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Database Management System MS-Access

Subject: Computer Science

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Overview

Database Management System is a software that manages data stored in the database.There are different object in database. They are Table,Form,Query,Report.This note provides an information about MS Access ,its aspects and the way to use them.
Database Management System MS-Access

Database Management System is a software that manages data stored in the database. Example: MS-Access, FoxPro, Oracle, etc.

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Data

Data are the facts or figures obtained from various sources.

Information

Information is the processed data.

Database

Database is the collection of data or related information.

Advantage of DBMS

  • It reduces data redundancy.
  • It creates link with different user and programs.
  • Easy for adding, editing and removing of data.
  • It provides better interacting environment to the user.

Disadvantages of DBMS

  • Costly and time consuming procedure
  • Qualified personnel to operate.
  • Additional hardware and software may be required.

Access

Microsoft Access is a database management system which is used to collect, store and manage information as well as run reports. It provides facility to store the data in structured was and ways to organize the data and retrieve them as required by user. It is a relational database management system. Data are stored in more than one table to avoid data redundancy.

Field

A field is a piece of information about an element which may be a person, student or employee.

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Record

A collection of related field is called record.

Different aspects of MS-Access

1. Table:

A table is a collection of records or group of records. A table contains a number of rows and columns.

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Importance of Table

  • To store the data about specific table.
  • It holds the main information.

Way to create table

  • Design View
  • Using Wizard

2. Forms:

A form is a database object which is designed to enter records and edit the existing records easily.

Importance of forms

  • It is used to make modification or addition of the data directly into the table.
  • To view the table in user defined manner.

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Ways to create forms

  • Form view
  • Design view
  • Datasheet view

3. Query:

A query is simply a more formal way to sort and filter data stored in the database.

Methods to create queries are :

  • Design view
  • Simple query wizard
  • Cross tab query wizard

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Importance of query

  • It displays the result of different tables.
  • It sorts and filters the data.

Types of query

  • Update query:Update query allows the user to make global changes to a group of records in one or more tables
  • Select query: A select query is the most common category and is used for existing information from one or more tables in a database. The result of a select query are displayed in a datasheet for viewing or editing, or used as the basis for a form or report.

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Sorting

Sorting means organization of database so that the information we need most is easily available in ascending/descending order.

Filtering

Filtering database means showing only those databases which meet certain criteria.

4. Report:

Report is a very important object of database. A report is an effective way of presenting your data in a printed format or an screen soft copy.

Importance of report

  • You can view report on your screen before printing it.
  • It allows complete output of the processing database.

Creating report

  • Report wizard
  • Auto Report

DBMS Terminologies

Data type

Data type is the type which is used to declare variable names, variable types and sizes for various operations.

Data redundancy

Data redundancy means the repetition of data in a database.

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Computerized database

The database which is run on computer is called computerized database.

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Non computerized database

The database which is run on paper is called non computerized database.

Cell

A cell is an intersection of rows and columns.

Things to remember
  • Database Management System is a software that manages data stored in the database. Example: MS-Access, Fox Pro, Oracle, etc.
  • Microsoft Access is a database management system which is used to collect, store and manage information as well as run reports.
  • There are different object in database. They are Table, Form,Query,Report.
  • Data type is the type which is used to declare variable names, variable types and sizes for various operations. The various data types are Text , Number Memo, Auto Number Currency, Date/ Time, Yes/No, Look up Wizard.
  • It includes every relationship which established among the people.
  • There can be more than one community in a society. Community smaller than society.
  • It is a network of social relationships which cannot see or touched.
  • common interests and common objectives are not necessary for society.
Videos for Database Management System MS-Access
Creating a Report with the Report Wizard in Access 2010
Microsoft Access 2007 2010 (Query & Reports)
Microsoft Access 2007 2010 (Relational Database)
Microsoft Access 2007 2010 (Table Filter, Sort & Forms)
Microsoft Access 2007 2010 (Tables)
Questions and Answers

Any raw facts or figure that may not have significant meaning by itself is known as data. Processed data or organized collection of related data which has significant meaning is known as information.

The collection of data/ information related to any subject or purpose is known as database.
Any four databases are as follows:

  • The telephone directory
  • Mark ledger
  • Attendance register
  • Encyclopedia
Data base management system (DBMS) is a system or mechanism that manages the database.
Any four DBMS are as follows:

  • MS Access
  • ORACLE
  • DBASE
  • FOXPRO
The differences between database and DBMS are as follows:

SN Database DBMS
1 Database is a collection of interrelated data Database management system is a software which can be used to manage the data by storing it on to the data base and by retrieving it from the data base.
2 The database holds the records, fields, cells with data. The DBMS is the "tools" used to manipulate the data in the database.
3 The examples of database are dictionary, encyclopedia etc. The example of DBMS are MS Access, DBASE etc.

Any four advantages of DBMS are as follows:

  • Mass volume of data can be updated easily and efficiently.
  • Record can be stored easily on the basis of key field.
  • It provides the data sharing facility.
  • It provides data security facility.
A table is a primary block of a database which stores all the data in rows and columns.
We need to create multiple table on MS Access because tale is a container that helps to stores multiple data in the forms of rows and columns.
A column of a table which is used to store particular category of data is known as field and all the related field in a row that gives information about person or things is known as record.
Field name is the field grid pane that specifies the name of a field within a table.
The rules for naming fields are as follows:

  • Filed name can be up to 64 characters.
  • Filed name can have letters, spaces or punctuation marks.
  • Filed name cannot have square bracket, period and exclamation sign.
  • Filed name can’t begin with space.
  • Field name must be unique in table.

The list of data type are as follows:

Text
The text filed data type stores text or combinations of text and numbers.

Memo
The memo field data type stores lengthy text or combination of text and numbers.

Number
The number field data type stores numeric data that are to be used in mathematical calculations.

Byte
The byte stores numbers from 0 to 225 without decimals.

Integer
The integer number data type stores numbers from -32768 to 32767 without decimals.

Date/Time
The date/time data field stores only date and time.

Currency
The currency field data type stores currency data such as cost.

Auto Number
The auto number field data generates the unique sequential number automatically whenever a new record is added on a table.

Yes/No
The yes/no field data type stores a logical data.

OLE Object
The OLE object field data type allows a user to embed or link other objects in a table.

Hyperlink
The hyperlink filed data type stores hyperlink address, web sites, database objects or other files.

Lookup wizard
It allows to choose a value from another table or from a list of values by using list box or combo box.

Description
The description of field describes the purpose of field.

The arrangement of records in a table either in ascending or descending order based on field is known as sorting record.
The process of viewing required data of a table that satisfy the specified criteria is known as filtering record.
A query is simply a more formal way to sort and filter data stored in the database.
Any four uses of queries are as follows:

  • To analyze data of a table.
  • To create new table with records from one or more tables.
  • To update or delete large volume of records at the same time.
  • To perform mathematical calculations on selected groups of records.
A form is a database object which is designed to enter records and edit the existing records easily.
Any two uses of form are as follows:

  • To enter data in a table or multiple linked tables.
  • To view record at a time.

Report is a very important object of database. It is an effective way of presenting your data in a printed format or a screen soft copy.
The importance of report are as follows:

  • You can view report on your screen before printing it.
  • It allows complete output of the processing database.
A data type is a characteristic of a field that determines the kind of data that can be stored in the field. Each field can store data relating of only a single data type.

The objectives of database system are:

1) To provide huge storage or space for relevant data.
2) To allow easy access to the data for the user.
3) To provide quick response to user request for any information or data. 4) To remove duplicate(redundant) data.
5) To allow many users to access the database at a time.
6) To maintain integrity in data.
7) To provide maximum protection to data.

Select query is a most common type of query that retrives data from one or more tables and displayed the result in a datasheet. You can also use a select query to group records and calculate sums, counts and average, minimum and maximum. An action query is also type of query that makes changes or updates many records in just one operation.

The different types of action queries are:
1) delete query
2) update query
3) append query
4) make-table query
Quiz

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