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Introduction to MS-ACCESS
Microsoft Office Access is a powerful tool used to create and format databases. Databases allow information to be organized in rows and tables, where queries can be formed to pool data together. Access is a relatively unknown program of the Microsoft Office Suite, but can be one of the most powerful programs, because of its work with other Office programs, especially Word and Excel, as well as servers outside of Microsoft, such as SQL.
Starting MS-ACCESS: Click on the start button. Select all programs. Then click on MS-Office. And then click on MS-Access.
Objects of MS-Acccess
Database This is your main file that encompasses the entire database and that is saved to your hard-drive or floppy disk. Table A collection of data about a specific topic. Typically, there are Several tables within a database. Field Different categories within the table. Datatype Properties of each field. There is only one datatype per field. Query - A database object that stores criteria for selecting records fromone or more tables based on conditions you specify. Relational database A database that contains tables related through fields that contain identical data, also known as common fields. Access is a relational database, where as Excel is a flat database. Report - A database object that presents the information from one or more database tables or queries in a printed format. Primary Key - A field or combination of fields that creates a unique value in each record in a table. Foreign Key - The common field in the related table between two tables that share a relationship.
The ability to quickly and easily share information between different programs is one of the most powerful features of the new Access 2007. This ability makes it easy to collaborate with colleagues, gather information, avoid the need for time-consuming retyping and ensure that the data needed is always at hand. Users of the new Access 2007 will find many improvements in the new product, and it is a good idea for those currently using older products to learn as much as possible about the new features and benefits of this powerful database program.
Create an excel file. Then switch to ms-access. Double click the blank database option and click the create button. On the external data tab in the import group click excel
Click browse, open the spreadsheet file that you created in previous step and then click ok. The import spreadsheet wizard starts. By default the wizard select the first worksheet in the workbook and data from the worksheet appears in the lower section of the wizard page. Click next. On the next page of the wizard select first row contains columns heading and then click next. Click next again. On the next page of the wizard, select the choose my own primary key option. Choose roll no from the list and then click next. By default access applies the name of the worksheet to you new table. Click finish. Then click close. Right click on the table/sheet1and Open.
To go to Design View:
Click the down arrow on the View button at the left side of the Ribbon. Click Design View
In Datasheet View you can display the records in a table, where one row is one record. The column headers are the fields you have defined for the database.
To go to Datasheet View:
Click the down arrow on the View button Click Datasheet View
How to Add New Fields you can use several ways to add new fields in your database. You can either use
Datasheet View or in the Design View. You can also use two ways to add a new field in Datasheet View: you can either Add A New Field or the New Field Button. To add a New Field within the Datasheet:
For you to add a New field by using the New Field Button
Click the Datasheet tab on the Ribbon Click the New Field Button Choose the type of field you wish to add from the Field Templates window
Click the Design View button on the view tab Click on the next available field Type in the Name of the field
Data Types when you type you field name, the type of data you will enter appears under the auto number.
There are many types a data that a field can be predefined to hold. When you create a new field in a database you should closely match the data type to what will be entered into the field. Attachment: Allows for attaching images, chats, document or spreadsheets. How to Edit Data Types in Fields
When you are creating a table, its recommended that you define the data types of each table to match the type of data that you will be entering in the field. To edit the Data Type in Datasheet View:
Click the field you wish to define Click the Datasheet tab on the Ribbon Click the down arrow next to Data Type Choose the type of data that will be entered into the field
Click Design View Click the field name you wish to define or create a new field Click the Data Type Choose the appropriate Data Type
Foreign key
A foreign key is the field that links a related table to the main table. As an example, in the library database , a borrower may appear many books. A book may also occur many times in the loan table as a book can be borrowed many times. Therefore , the loan table would contains many links to a particular borrower and many links to a particular book but each loan record would relate to only one book and one borrower.
Composite key
CHANDIGARH BUSINESS SCHOOL , GHARUAN(MOHALI).
Click "Blank Database" on the Getting Started with Microsoft Office Access screen to begin this process.
1.minimal security of data 2.there is data redundancy 3.it cannot generate queries
You can also run reports from the data stored on Access selecting what information is required. Access is extremely popular to non-programs as it is simple to create your own system without having to know all the correct coding .