Microsoft access

• Is a powerful database management tool that allows you to store,

organize and manipulate data.
• It is a relational database management system (RDBMS) that helps
you link related information easily.
• It’s helpful for storing and organizing large amounts of data,
running reports, and analyzing information.

For Example:
You can connect a customers order information with their contact
details.
 How to Use Microsoft Access
• Open Microsoft Access
- Open the Microsoft Access Application

• Create a New Database

- Click “Blank Database” to start a new project.
- After clicking on “Blank database”, you’ll need to give your new database a name and
choose where to save it on your computer. Then, click “Create”.

• Add a Table
- Use the Table Design view to create your first table.
- Tables are where your data is stored in Access. You can create a table from scratch or use
the “Table Design” view to set up your fields (columns). Each field represents a different piece of
information you want to store.
• Add Data to the Table
- Switch to “Datasheet view” to enter data into your table.

- Once you’ve set up your table with the fields you need, switch to “Datasheet view” to start
entering your data.

• Create a Form
- Use the Form Wizard to make data entry easier.
- Forms in Access make data entry simple and user-friendly. You can create a form using the
“Form Wizard,” which walks you through the process and lets you select which fields to include.

• Run Queries
- Use the Query Design view to retrieve specific data.
- Queries are how you ask questions of your database. For example, you might want to see all
orders placed in the last month. The “Query Design” view helps you set up these questions and view the
answers.
 Using Microsoft Access
• Save your work frequently. Databases can be complex, and
you don’t want to lose your progress.
• Use naming conventions for your tables and fields to keep
things organized.
• Back up your database regularly to prevent data loss.
• Take advantage of Access templates if you’re new to
database design.
• Use forms to ensure data is entered consistently.
 Can I import data from Excel into Access?

Yes, you can import data from Excel into Access. This can be
done by using the “External Data” tab and selecting “Excel”
as the source.
Is Microsoft Access easy to learn?

Microsoft Access is user-friendly, especially if you’re familiar

with other Microsoft Office applications. There are also plenty
of resources available to help you learn.
How secure is Microsoft Access?

Microsoft Access offers various security features, including

password protection and user-level security controls.
However, for very sensitive data, a more robust database
system might be recommended.
Can multiple users access the same
database?

Yes, multiple users can access the same database. You can
set up a shared network location or use Access’s split-
database architecture to allow multiple users to work with
the data simultaneously.
 ACCESS Components/
Objects:
• A Table allows the user to store a collection of data about a specific
topic like Customers or Orders. Relationships can be established
among the tables to access and manage the data easily.
• A Form allows a user to enter/change/update data to tables.
• A Query allows the user to view, change, manipulate, and analyze
data in different ways like combining data from two different tables
(Customers and Orders) to create a user’s own custom view.
• A Report is an effective way to output your data in a printed format
in the way you want it.
 Table
Table is an object that is used to define and store data. When you create a new
table, Access asks you to define fields which is also known as column headings.

• Each field must have a unique name, and data type.

• Tables contain fields or columns that store different kinds of data, such as a
name or an address, and records or rows that collect all the information about
a particular instance of the subject, such as all the information about a customer
or employee etc.
• You can define a primary key, one or more fields that have a unique value for
each record, and one or more indexes on each table to help retrieve your data
more quickly.
 Query
An object that provides a custom view of data from one or more tables. Queries
are a way of searching for and compiling data from one or more tables.
• Running a query is like asking a detailed question of your database.
• When you build a query in Access, you are defining specific search conditions to find
exactly the data you want.
• In Access, you can use the graphical query by example facility or you can write
Structured Query Language (SQL) statements to create your queries.
• You can define queries to Select, Update, Insert, or Delete data.
• You can also define queries that create new tables from data in one or more existing
tables.
 Form
Form is an object in a desktop database designed primarily for data input or
display or for control of application execution. You use forms to customize the
presentation of data that your application extracts from queries or tables.

• Forms are used for entering, modifying, and viewing records.

• The reason forms are used so often is that they are an easy way to guide people toward
entering data correctly.
• When you enter information into a form in Access, the data goes exactly where the
database designer wants it to go in one or more related tables .
 Report
Report is an object in desktop databases designed for formatting,
calculating, printing, and summarizing selected data.
• You can view a report on your screen before you print it.
• If forms are for input purposes, then reports are for output.
• Anything you plan to print deserves a report, whether it is a list of names and addresses,
a financial summary for a period, or a set of mailing labels.
• Reports are useful because they allow you to present components of your database in an
easy-to-read format.
• You can even customize a report's appearance to make it visually appealing.
• Access offers you the ability to create a report from any table or query.
 Macro
This object is a structured definition of one or more actions that you want Access
to perform in response to a defined event. An Access Macro is a script for doing
some job. For example, to create a button which opens a report, you could use a
macro which will fire OpenReport action.
• You can include simple conditions in macros to specify when one or more actions in the macro should
be performed or skipped.
• You can use macros to open and execute queries, to open tables, or to print or view reports.
• You can also run other macros or Visual Basic procedures from within a macro.
• Data macros can be attached directly to table events such as inserting new records, editing existing
records, or deleting records.
• Data macros in web apps can also be stand-alone objects that can be called from other data macros
or macro objects.
 Module
Module is an object in desktop databases containing custom procedures that you code
using Visual Basic. Modules provide a more discrete flow of actions and allow you to trap
errors.

• Everything that can be done in a macro can also be done in a module, but you don't get
the macro interface that prompts you what is needed for each action.
• Modules are far more powerful, and are essential if you plan to write code for a multi-
user environment, because macros cannot include error handling.
• Modules can be standalone objects containing functions that can be called from
anywhere in your application, or they can be directly associated with a form or a report
to respond to events on the associated form or report.
 MS Access - Data Types

• The data type determines the kind of the values that users can store in any given field.
• Each field can store data consisting of only a single data type
Let us try and create the first table that will store the basic contact information concerning the
employees as shown in the following table:
 Table Design View

As we have already created one table using Datasheet View. We will now create another
table using the Table Design View. We will be creating the following fields in this table.
These tables will store some of the information for various book projects.
 MS Access - Adding Data

• A datasheet is a simple way to look at your data in rows and columns without any special formatting.
• Whenever you create a new web table, Access automatically creates two views that you can start
using immediately for data entry.
• A table open in Datasheet View resembles an Excel worksheet, and you can type or paste data into
one or more fields.
• You do not need to explicitly save your data. Access commits your changes to the table when you
move the cursor to a new field in the same row, or when you move the cursor to another row.
• By default, the fields in an Access database are set to accept a specific type of data, such as text or
numbers. You must enter the type of data that the field is set to accept. If you don't, Access displays
an error message
Let us add some data into your
tables by opening the Access
database we have created.
 MS Access - Query Data
Create Select Query
If you want to review data from only certain fields in a table, or review data from multiple
tables simultaneously or maybe just see the databased on certain criteria, you can use
the Select query.
Let us now look into a simple example in which we will create a simple query which will
retrieve information from tblEmployees table.
1. Open the database and click on the Create tab.
2.Click Query Design.
3.In the Tables tab, on the Show Table dialog, double-click the tblEmployees table and
then Close the dialog box.
4.In the tblEmployees table, double-click all those fields which you want to see as result of
the query. Add these fields to the query design grid.
Now click Run on the Design tab, then click Run.

The query runs, and displays only data in those

field which is specified in the query.