3INTRODUCTION TO MS ACCESS

Lesson
o Get knowledge about database and DBMS
objectives o Create knowledge about table, record and field
o
Leam how to create database in MS Access

File is a collection of data. School registers, Office records and Mark lists are examples of

files. It may be organised in paper documents and stored in racks or shelves. This manually kept
data takes more space and more time to search an information. The main disadvantage of these
are loss of data, lack of security and take more work to
arrange thesefilles.
Now a days the files are stored, operated and maintained in a computer. They are stored as

database. Adatabase is a collection of information and data categorised by specificfields, which is

Cred n a tabular format across rows and coiumns.Compared to a manual database. a computerised
Calabase iS more flexible, compact and faster. It reduces the probability of inconSistent data. wnen a

i s e isCIeated on a computer, many ofthe problems with amanual database can be eliminated

Dalabase Management System (DBMS) is a computerised data management system that

neips us to store and retrieve data in a

structured manner.
 DBMS (Database Management System)
Database
management system is a softiware program that enables vo
and extract data froma databaseDBMS allows user
bles you to
and other softwares t .. Create .

data in a structured way store and te

Relational Database Management System(RDBMS) is based on
relatede
d data stored
retrieved using databases in the form of tables. Some
of the examples of RDBMS
Oracle and SQL. Sare MSAc
SINo: Name Address
1 Suresh Place
Vasanth villa Delhi Age
Ashraf Nisa mahal 39
Calicut
Jayaprakash Rose villa 22
Trissur
Jaison 30
Kajnas Palakkad
20

Advantages of DBMS
Improved Data Access: Using DBMS, data is stored in a centralised location and allows
sharing according to the requirement of data
users. It can find
from among thousands of a
specific record or intom-
entries within a second.
stored in aroom full can be Using DBMS, the database records man
stored in a pen drive.
For
example, the information of students
stored in a
teacher, principal and even computer can be acçessed by a
parents from different locations.
Avoid Data Redundancy: Using
DBMS, data are stored in a central
maintain multiple place and does not re
copies. In a manual
multiple copies. The system, if you are updating data,
duplication you need U
of these.data is known as
Data
consistency: DBMS ensures data Dataredundancy.
there is no consistency by storing data at one
duplication of data. In the manual place and eis
chance for system, if you are
mismatching copies of data. updating a data, ue re is
Data
Security: One of the important
users only can access data. advantage of DBMS is data
Here you can security. In DBMS, tne autha
different users by decide the limited
using password access and unlimited acce
28 protection. a
MSAccess

MS Access is one of the database management software available with MS Office. It isa

nalational Database Management System(RDBMS). MS Access allows you to manage all your
aformation in a single database file. Ihe data in MS Access is stored in different tables.

MS Access 2010
Starting with
To start MS Access 2010, click on the Start button and place the mouse pointer on All
Denatams. Then point to Microsoft Office and select Microsoft Office Access 2010from the list.

Another method is to double click on the MS Access shortcut icon on the desktop.

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A Pregrame

Microsoft Access2010

Starting MS Access
When you open MS Access, you can see Microsoft Access window as shown below.

ww.o
Icon of MS Access
2010

Microsoft Access window

 database
Creating a new

There are three ways to create a database in MS Access. They are

database, using a Template and Template from Microsoft Office Online. Creating a
To create a new database using 'Blank Database, follow the given steps

step Clickon 'Blank Database' in the 'New' option fronmthe file menu on the MSAccee..
Windo
step Type a database name on the text box of 'File Name' located on right side of the
wind
epClick on Create button as shown in figure:3.1.

Nowawindow will appearwith a default table as shown in figure:3.2.

Mm Ce tdenw DetDeeaseToes
Avzlable Tempisies Ba datab m C t **Detee Tean
Hme AB12
er Fi

e
m 1emples

Rec

Name of Database

Database
browse
Database option
creation
button

Fig: 3.1 Database Create window

Fig: 3.2 Table Creation window
Using this window you can create various
database objects. Let's learn about vano.
objects that can be created in MS Access
database.
Database Objects
Various objects can be created in MS
Access. Let's discuss
database the main objecis
Table: Tables are
used to store
data in the form of
consists of records and each record is Records(rows) and fields(columnis) A
h tab

Query: A made
up of a number of fields.
Query is used to extract
information from the database.
datafrom one or more tables They let you find and wO kon
Forms: Forms
provide an interface that
according to the specified
lets the user
conditions.
Report: Reports are used view, enter and
information stored in a change data in the ld
to display the
database for printing pur ses
 MS Access
Tables in
Tables are used to store data in a database. A database can have one or more tables.
l e is made up of rows and columns. An example for a table is shown in figure:3.3).

sI:NO Country Capital Independence Day Currency Country Capital

India New Delhi August 15 india New Delhi
1 Rupee

America Washington Juty 4 Dollar America Washington

2

Pakistan Islamabad August 14 Pakistani Rupee Pakistan Islamabad

Japan Tokyo March 1 Yen Japan Tokyo

Figure: 3.3 Figure 3.4

table
Components of a
field has a
Field: The columns in a table are known as fields. It is a named unit of information. Every
for field.
data type that determines the type of values that is stored in it. Fig: 3.4 shows example
an

Record: The rows in a table are known as Record. A record stores complete information about an

object or an item. Fig:3.5 shows

an example for a record.

sl:No Country Capital Independence Day Currency

1 india New Delhi August 15 Rupee

Figure: 3.5

combination of fields that uniquely identifies the records in a table. A

Primary key: It is a field or

cannot be left blank.

primary key field cannot have repetitive values and
Creating a Table
Tables group on the
You can add new table to an existing database by using the tools in the
Create tab. There are two ways to create atable.

1 Using Datasheet View Table Table SharePoint

Design Lists
2 Using Design View Tabies

Using Datasheet View Tables group

enter or
aldsneet view displays the view in a row or column format that allows you to view,
anpulate data. To create a table using DatasheetView, follow these steps:

Click Table optionon Table groupin Createtab.

MS Ac creates a table and Click to Add column is selected by detauit.
ype the data in the column and press tab key to add a new field to tne tauE
 Access Toolbar
stop Click on Save button in the Quick
Save As dialog boxand click on OK button
O'step Type the name in the
shown below.
Now the table is created as

egtien att a r e Deng sig gr ****"*

Amerts

Save As
aPakinta slaee
New) Table Beme
Table

Creatinga newtable dialog box Save as

Data Type
When creating a table, you need to specity what kind of data is to be stored in eon
ach te
MS Access provides differernt data types and each type has a specitic purpose. Let'sdis
distu
commonly used data types.

Text Text data type allows you to store alphanumeric letters (Letters andnumbers)in

field. Some examples are Name, Address, Age etc.

Number Number data type is used for entering numeric data. Some examples are Ph
number, PIN code etc.
Currency: Currency data type allows you to enter data related with currency.
Date/Time: Date/Time data type is used to enter date/time. You can select different dateiTi
formats from its property.
AutoNumber AutoNumber data
type store integers that are incremented automatically wne
newrecord is added to the table.
Yes/No: Yes/No data type can store only Yes or Novalues.
Example True or False.
Creating a table using Design View
Design View displays
the view that allows
you to enter field names, data types a
descriptions into your table. Let's
see the
Details in working of Design View by creating a tabie
MS Access as shown in
Field Neme
figure:3.7.
Si:NO Type
Number
1Coumtry-Detols
Country Text SENO Coutry Capital
Capitsl 1 india ndependence Day Yeer oftndependenc
Text New Delhi
August 15
ndependance Day Text
2 America

Yeer of independence
Washington uty4
3 Pakistan
Number Islamabad AUgUst 1a
4 Japan
Tokyo
Figure 3.6 March 1 11

32 Figure 3.7
 Tocreate Country-Details using DesignView,followthese steps:
0 s t e p
Click on Table Design option on the Tables group in the Create tab

Enter the Field names (figure:3.6) in the Field Name column and press tab key to move
step

cursor to the next column and select appropriate data type from the drop down list.

Click Save button in the Quick Access Toolbarto save the table.
0step

e p Type Country-Detailsinthe dialog boxand click on OK button (figure: 3.8)

4 step

Now the table Country-Details iscreated as shown in figure:3.9

Deabssed Detabea(hecen ome nt t m a i Oots Dwybie Teok

Aenng

ity n i e Som adve contenM nas Been d@hsed (ha for mere okes s i e Coeen

for mo Detis aie cnte

dusbiea CDa
t e d bas een
Objecs ConyDelalls
sINO Coutry Copital independence Dey Yer 0 indspefgd4

Feld Nerne
ataType
umber
country D
Tebi
Country Save As
Text
Table N
Indecendence Dey County-Dets
Numbe

Figure 3.8
Figure 3.11
Figure 3.9
button
Country-Details, click on View
country details in the table
To enter
as shown in figure
View

Views group. Country-Details table displayed

is
Figure:3.10) from
Views
New Delhi in Capital
Here can enter 1 in 'Sl:No' field, India in Country field, Figure 3.10
3.11. you
Independence field.
field and 1947 in Year of
field, August 15 in Independence Day
3.7.
the remaining records as shown in the figure:
Similarly you can enter
3.12.
will appear as shown in figure:
Now the table Country-Details et fomafl amu
&hter

Content
been dispbied Cick for morg drdals ie
Sose adiw condent has
Secuity Wanng
ndependence Day Year of independence
AR ACcess Objects apital 1947
SINO Auu
Sertn vew Dein
ai
Washinro Juya
Ceunty-Detals
Ameica

August 4
1947
Tabiel
Pakistan islamabeo Primary
1919
March 1 Ky
Tokyo

Figure 3.13
Figure 3.12
Primary key
value for each record Fied Nama

A
Primary Key is a field which has a unique covny

or can't be left
have repetitive value
ndapgndence Day

a table. Primary kev field cannot

each
idnk. In the table Country-Details, the field Sl:No
is unique for Figure 3 14

Ountry. So we can set it as a Primary key. Let's see these steps

OStep
 3.13)on lools group in the
key button (Figure:
Click on Primary
e once again.
appeared, click View button
Primary key button is not (Figure: 3.14), Hero
for the field Si:No e
Now the Primary key is assigned you Ce
the selected field.
picture of a key on the beginning of
Add a New Record
follow these steps:
To add a new record in the table Country-Details,

OsepSelectthe last Record.

Home tab.
step Click on Newbutton on Records group from
Nowa newrowis inserted. Enterthe details ofthe Country Canada(figure: 3.151
Ali Access Objects « ountry-Detals
Secrch
SI:No Country Capital .Independence Day Year of independenceClick to Add
india New Delhi August 15 1947
Tables
Country-Details July 4
2 America Washington 1776
Tablel
3 Pakistan Islamabad August 14 1947

Japan Tokyo March 1 1919

5 Canada ottawa July 1 1867

Add a New Field Figure 3.15 Couiy-Detailb

SIENO Country Capital duoe fe of inõace
india New Deih
America SgtZts
Let's see an example to add a new field in a table. 3 Pakistan
w
siamab A
JApan Tokyo Mat

Here you can add a new field Currency in the table Canade ttawe

Country-Details. ind

0step Right click the field Independence Day. Figure 3.16 Deete h e

OsteSelect Insert Field option from the popup menu as shown in

Nowa fig:3.16.
new field is inserted between Capital and
step To rename the
Independence Day.
inserted field, right click on the
New field and select Rename
from the popup menu. Fietuop
Nowthe field Currency is added in
the table as shown in
3County-Detalls
si:NO Country
figure:3.17.
Capital
1 india
New Delhi
Currency independence Day
August 15 Year of Independence Chck to Add
America
Washington July 4
7
3 Pakistan
Islamabad 1776
4 Japan August 14
Tokyo 1947
5 Canada March 1
Ottawa
1919
July 1
I867
Figure 3.17
 a Record and Field
Delete
To delete a field in a table, follow the steps below

Select any field/column.

step

tab.
Otiep
0step
Click on drop down arrow of Delete button on the Record group in the Home

Select Delete Column option from the drop downlist as shown in figure: 3.18.
step
step
arrow of elete
select the record and click on the drop down
Similarly, to delete a record,
in figure: 3.19.
utton. Then select Delete Record option from the dropdownlist as shown
aRepiace aubri D e t a
ew Z Totals
Totals 2 Ascending
nding Seiection
New
*
33ve perg
Go To B
scendng Advanced
Savt Speiling A Descending Advance d
ggie trAll Delete More
YFind Selet
Select A 2 EJ 7
Refiesh A Deiete
Delete More
More
r Al Sort & Fiiter Peiete

X Reiete
Sort & Delete Becord
Deiete Becord Country Details Independence Day Yearof independence
Detals Sl:No Country Capital 1947
COuniy Capital DeleteColun 1 india ew Deihi
August 1

1 India New Delhi

uy
2 America ngton
Washington 947
2 Americe August 4
3 Pakistan slamabad
S19
3 Pakista Islamabad March 1
4 Japan Tokyo
M 867
4 Japan Tokyo July
5 Canada ottawa
Canada ottawa

Figure 3 119
Figure 3.18

00

Lesson Summary

collection of information.
A database is a data management system
is a computerised
Database Management System(DBMS)

and it is a software program.

Data security
Data consistency and
Avoid data redundancy,
improve data access,

are the advantages of DBMS. Database

it is a Relational
MS office and
MS Access is one of the DBMS in

Management System (RDBMS). and modulesS.

Query, Forms, Report

access offers you Table,
1O Create database, and
columns.

database, It is made up ofrows

data ina
Tablesare
aiEs are used to store
35