Getting Started with Microsoft

Access 2010

Learning Objectives

• What is Microsoft Access

• What is Database

• What are the Access Objects

• Start Access

• Identify parts of the Access interface

• Create and save a database

• Open and close an existing database

What is Microsoft Access?

Microsoft Access is a relational database management system

(DBMS or RDBMS). At the very core, it is a software “engine”

that provides an interface between physical data and user

application queries.

Other examples of DBMS applications include:

•Oracle

•My SQL

•SQL Server (Microsoft)

•DB2 (IBM)

What is database

• A database can best be described as a way of storing large

amounts of information. The data can be retrieved and we can

even ask questions of the data and get answers.

• A database is an organized collection of records.

• Microsoft Access is a database software package.

• Telephone and address books are examples of paper

databases.

Access Objects

• Tables

• Queries

• Forms

• Reports

• Macros

• Modules

Access Objects

• Tables:- In Access, data is stored in tables. A table is a set of

columns and rows, with each column referred to as a field.

Each value in a field represents a single type of data. Each

row of a table is referred to as a record.

• Queries:- You use queries to retrieve specific data from your

database and to answer questions about your data. For

example, you can use a query to find the names of the

employees in your database who live in a particular state.

• Forms:- Forms give you the ability to choose the format and

arrangement of fields. You can use a form to enter, edit, and

display data.

Access Objects

• Reports:- Reports organize or summarize your data so

you can print it or view it onscreen. You often use reports

when you want to analyse your data or present your data

to others.

• Macros:- Macros give you the ability to automate tasks. You can use a

macro to add functionality to a form, report, or control.

• Modules:- Like macros, modules give you the ability to automate

tasks and add functionality to a form, report, or control. Macros are

created by choosing from a list of macro actions, whereas modules are

written in Visual Basic for Applications.

Why choose MS-Access over SPSS / Excel?

•MS Access is best used for long-term data storage and/or data

sharing.

•MS Excel is best used for minor data collection, manipulation,

and especially visualization.

•SPSS is best used for minor data collection and especially

data analysis.

It is easy to export data from MS Access to Excel SPSS

Microsoft Access

• Access 2007, 2010 and 2013 databases end with

.accdb file extension – for example, sales.accdb

• Databases made in older versions of Access have the

file extension .mdb

• NEVER remove a disk or flash drive until Access is

completely shut down.

Working with Access

Starting Access

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Access Window The Access window appears as shown

Parts of the Access interface Title Bar Main Menu

Quick Access Tool Bar

Ribbon

Status Bar

Creating a Database

A database can be created by using

• The Blank Database command – Used to create a blank database

– All other database objects should be created

manually

• Using Templates

– Used to create tables, forms, queries and reports by

Readymade files

Creating a Database (Contd..) To create a database by using the Database Wizard

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Access Window components

Views Table Datasheet View

Design Views Table Design View

We should Save the table with a table Name

Field Properties

Documents tabs bar

Creating Tables – From the Create Tab

• Enter table data directly in fields – From the Create Tab, click Table Design

Enter data

directly into a

table, including

the field names

Enter field names,

data types and

descriptions in

Table Design View

Creating Tables – Specifying field names

• After choosing your method of creation begin implementing the table design

– Use CamelCase notation for field names

– Specify data types

– Establish a primary key

Table View

Table Design

View Add field in

Table View

Setting Type of data Size

Text

(Default) Text or combinations of text and

numbers, as well as numbers that don't

require calculations, such as phone

numbers.

Up to 255 characters

Memo Lengthy text or combinations of text and

numbers. Up to 63,999 characters

Number Numeric data used in mathematical

calculations. 1, 2, 4, or 8 bytes

Date/Time Date and time values for the years 100

through 9999. 8 bytes.

Currency Currency values and numeric data 8 bytes.

AutoNumber

A unique sequential (incremented by 1)

number or random number assigned by

Microsoft Access whenever a new record is

added to a table. AutoNumber fields can't

be updated.

4 bytes (16 bytes if the

FieldSize property is set to

Replication ID).

Understanding Data Types

Setting Type of data Size

Yes/No

Yes and No values and fields that contain

only one of two values (Yes/No, True/False,

or On/Off).

1 bit.

OLE Object An object Up to 1 gigabyte (limited by

available disk space)

Hyperlink

Text or combinations of text and numbers

stored as text and used as a hyperlink

address (hyperlink address: The path to a

destination such as an object, document, or

Web page. A hyperlink address can be a URL

(address to an Internet or intranet site) page.

data type can contain up to

2048 characters.

Attachment Any supported type of file You can attach images,

Lookup

Wizard

Creates a field that allows you to choose a

value from another table or from a list of

values by using a list box or combo box.

4 bytes.

Creating Tables – Data Types

• Define columns in the Design View

Set the data type

Primary Key

• Tables are automatically created with an AutoNumber field which serves as the primary key

• To change the primary key – Select a field in Design View

– Click the primary key icon

Primary Key Field Primary Key icon

Relationships

To create a true relationship one field in the

relationship must be the Primary Key or indexed,

no duplicates field ; this ensures at least one side

of the relationship is unique.

Access is not particular a bout the spelling of the

fieldnames, but the data type and field size must

be the same.

Types of Relationships One‐to‐many

The most common relationship you will probably

create will be a one‐to‐many. This is a link

between a Primary Key field and a non‐Primary

Key field.

One‐to‐one

One‐to‐one

The other true relationship you can create in

Access is a one‐to‐one relationship. This is a link

between a Primary Key field and a matching

Primary Key field in the second table

Many‐to‐Many

Many‐to‐Many

Often you will find that you have a many‐to‐many

relationship