Microsoft Access

Introduction of Database
Database is a collection of information or you can say it is hub of information For reteriving information we fall back on databases. With the help of database you can easily get information in structural form and You can easily search & update your information and easily change/modified your data in database.

Most popular database management system(DBMS) in market is like MS ACCESS. Microsoft Access provides users with one of the simplest and most flexible DBMS solutions on the market today. Regular users of Microsoft products will enjoy the familiar Windows "look and feel" as well as the tight integration with other Microsoft Office family products.

Suppose you have two two database-a database containging book detail and the other containing details of the company .Now you wish to display on the screen the information about the book A.and the details of the company which published it.What will you do to display the information?.you will display the name of company which has published the book A.Both these database were related.such a system is called is RDBMS(Relational Database Management System).

RDBMS is defined as method of viewing information from several ,separate database that relate to one an another through keyword or values.The main advantage of relational database management system is that you can use simultaneously use more than one database to see information stored in them.

Suppose customer wants to details of publisher any book so with the help of RDBMS the seller can give the detail of particular book.Most of the organization are using RDBMS because it provide facilty like you can add and delete your data also you can modified or update your data and easily find your data when you have large amount of data.

RDBMS play important role in bussines marketing like a dealer who have data of customer and also want to data of customer daily purchasing details so with the help of RDBMS he can take data easily from database.

All data is stored in tables. When you create a new table, Access asks you define fields (column headings), giving each a unique name, and telling Access the data type. Use the "Text" type for most data, including numbers that don't need to be added e.g. phone numbers or postal codes. Using Wizards, Access will walk you through the process of creating common tables such as lists of names and addresses. Once you have defined a table's structure, you can enter data. Each new row that you add to the table is called a record. To define relationships between tables, click Database Tools | Relationships in Access 2007, or choose Relationships from the Tools menu in Access 95, 97, 2000, or choose Relationships from the Edit menu

Use a query to find or operate on the data in your tables. With a query, you can display the records that match certain criteria (e.g. all the members called "Barry"), sort the data as you please (e.g. by Surname), and even combine data from different tables. You can edit the data displayed in a query (in most cases), and the data in the underlying table will change. Special queries can also be defined to make wholesale changes to your data, e.g. delete all members whose subscriptions are 2 years overdue, or set a "State" field to "WA" wherever postcode begins with 6.

These are screens for displaying data from and inputting data into your tables. The basic form has an appearance similar to an index card: it shows only one record at a time, with a different field on each line. If you want to control how the records are sorted, define a query first, and then create a form based on the query. If you have defined a one-to-many relationship between two tables, use the "Subform" Wizard to create a form which contains another form. The subform will then display only the records matching the one on the main form.

If forms are for input, then reports are for output. Anything you plan to print deserves a report, whether it is a list of names and addresses, a financial summary for a period, or a set of mailing labels. Again the Access Wizards walk you through the process of defining reports.

(Access 2000 - 2003). Use pages to enter or display data via Internet. Pages are stored as HTML files, with data read from and written to the database. Michael Kaplan has published a to convert Access forms and reports into Data Access Pages.

An Access Macro is a script for doing some job. For example, to create a button which opens a report, you could use a macro which fires off the "OpenReport" action. Macros can also be used to set one field based on the value of another (the "SetValue" action), to validate that certain conditions are met before a record saved (the "CancelEvent" action) etc. Each line of a macro performs some action, and the bottom half of the macro screen provides the details of how the action is to apply.

This is where you write your own functions and programs if you want to. Everything that can be done in a macro can also be done in a module, but you don't get the Macro interface that prompts you what is needed for each action. Modules are far more powerful, and are essential if you plan to write code for a multi-user environment, since macros cannot include error handling. Most serious Access users start out with macros to get a feel for things, but end up using modules almost exclusively. On the other hand, if your needs are simple, you may never need to delve into the depths of Access modules.

Introduction of Access

Microsoft Access is a program to create and managing your databases. It has features to help you in constructing and presentation your information.

Microsoft Access can be used for personal information management (PIM), in a small business to organize and manage all data, or in an enterprise to communicate with server.

Microsoft Access stores information in what is called a database. For now it is good enough to know that your data is put into a database and not worry about the details. We will be explaining databases and other key Access elements in a later lesson.

There are four major steps to using Microsoft Access:
1. Database Creation: Create your Microsoft Access database and specify what kind of data you will be storing. A retail business might create a database to store all their sales information (i.e. items sold, customer, employee, commission, etc)

2. Data Input: After your database is created the data the store gathers every business day can be entered into the Access database.

3. Query: This is a fancy term to basically describe the process of retrieving information from the database.

Report (optional): Information from the database is organized in a nice presentation that can be printed in an Access Report

Database File
This is your main file that encompasses the entire database and that is saved to your hard-drive or floppy disk.

Example) StudentDatabase.mdb

A table is a collection of data about a specific topic. There can be multiple tables in a database.

Example #1) Students
Example #2) Teachers

Fields are the different categories within a Table. Tables usually contain multiple fields.

Example #1) Student LastName
Example #2) Student FirstName

Datatypes are the properties of each field. A field only has 1 datatype.

FieldName) Student LastName
Datatype) Text

Getting Start
In order to use Microsoft Access, you must first open it. There are various ways this can be done. As such, to start this program, you could click Start -> (All) Programs -> Microsoft Access:

Access is a flexible application for creating databases. Access is very popular due to the vast number of features it provides. Many businesses also turn Access because it is included with all the other Microsoft Office products.

Creating New, and Opening Existing Databases

The above picture gives you the option to:
1. Create a New Database from scratch
2. Use the wizard to create a New Database
3. Open an existing database

Creating a database using the Database Wizard
1. On starting Microsoft Access, a dialog box is automatically displayed with options to create a new database or open an existing one. If this dialog box is displayed, click Access Database Wizards, pages, and projects and then click OK.

If you have already opened a database or closed the dialog box that displays when Microsoft Access starts up, click New Database on the toolbar

2. click double the icon for the kind of database you want to create.

3.Put a name and location for the database.

4.To defining your new database Click Create

Creating a database without using the Database Wizard

(Below is the screen that shows up following (this step)

No comments:

Post a Comment