project ms access

8/13/2019 Project MS Access

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Project MS Access

S U B M I T T E D T O :

S I R Q A I S E R J A V A I D

S U B M I T T I O N D A T E :

6 - 5 - 2 0 1 3

Management Information

Systems

Team:

Danish Mehmood (10-0916)

Ayesha Jamil Afridi (10-0922)

Nimra Khurshid (10-0909)


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Ms Access

Introduction:

Microsoft Access, also known as Microsoft Office Access, is adatabase management

system fromMicrosoft that combines the relationalMicrosoft Jet Database Engine with

agraphical user interface and software-development tools. It is a member of theMicrosoft

Office suite of applications, included in the Professional and higher editions or sold

separately.

Microsoft Access stores data in its own format based on the Access Jet Database Engine. It

can also import or link directly todata stored in other applications and databases.[1]

Software developers anddata architects can use Microsoft Access to developapplication

software, and "power users" can use it to build software applications. Like otherOfficeapplications, Access is supported byVisual Basic for Applications, anobject-

orientedprogramming language that can reference a variety of objects including DAO (Data

Access Objects),ActiveX Data Objects, and many other ActiveX components. Visual objects

used in forms and reports expose their methods and properties in the VBA programming

environment, and VBA code modules may declare and call Windowsoperating-

system functions.

Features:

1. Create tables2. Queries3. Forms4. Reports,

And connect them together. Besides these features Ms access has also others features

Functions:

Microsoft Access calls anything that can have a name an object. Within an Access Database,

the main objects are tables, queries, forms, reports, data access pages, macros, and modules.

Database

A database is files in which you store data include all the major objects related to the stored

data; including objects you define to automate the use of your data. In other database

systems, the term database used to refer to only those files in which you store data.

Here is a summary of the major objects in an Access database.

Table

An object you define and use to store data. Each table contains information about a particular

subject, such as customers or orders. Table contains Fields (or columns) that store different

kinds of data, such as a name or an address, and, Records (or rows) that collect all theinformation about a particular instance of the subject.E.g. All the information about a
http://en.wikipedia.org/wiki/Database_management_systemhttp://en.wikipedia.org/wiki/Database_management_systemhttp://en.wikipedia.org/wiki/Microsofthttp://en.wikipedia.org/wiki/Microsoft_Jet_Database_Enginehttp://en.wikipedia.org/wiki/Graphical_user_interfacehttp://en.wikipedia.org/wiki/Microsoft_Officehttp://en.wikipedia.org/wiki/Microsoft_Officehttp://en.wikipedia.org/wiki/Datahttp://en.wikipedia.org/wiki/Microsoft_Access#cite_note-ms-import-1http://en.wikipedia.org/wiki/Microsoft_Access#cite_note-ms-import-1http://en.wikipedia.org/wiki/Microsoft_Access#cite_note-ms-import-1http://en.wikipedia.org/wiki/Software_developerhttp://en.wikipedia.org/wiki/Data_architecthttp://en.wikipedia.org/wiki/Application_softwarehttp://en.wikipedia.org/wiki/Application_softwarehttp://en.wikipedia.org/wiki/Power_usershttp://en.wikipedia.org/wiki/Microsoft_Officehttp://en.wikipedia.org/wiki/Microsoft_Officehttp://en.wikipedia.org/wiki/Visual_Basic_for_Applicationshttp://en.wikipedia.org/wiki/Object-orientedhttp://en.wikipedia.org/wiki/Object-orientedhttp://en.wikipedia.org/wiki/ActiveXhttp://en.wikipedia.org/wiki/Operating_systemhttp://en.wikipedia.org/wiki/Operating_systemhttp://en.wikipedia.org/wiki/Operating_systemhttp://en.wikipedia.org/wiki/Operating_systemhttp://en.wikipedia.org/wiki/ActiveXhttp://en.wikipedia.org/wiki/Object-orientedhttp://en.wikipedia.org/wiki/Object-orientedhttp://en.wikipedia.org/wiki/Visual_Basic_for_Applicationshttp://en.wikipedia.org/wiki/Microsoft_Officehttp://en.wikipedia.org/wiki/Microsoft_Officehttp://en.wikipedia.org/wiki/Power_usershttp://en.wikipedia.org/wiki/Application_softwarehttp://en.wikipedia.org/wiki/Application_softwarehttp://en.wikipedia.org/wiki/Data_architecthttp://en.wikipedia.org/wiki/Software_developerhttp://en.wikipedia.org/wiki/Microsoft_Access#cite_note-ms-import-1http://en.wikipedia.org/wiki/Datahttp://en.wikipedia.org/wiki/Microsoft_Officehttp://en.wikipedia.org/wiki/Microsoft_Officehttp://en.wikipedia.org/wiki/Graphical_user_interfacehttp://en.wikipedia.org/wiki/Microsoft_Jet_Database_Enginehttp://en.wikipedia.org/wiki/Microsofthttp://en.wikipedia.org/wiki/Database_management_systemhttp://en.wikipedia.org/wiki/Database_management_system


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company 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

Query in an object that provides a custom view of data from one or more tables. In Access,

you can use the graphical query by example (QBE) facility or you can write SQL statementsto 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

An object designed primarily for data input or display or for control; of application execution.

You use forms to customise the presentation of data that your application extracts for queries

or tables. You can also print forms. You can design a form to run a macro or a Visual Basic

procedure in response to any of a number of events- for example, to run a procedure when the

value of data changes.

Report

An object designed for formatting, calculating, printing, and summarising selected data. You

can view a report on your screen before you print it.

Working:

Microsoft Access works in the same manner any database does, by storing related

information together and letting you create connections (commonly called relationships)

between different things. The relationships between two different things in MS Access can

be very simple (such as a contact at a customer and the customer itself) or complex. In the

example below, the blue boxes represent the major things we're tracking in our MS Accessdatabase tables, and the reports at right show how you can join the related information for

analysis and reporting.


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Data is stored in Microsoft Access tables (think of them as mini-spread sheets that store only

one type of thing). A table can have many fields (think of them as columns in your spread

sheet). Each field in a table can be set up to allow or prevent users from entering certain

information (for example, you could say one field only accepts dates, another can only allow

a user to enter a numeric value, while another lets them enter anything they want).

Once you have your MS Access tables, fields, and relationships set up, you can create data

entry forms that use those tables to store your information and later create reports with the

data. Microsoft Access forms are incredibly easy and you can use MS Access forms to

simplify data entry for users by grouping related fields together, and hiding fields they don't

need to enter. The Microsoft Access Command Button Wizard even helps you to create

simple buttons for your forms without understanding how to create macros and Visual Basic.

How Ms Access is different?

Consider a problem a spread sheet program is a terrific tool for maintaining and calculating

small sets of information. Microsoft Excel is easy to understand, create column names, enter

your data, create formulas, and you're on your way. You can sort, filter, and format the data

quickly and easily. But spread sheets are not ideal for handling hundreds of records where

you need to have "one version of the truth" for something like a customer, a contact, or main

"thing" you need to track. It is very easy to introduce errors into a spread sheet, which then

makes analysis, summing, and reporting very challenging. The image below provides a quick

example of several key challenges spread sheets face.


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Solution:

Fewer errors and inconsistencies:

Maintaining one version of the truth for the things you need to track minimizes the potential

for duplication, errors, and inconsistent values. In the Excel example above, customer names,

contact phone numbers, and product names are misspelled, transposed, and abbreviated in

different forms. Imagine trying to create a report or graph in Excel that shows an accurate

picture of your sales or other key performance indicators.

Higher productivity:

You and others working in your database need only change a single record and all other

related things in your database will automatically "see" the change. In our Excel example,

you would need to change every occurrence of a customer's name. Find and replace wouldn't

necessarily catch that a customer's name is spelled six different ways. In a database, there is

only one customer record to change. Every other record (orders, contacts, etc.) that relates to

that customer record will never need to change because they are joined to the customer.


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ProjectWe have been asked to create an application to support the sales and marketing functions of a

company .That manufactures and sells snowboards.

As part of that application, we will create a Microsoft Access database that will support

recording sales transactions.

As a proof of concept, we will create some sample forms and queries that will demonstrate

how this application might function as a decision support system for the Sales and Marketing

Departments.

We created:

1. Reports2. Forms3. Tables4. Quires

Create tables:

Using MS Access, create a product table, a customer table, and an order according to the

following specifications. Use the names, data types, and descriptions as indicated. We have

created three tables product tables, customer table and order table.

Steps:

1. Open the data Ms access2. Select blank data base if you r making new data base3. Cells appears you can simple enter the data4. Now go to design view this time the view of window changes o can enter the data5. In design view you can give the primary key6. Tables can also be formed by using wizard

Entering the data:

We were supposed to create 3 tables and then we entered the given data into it

1. The product table2. The customer table3. And the order table

Customer table:

We gave primary key to the customer number. The customer database includes customer

name. Address, city, state country, home and work phone numbers and email id.


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Product table:

Product number has primary key the data base includes the price and its description.

Order table:

Here the primary key is order number .this data base also includes the costumer number .Ms

access can take the customer number from the customer table and product number from the

product table which means that this data base is linkage between the customer table, product

table and order table. The fields includes are. Data base includes the following fields order

number, customer number, product number, salemt, order date, sale type, payment ,card

number, and expiry date,

Create forms:

After entered the data into the three tables, create three forms for entering and editing the data

in the tables. Forms are used to customise the presentation of data that your application

extracts for queries or tables.

Steps:

1. Select the table for which the form is to be created2. Go to create on the ribbon and click the button form in the forms box3. The form is created


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Product form:

Customer form:

Order form:


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Layout view of form:

You can edit the form by using the formatting tools buttons are placed on the bottom so that

user can see the detail at once and move forward and backward.

there are certain others optios in the layout and design view which can edit the forms.

Create Reports:

After you have entered the data into the three tables and making forms next step is to create

three reports for displaying the table data. Report is an object designed for formatting,

calculating, printing, and summarising selected data.

Steps:

1. Select the table for which the report has to be made i.e product table2. Go to the create on the ribbon and click the button report in the report box 3. A report is created


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Product report:

Costumer report:


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Order report:

Creating report using wizard:

Report can also be created by using wizard.

Steps:

1. Click create option2. Click on report wizard3. This Window appears


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4. Enter the available fields and click on next5. Than new window appears click the desire options6. Report is created7. You can change the themes and insert other options in reports as well

Relationships:

A relationship is defined as the association between two or more separate entities.

In Ms Access:

It is an association between 2 common fields (column) in

Two tables.

1. Primary Key2. Foreign Key3. Referential Integrity

Primary key:

The primary key of a relational table uniquely identifies each record in the table. It can either

be a normal attribute that is guaranteed to be unique (such as Social Security Number in a

table with no more than one record per person) or it can be generated by the DBMS (such as

a globally unique identifier, or GUID, in Microsoft SQL Server). Primary keys may consist

of a single attribute or multiple attributes in combination.

Foreign key:

It is a field in one table that is a primary key in another table. It is used to create a relationship

between two tables, normally a one to many relationship. The one side is where it is the

primary key and where it is the foreign key, that is the many tables.

Referential Integrity:

Referential integrity is a database concept that ensures that relationships between tables

remain consistent. When one table has a foreign key to another table, the concept of

referential integrity states that you may not add a record to the table that contains the foreignkey unless there is a corresponding record in the linked table. It also includes the techniques

known as cascading update and cascading delete, which ensure that changes made to the

linked table are reflected in the primary table.

Types of relationships:

1. One-to-One Relationship2. One-to-Many Relationship3. Many-to-Many Relationship


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One-To-Many Relationships

A one-to-many relationship is the most common type of relationship. In this type of

relationship, a row in table A can have many matching rows in table B, but a row in table B

can have only one matching row in table A.A one-to-many relationship is created if only one

of the related columns is a primary key or has a unique constraint.

Many-To-Many Relationships

In a many-to-many relationship, a row in table A can have many matching rows in table B,

and vice versa. You create such a relationship by defining a third table, called a junction

table, whose primary key consists of the foreign keys from both table A and table B.

One-To-One Relationships

In a one-to-one relationship, a row in table A can have no more than one matching row in

table B, and vice versa. A one-to-one relationship is created if both of the related columns are

primary keys or have unique constraints.

Steps:

1. Click on database tool2. Click on relations3. By holding mouse left button drag the fields you want to link


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Here, costumer table has one to many relationships with order table and order table has many

to one relationship with product table.

Creates Queries:

This is the most important part in our project.it links the tables with each others and creates a

database on back end whenever user wants a desire value he simply puts the value and results

appears on screen

To open tables or queries in Query Design view:

Steps:

1. Activate the Create tab.2. Click the Query Design button in the other group. The Show Table dialog box

appears.

3. Activate the Tables tab if you want to base your query on tables, activate the Queriestab if you want base your query on queries or activate the both tab if you want to baseyour query on both tables and queries.

4. Click to choose the table or query on which you want to base your query.5. Click Add. The table appears in the window.

a. Click to choose the next table or query on which you want to base your query.b. Continue clicking tables or queries until you have all the tables and queries

you plan to use.

6. Click Close. Access changes to Query Design view.To retrieve specific records:


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Steps:

1. Open a table or query in Query Design view.2. Choose the field names you want to retrieve in the order you want to retrieve them.3. Choose the field names you want to sort by in the order you want to sort.4. Under the fields you want to sort by, choose Ascending or Descending.5. Deselect the Show button for columns you do not want to display.6. Enter your selection criteria on the Criteria line.7. Click the Run button. Access retrieves the columns you chose and displays the rows

in the order you specified.

Criteria:

Steps:

1. Open a table or query in Query Design view.2. Choose the field names you want to retrieve in the order you want to retrieve them.3. Choose the field names you want to sort by in the order you want to sort.4. Under the fields you want to sort by, choose Ascending or Descending.5. Enter your selection criteria on the Criteria line and the Or line, as needed.6. Deselect the Show button for columns you do not want to display.7. Click the Run button. Access retrieves the columns you chose and displays the rows

in the order you specified

To create a query that uses two or more tables:

Steps:

1. Open the tables and/or queries you want to use in Query Design view.2. Choose the field names you want to retrieve in the order you want to retrieve them.


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3. Choose the field names you want to sort by in the order you want to sort. Under thefields you want to sort by, choose Ascending or Descending.

4. Enter your selection criteria, if necessary.5. Deselect the Show button for columns you do not want to display.6.

Click the Run button. Access retrieves the columns you chose and displays the rowsin the order you specified.

About project:

This data base is a small practice of how the data base is forms .in every organisation they

have their data base which they use daily.in our project we have done the basics of Ms access

in which we forms the queries, forms, tables beside these practices we also learned how data

is entered in the access. This gives us an actual view of how databases are maintained and

how it works.

project ms access

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