Ms-Access- History of Microsoft, Database, Datasheet, Ms-Access, Features, Uses, Sorting, Reports

1. PRESENTED BY :Arun Sasi
Reshmi Suman Varghese
Rona Mary Alexander
S1 MBA- XAVIONZ BATCH

2. Microsoft and its History
 Microsoft is a multinational computer technology




corporation.
Microsoft began on April 4, 1975, when it was founded
by Bill Gates and Paul Allen.
Windows in the 1990s, had captured over 90% market
share of the world's personal computers.
As of 2008, Microsoft has a global annual revenue of US$
60.42 billion.
It develops, manufactures, licenses, and supports a wide
range of software products for computing devices.

3. Introduction to Ms - Access
 Microsoft Access, also known as Microsoft Office Access, it is
a DATABASE MANAGEMENT SYSTEM from Microsoft . It is a
member of the Microsoft Office suite of applications, included in
the Professional and higher editions or sold separately.
 Microsoft released the first version of Access in 1.0 in 1992. It was soon
replaced with Access 1.1 in 1993 and then later with Access 2.0 .
The other versions of Ms – Access were: Access 95
 Access 97
 Access 2000
 Access 2002
 Access 2003
 Access 2007 which is widely used.
 Access 2010 latest version.

4. Access 2007, was introduced in a new file format ACCDB
format, replacing the older MDB file format. It has a better
GUI (Graphical User Interface).

5. What is Ms - Access ?
 It is a DATABASE MANAGEMENT PROGRAM
 It consists of Rows and Columns format
 Relations can be set between various data in the database
 It is a RELATIONAL DATABASE MANAGEMENT
SYSTEM
 It can be used for creation and manipulation of data

6. DATABASE
Database is defined as :“ A Mechanized, formally Defined, centrally Controlled
Collection of Data in an organization. ”
Keywords :1. Defined or organized
2. Collection of Data
3. Within an organization

7. DATASHEET
In Access, data is stored in tables.
A datasheet displays the information stored in a table, in columns and
rows.
The columns are called fields. These are attributes. For eg:- name,
phone number etc.
The rows are called records. It is a collection of attribute related to an
entity. For eg:- data of A in students details file.
You can use a datasheet to create a table, enter data, retrieve data, and
perform other tasks.

8. Use of Ms - Access
Access enables to arrange the data in a fixed structure.
Its structure makes the information easy to : Manipulate
 Sort
 Display
 Print
 Prepare Reports etc.

9. FEATURES OF Ms – Access of 2007
 New and improved user interface
 New templates
 Enhanced sorting
 Automatic calendar
 Quick table creation
 A new file format ACCDB

10. Starting of Ms - Access
START BUTTON
MICROSOFT OFFICE
ALL PROGRAMS
MICROSOFT OFFICE
ACCESS 2007
GETTING STARTED WITH
MICROSOFT ACCESS WINDOW OPENS

11. Creating a NEW BLANK DATABASE
1.
2.
3.
4.
5.
6.
7.
Start Access.
Click Blank Database.
Type the name you want to give your database in the File
Name field. Access will automatically append .accdb to
the name.
Click the Browse button. The File New Database
window appears.
Locate the folder in which you want to store your
database. Note that the name of the file appears in the
File Name field.
Click OK.
Click the Create button. Access creates the database and
opens a datasheet with the Table Tools available to you.

13. OUTPUT

14. RELATIONSHIP
 Relational databases connect data in different files by using
common data elements or a key field. These key fields are used to
connect one table of data to another.
 Few examples are : - Name, telephone number and address of all
students kept in this college. You can use Access even to find out
the relation between name, address and telephone number of a
student within a table to the course and time-table within
another table.

15. Creating Relationship
1.
2.
3.
4.
5.
6.
7.
Click on Database tools tab.
Click the relationship button in the show/hide group. The
relationships window appears.
Click the show tables button in the relationships group. The
show table dialog box appears.
Double click each table you want to build a relationship. The
tables appear in the relationships window.
Click the close button to close the show table dialog box.
Click and drag the primary table’s primary key over the
related tables foreign key. After you drag the cursor changes
to an arrow. The arrow points to the foreign key. The Edit
relationships dialog box appears.
Click create. A connection appears between the two fields.

17. Database in detail
 Database
 Purpose of database
They are also built to organize, store, and retrieve
information as efficiently and effectively as possible

18. Significance in live environment
 Linking with Projects
eg: data from a website
 Storing , retrieving and managing data efficiently

19. Connecting Access with a web page

20. Creating a sample database

21. Storing Data

22. Relation between Tables

23. Sort a Table
By sorting, you can put a column of information in
alphabetical, numerical, or date order. You can sort in
ascending order (alphabetical from A to Z, lowest
number to highest number, earliest date to latest
date) or descending order (alphabetical from Z to A,
highest number to lowest number, latest date to
earliest date). You can also sort within a sort. For
example, you can sort by state and then sort within
each state by city. When sorting within a sort,
perform the innermost sort first. For example, if you
are sorting by state and then city, sort the city first
and then sort by state.

25. Creating Reports
•Reports organize and summarize data for viewing online or for
printing. A detail report displays all of the selected records.
You can include summary data such as totals, counts, and
percentages in a detail report. A summary report does not list
the selected records but instead summarizes the data and
presents totals, counts, percentages, or other summary data
only. Access has several report generation tools that you can
use to create both detail and summary reports quickly. This
lesson teaches you how to create reports.
•Use the Report Button
• The Report button creates a simple report that lists the
records in the selected table or query in a columnar format

26. To use the Report
button:
To use the Report button:
1.
2.
3.
4.
Open the Navigation pane.
Click the table or query on which you want to base your report.
Activate the Create tab.
Click the Report button in the Reports group. Access creates your
report and displays your report in Layout view. You can modify the
report.

27. Tip: After you create a report, you can save it.