CHAPTER - 9-Ms. Access

Madawalabu University Faculty of Business and Economics
CHAPTER – 9
MICROSOFT ACCESS
INTRODUCTION
Microsoft Access is the database application that comes as a component with
Microsoft Office. A Database is nothing but a collection of related data stored together to
provide useful information about related topics. Database is not a new concept, but
which is in normal use with everyone. You may have a collection of Address and Phone
numbers of your friends and relatives which are nothing but a database. Whenever the
information is required, we refer back to the information and obtain it.
9.1. IMPORTANCE
Microsoft Access is a Relational Database Management System (RDBMS) for
organizing and storing large volumes of data in a relatively small space so that data can
be obtained by searching more efficiently. Given below are the few basic terminologies
used by the database management systems.
Term Description Examples
Field One unit or piece of data among the Data like,
related data. The more precise each fieldFirst name, Middle name,
is, the more efficient the database Last name, Phone number,
management system. etc.
Record A Collection of all related fields about one
Collective and related
person, place or thing. information like a Student
record consisting
Student_Id, First name,
Middle name, Last name,
Age, Degree, Address,
Phone number, etc. as its
fields.
File A Collection of records related to the All Student’s record as a
same concept or topic. collection.
Key field A field which contain unique information The field Student_Id is the
for each record in the database. key field.
Access is called an object oriented database program because each database that is
created may contain more than one of each object listed below.
Object Description
Table The primary unit of a database that stores field names, field
descriptions, field controls and field data. Tables display multiple
records in a row/column form similar to a spreadsheet layout.
Form A pleasing layout of table data designed to display one record on-
screen at a time.
Report An organized format of database data, designed to generate
printouts that provide meaningful information.
Query A structured guideline used to search database tables and retrieve
records that meet specific conditions.
Introduction to Computer Applications 1

Starting MS-Access
Step 1: Click the Start button.
Step 2: Point to “All Programs” in the Start menu.
Step 3: Point to Microsoft Access and click.
Exiting MS-Access
Step 1: Click the option File in the main menu.
Step 2: Click the option Exit in the file menu.
9.2. CREATING DATABASE AND TABLES
Steps for Creating a New Database

Step 1: Click the option File in the Main menu.
Step 2: Click the option new in the File menu.
Step 3: Click the option Blank Database in the task pane.
Step 4: Enter the name for the Database.
Step 5: Click the Create button.
Steps for Creating a New Table in a Database

Step 6: Click the option Tables in the list of objects.
Step 7: Double click the option “Create table in Design View”.
Step 8: Enter the Field name (For Example: stud_id).
Step 9: Click the data type column and Select the appropriate data type (For
Example: Text)
Step 10: Enter the field size if required in the general tab.
Step 11: Repeat steps 8 through 10 until all fields are entered.
Step 12: After entering all the fields, set the Primary Key Field.
(Click the icon with the “key” symbol in the tool bar)
Steps for saving the table

Step 13: Click the option File in the Main menu.
Step 14: Click the option Save in the File menu.
Step 15: Enter the File name for the table.
Step 16: Click the OK button.
Steps to enter data into the table

Step 17: Select the table in which the data is to be entered.
Step 18: Right click the table and select the option open.
OR
Step 17 & 18: Double click the name of the table in which the data is to be
entered.

9.3. GENERATING FORMS
Step 1: Click the option Forms in the list of objects.

Step 2: Select the option Create form by using wizard.
Step 3: Right click the option Create form by using wizard.
Step 4: Click the option open.
Step 5: Select the table name from the list for which the form is to be generated.
Step 6: Select a field name from the list of Available fields.
Step 7: Click the button with ‘>’ symbol.
Step 8: Repeat Steps 6 through 7 until all the fields required for the Form are
Selected.
Step 9: Click the Next button.
Step 10: Select the Layout in which the form is to be created.
Step 12: Select the Style and click the Next button.
Step 13: Enter the title for the Form.
Step 14: Click the Finish button.
9.4. GENERATING REPORTS
Step 1: Click the option Reports in the list of objects.

Step 2: Select the option Create report by using wizard.
Step 3: Double click the option Create report by using wizard.
Step 4: Select the table name from the list for which the report is to be generated.
Step 5: Select a field name from the list of Available fields.
Step 6: Click the button with ‘>’ symbol.
Step 7: Repeat Steps 5 through 6 until all the fields required for the Report are
Selected.
Step 9: Again Click the Next button without grouping.
Step 10: Select a field name in the box numbered as 1.
Step 11: Click the option Ascending and set it as either Ascending or Descending.
Step 13: Select a Layout and Click the Next button.
Step 14: Select a Style and Click the Next button.
Step 15: Enter a title for the report.
Step 16: Click the Finish button.

Exercises:
1. Using MS-Access create a database by name student_db.
2. Using MS-Access create a table by name student in the student_db database

with the following fields
Field Name Field Data Type Field Size

stud_id Text 9
first_name Text 12
middle_name Text 12
last_name Text 12
dob Date/Time -
address Text 54
phone_num Text 12
Set the field stud_id as the key field.
3. Using MS-Access create a form by name stud_form using the following fields of
the student table in the student_db database.

stud_id Text 9
first_name Text 12
dob Date/Time -
4. Using MS-Access create a report by name Student Report using the following
fields of the student table in the student_db database.

stud_id Text 9
first_name Text 12
address Text 54
phone_num Text 12

CHAPTER - 9-Ms. Access

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Madawalabu University Faculty of Business and Economics

Introduction to Computer Applications 1

9.2. CREATING DATABASE AND TABLES

Steps for Creating a New Database

Steps for Creating a New Table in a Database

Steps for saving the table

Steps to enter data into the table

Introduction to Computer Applications 2

9.3. GENERATING FORMS

Step 1: Click the option Forms in the list of objects.

9.4. GENERATING REPORTS

Step 1: Click the option Reports in the list of objects.

Introduction to Computer Applications 3

1. Using MS-Access create a database by name student_db.

2. Using MS-Access create a table by name student in the student_db database

Field Name Field Data Type Field Size

Set the field stud_id as the key field.

Field Name Field Data Type Field Size

Field Name Field Data Type Field Size

Introduction to Computer Applications 4

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