MS Access

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ABOUT MICROSOFT ACCESS 2010

Access 2010 is the most flexible and easy-to-use release yet of the worlds most popular Database software. Designed to provide you with intuitive tools, Access 2010 helps you create your databases in less time and manage them more easily than ever. In addition, this Release of Access gives you tools that make it easier than you might imagine working with others on your databases or to work when and where you choose. Use Access 2010 to organize and analyze your data. It includes software development tools so you can create applicationsranging from simple to complexto share just the right pieces of data in meaningful ways with others. Youll be able to work more efficiently with an Updated user interface and enhanced database design tools that help you get the most out of your data. Whether its managing your assets or tracking events, you can do it yourself and save time and money. With Access 2010, its never been easier to stay in control of your vital information. Access 2010 includes new and improved features as well as an improved working environment that was designed to help you accomplish more tasks, faster. Access database content through a Web browser. Newly added Access Services on Microsoft SharePoint Server 2010 enables you to make your databases available on the Web, with new Web databases. Users without an Access client and have appropriate Permissions can open Web forms and reports via a browser and changes are automatically synchronized. Simplify how you access the features you need: The Ribbon, improved in Access 2010, helps you access commands even more quickly by enabling you to customize or create your own tabs. The new Microsoft Office Backstage view replaces the traditional File menu to provide one central, organized location for all of your file management tasks. Codeless navigation: Use professional looking web-like navigation forms to make frequently used forms and reports more accessible without writing any code or logic. Easily reuse Access items in other databases: Use Application Parts to add pre-built Access components for common tasks to your database in a few simple clicks. You can also package common database components, such as data entry forms and reports for task management, and reuse them across your organization or other databases. Simplified formatting: By using Office themes you can create coordinating professional forms and reports across your database. Simply select a familiar and great looking Office theme, or design your own, and apply it to your database. Newly created Access objects will automatically match your chosen theme.

DBMS TERMINOLOGIES

FIELDS
It is also known as attributes in database terminology. It defines the property of an entity. In other words it is called as column in a table. For example if we have a company where employee details and department details are gathered. Employee details like Emp_name, age, address and so on each of which form attribute is stored under structure called employee table.

Records
Information about a person or object. Records make up the rows of the table.

Primary key
A field that uniquely identifies a record in a table. A student registration number is a primary key as it is unique to each student. A surname as a primary key is impractical, as there may be many people with the same name, and the primary key will not be unique.

Relational database
The relational database may contain a single table stored as file, or, a collection of related tables together. The data elements are stored in different table made up of rows and columns. The different tables are related through the use of common data elements. Storing of data in multiple tables allows you to store a range of data and offer gather flexibility in retrieving the information.

STARTING MS-ACCESS
MS-Access software for the windows operating system is installed on the computer. MSAccess is fully menu-driven software and the commands are available as icons in various Tabs and Groups. Using a mouse makes working on MS-Access simpler, although one can also work on MS-Access to the some extent with the help of keyboard also. Following are the steps can be used to start with MS-Access software: If the shortcut key to MS-Access is available as an icon on Desktop, as shown in fig.1, then double- click on the icon.

Fig 1

<Start> <All Programs> <Microsoft office> <Microsoft office Access 2010> As shown in Fig 2

Fig 2

MS-ACCESS AND ITS COMPONENTS


MS-Access user interface makes it easy to work in MS-Access 2010. In contrast to the previous versions of MS-Access the new user interface has improved and faster navigation systems consisting of tabs which further consist of group of command. When MS-Access 2010 is started the screen Getting started with Microsoft office access screen comes up as shown in fig 3 Click <Blank database> <create>

Fig 3 This window consists of a number of components to make working in Access easier and more effective some of the components are Navigation pane, Access work area, View buttons and ribbons. On

Fig 4

Getting Started
Microsoft Access 2010 (& 2007) offer plenty of templates that allow users to create databases, tables, queries, forms and reports with a simple one click action. There are new layout views for the form and report objects and design tools to assist in managing data. In previous versions, wizards were provided when creating a database or building new tables. Now templates make it easier to start the process taking you straight into the applications environment (and in most cases a help window is displayed). Microsoft also provides a wealth of free downloadable templates and could save a lot of planning designing time. The obvious aspect when creating a new database is the default new file extension .ACCDB replacing the older .MDB format. This must be used in order to take advantage of the newer features on offer but if you really insist on staying with the previous file format then not a problem, just dont expect to use any of the richer tools that are exclusive to .ACCDB.

QUICK ACCESS TOOLBAR

It is at right of the MS-Access logo button. It consists shortcuts for the commonly used commands, like Save , Undo (reverses the last change) and Redo (repeats the last action). The icons for the commands that you want to get displayed on the toolbar can be selected from the customize Quick Access Toolbar.

One of the obvious change users will see is the new look and feel of the Access GUI (Graphical User Interface) which includes the Ribbon Bar (Microsoft Office Fluent user interface) replacing Command Bars (Menu and Toolbars).

Other tabs (Contextual) dynamically appear and disappear based on the task and object in use. It makes Access more accessible without the need to return to a central point and is deemed more intuitive to the user (especially if you have never used an earlier version). Added galleries now show a preview before it is applied .

Access of old had a Database Window which is where you managed all the objects. Now we have the Navigation Pane which is positioned to the left edge of the application window.

Navigation pane

Like the other members of Microsoft Office, Access makes full use of the Ribbon interface that Microsoft introduced in Office 2007. The Ribbon is a region at the top of the screen that presents an easy-to-browse main set of commands for a particular program. It replaces the menus and toolbars that you were used to in Access 2003.

THE FILE TAB


The main difference between the 2007 Ribbon and 2010 version is that the office button has been replaced by the File tab.

The function of file tab in MS-Access is similar to the functionality as in MS- Word, MSExcel, MS-PowerPoint software. The file tab is used to perform file manager operations on the file. It consists of commands that allow the user to create new database, open an existing database, save a database, print a database etc. The file tab consist of 11 commands save, save object as, open, close database, Info, recent, new, print, save & publish, help and exit.

THE RIBBON
Like other programmes in the office 2010 suite, MS-Access 2010 has a ribbon. The Ribbon of MS-access has the office button and 4 tabs namely, Home; Create, External data, Database tools. HOME: View, Clipboard, Sort & Filter, Records, Find, Text Formatting. CREATE: Templates, Tables, Queries, Forms, Reports, Macros & code. Imports & Links: Export, Collect Data. DATABASE TOOLS: Tools, Macro, Relationships, Analyze, Move data, Add-Ins

THE HOME TAB


The home tab consists of commands that are frequently used in an Access database. It consist commands for formulating of text, text alignment, and performing operations on the records. The Home tab is used to change the view while working with tables. It is also possible to edit contents of the database like slot and filter, find and select and to perform clipboard operation such as copy, cut and paste using the command is available in home tab as shown in fig.

VIEWS

View as datasheet view, pivot table view, pivot chart view and design view. Datasheet view is the default view. It allow you to enter data into the table and lets you build the table as you insert new information. Design view lets you define all aspects of a table before we start using it. Paste the cut or copied items in clipboard at the location where the cursor is pointing right now. Cut removes the selected item and put into clipboard for later retrieval. Copy copies the selected item and put it on the clipboard. Format printer copies formatting from one place and apply it to another. Slot in ascending or descending order. Clear the shot order that was applied to a table with the ascending and descending buttons. Apply filter. A filter menu opens. Specify the criteria for displaying records in the table. Selection selects records that meet specified criteria in a table field. A list of entries in the field will display. Click the item in the list to display the records that match the criterion.

CLIPBOARD

SLOT & FILTER

Advanced opens the advanced filter menu; used to specify more advanced filtering options. Toggle filter to display the filtered records and all records in a table.

RECORDS

Refresh all records when in datasheet view or in a form. Create a new record in datasheet view or form. Add the field total rows in the table to find the total no of records when in datasheet view. Save the records when in datasheet view or in a form. Delete record from a table. Adjust row height, column width, freeze or unfreeze column. This button is only available in datasheet view. Find a record meeting specified criterion. The find and replace dialog box will display where the criterion can be specified. Replace To locate data in a table and replace it with new data. The find and replace dialog box will display where the criterion can be specified. Go to the first, previous, next, last, or new records in a table. Select the record where the insertion point is located or all records in a table.

FIND

TEXT FORMATTING

Change font face, change font size. Align text left, center or right. Change font color. Color the background of the selected cells. Show gridlines- horizontal, vertical, both or none. Alternate fill the back color. In this, alternately the background is colored.

THE CREATE TAB


The create tab contain commands for inserting different kinds of database objects. The commands this tab are used to add tables that store data, queries that search it , forms that help edit it, and reports the help print it. As shown in fig.

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TEMPLATES

Table templates create a new table using a table templates like contacts, issues, tasks etc.

TABLES

Table create a new blank table. Specify the fields directly in the new table or open the table in Design view. SharePoint Lists- create a list on the SharePoint site and A table in the current database that links to the newly created list. Table Design- creates a new blank table in design view. And fields, set indexing options and perform other advanced table-defined tasks.

QUERIES

Query wizard to create simple query, crosstabs query; find duplicates queries, or find unmatched query. Query Design- to create a new blank query. The show table dialog box appears. Select a table for creating query. Form- creates a form that lets you enter information one record at a time. Navigation- create a split form that shows a datasheet in the upper section and a form in the lower section for entering information about the record selected in the datasheet. Blank forms- to create a form that does not contain any fields or data. Move the field into the form from the list of fields that appear on the right side of form. More form- to display a list of additional form creation options like form wizard, datasheet, and Pivot table. Form design- to create a form in design view. Report-to creates an insert report. Report design- to create a report in design view. Advanced design change can be made to the report. Blank report- to create a report without any fields specified. After the report has been created, fields can be inserted. Report wizard- to launch the report wizard to create customizes report. Labels- to launch the label wizard where standard or customized labels may be created.

FORMS

REPORTS

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THE EXTERNAL DATA TAB


The external data tab contains commands for importing data into Access and exporting it to other programmes. The external data tab is shown in fig

IMPORT & LINKS

Saving imports- to view and run an import operation that was saved previously. Excel to import data from or link to an excel file. Access - to import data from or link to another Access database. Text file- to import a text file. XML file- to import a XML file More- to display a list of additional formats from which data may be imported from.

EXPORT

Saved export- to view and run an export operation that was saved previously. Excel to export the selected object in Access to an Excel worksheet. Text file-to exports the selected object to text file. XML file- to export a XML file. Access- to export data from or link to another Access database. Word merge- to export the selected object to a Rich text format document. More- to display a list of additional formats into which a selected object may be exported. Create e-mail to create an e-mail message that includes a form for collecting information from users. Manage replies to view replies to data collected in e-mail manages and use them to update database.

COLLECT DATA

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THE DATABASE TOOLS TAB


The database tools tab has tools that help experts perform data analysis and add visual basic code. This tab is used for the linking of tables. The database tools tab is shown in fig.

TOOLS

Database tools for encrypting the database with password, switch-board manager etc.

MACRO

Visual basic- launch the visual basic editor. Run macro- create shortcut menu from macro and convert macros to visual basic.

RELATIONSHIPS

Defining how the data in the tables are related. Open the objects property sheet to set its properties. Show the database object like query and tables that rely on other objects.

ANALYZE

Analyze the database documenter, analyze the performance of the table, form, query etc.

MOVE DATA

Migrate some parts of the database to a new or an existing SQL server database. Split the database into two files- one containing the table and the other, containing the forms and queries.

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Bibliography

www.microsoft.com www.articlesbase.com www.wikipedia.org www.scribd.com www.databases.about.com www.office.microsoft.com www.ms-access2010.com Onlinepdfebook.com

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