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Ms Access


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Ms Access

  1. 1. Introduction To Access This is the Access interface which will familiarize you with different screens, commands etc to work in Access. This is the opening screen of Access database. This is the Title Bar for displaying the name of the database currently open along with the minimize restore/maximize and close buttons. This is the Menu Bar . A menu bar displays various menu items which perform different tasks relating to the database like creating a new database saving a database formatting a database etc. You can select a command from the menu to perform a task. Each command performs a different task. The file and Edit menu bar are same as that of word or excel carrying the new open save cut copy paste etc. commands. Click on the View menubar option. The View menu bar presents the commands for enlisting the objects in list format or with details or as small or large icons. It also carries commands for viewing the database objects one at a time. Click on the Insert menu bar option. With the insert menu bar you can easily insert new database objects like tables or queries. Click on the Tools menu bar option. he tools menu bar option carries commands such as spell checking macros etc. Click on the Help menu bar option. This is the Tool Bar . A toolbar contains buttons for the most frequently used menu bar options so that a user need not go through the entire menu for searching that option. Each button is presented as a picture for easy recognition as well as tool tips for easy identification. Besides it also contains buttons for opening the database objects in design view as well as simple view. This is the object bar . It contains shortcuts to creating different objects in Access like Table Query Report etc. Creating Database Using Access Wizard MS Access is a database program that allows you to store and manage large collections of information. For example, hospitals maintain large amount of data pertaining to its patients' history; companies maintain large amount of data pertaining to its employees; schools maintain databases that keep a record of the details of students etc.Access is a database program that helps in maintaining details of a particular entity. Creating database in MS Access is very easy. With the help of the database wizard you can create a new database within no time.For starting MS Access, you first select it from the Programs menu. In the initial screen, just specify that you want to use a wizard to create a database.This Wizard will take you one step at a time to create the full database. It lets you specify the Tables that are to be included in the database, the fields to be included in the Table, as
  2. 2. well as allows you to specify the style of the database. After the database is created, you can also add records in it. This simulation shows you how to create a new database using the Database Wizard which will guide you through the steps such as inclusion of fields in the table, applying styles for formatting, giving titles to your reports and entering records to build up a complete database. AfterOpeningAccess Click on the General Templates... option. Click on the Databases tab. Click on the Inventory Control option. Click on the OK button. After Saving Click on the Product Information option. Click on the Discontinued checkbox option. Click on the Blends option. Next. Click on the Formal option. Next. Delete. Type Product Inventory. Next. Finish. Click on the Enter/View Products option. Enter Data. And Close the database. Creating A Blank Database In Access If you want to design your own database, you can create a blank database. Creating your own database gives you the flexibility to specify the tables to be included in the database. It thus offers you more flexibility and control over the design of a database. You can create a blank database by selecting it in the initial screen only. After creating the database structure, you can make tables in it, rename fields according to your requirements and enter data as well. You can also include new fields as well as delete unwanted fields from your database. You can delete the fields you dont require any longer by selecting the Delete option from the Edit menu.You can also specify a Primary key for your Tables. A Primary Key ensures that each record in the database remains unique and that there exist no two similar records. If you have not created a Primary Key for your Tables then Access will automatically ask you to create one when you close your database. This simulation will show how to create a blank database, include tables in the database, enter records, rename and delete fields. It will also teach you how to save your records and setup a primary key for the table. Click on the Blank Database option. Create the database with name. Click on the New button. Click on the OK button. Double-click on Field1 . Press Delete key from the keyboard. Type Name. Double-click on Field2. Type Age. Similarly create field Address.
  3. 3. Enter the values into database and save the table names as EMP. Now Set the Primary key for the database table. Press Right Click on one field (Address) and click on rename column. Type City and press enter key. To delete column value press right click on City and delete column. Creating Forms In Access. Forms are used in MS Access for the visual presentation of data. They can display one record at a time so that you can easily edit your data as well as enter new data. Forms provide a more structured view of your data.nAccess offers you a form wizard to assist you in designing forms. The form wizard provides several types of layouts, which determine the arrangement of information on the form. At the same time, you can also specify a style for your Forms. Styles enhance the appearance of your Forms. After the form is created, it displays the field names that you have selected as well as the data for the first record. It also displays some navigation buttons at the bottom of the form so as to enable you to move to different records. Here you can add, delete and edit your data. Moreover, you can also sort your data in the ascending or the descending order. For sorting data in ascending or descending order, select Sort option from the Records menu and then select ascending or descending option. This simulation will guide you through the process of creating forms through the Form Wizard. It will teach you to set the layouts, styles for visual presentation of your data, enter new records, delete records, move through records and sorting records in ascending or descending order. Click on the Forms object. Double-click on the Create form by using wizard option. Click on the All Fields Selector (>>) button to include all the fields at a time. Next. Next. Next. Finish. Click on New Record Button to add new record. Enter Data. Now click on Edit Menu bar option. Click on Delete Record Option for deletion. Click on the Records menu bar option. Move the mouse pointer over the Sort option. Click on the Sort Descending option. Records will be arranged in Desending order. Similary for Accending. Close the window. Retrieving Record Using Queries In Access A Database is a huge collection of data. Think of a situation when you want to access a particular piece of data. Let us consider a Database of students. You want to access the records of only those students whose names start with s. Query is the feature that handles problem of this kind. A Query can be used to find out specific information from your database. You can construct a Query and specify the criteria as names beginning with s. Access offers different kinds of Queries to work with.
  4. 4. For example, there is the Select Query that lets you retrieve some specific data based on your requirements. The Select Query will enable you to set some criteria on the basis of which the data is to be retrieved.Queries can be made by selecting the Query option in the database window. You can specify the criteria and then run the query by clicking on the Run Query button on the toolbar.The result sent back by the Query can be sorted according to your requirements. The result can be arranged in the ascending or the descending order. This simulation will teach you the process of making use of the query object of MS Access for quick and selective retrieval of data as well as sort the resultant records in ascending or descending order and save the query. Click on the Queries object. Click on the New button. Click on OK button. Click on Add Button. (Customer). Close. Double click on Customer Name, Address, City. Click on the Run Query button on the Toolbar. Query was successfully executed. Save the query. Rename query name as Product Sold. Click on the Design button. Click on the highlighted area , i.e., Sort Field. Select Ascending Option. Close. Creating Reports In Access MS Access can be used to create quality reports. You can use Report Wizard to create a professionally designed report that summarizes data from your database. A Report Wizard guides you one step at a time to create the entire report. In the process, you have the option to specify the Table or the Query on which the report is to be created. You can also specify the fields that you want to include in your report and the layout of your report. Moreover, you also are able to sort the records in the report. This simulation will teach you to create simple reports for quick analysis of your data, group and sort records. Click on the Reports Object. Double-click on Create report by using wizard. Click on the Down arrow under Tables/Queries . Here you can select Table or Query for which you want to create Report. Press Enter key from the keyboard. Click on the All Fields Selector button to include all the fields at a time. Next Double-click on Customer Name .  Next  Click on the Down arrow button. Click on the City option. Press Tab Key. Click on Down arrow button. (Address)  Next Next Next Type Custom orders Finish.