getting started with microsoft access 2010 material/ms-access.pdfaccess objects •reports:- reports...
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Getting Started with Microsoft
Access 2010
Learning Objectives
• What is Microsoft Access
• What is Database
• What are the Access Objects
• Start Access
• Identify parts of the Access interface
• Create and save a database
• Open and close an existing database
What is Microsoft Access?
Microsoft Access is a relational database management system
(DBMS or RDBMS). At the very core, it is a software “engine”
that provides an interface between physical data and user
application queries.
Other examples of DBMS applications include:
•Oracle
•My SQL
•SQL Server (Microsoft)
•DB2 (IBM)
What is database
• A database can best be described as a way of storing large
amounts of information. The data can be retrieved and we can
even ask questions of the data and get answers.
• A database is an organized collection of records.
• Microsoft Access is a database software package.
• Telephone and address books are examples of paper
databases.
Access Objects
• Tables
• Queries
• Forms
• Reports
• Macros
• Modules
Access Objects
• Tables:- In Access, data is stored in tables. A table is a set of
columns and rows, with each column referred to as a field.
Each value in a field represents a single type of data. Each
row of a table is referred to as a record.
• Queries:- You use queries to retrieve specific data from your
database and to answer questions about your data. For
example, you can use a query to find the names of the
employees in your database who live in a particular state.
• Forms:- Forms give you the ability to choose the format and
arrangement of fields. You can use a form to enter, edit, and
display data.
Access Objects
• Reports:- Reports organize or summarize your data so
you can print it or view it onscreen. You often use reports
when you want to analyse your data or present your data
to others.
• Macros:- Macros give you the ability to automate tasks. You can use a
macro to add functionality to a form, report, or control.
• Modules:- Like macros, modules give you the ability to automate
tasks and add functionality to a form, report, or control. Macros are
created by choosing from a list of macro actions, whereas modules are
written in Visual Basic for Applications.
Why choose MS-Access over SPSS / Excel?
•MS Access is best used for long-term data storage and/or data
sharing.
•MS Excel is best used for minor data collection, manipulation,
and especially visualization.
•SPSS is best used for minor data collection and especially
data analysis.
It is easy to export data from MS Access to Excel SPSS
Microsoft Access
• Access 2007, 2010 and 2013 databases end with
.accdb file extension – for example, sales.accdb
• Databases made in older versions of Access have the
file extension .mdb
• NEVER remove a disk or flash drive until Access is
completely shut down.
Working with Access
Starting Access
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Access Window The Access window appears as shown
Parts of the Access interface Title Bar Main Menu
Quick Access Tool Bar
Ribbon
Status Bar
Creating a Database
A database can be created by using
• The Blank Database command – Used to create a blank database
– All other database objects should be created
manually
• Using Templates
– Used to create tables, forms, queries and reports by
Readymade files
Creating a Database (Contd..) To create a database by using the Database Wizard
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Access Window components
Views Table Datasheet View
Design Views Table Design View
We should Save the table with a table Name
Field Properties
Documents tabs bar
Creating Tables – From the Create Tab
• Enter table data directly in fields – From the Create Tab, click Table Design
Enter data
directly into a
table, including
the field names
Enter field names,
data types and
descriptions in
Table Design View
Creating Tables – Specifying field names
• After choosing your method of creation begin implementing the table design
– Use CamelCase notation for field names
– Specify data types
– Establish a primary key
Table View
Table Design
View Add field in
Table View
Setting Type of data Size
Text
(Default) Text or combinations of text and
numbers, as well as numbers that don't
require calculations, such as phone
numbers.
Up to 255 characters
Memo Lengthy text or combinations of text and
numbers. Up to 63,999 characters
Number Numeric data used in mathematical
calculations. 1, 2, 4, or 8 bytes
Date/Time Date and time values for the years 100
through 9999. 8 bytes.
Currency Currency values and numeric data 8 bytes.
AutoNumber
A unique sequential (incremented by 1)
number or random number assigned by
Microsoft Access whenever a new record is
added to a table. AutoNumber fields can't
be updated.
4 bytes (16 bytes if the
FieldSize property is set to
Replication ID).
Understanding Data Types
Setting Type of data Size
Yes/No
Yes and No values and fields that contain
only one of two values (Yes/No, True/False,
or On/Off).
1 bit.
OLE Object An object Up to 1 gigabyte (limited by
available disk space)
Hyperlink
Text or combinations of text and numbers
stored as text and used as a hyperlink
address (hyperlink address: The path to a
destination such as an object, document, or
Web page. A hyperlink address can be a URL
(address to an Internet or intranet site) page.
data type can contain up to
2048 characters.
Attachment Any supported type of file You can attach images,
Lookup
Wizard
Creates a field that allows you to choose a
value from another table or from a list of
values by using a list box or combo box.
4 bytes.
Creating Tables – Data Types
• Define columns in the Design View
Set the data type
Primary Key
• Tables are automatically created with an AutoNumber field which serves as the primary key
• To change the primary key – Select a field in Design View
– Click the primary key icon
Primary Key Field Primary Key icon
Relationships
To create a true relationship one field in the
relationship must be the Primary Key or indexed,
no duplicates field ; this ensures at least one side
of the relationship is unique.
Access is not particular a bout the spelling of the
fieldnames, but the data type and field size must
be the same.
Types of Relationships One‐to‐many
The most common relationship you will probably
create will be a one‐to‐many. This is a link
between a Primary Key field and a non‐Primary
Key field.
One‐to‐one
One‐to‐one
The other true relationship you can create in
Access is a one‐to‐one relationship. This is a link
between a Primary Key field and a matching
Primary Key field in the second table
Many‐to‐Many
Many‐to‐Many
Often you will find that you have a many‐to‐many
relationship