MICROSOFT

ACCESS
INTRODUCTION TO MICROSOFT
ACCESS
Basic Definitions
Microsoft Access
Is a powerful relational database management system (RDBMS) that allows
users to create, modify, and manage databases that combine the relational
Microsoft jet engine with Graphical user Interface.
Database:

A collection of related data.

Data:

Known facts that can be recorded and have an implicit meaning.

Basic Definitions
Database Management System (DBMS):
A software package/ system to facilitate the creation and maintenance
of a computerized database.
Database System:
The DBMS software together with the data itself. Sometimes, the
applications are also included.
Microsoft Access Uses
Microsoft Access is used for creating and managing databases, creating forms
and reports, and performing data analysis and manipulation. It is a versatile tool
that can be used in a variety of industries and fields, such as
Business management
Customer relationship management (CRM)
Finance Marketing and sales
 Healthcare and medical records
Education
Historical Background of
Microsoft Access
Past: Microsoft Access was first released in 1992 and has since gone through
several versions, with each new version offering improved features and capabilities.
Current: The current version of Microsoft Access is part of the Microsoft Office
365 suite, offering integration with other Office applications and cloud-based
collaboration features.
Future: Microsoft continues to develop Access, integrating it with cloud services
and enhancing its compatibility with modern data sources and technologies
Microsoft Access application
(ribbon and tabs)
File: Contains options for managing files, such as opening, saving, and printing.
Home: Provides commonly used commands for working with data, such as
formatting, sorting, and finding records.
Create: Offers tools for creating new database objects like tables, queries, forms,
and reports.
External Data: Allows importing or linking to data from external sources like
Excel or SharePoint.
 Microsoft Access application
(ribbon and tabs)
Database Tools: Includes utilities for managing database objects, relationships,
and analyzing performance.
Fields & Table: Provides options for defining fields in a table and designing the
table structure.
Microsoft Access application
(ribbon and tabs)
 Start Microsoft access application

START ACCESS IN WINDOWS 10

Before you begin these steps, make sure that your computer is on.
Click on the Windows Start button.
Type “Access” in the search bar.
Click on “Microsoft Access” from the search results to launch the
application.
Start Microsoft access application
How to create a database
In Access 2016, the process of creating a new database is easier than
ever.
we can create a database using one of the many available templates
(ready-to-use databases that contain all of the tables, queries, forms,
and reports needed for performing specific tasks) or by creating a
new blank database.
How to create a database
Creating a Blank Database
If have existing data, you may decide that it is easier to create a blank
database rather than using a template because it would require a lot of work to
adapt your existing data to the template’s defined data structure.
When create a new blank database, Access opens a database that contains a
table where you can enter data, but it creates no other database objects.
By default, Access creates a primary key field named “ID” for all new
datasheets and sets the data type for the field to AutoNumber.
Creating a Blank Database
Click the File tab to open the New screen in Backstage view.
In the templates section of the New screen, click the Blank desktop database
icon. A Blank desktop database screen appears in the center of the screen.
Creating a Blank Database
Creating a Blank Database
In the File Name box, type a name you prefer for your database.
If you want to save the file in a location other than the one shown beneath the
File Name box, click the folder icon to the right of the File Name box and
browse to a different location.
Click Create button create the blank database. Access creates the database and
then opens an empty table named Table1 in Datasheet view.
Microsoft Access Interface
How to Create a Table
It is easy to create a new table by using the Application Parts gallery and
Quick Start. Application Parts were introduced in Access 2010 and consist of
predefined templates that you can add to an existing database to help extend its
functionality.
Another way to create a table is to copy the structure of an existing table and
then paste it into the database.
You can copy a database object and paste it into the same database or into a
different database that is open in another instance of Access.
How to Create a Table
CREATING A NEW TABLE FROM “TABLES” COMMAND GROUP.
You can simply create a new table by navigating to the Create Tab in the
Ribbon -> Tables command group and click Table command (button).
A new table will appear in a list of tables available on the Navigation Pane.
By default it will be named Table2 if you create from a database with a default
Table1 table database object in the same session. Otherwise the table will be
named as Table1.
Database Table
How to Add Data

To add data to your table, follow these steps:

Open the table in Design view.
Click on the “Field” Space to enter data.
Enter the data for each field.
Click “Save” to save the data.
 DATA TYPER
Data type is a classification that specifies which type of value can be hold.
Example of Data type are mentioned bellow;
Number
Short Text
Long text
Date and Time
Currency
 COMMON WORDS IN MICROSOFT
ACCESS
Table: A collection of data organized into rows and columns.
Query: A request for data retrieval from one or more tables based on specified
criteria.
Form: A user interface object used for data input, editing, or display.
Report: A formatted presentation of data from one or more tables or queries.
Field: A single piece of data in a table, like a column in a spreadsheet.
Record: A complete set of data in a table, equivalent to a row in a spreadsheet.
 COMMON WORDS IN MICROSOFT
ACCESS
Relationship: A connection between tables based on common fields.
Primary Key: A unique identifier for each record in a table.
Foreign key: is a field that refers to the primary key in another table