MICROSOFT ACCESS

Data and Information

Data consists or raw facts and figures, Data consists of letter, sound, image or video within the computer.
Processed data is known as information. Using a data base program or software, they are converted into the
meaningful result called information.
Database
A database is a collection of interrelated data. It refers to an organized collection of data stored on a computer in
such a way that its content can easily be accessed, updated and queried upon with the help of a software program.
Example = Banks must have systems for keeping track of customers and their accounts.
Advantages of database
i. Database saves the data.
ii. Data can be stored in a small area or space in computerized database.
iii. Database protects from unauthorized access and use of data.
iv. It saves data from being lost.
Objects of MS Access
a. Table = Table are the core database object, used to store information. The tables are the containers for all the
data in a database. In a table, data are arranged in a columns and rows.
b. Queries = Queries means to ask question about the data presented in the table. BY using queries, we can view
records or data, modify the content of table and a lot more. It is a way of retrieving and editing information
according to the condition asked. It is a strong tool using in searching of desired data from database.
c. Forms = A form is a database object used to enter and edit data in a table. Form can be used to edit the records
of underlying tables or to enter new records.
d. Reports = A report is especially formatted collections of data organized according to our specification for
summarizing and printing. They are the means to present the information as a printed document.
e. Macros = When macro is executed, it executes one or more database commands automatically. They are meant
for automating the task that is done over and over again.
f. Modules = Modules are pieces of code used to impose particular behaviours to your application
programmatically. They are more flexible and extensive than macros, although they are usually written for
various and particular circumstances.
Attributes and Record
Attributes refer to a single data item related to a database object. The database schema associates one or more
attributes with each database entity.
Record is a row of table in Microsoft Access. It contains information about a particular item stored in a table.
Database management system and it's software
A database management system is a collection of programs that enables you to store, modify, and extract
information from database.
Any four database management systems are as follows:
i. Relational Database Management System
ii. Hierarchical Database Management System
iii. Network Database Management System
iv. Object Oriented Database Management System
Field Data Type
A characteristic of a field that determines what kind of data it can store is known as Field Data Type.
Data types used in Ms-Access
a. Text = A text field contains up to 255 characters or it can set the length in the field size, text data type can
include numbers letters and symbols.
b. Memo = This type of field holds an unlimited amount of text. It can accommodate 65, 535 characters.
c. Number = This type of field allows only the numbers to be entered.
d. Date/Time = This field type only allows date and time to be entered. It occupies 8 bytes.
e. Currency = This field allows to enter currency.
f. AutoNumber = This type automatically generates and insert the unique number in the new row.
g. Yes/No = It allows the user to select Yes or No when completing the field.
h. OLE object = It allows to link to binary data or files.
i. Hyperlink = It allows to create a hyperlink. It stores up to 64,000 characters.
j. Lookup Wizard = The lookup wizard creates a field that allows the user to choose a value from a list of values
by using a list box or combo box.
Rules for naming field
a. It can be up to 64 characters long.
b. The naming cannot include control characters.
c. It cannot begin with leading spaces.
d. It can include any combination of letters, numbers, spaces and special characters except a period (.), an
exclamation mark (!), an accent grave (`) and brackets ([ ]).
Primary Key
The primary key is a special column or group of columns in the table whose value must be unique in the table.
We can set the primary key by creating a table relationship. To relate tables a field is required which should be
common to all the related tables. The common field of main table is known as primary key field.
The differences between primary key and foreign key
Primary Key Foreign Key
It is a column or a set of column that can be used to It is a column or a set of column that refer to a primary
uniquely identify a row in a table. key or a candidate key of another table.
A table can have a single primary key that can A table can have multiple foreign key that can reference
reference different tables. different tables.
Field property: A field property that controls what can be put into a field and how it can be placed there is
known as field properties.
Validatation Rule: Validation rule is a property of Date/time field.
Input Mask: An input mask refers to a string expression that governs what a user is allowed to enter in as input
in a text box.
Relational Database management system: A relational Database management system is a database system that
is based on relation model. It is a database management system designed to manage a relational database.
Sorting records: Sorting records is the arrangement of records on the basis of a field or fields of a table either in
ascending order or in descending order.
Filtering records
Filtering records is the process of viewing required data of a table that specify the specified criteria.
The different techniques for filtering records are as follows:
i. Filter by selection
ii. Filter by form
iii. Advanced filter

QUERYING DATABASE

Microsoft Access Query

Query is a way of extracting information from a database, usually by using certain criteria or requesting certain
data. It is request for database records that fit specified criteria.
Uses of query
i. A query can count the amount of records that meet the certain criteria.
ii. It can also be used to extract data to a separate table or delete data, change data and many other things.
Dynaset
A dynaset is a set of data that is dynamically linked back to the database. Instead of having the query result
stored in a temporary table, where the data cannot be updated directly by the user, the dynaset allows the user to
view and update the data contained in the dynaset.
Types of queries
a. Select query = It is a query in which the relevant data from a table is selected and displayed. It allows the user
to retrieve data from one or more tables and displays the results in a datasheet where the user can update the
record.
b. Parameter queries = It is a query that when run displays its own dialog box prompting the user for information,
such as criteria for retrieving records or value the user want to insert in a field.
c. Crosstab queries = A query that calculates a sum, average, count, or other type of total for data that is grouped
by the two types of information is known as crosstab queries.
d. Action queries = A query which performs an action with the records /fields selected by the query. Action
queries includes delete, Append, update and make table queries.
Differences between filter and Select query
Filter Query
A filter cannot be saved as separate object. A query can be saved as separate object.
A filter cannot be used for displaying the records of A query can be used for displaying the records of more
more than related table at once. than related table at once.
A filter cannot be used for performing calculation on A query can be used for performing calculation on
values of numeric fields. values of numeric fields.
Queries are used
a. Update data, delete records or append new records to a table.
b. Create a new table with records from one or more tables.
c. view data form multiple tables sorted in a specific order.
d. Find and display duplicate or unmatched records.

FORMS

Form object
Form object is an interface that allows the user to input, edit or view data from/in your database.
To create a form for a table using Form wizard, following steps should be taken.
Step
1. In the database window, click Form tab under objects.
2. Click the New button on the database window toolbar.
3. In the New Form dialog box, click on the form wizard option.
4. Click the name of the table that you want to base your form on.
5. Click OK to open the first Form Wizard dialog.
6. Click >> to add the required or all the fields from the selected table and click on Next.
7. Choose a layout and Click Next.
8. Click on the style that you want to apply for the form and click next.
9. Name the form.
10. Click Finish.