MS-ACCESS

LECTURE -1
 OBJECTIVE
 What is database
 Component of databsae
 Introduction to MS-ACCESS
 Component of MS-ACCESS
 How to make database
 How to make table
 Different data types
 Different table designing screen elements
 Relationship


 WHAT IS DATABASE & ITS
COMPONENT
 A database is a collection of data related
to a particular subject or purpose
 A database is typically made up of many
linked tables of rows and columns
 For example, a company might use a
database to store information about their
products, their employees, and financial
information.
 COMPONENT OF DATABASE
 Table -: It is a collection of some specific kind of
data. Data put in a table is organized in rows &
columns
 Record -: Each row is called record and it contains
the complete information about one particular
item, e.g. in a telephone directory all the essential
details about a single person like his name,
address and city form one record
 Column -: Each column is called field . It holds
information about certain type for all records. A
field could be name, address, telephone no. etc.
 COMPONENT OF DATABASE
Primary Key
a) It is a rule which ensure that unique data
is entered for a field and the field is not
left blank.
b) For example, in a Bank Master file, there
will be only one record for one account
number. Account Number, Customer
Number, Receipt Number are example
for primary key fields
 COMPONENT OF DATABASE
FOREIGN KEY
a) A foreign key is a field in a relational table that
matches the primary key column of another table.
b) In order to manage the data we distribute the data
in many tables. The main table is referred to as the
Master table and the lower level table in which the
related data is stored is the transaction table. The
two tables are related and must be linked based on
a field , which is common. This common key field in
the transaction table is called the foreign key and its
values depend on the primary key values of the
master table
 COMPONENT OF DATABASE
FIELD
S.No Name Address City State
1 Manoj 160-2 Delhi Delhi
2 Dinesh GP-42 FBD Haryan
a

RECORD TABLE
 WHAT IS DBMS
 It is a collection of programs that enables user to create
and maintain a database.
 In other words it is general-purpose software that
provides the users with the processes of defining,
constructing and manipulating the database for various
applications.

Database software, such as Microsoft Access, FileMaker

Pro, and MySQL is designed to help companies and
individuals organize large amounts of information in a
way where the data can be easily searched, sorted, and
updated.
 INTRODUCTION TO MS-ACCESS
 It is a relational database management
system used for creation, organization and
manipulation of large quantities of data.
 MS-ACCESS allows you to manage all your
information from a single database file
known as .mdb file. Within this file you
can divide your data and store in different
files
 COMPONENET OF MS-ACCESS
 Table -: An object comprised of fields that
collects records about a specific topic
 Query -: An object that can allow for the
retrieval, display and updating of data from
one or more related tables
 Form -: An object designed primarily for
the display or entry of data into the table
 Reports -: An effective way to present data
in a printed format from a table, query
 COMPONENET OF MS-ACCESS
 Macro -: An action or set of actions used
to automate tasks.
 Module -: An object that contains a
collection of Visual Basic for application
declaration.
 CREATION OF DATABASE

STARTPROGRAMSMS-ACCESS BLANK
DATABASE SPECIFY ITS NAME 
CREATE
 CREATING A TABLE
 After creating a database, you can create a
table to put information into
 Click Table Tab  NEW.
 There are 5 ways of creating the table
a) Datasheet view
b) Designed view
c) Table Wizard
d) Import table
e) Link Table
 DATA TYPES
Item Description
Text A character string with a maximum length
of 255 characters. The default size is 50
Memo A character string with a maximum length
of 64,000 characters. Usually used for
description of items. A memo field cannot
be used as Primary Key
Number Various type of numbers
Auto number Access will automatically generate a
number for this field . Usually used as a
unique identifier for Primary key purposes
 DATA TYPES
Item Description
YES/NO Used to store logical results from
True or False results. Be careful as -1
stands for Yes and 0 for No
Date / Time Used for storing dates and times
Currency Used for storing numbers in a dollar
format
OLE object Used for OLE compliant applications

Hyperlink Used for storing web address

 TABLE DESIGNING SCREEN
ELEMENTS
Item Description
Field Size Allows you to set size of the field
Format In which to displays the values for the
field
Decimal Set the number of decimal places to show
Places for a numeric field
Input Mask Restrict the data that the user can enter
Caption If you want a different name to appear for
the column header in the datasheet view
or the label in form view
 TABLE DESIGNING SCREEN
ELEMENTS
Default A value to be entered into the table if
Value the user does not enter one
Validation Can be used to validate the
Rule information the user enters
Validation Allows you to set message that
Text appears if the validation rule fails
Required If turned on, the user must enter
something in this field in order to
save the record
 RELATIONSHIP
 When a table contains too many fields, it
can be split up into two or more tables.
These tables will be related to each other
by common field
 For example, an employee table will be
relate to the leave table through the
empno field
 For setting relationship you click on
TOOLS  RELATIONSHIP
 LAB EXECRISE
Que1 Create a database named RECRUITMENT having the following tables :

Applications, Interview and the structure of the two990 tables are given
below:

APPLICATIONS TABLES

FieldName DataType Constraints

Cand_Id Number Primary Key
Name Text(20) Should began with “P”
City Text(20) either “Delhi”, ”Noida” , “UP”
Age Number between 18 and 35
Percenatge Number above 60 percent
 LAB EXECRISE
Interview Table
FieldName DataType Constraints
Intv_id Number Primary Key
Cand_id Number Foreign key to
Cand_id of
APPLICATIONS table
Intv_marks number default value 70

No field should be left empty

Insert 3 record in both the table
END OF SESSION