MS.

ACCESS NOTE
DATABASE MANAGEMENT SYSTEM (DMS)
 This is an application that helps you maintain your records.

 Examples in the group are: -

 Ms access.

 D-base.

 Lotus approach.

 FoxPro.

 Paradox etc

 Database is a collection of data and objects related to a particular

topic or purpose.

MS ACCESS OBJECTS/STRUCTURES

1. Table

2. Queries

3. Report

4. Form

5. Macro

A. A table is a collection of data about a specific topic, such as products or

suppliers. Using a separate table for each topic means that you store that
data only once, which makes your database more efficient, and reduces
data-entry errors. Tables organize data into columns (called fields) and
rows (called records).
B. Queries are objects used to view, change, and analyze data in different
ways. You can also use them as the source of records for forms and
reports.
 C. Report is an effective way to present your data in a printed format.
Because you have control over the size and appearance of everything on
a report, you can display the information the way you want to see it.

D. Form is a Microsoft access object on which you place controls for taking
actions or for entering, displaying and editing data in fields.

E. Macro is a set of one or more actions that each performs a particular

operation, such as opening a form or printing a report. Macros can help
you to automate common tasks.

CREATING A NEW DATABASE

 When Microsoft Access first starts up, a dialog box is automatically
displayed with options to create a new database or open an existing one.
If this dialog box is displayed, click blank access Database, and then
click OK.

 Specify the name and location for the database. Click Create to start
defining your new database.

OPENING AN EXISTING DATABASE.

 When Microsoft Access first starts up, a dialog box is automatically

displayed with options to create a new database or open an existing one.
 If this dialog box is displayed, click open an existing access Database,
specify the name and then click OK.
CREATING A NEW TABLE USING DESIGN VIEW
 Click Tables under Objects, and then click New on the Database
window toolbar.
 Click Design View and then click Ok. Define each of the fields in
your table.
 Define a primary key field before saving your table.

Note: - You don't have to define a primary key, but it's usually a good idea. If
you don't define a primary key, Microsoft Access asks if you want it to create
one for you when you save the table by clicking yes.
 Click Save on the toolbar, and then type the name for the table. Finally you
click OK.

OPENING A TABLE

 In the Database window, click Tables under Objects. Click the name of the
table you want to open.
 To open the table in Design view, click Design and to open the table in
Datasheet view, click Open on the Database window toolbar.
 NB: - After you've opened a table, you can easily switch between the two
views by clicking the View button on the toolbar

PRIMARY KEYS.

 They are unique characters that are inserted in a table, for record identity.
 They also help in creating of table’s relationships establishment.
QUERIES.
Creating A Select Query.
 Click query under Objects, and then click New on the Database window
toolbar.
 Click Design View and then click Ok. Insert by selecting and clicking add
the tables or queries that include the records you want in your query.
 Drag from the field list to the query design grid the fields you want in your
query and specify the criteria if necessary.
 Click Run on query menu to create your select query.

What Is an Action Query and When Would You Use One?

• An action query is a query that makes changes to many records in just

one operation.
• Types of action queries:
I. Delete queries.
II. Update queries.
III. Append queries.
IV. Make-table queries.
Creating an Update Query.

 Click query under Objects, and then click New on the Database window
toolbar.
 Click Design View and then click Ok. Insert by selecting and clicking add
the tables or queries that include the records you want to update and the
fields you want to use for setting criteria.
 In the menu bar click query menu click Update Query. Drag from the field
list to the query design grid the fields you want to update or you want to
specify criteria for.
 In the Criteria cell, specify the criteria if necessary.
 In the Update To cell for the fields you want to update, type the expression
or value you want to use to change the fields.
 Click Run on query menu to update the records.

CREATING A FORM USING FORM WIZARD

 In the Database window, click Forms under Objects. Click the New button
on the Database window toolbar.
 In the New Form dialog box, click form wizard. Select the table or other
record source that includes the data you want to base your form on. Click
OK.
 Follow the directions in the wizard dialog boxes by clicking next to
continue till you reach the end that you click, finish.
 If the resulting form doesn't look the way you want, you can change it in
Design view.
 Follow the directions in the wizard dialog boxes by clicking next to
continue till you reach the end that you click, finish.
 If the resulting report doesn't look the way you want, you can change it in
Design view.
 Opening a report
In the Database window, click Reports under Objects. Click the report you
want to open. On the Database window toolbar, click the Design button to
 open the report in Design view, or click the Preview button to open the
report in Print Preview

RELATIONSHIPS.

Relationship is and association established between common fields (columns)

in two tables.

They are: -

a. One-to-one Relationship is created if only one of the related fields is a

primary key.

b. One-to-many Relationship is created if both of the related fields are

primary keys.

c. Many-to-many Relationship is really two one-to-many relationships

with the third table whose primary key consists of two fields.