Uses of MS Access in Business


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Uses of MS Access in Business

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  • Fields should break down information into its smallest logical parts.
    Instead of having a single field for address, you might have a field for city , street, state postal codes, telephone number
    It is a good idea to include an ID field. Each employee’s record in an Employees table would have its own Employee ID. ID fields are useful when you create relationships between tables.
    Once you have decided on the tales that you need in your database, you need to define relationships between the tables. Otherwise you have little more that a collection of spreadsheets, rather than a relational database. Relationships between tales allow you to run complex queries against multiple tables .
  • In order to create relationship s between tables , you must define a primary key for each of your tables. A primary key is a field or set of fields that contains different data for each record in your table. ID fields consisting of discrete numbers automatically assigned to each record are often used as primary keys
    Ex. Customer table – Customer ID – Primary key
    Sales table – Customer ID – Foreign key
    Relationship ship is created by using primary and foreign key.
    Types of relationship:
    One to one – link each record in one table to a single record in another table
    One to many – used to break up tables that have a large number of fields – the most common relationship
    Many to many – each record in one table to several in another table . Primary key must be located in the table with one record . Clients/Sports : link several sports to a single client and several clients to a single sport. You need to create a third table, called a junction table. Which will contain a primary key with at least two fields- one for each foreign key from the tables that you are relating. Both of the tables will have one to many relation with the junction table.
    Many to one – table with foreign key. Useful when updating multiple records that are linked to a single value in another table – employees from a particular region.
  • Uses of MS Access in Business

    1. 1. Uses of MS Access in Business Presented to: Deepjyoti Choudhury Presented by: Biswajit Bhattacharjee (19) Bikash Choudhury (16) Kumar Akshay Emran Khan (40)
    2. 2. What Is a Access?     MS Access is a relational database management system. It is an application software that is used to create and manage computer based database on desktop computer and or on networks. The MS Access can be used to create simple and powerful information system solution for small and medium size organisations. MS Access - software used for creating databases • Quickly • Accurately • Using wizards and templates developed to maintain the integrity of your data  Data are just information
    3. 3. What Is a Access? (cont…) • A database is a collection of related data organised in a structured manner • A software package that is used to define, create, store, manage and manipulate the data is called database management system (DBSM). • A relational database stores information across different tables and connect them with link.
    4. 4. What is an Access Database? Collection of data objects stored with filename extension .mdb (Microsoft database) Main Access data objects Tables Queries Forms Reports Macros Modules Pages
    5. 5. Access basic Data Objects Queries Tables Pages Macros Database Forms Report s Modules
    6. 6. Access Database Objects • Tables contain rows called records and columns called fields. • Queries are requests for specific information from a database. Queries are virtual tables built on a given SQL statement 6
    7. 7. Access Database Objects (cont. …) • Forms are parts of user interface. Forms are used to enter, edit or browse data from a database • Reports present requested information and allow to create hard copies. 7
    8. 8. Access is a relational database • Access allows you to form relationships between the tables; that’s why it’s called a relational database • The simplest way to create a relationship – Look for identical field names between tables. • Tables can be joined in three ways; one-to-one, one-to-many, and many-to-many.
    9. 9. Relational Database • All data items are organized by tables. – E.g., in School DB, tables for • Students (firstName, lastName, phone, email) • Faculties (firstName, lastName, phone, officeNo.) • Courses (department, crsNumber, title, credits) • Classes (time, location, course, classNum) • Schedule (student, class) • Buildings(bldgName, hasElevator, hasADA) • Rooms (roomNo, building, capacity, hasInternet)
    10. 10. Students Table firstName lastName phone email Anne Anderson 123-4568 Ben Benson 234-5678 Cathy Carson 345-6789 Dan Danson 456-7890 Erin Emmerson 567-8901 Frank Farrington 678-9012
    11. 11. Linking Tables Rooms Classes Students Buildings Courses Schedules Faculty
    12. 12. Getting Started with Microsoft Access Double click on the Microsoft Access icon on the desktop.
    13. 13. How to open Access? Access opens with the dialog box shown here
    14. 14. Database Window Database Window – Main database design/management window – Displayed when creating or opening an Access database – You can use the Objects toolbar to access the different objects that make up a database
    15. 15. Creating New Database Using Wizard
    16. 16. Create a database using the Database Wizard • 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 Access Database Wizards, pages, and projects and then click OK. (or you can click “New Database” on the toolbar ) • On the Databases tab, double-click the icon for the kind of database you want to create. • Specify a name and location for the database. (Save it to your file on the H: drive) • Click Create to start defining your new database
    17. 17. Tables
    18. 18. Tables What is table • Basic container for data, arranged as a grid of rows and columns • Each row contains a single record • Each column represents a field within the record Access tables • Fundamental data objects in Access – Forms, queries and reports are all based on tables • Table Wizard provides automated table creation • Tables can also be created manually for more precise specification
    19. 19. Creating a new table in Design View • For each field in new database, specify the following items – Field Name • Descriptive name of field to be used in table – 64-character maximum – Prohibited characters : period(.), accent grave(‘), square brackets([]), exclamation point(!) – Data Type • Drop-down list displays available data types – Number, Date/Time, Currency , Auto number, Yes/No, OLE Object, Hyperlink, Lookup Wizard – Description • Comment describing details of field. Appears on the status bar in Datasheet view when you click a row in the field's column
    20. 20. Access Data Types. Data Type Usage Size Text Alphanumeric data Up to 255 characters Memo Alphanumeric data—sentences and paragraphs Up to 64,000 characters Number Numeric data 1, 2, 4, or 8 bytes (16 bytes for ReplicationID and Decimal) Date/Time Dates and times 8 bytes Currency Monetary data, stored with 4 decimal places of precision 8 bytes AutoNumber Unique value generated by Access for each new record 4 bytes (16 bytes for ReplicationID) Yes/No Boolean (true/false) data <1 bit/FONT> OLE Object Pictures, graphs, or other ActiveX objects from another Windows-based application Up to about 1 gigabyte Hyperlink A link "address" to a document or file on the World Wide Web, on an intranet, on a local area network (LAN), or on your local computer Up to 2048 characters
    21. 21. Fields properties Field Property Purpose/Note or Example Field size Specifies amount of storage for data in field Note: Test maximum field size = 255 characters Format Predefined formats for field data Ex: Short date =11/25/97 Input Mask Formatting mask for user data input Ex:Phone number input mask = (XXX)-XXX-XXX Default Value Specifies default value in field Note: Speeds up data entry. Required Specifies that a value must be entered in field Indexed Tells Access to create an index for this data field Note: Speeds up data searches based on this field
    22. 22. Setting a Primary Key • What is a primary key? – Main index for table – Must be unique for each record in table • Example: Product number, Employee number, etc. – If no such field exist, create a new field with the data type “Auto number” and specify it as the primary key • Access will automatically create unique numbers for this field • Assigning a field as the primary key – Select field – Click on Primary Key button on toolbar (or use “Edit /Primary Key”) • A key symbol will appear next to selected field
    23. 23. Saving the table – Select “File/Save” or click on the close button for the Table Design View window – Access will prompt you to enter a name for the new table • Table name can be up to 64 characters
    24. 24. COMMANDS Steps to open MS AccessFile- programs- MS Access Steps to create databaseFile- new- general- land database- ok- type the database name- create
    25. 25. COMMANDS (cont. …) Steps for table designInsert- table- design view- ok- type the field name- select the data type- select the field property if required- close- title table name- ok- no Steps for querySelect the table- insert- query- design view- ok- double click to add the field name as required- insert the criteria as required- close- yes- type the query name- ok.
    26. 26. COMMANDS (cont. …) Steps to design a formSelect the table- insert- form- design- ok- drag and drop the field names as required- format and color as required- click on image- drag and drop the image form- select the picture- ok- format- sent to back- close- yes- type the form nameok. Steps for reportSelect the table- insert- report- tabular/columnar report- ok.
    27. 27. ●Using Access in your business is almost unavoidable in today's business environment. ●Its ability to compile information and reports as well as building relationships between data and using queries is considered vital and indispensable
    28. 28. MS Access in the Business World • In terms of business uses databases can be created or can be imported from other applications like MS Excel • This screen shot shows an imported Excel spreadsheet to Access
    29. 29. MS Access in the Business World • With Access in your business environment you can do many things – Build database relationships (tables) – Build forms from existing database information – Build queries from other databases
    30. 30. MS Access in the Business World • With Access you can create a graphical interface which will tie together all the data you have in one easy to use module