there can be more than one student with the some ro
having same cloass but Roll No is unique for every student. So, Roll No is the Primary Ke e
the table. To define a field as Primnary Key field. follow the steps shown in figure 2.18
kon the OCk nthe Vlew
op down omow, Click on Primary Key. 5 Click on the Deig

le Home Create Externat Oata Database Toals

nsert Rows
Delete Rows
Pooety
D OCek on the Rol
View

Vievws
Piman uer Test Validation
Key Rules
Tootx
Modity tookups Sheef
Shoe

No field name, All Access Objects

Field Nae
Tables Roll N
Name of the Student
Select the Fee
Date of Birth
Deslgn Vlew. Students Marks obtained

b
Fig. 2.19 Steps to define Primary Key
A Smal key V con wilappear on the left side of the Roll No field, The presence o
shows that the Roll No is the Primary Key field in the able.

Ava's Cool Tip

To remove Primary Key from a field, click on the
fieli, and then clck on the Primary Key button.

32
 INSERTIN GA NEW FIELD IN DESIGN VIEW

To add a new field in the Design View, follow the steps shown in figure 2.20.
Cick on the field before which Clck on the O Clck on
the new field is to be odded. Design tob. Insert Rows

CtsbareToskh

e TetVdation
Deteews
Bimany Poperty ndes Cest
Sheet Meci OAnew field is irserted. Erter
field name and dafa type.
AB Access 0bjects estent
eld Nene Deta Type
Tabls AutoN Atoltumber
Roll No Nunber
Fee Numbe
Name of the Student Text
Shutent Name of the Studet Tert
Class & Section Tert
Class & Section Terr
Queries Date of Birth Date/t

A1
Mome Crest Select the A confirmafion dialog
Cick on the View Datasheet View.
arop-down arrow. box appears as shown.
Primary Builder Test
Maroug Acoess

Dataseet Viee Yos must lirst save the table

Do you wnt to seve he abie o

SPiugtrable View 8 Click on Yes to
Save the table.

Fig. 2.20 Steps to insert a new field in Design View

The Datasheet View of a table appears. You can now enter the data in a table.

INSERTING A NEW FIELD IN DATASHEET VIEW

Toadd a field in Datasheet View of the table, followthe steps shown in figure 2.21.

Sudlandhu Sl Right-click on fhe field name

Sgt Zto A
before which you want to
Diani Clach Soe insert a field.
aksay Dhings gate
Sumiti Budia
Grnbask Aroa
Hde ids
Unide Fieids A new fleld will be inserted. Double-cick on
Fesge Felas flield narme to change the name of the field.
2 From the Undreee td
De of tis
shortcut a of theSoude
Sudanshu Saluia
Cns &Sect
menu, select 2 2 Firal Arara 26 /V2008 Taekaando
the Insert Dhavani Chachra 12/1/200s Taeaonde
Field opfion. akshay Dhingra
Regame Fieid Sumiti Buhiraja Z/73/00e Karate Skil sIF
Dejeta Feid Grihansh Arora

Fig. 2.21 Steps to insert a new field in Datasheet View

33
 DELETING A FIELD IN DESIGN VIEW

If you want to delete afield from atable in Design View, followthe steps
Sehogl Record Det
shown in figure 2.22
Datsbate Tools Deigr
CHEste

nert Bowt
Deiete Riers
P i y b e t let Vnetinn
Modity Lnokupt
roperty nderes Create Daa enametei
Sheet Macros 2Cick on Delete
Chck on
Pules
Tools Shoe de Rows.
record selector Al Access Objects Fas Student
of the row fo
Segrch Field Name Data Typ
be deleted. 10 AutoNumber
Talles
Roll No Number
feet
Group No Text
Student Narme of the Student Text
Queries Class & Section Text
seed Quty

A confimation Mierouo Access

dialog box appears Ds you want to pernanently delete the selected fleld(s) and allthe data in the seld(s)?
as shown. Click on
Yes to delete the
Tes
selected field.

Fig. 2.22 Steps to delete a field in Design View

DELETING A FIELD IN DATASHEET VIEW

Info Box
To delete a field in the Datasheet View,
follow the steps If youdelete a field
shown in figure 2.23. from atable, the data
Roll NoGroup No
stored in that field for
Name of the Sthudent_
Right-click on the 1 4 Sort AtoZ all the records in the
Sgn zto A
name of fhe field table will be deleted.
which you want Copy
to delete.
ield With
7 Hide Frelds
8 nhide Fields
Freeze Fields
10 10
Unfreeze All Fields
(New)
3 Eind..
2 From the right-click
menu, select the
1 Insert Eleld
oy jouks
Ava's Cool Tip
Delete Field option.
Repame Field You can also delete the
Degete Firid
field by clicking on record
selector,. and pressing Delete
A Confimation
MiccGch Access key from the keyboard. Then
Skills
IT dialog box appears Do vou wuat to
pernaoeatiy delete the selected leld(s) and all the click on Yes in the delete
data in the eld(s)?
as shown. Click on
Yes to delete the confimation dialog box
selected field.

Fig. 2.23 Steps to delete a field in

Datasheet View
34
 MOVING AFIELD

Moving a field means to rearrange the order of fields. For example, you can make second
field as the fourth field or fifth field as the first field. To moveafield in the Design View, follow
the steps shown in figure 2.24.
Click on the field name to select the entire field
and release the mouse button. Again, click on Athick black line willappear as you move fhe
the field name of the selected field and without mouse to show desired location. Release the
releasing the mouse button, drag the mouse up mouse button to move the field to new place.
and down to move the selected field.

Field Name Data Type Description

AutoNumber
Roll No Number
Name of the Student Text
Class & Section Text
Date of Birth Date/Time

The field is moved to the new place.

Field Name Data Type Description

AutoNumber
Roll No Number
Class &Section Text
Name of the Student Text
Date of Birth Date/Time

Fig. 2.24 Steps to mnove a field in Design View

EDITING RECORDS IN A TABLE

To edit a record in the Datasheet View, click on the cellyou want to edit. Using arow keys, move
the cursor to the place where you want to change data. Type the nevw data or modify the
existing data, and then press the Tab key. The cell entry willbe automaticaly saved to the table.

Let's Review

Answer in one word.

1. It is used to enter data in the form of rows and columns.
2. It is Used to view and summarise data in a desired format.
3. It is Used to view, add, delete, and modify data.
4. Itis used to ask a question from the database.
SkillsIT
5. It is acollection of data.
Teacher's Noles: Once the student completes the activity, colour the stars based on
their response.

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 Ava's Practice Time Esperiential Learning
Rohan has created the following table in Datasheet View. He wants to shift the Date of Problem-Sehving Birth
Reld' next to the Sport field. Help him to perform the task.
Solution:
1. Select the field which is to be moved in the Datasheet View.
2. Without releasing the mouse button, rag the mouse towards B
right to keep the
the Sport field. field net to
3 Release the mouse button once satisfied with the position.
Roll No -Name orthe Student Class &Section - Date of Birth Martial Arts Activity.
1 Sudhanshu Saluija 7/27/200s Sport
z Hiral Arora 2/11/200Taeicwondo Basketball
3 Dwani Chachra 12/13/20osTaeiwondo Basketball
4 Lalshay Dihingra 2/18/200Carate Foctiba
S Sumiti Budhiraja 7/23/200 Karate Sikating
6 Grihansh Arora 2/28/2005udo Badminton
Boxing

Flashback
« Database is a collection of data aranged in an organised way.
« Database Management System (DBMS) refers to a program that s used to manage the
database.
« Miarosoft Access is the most commonly used DBMS.
« Microsoft Access con be used to store. add. modify, or delete data. generate query cbout
data. and also produce reports to view the data.
« A Primary Key fieldis defined as one in which al the reconds have a different enty. It is unique
to every record.

EXERCISES

A. Tick () the corect answers.

1. DBMS stands for Database Management
a. System b. Style c. Sofhware
2. Which of the following contains the ist of all Access database objects?
a Navigation Pane b. View button c. Query
3. MS Access has table.
views by which data Can be entered in a
a four b. three

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 Whoh view&he cefout vievw when a new toble is created?
osheet b Desion 6. None of these
8Whoh of the wgis Unigue o evey record in a toble?
Rele Nome b Pimory Key 6. Secondory Key
A h e blonks
Lhe st comnercialy successtul DBMS was caled
refers to an application program that is USed to manage

data ype appears as acheckbox.

When do down ist is to be added to a field, yoU USe
S Movng a feld means to the order of fields.

CWie Tfar True and Ffor False.

LACOumn in a table is called a field.
2. Text data ype is used to store only alphabet.
3 Memo data ype can store up to 65,536 characters.
R Pimary Key is common to every record in a table.
5. You connot remove primary key from a field once set.

D. Answer these questions.

L What is a Database Management System?

2 What are the advantages and disadvantages of DBMS?

3. Name fhe different types of database objects. Explain any wo in detail.,

 4. What are the different data types offered by MS Access?

5. What is the use of the Design View?

<>Q AVA'S ACTIVITY ZONE

Logical Thinking

Complete the following crossword with the help of clues.

D
M
D T
S A

N G T A E

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