GUIDED BY

SUBMITTED BY:ROHIT KUMAWAT 8 TH A

VANDANA MAM

OBJECTIVES
Its our promise that by the end of this presentation, you will be able to: CreAte And mAintAin An ACCess tAble design A form develop A query CreAte, formAt And print A report.

GETTING STARTED

double CliCk on your desk top iCon or CliCk stArt, progrAms, miCrosoft Access.

Create a New Database

Click Blank Access Database

CliCk ok
sAve in: - click the drop down arrow -click location to save database file nAme: type A file nAme for the database. CliCk CreAte.

Open an Existing Database

CliCk open An existing dAtAbAse seleCt A file from list of files presented in the open window CliCk ok

THE ACCESS DATABASE WINDOW

ACCESS DATABASE:
Relational Databases. ACCESS is a relational database management system. Relational databases allow you to organize your data into tables; each table focuses on a specific topic; the various tables can then be linked to each other for inquiry and reporting purposes. Database Components. Microsoft Access uses four objects to create a Database:

tAbles queries forms reports.

Table
A table is the basic element of a Database and contains the data entered by users. Each row (or record) contains information about a particular item (e.g., an employee). The record is made up of several fields; each field contains one piece of information relating to the item (e.g., employee's name, address, phone, etc.). Query A query extracts selected data from a table (or another query) and presents it in spreadsheet format.

Form
A form is a graphical template based on a table (or query). It is used to enter new data into the database or display existing data.

Report A report extracts selected data from a table (or query) and formats it for printing.

DATABASE WINDOW COMPONENTS

DATABASE WINDOW COMPONENTS

Menu Bar This toolbar contains commands and submenus. They will change depending on the functions you are currently performing.
Object Tabs Allow you to see a list of all objects in that category: Tables, Queries, Forms, Reports, Macros, and Modules. Command buttons you to Open an existing database, modify the Design of an existing database or create a New database. Groups A Group consists of shortcuts to the database objects that belong to it. You can keep related objects of different types together in a group. For example, you may group a Form together with its Subforms and the Tables and/or Queries that the Forms are based on. Favorites The Favorites folder stores shortcuts to frequently used file folders and databases.

TABLES

Record (row)

Field (column)

Navigator

Scroll Bars

- Move to first record

- Move back one record - Move forward one record - Move to last record - Move to new record

- Total number of records in the table

Movement Keys

Tab, Enter move you from field to field. Scroll bars (vertical, horizontal) move up and down rows, through pages of records, or across several columns. Page Up and Down move one page at a time. Ctrl/Home and Ctrl/End move to the top or bottom of the table.

What is a Table?
A table is a database object used to store, organize and view data. All other objects are based on the data stored in tables. Tables are comprised of: fields - represented by columns reCords - stored as rows.

Tables look like EXCEL worksheets.

CHANGE COLUMN APPEARANCE

Select a column with the down

arrow:

CHANGE COLUMN APPEARANCE

Resize position mouse Cursor on the vertiCAl line between Column heAdings to display a cross drAg left or right or double CliCk on the vertiCAl line to let ACCess Choose the best column width. Select a Column plACe the mouse Cursor in the heAding of A Column and click. Move CliCk the mouse in the heAding of A Column. . when the white Arrow Cursor is displAyed, hold down the left mouse button. A small white box appears. drAg this Column to its new position.

Hide: CliCk Cursor in Any row of Column to be hidden. CliCk formAt. CliCk hide Columns.

Show: CliCk formAt. Choose unhide Columns. CliCk CheCk box next to the Column nAme to be shown. CliCk Close. Freeze: keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view. position Cursor in Column to be frozen. CliCk formAt. CliCk freeze Columns. Note: the frozen columns are re-positioned to the left side of the screen.
Unfreeze: CliCk formAt. CliCk unfreeze All Columns. Note: you may want to move the unfrozen columns to their original position.

ENTER, VIEW AND MODIFY DATA

ENTERING DATA
Enter Data type dAtA And press enter or tAb to move to the next Cell.
Undo Sort Find

VIEW DATA
Find Data CliCk the find iCon to loCAte A pArtiCulAr field vAlue in the tAble. the find And replACe diAlog box Allows you to seArCh for All or pArt of a field in one or many columns. Sorting seleCt A Column And CliCk the AsCending or desCending sort iCon. the sort applies to the display; the physically stored data remains unchanged on the table.

MODIFY DATA Edit Undo undo the lAst ChAnge by CliCking undo on the toolbAr; you CAn undo the last saved record by selecting Undo Saved Record from the Edit Menu. Esc (keyboard key) undo All ChAnges to this reCord As long As you Are still in edit mode. Pencil on the left side of the record indicates edit mode (as opposed to view mode). Replace Data on the edit menu, CliCk replACe. in the find whAt box, type the vAlue you wAnt to find. in the replACe with box, type the vAlue you wAnt to replACe it with.

TABLE DESIGN

Design View

Data Normalization Primary Key Smallest Components (Address)

TABLE DESIGN Tables are the heart of a database. If tables are organized efficiently, query and report design will be straightforward. Design a Table CliCk tAble tAb CliCk New CliCk design view And ok. Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related. Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary. eliminAte redundAnCy data values should not be repeated in several records of a table and records should not have empty fields. define smAllest Components break your data into distinct components; e.g., Last Name, First Name, Street, ZIP, Area Code, etc. Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table; all data in the table should be related to that unique key.

DATA TYPE DEFINITIONS

Text Any ChArACter (AlphA, speCiAl ChArACters, numbers) up to 255 in length numbers CAnnot be used for CAlCulAtions Memo Any ChArACter (AlphA, speCiAl ChArACters, numbers) up to 65,000 in length numbers CAnnot be used for CAlCulAtions field CAnnot be sorted or indexed
Number numeriC dAtA to be used for mAthemAtiCAl CAlCulAtions not to be used for CurrenCy fields field size property further defines its funCtion And size

Date/ time must be A vAlid dAte/time entry At entry time formAt property determines displAy formAt

Currency prevents rounding off during CAlCulAtions 15 digits to the left of the deCimAl point And 4 to the right Are available Auto Number ACCess AutomAtiCAlly CreAtes An inCrementing unique number Controlled by ACCess CAnnot repeAt Note: since an Auto number field value is unique within each table, it can be used as a Primary key if none of the other application fields contain unique values. Yes/No logiCAl indiCAtor (one of two vAlues) on/off, true/fAlse, yes/no yes vAlue is yes, on, true or -1; No value is no, off, false or 0 . OLE object used to store word or exCel doCuments CAn Also store piCtures, sound And grAphiCs CreAted by other programs