file on ms access

8/2/2019 File on Ms Access

1/15

1

NAME-MAFOOZ ILAHI

CHANDIGARH BUSINESS SCHOOL , GHARUAN(MOHALI).

Microsoft Access 2007


2/15

2

NAME-MAFOOZ ILAHI


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 beone 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.


3/15

3

NAME-MAFOOZ ILAHI


Objects of MS-Acccess

DatabaseThis is your main file that encompasses the entire databaseand that is saved to your hard-drive or floppy disk.

TableA collection of data about a specific topic. Typically, there are

Several tables within a database.

FieldDifferent categories within the table.DatatypeProperties 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 databaseA 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 twotables that share a relationship.


4/15

4

NAME-MAFOOZ ILAHI


Features of Microsoft Access 2007

Microsoft has attempted to make the database experience safer,easier and more user friendly.

One of the most powerful new features of the Microsoft Access2007 program is the introduction of a number of prebuilt solutions.

These prebuilt solutions are a part of the Getting Started screen,making it faster and easier than ever to get started right out of the

box.

These prebuilt solutions can be used for such things as trackingcontracts, issues, events, tasks, assets and much more. The prebuilt

solutions provided can then be used as templates.

Access 2007 also provides a fresh new look and feel with a newresults oriented user interface.

Speaking of navigation, Access 2007 also features a newnavigation pane which provides a comprehensive and user friendly

view of the various tables, forms, queries and reports that make up

the database.

Access 2007 also provides the ability to create custom groups,allowing users to organize all their forms and reports into a single

table.

The creation of tables is also simplified and enhanced withinAccess 2007, making it easier for users without prior database

experience to create dynamic and useful tables. The informationcan be entered directly into the table, just like within Excel. As

each new value is entered, Access 2007 automatically adds a new

field and detects the type of data it contains. Access 2007 even

provides the ability to paste an entire Excel spreadsheet into

Access, with no need to retype data.


5/15

5

NAME-MAFOOZ ILAHI


The new Access 2007 also provides users with the ability toquickly and easily import contact records directly from Microsoft

Office Outlook 2007.

The ability to quickly and easily share information betweendifferent 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.

How to create a table in MS-access

There are two ways to create a table in ms-access:-

1.Import the excel file.

2. Enter the data manually.

1.Import the excel fileSteps:-

Create an excel file. Then switch to ms-access.
http://www.databasedev.co.uk/access2007_info_sharing.htmlhttp://www.databasedev.co.uk/access2007_info_sharing.html


6/15

6

NAME-MAFOOZ ILAHI


Double click the blank database option and click the createbutton.

On the external data tab in the import group click excel

Click browse, open the spreadsheet file that you created inprevious 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 containscolumns 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.


7/15

7

NAME-MAFOOZ ILAHI


Import the data manuallyTable Views

You can use two ways to create,view and insert data in a table.

Design View and Datasheet View.

With Design View you can view all the fields with the data types and

descriptions.

Note: The record of information cannot be viewed if you use this feature .

To go to DesignView:

Click the down arrow on the View button at the left side of the Ribbon. Click Design View


8/15

8

NAME-MAFOOZ ILAHI


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


9/15

9

NAME-MAFOOZ ILAHI


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:

Click the Add New Field column

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


10/15

10

NAME-MAFOOZ ILAHI


How To add a new field in Design View:

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.


11/15

11

NAME-MAFOOZ ILAHI


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 whatwill 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

How To Format the Data Type in the Design View:

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


12/15

12

NAME-MAFOOZ ILAHI


Format the field in the Field Properties Dialog box

Three types of keys in MS- access

Primary key

Primary key uniquely identifies a record in a table. Primary key

always has a unique value. The value of it cannot be null. A

primary key cannot contain duplicate values, e.g. a persons last

name is not suitable as primary key as there is often more than oneperson with the same last name.

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


13/15

13

NAME-MAFOOZ ILAHI


The combination of more than one key is composite key.

Create a Blank Access Database

Click "Blank Database" on the Getting Started with Microsoft Office Access

screen to begin this process.

Attributes and tuples

TUPLE :

Is the "ROW" in a table and

ATTRIBUTE :

Is the "COLUMN" and it can also be called as "ATTRIBUTE".

table is collection of attributes ..... attribute is nothing but property tuple is thecollection of information abt the attributes of table for single instance

How data was stored before ms-access

A couple of options are to type the data into a form or import from an externalsource.

Drawbacks of this system
http://0.tqn.com/d/databases/1/0/N/7/blankdb.JPG


14/15

14

NAME-MAFOOZ ILAHI


1.minimal security of data

2.there is data redundancy

3.it cannot generate queries

Parts of MS-Access window

Microsoft Access is a specialized program that is part of the Microsoft Office suite

that can be installed onto your computer.

When purchasing a computer you may find this program is already installed.

However, if needs be you can purchase more advanced editions if the basic

version is not enough for your needs.

Microsoft Access is designed to create spread sheets, databases, forms and tables

for large amounts of information and designing it to meet your own

personal or business needs.

Although Microsoft Excel is a fantastic tool in the workplace, it can only store an

average amount of information, whereas Microsoft Access is designed to store

large amounts of information.

Microsoft Access is a multi-user program, so is ideal for small businesses with

more than one user. Each user is able to work independently by making

changes without overwriting or interfering in another user's work.

Before you begin to create your database you will need to decide what

information you want to capture. Make a list of what you need, for example if you

need a sales database then you will require:

Company name

Company address

Contact information (telephone, email, fax)

Contact name and position

Type of business

Annual spend or budget


15/15

15

NAME-MAFOOZ ILAHI


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 ownsystem without having to know all the correct coding .

file on ms access

Documents