DEPARTMENT OF COMMERCE DATABASE MANAGEMENT

SYSTEM FOR BUSINESS

INTRODUCTION :

A database is an organized collection of data. It is the collection of schemas, tables,

queries, reports, views, and other objects. The data are typically organized to model
aspects of reality in a way that supports processes requiting information, such as
modeling the availability of rooms in hotels in a way that supports finding a hotel
with vacancies. A database management system (DBMS) is a computer software
application that interacts with the user, other applications, and the database itself to
capture and analyze data. A general purpose DBMS is designed to allow the
definition, creation, querying, update, and administration of databases. Well-known
DBMS include MySQL, PostgreSQL, MongoDB, etc.

Formally, a database refers to a set of related data and the way it is organized.
Access to this data is usually provided by a database management system
(DBMS) consisting of an integrated set of computer software that allows users to
interact with one or more databases and provides access to all of the data contained
in the database. The DBMS provides various functions that allow entry, storage and
retrieval of large quantities of information and provides ways to manage how that
information is organized.

A database may also be described as an integrated collection of logically related

records and files. It consolidates records previously stored in independent files so
that it serves as a common pool of data to be accessed by many different application
programs. The data stored in a database is independent of the computer programs
using it and of the type of secondary storage devices on which it is stored. Thus, the
intention of a database is that the same collection of data should serve as many
applications as possible. Hence, a database is often conceived as a repository of
information needed for running different functions in an organization.

DEPAUL INSTITUTE OF SCINECE & TECHNOLOGY

DEPARTMENT OF COMMERCE DATABASE MANAGEMENT
SYSTEM FOR BUSINESS

CONTENT :

Starting Access 2007

Access 2007 can be started in different ways. To start Access from

the start menu, perform the following steps.

1) Click the Start button. He Start menu appears.

2) Click All Programs. The Program menu appears.

3) Move the cursor Microsoft Office Access 2007. Getting started with Microsoft
Office Access Window opens.

If the Access 2007 icon is present on the desktop, Access can be

opened by double clicking the icon.

Getting started with Microsoft Office Access Window has four

options.

1) Start a new database with one of the templates available in the left pane.

2) Connect to Microsoft Office Online and select one of the available templates.

3) Start with a new blank database.

4) Select a recently used database from the list in the right pane.

Creating Database Using A Template

Access provides wide variety of templates that can be used to

speed up the database creation process. A template is a ready to use database
containing all the tables, queries, forms, and reports needed to perform a specific
task. For example, there are templates to manage contacts, keep record of expenses
or manage sales. Some templates contain a few sample records to demonstrate their
use. If any of these templates is suitable for you, database can be created easily by
using that template.

DEPAUL INSTITUTE OF SCINECE & TECHNOLOGY

DEPARTMENT OF COMMERCE DATABASE MANAGEMENT
SYSTEM FOR BUSINESS

a) Click the template that you want to use, in the middle pane.

b) Access suggests a file name for your database in the File name box. You can
change the file name, if you want.

c) Click Create, Access creates the database and then opens it. A form is displayed
in which you can begin entered data.

Downloading A Template From Office Online

If the required template is not available, you can download an

office online template.

a) From the featured online templates, select the required template.

b) Click download

Creating A New Blank Database

a) On the Getting Started with Microsoft Access page, under New Blank Database,
click Blank Database.

b) Access suggests a file name for your database in the File name box. You can
change the file name, if you want.

c) Then click on Create. Access creates the database and then opens it.

Opening An Existing Database

You can open a Database that you previously created to continue

creating its structure, entering data into it or analyzing its data. If the database you
want to open is listed in the Open Recent Database pane that appears in the opening
window, you can open it by clicking the file name. If the database is not on the list,
click More. The Open dialog box appears. Now, locate and select the database you
want to open. Then click the Open button. The selected document appears.

DEPAUL INSTITUTE OF SCINECE & TECHNOLOGY

DEPARTMENT OF COMMERCE DATABASE MANAGEMENT
SYSTEM FOR BUSINESS

There is another way for opening an existing database.

a) Click the Office Button and choose Open. The open dialog box appears.

b) Locate and select the database you want to open. Then click the Open button.
The selected document opens.

Security Alert

When you open a database the message bar displays security alerts
when there is potentially unsafe, active content in the document you open. The alert
appeared when the database is stored in a location that is not necessarily so; even a
lank database can trigger the warning.

If you are sure that you can trust the database, you can use the
Message Bar to enable any disabled components.

1) Click on the Options button on the message bar. Microsoft Office Security
Options dialog box appears.

2) Click on Enable this content radio button.

3) Then click OK. The message bar disappears and the content is enabled.

Saving Access Database

Unlike other programs, Access does not require that your

database. It automatically saves any changes you make. When you create a new
database, Access saves your database file. When you add a table or another object
to the database, Access saves the database again. When you enter new data or edit
existing data, Access saves the database instantaneously.

Saving Database In A Different Format

Some people may be using previous versions of Access. If you

hand over your Access 2007 document to other people who uses a previous version

DEPAUL INSTITUTE OF SCINECE & TECHNOLOGY

DEPARTMENT OF COMMERCE DATABASE MANAGEMENT
SYSTEM FOR BUSINESS

of Access, they may be unable to open and work with your database document, you
need

to save it in the previous version format.

In order to save your database in an older Access file format,

perform the following steps.

1) Click the Office Button and place the mouse over Save As. A menu appears.

2) Select the Access 2002-2003 Database option or Access 2000 Database option.
Now the Save As dialog box appears.

3) Select the location for the document and type a name for the document in the
File name text box.

4) Click the Save button.

If you want to save the document in PDF or XPS format, select

the PDF or XPS option from the menu. The Publish as PDF or XPS dialog box
appears. Select the location for the document in the File name text box. Then click
the Publish button. The Access document is saved as a PDF or XPS file.

Closing A Database

In order to close a database, perform the following steps.

1. Click the Office Button. A menu appears.

2. Click Close Database. The present database closes and Getting Started with
Microsoft Access window appears. From there you can create a new database or
open another database.

In order to exit Access, perform the following steps.

1. Click the Office Button. A menu appears.

2. Click the Exit Access button on the right bottom of the menu.

DEPAUL INSTITUTE OF SCINECE & TECHNOLOGY

DEPARTMENT OF COMMERCE DATABASE MANAGEMENT
SYSTEM FOR BUSINESS

Another method to exit Access is to click the close button on the

extreme right of the title bar.

CONCLUSION :

A Database is a collection of related data organized in a way that

data can be easily accessed, managed and updated. Any piece of information can be
a data, for example name of your school. Database is actually a place where related
piece of information is stored and various operations can be performed on it. A user
entered perspective focusing on how a DBMS is used to support a data intensive
application. This perspective includes a look at the common data models, query
languages and design techniques. A system implementation perspective focusing on
the policies, algorithms and data structures used to design and implement a DBMS

DEPAUL INSTITUTE OF SCINECE & TECHNOLOGY

DEPARTMENT OF COMMERCE DATABASE MANAGEMENT
SYSTEM FOR BUSINESS

DEPAUL INSTITUTE OF SCINECE & TECHNOLOGY