UNIT-3: MS-ACCESS

CHAPTER-1
MANAGE DATABASE
Learning objectives
 Understand the basics of databases, including their advantages
and the structure of Access databases.
 Create, navigate, and effectively use Access databases, both
from scratch and using templates.
 Create, manage, and relate tables, as well as create and modify
queries using SQL commands.
 Integrate Access with Outlook, Word, and Excel for data sharing
and manipulation.
 Modify forms and reports, automate tasks with macros, and
enhance functionality using modules.
Introduction
 Data: basic value or facts represented as text, numbers, or multimedia.
(unprocessed or processed)
 Database: A database is an organized collection of data so that it can be easily
accessed and managed.
DBMS database management
system
 DBMS is a tool that allows users to access, modify, and manipulate that
data in various ways.
 DBMS are used in a wide range of applications, including financial
transactions, customer relationship management, supply chain
management, and more.
 They are essential for businesses, organizations, and individuals to store,
manage, and retrieve data efficiently and securely.
Here are the basic steps
involved in the working of
a DBMS:
 Data definition: The DBMS is used to define the structure of the database, including the
data types, relationships, and constraints for the data being stored.
 Data storage: The DBMS stores the data in a structured format, such as tables with rows
and columns, making it easy to retrieve and manipulate the data.
 Data manipulation: The DBMS provides a set of tools and commands that allow users to
retrieve, update, and delete data as needed. It also provides security measures to ensure
that only authorized users can access the data.
Here are the basic steps involved
in the working of a DBMS:
 Data integrity: The DBMS ensures the integrity of the data by
enforcing constraints and rules, such as ensuring that data is
entered correctly and that relationships between data are
maintained.

 Data recovery: The DBMS includes mechanisms to ensure the

reliability and availability of the data, such as backups and
recovery processes in case of system failures.
1.1 Introducti on of MS-
ACCESS as database tool
 MS Access or Microsoft Access is a Database Management System
(DBMS) by Microsoft. In Microsoft Access, Jet Database Engine is
merged with the Graphical User Interface (GUI) and Software
development tools.
 You can create customizable database applications using MS Access
with many built-in functions like string, numeric, date, and
information functions.
H o w t o S t a r t M i c r o s o ft A c c e s s
•Option 1) From Windows, Start button.
•Step 1) Click on the ‘Windows’ icon. You will find
the list of installed programs.
•Step 2) Find the Access icon. Check and click on
Access Icon.
•Step 3) Check the window. MS Access Application
window will appear
Result: This will open the MS
Access Windows applicati on.
•Option 2) From Desktop,
‘New’ option.
•Step 1) Right Click from
the Desktop and Click ‘New’
•Step 2) Click on ‘Microsoft
Access Database Option’
step 1. Click on fi le
step 2. Select a template or
blank database
step 3. New fi le name
step 4. create
1.2 THE PARTS OF AN ACCESS
DATABASE:
 Table
• A Table is an object that stores data in Row & Column format to store data.
• A Table is usually related to other tables in the database file.
• Each column must have a Unique name
• We can also define the Primary Key in a table.
 Query
• Queries answer a question by selecting and sorting and filtering data based on search
criteria.
• Queries show a selection of data based on criteria (limitations) you provide.
• Queries can pull from one or more related Tables and other Queries.
• Types of Query can be SELECT, INSERT, UPDATE, DELETE, etc.
1.2 THE PARTS OF AN ACCESS
DATABASE:
 Form
• A form is a database object that you can use to create a user interface
for a database application.
• Forms help you to display live data from the table. It mainly used to ease
the process of data entry or editing.
 Report
• A report is an object in desktop databases primarily used for formatting,
calculating, printing, and summarizing selected data.
• You can even customize the report’s look and feel.
1.2 THE PARTS OF AN ACCESS
DATABASE:
 Macros
•Macros are mini-computer programming constructs. They allow you to set up
commands and processes in your forms, like, searching, moving to another
record, or running a formula.
 Modules
•Modules are procedures(functions) that you can write using Visual Basic for
Applications (VBA).
Summary
 A database is a structured collection of data that is organized and stored in a computer
system.
 Tables are the fundamental building blocks of a database.
 Forms provide a user-friendly interface for entering, viewing, and editing data in tables.
 Reports are used to present data in a structured and printable format.
 Queries are used to retrieve and manipulate data from one or more tables.
 Macros are sequences of actions that automate tasks within your database.
 Modules are used for more advanced programming and customization within
Access.
UNIT-3: MS-ACCESS

CHAPTER-2
CREATE & MANAGE TABLES,
CREATE &MODIFY QUERIES, SQL
COMMANDS
LEARNING OBJECTIVES:
 Adding, importing, and
 Crafting select queries.
how to create tables.
 Using SQL for query
 an aging data.
 Understand table and definition.
 Sorting and summarizing
field properties.
 Comprehend relational data.
 Basic SQL understanding.
databases.
 Writing SELECT statements.
 Primary and foreign
 Utilizing SQL clauses.
keys.
 Establishing  Combining query results
table
relationships. with UNION.
2.1 How to create tables
Table in datasheet view
C re ate a ta bl e i n t he de s i g n v i ew
Create table in design view
Common Data Types
Record, fi eld and fi eld value

 A record: Contains specific data, like information about a particular employee or a

product.
 A field: Contains data about one aspect of the table subject, such as first name or
email address.
 A field value: Each record has a field value. For example, Contoso, Ltd.
 keys

 Primary key: Primary

keys serve as unique
identifiers for each
row in a database
table.
 Foreign key: Foreign
keys link data in one
table to the data in
another table.
Query
 Using a query makes it easier to view,
add, delete, or change data in your
Access database. Some other reasons
for using queries:
 Find specific quickly data by filtering on
specific criteria (conditions)
 Calculate or summarize data
 Automate data management tasks,
such as reviewing the most current data
on a recurring basis.
Query using query wizard
 Select Create > Query Wizard.
 Select Simple Query, and then OK.
 Select the table that contains the field,
and add the Available Fields you want to
Selected
 Fields, and select Next.
 Choose whether you want to open the
query in the Datasheet view or modify
the query in the Design view, and then
select Finish.
Query using design view
 Select the source table
 Select query
 Select the basic query field
 Field: student id
 Table: student
 Sort: descending
 Show
 Criteria
 Run query
SQL COMMANDS
 Structured query language (SQL) commands are specific
keywords or SQL statements that developers use to
manipulate the data stored in a relational database.
SQL COMMANDS
 The SQL SELECT statement is used to select (retrieve) data from a
database table.

This SQL query selects the first name of all customers from the customer table
 SQL COMMANDS
 The WHERE clause allows us to fetch records from a database table that
matches specified condition(s)

This SQL query selects all customers from the customer table with the last
name ‘ram’
SQL COMMANDS
Sorting the results: ORDER BY

The ORDER BY command is used to sort the result set in ascending or

descending order.
SQL COMMANDS
UNION
The UNION command combines the result set of two
or more SELECT statements(only distinct value)
Summary
 You can create a table in Access in various ways:
 Add a Table: Use the Create tab to add a new table to an existing database.
 Datasheet View: Enter data directly in Datasheet View, and Access will create the
table structure for you.
 New Database: Create a new blank database and a blank table is automatically
included.
 Existing Database: Open an existing database, and click Table on the Create tab to
add a new table.
 Adding Data to a Table:
 Name the columns (fields) to identify them easily.
 Fill in rows with relevant data.
 You can copy data from another source, but ensure data types match and rename
 fields if necessary.
 Summary
 Use the External Data tab to import data from various sources, like Excel or text files.
 Follow the wizard to specify the source and mapping.
 Table properties affect table behavior, set in Design view.
 Field properties define attributes of specific fields, adjusted in Datasheet view or Design view
 Tables in a relational database are often connected.
 Relationships link data between tables, ensuring data integrity.
 Primary keys uniquely identify records in a table, while foreign keys link to primary keys in other tables
 Queries retrieve and analyze data from one or more tables based on specified criteria.
 You can create queries using the Query Wizard or Design view, selecting tables, fields, and
criteria.
 Sort results using ORDER BY, aggregate data with GROUP BY and HAVING clauses, and combine
results with UNION.
 SQL consists of SELECT, FROM, and WHERE clauses, which specify data sources, fields, and
criteria.
 Use GROUP BY and HAVING for summarized data and UNION to combine query results.
UNIT-3: MS-ACCESS

CHAPTER-3
INTEGRATING MS ACCESS WITH
MS OUTLOOK,
MS WORD, MS EXCEL
LEARNING OBJECTIVES:
Export Data to Outlook.
Link Access Tables.
Send Email from Access.
Calendar Integration.
3.1. INTEGRATING MS ACCESS WITH MS
OUTLOOK
 EXPORTING DATA TO OUTLOOK
 LINKING ACCESS TABLES
 SENDING EMAIL FROM ACCESS
 CALENDAR INTEGRATION
3.2 INTEGRATING MS ACCESS
WITH MS WORD
 MAIL MERGE
 EMBEDDING ACCESS DATA
 VBA (VISUAL BASIC FOR APPLICATIONS)
3.3. INTEGRATING MS
ACCESS WITH MS EXCEL
 IMPORT AND EXPORT DATA
 LINKING TABLES
 AUTOMATION WITH VBA
 EXCEL AS A REPORTING TOOL
UNIT-3: MS-ACCESS

CHAPTER-4
MODIFY FORMS IN LAYOUT VIEW
LEARNING OBJECTIVES:
 Effectively add titles and logos to Access forms.
 Differentiate Layout and Design views.
 Utilize Title and Logo options.
 Adjust logos and understand form view limitations.
 Understand title/logo importance.
 Use Title and Logo tools.
 Add, resize logos.
 Recognize form view limits
4.1. ADD A TITLE TO A
FORM
With this option you can add a title to a form in Layout view or Design view by using
the Title option on the Design tab within the Form Design Tools or Form Layout Tools
tab. Adding a title will add a Form Header if the form doesn’t have one already. If there
is a title already, the Title option will select the text in the title and allow you to edit it.
4.1.1. ADD A LOGO TO A FORM
HEADER
 You can add a logo to a form in Layout view or Design view by using
the Logo option on the Design tab within the Form Design Tools or
Form Layout Tools tab. Adding a logo in this way will add a Form
Header to the form if the form doesn’t have one already. The logo is
added to the form header in a layout.
 To add a logo
 Open a form in Design view.
 In the Layout view of the form, go to the Design tab within the Form Layout
Tools tab, and then in the Header/Footer group, select Logo. Alternatively, in
the Design view of the form, go to the Design tab within the Form Design
Tools tab, and then in the Header/Footer group, select Logo.
UNIT-3: MS-ACCESS

CHAPTER-4
MODIFY FORMS IN LAYOUT VIEW
LEARNING OBJECTIVES:
 By the end of this training module, you will be proficient in using Microsoft
Access’s Layout View to enhance reports. They will understand how to:
 Navigate Layout View: Learn the benefits of Layout View in Access, which
closely resembles the printed report and is suitable for various
modifications.
 Modify Reports: Learn to switch between Layout and Design Views, adjust
column/field widths, change row/field heights, and add new fields for
improved report readability
5.2 UNDERSTAND LAYOUT VIEW
•The easiest view to utilize for report modification is layout view, which can be
used for almost all modifications you could wish to make to a report in Access.
The report is actually running in Layout view, allowing you to see your data
almost exactly as it will on paper. But in this view, you can also alter the
report’s layout. It’s a very helpful view for altering column widths, adding
grouping levels, or carrying out nearly any other action that impacts the layout
and readability of the report because you can see the data while you are
making the modifications.
5.3 MODIFY REPORT ELEMENTS
AND POSITIONING:
 When creating reports, you
also need to consider the
report’s design layout and
common report modifications
that you can perform in Layout
view. You can use the following
steps to modify some report
design elements for an existing
report.
1.On the Home tab, in the Views
group, select View, and then select
Design View.
2.You can also select the Report
drop-down list in the Property
Sheet pane and then choose the
option you want to modify, as
depicted in the following
screenshot
5.4 CHANGE COLUMN OR FIELD WIDTH IN
LAYOUT VIEW
 Click an item in the column that you want to adjust. A border is drawn around the item to indicate that the field is
selected.
 Drag the right or left edge of the border until the column is the width you want

5.5 CHANGE ROW OR FIELD HEIGHT IN LAYOUT VIEW:

 Click an item in the row that you want to adjust. A border is drawn around the item to indicate that the field is
selected.
 Drag the top or bottom edge of the border until the row is the height you want.

5.6 ADD A FIELD IN LAYOUT VIEW:

 On the Design tab, in the Tools group, click Add Existing Fields. The list of available fields is displayed. If there are fields
available in other tables, these will be displayed under Fields available in other tables.
 Drag a field from the Field List onto the report. As you move the field, a highlighted area will indicate where the field
will be placed when you release the mouse button
TH A N
K
YO U