The document provides an overview of Microsoft Access 2016, a database management system designed for efficient data storage and retrieval. It explains key components such as tables, queries, forms, and reports, emphasizing their roles in organizing and managing data. The document also includes instructions for getting started with Access, including creating and opening databases.

1. Database
Microsoft
Access 2016

2. Databases
In this Information Age, we are surrounded
by huge amount of data.
To use this data effectively, it must be
stored in such a way that it can be retrieved
and interpreted with flexibility and
efficiency.

3. A database is a file composed of records
concerning a certain topic or business
application, each containing fields together
with a set of operations for searching,
sorting, recombining, and other functions.

4. Databases help organize related information
in a logical fashion for easy access and
retrieval.
Databases aren’t only for computers. There
are also manual databases; we simply refer
to these as manual filing systems or manual
database systems.

5. Database management system is a software
interface between a database and a user.
A database management system handles user
requests for database actions and allows for
control of security and data integrity
requirements.

6. Getting Familiar with Microsoft
Access 2016 for Windows
Microsoft Office Access 2016 is a
database software package and one of
the best database management systems
that can be used for all information
management.

7. It provides tools not only for storing,
retrieving, and manipulating data, but
also for creating useful forms and
reports, and sharing your database with
others.

8. Getting Started with Access 2016
1. Click the Start button on taskbar
2. Point to All Programs, click Microsoft
Office
3. Click Microsoft Office Access 2016

9. Figure 5.1: The Access welcome screen provides a number of ways to start working with Access.

10. Start a new database with:
• Access Templates
• New Blank database
• Microsoft Office Online
• Recently used database

11. Opening a Database
Click More at the Open Recent
Database

12. Creating a Blank Database

13. Creating a Blank Database

14. Datasheet view of the Student database

15. What is a Datasheet?
In Access, datasheet displays the
information stored in a table in columns
and rows.
You can use a datasheet to create a
table, enter data, retrieve data, and
perform other tasks.

16. Figure 5-4: Microsoft Access Window

17. Microsoft Access Window

19. Microsoft Access 2016 Objects

20. Tables
Tables serve as the primary data repository
in an Access database.
Access tables store data in a variety of
forms, from simple lines of text to complex
data such as pictures, sounds, or video
images.

21. Access is a relational database
management system (RDBMS) that
stores data in related tables.
For instance, a table containing
employee data (names and addresses)
may be related to a table containing
payroll data (pay date, pay amount, and
check number).

22. After Access creates a blank database, it opens in
Datasheet view.
When you view a blank database for the first time in
Datasheet view, you see a column named ID.
This column is by default the primary key field.
A primary key is a field or combination of fields that
uniquely identify each record in a table.
• No two records in a table should have the same
values in every field.

23. Student table
Value: At the intersection of a row (record)
and a column (field) is a value—the actual
data element.
Each value in a field represents a single
type of data.

24. Queries
Queries extract information from a database.
A query selects and defines a group of records
that fulfil a certain condition.
Many forms and most reports are based on
queries that pre-filter data before it is displayed.

25. Forms
Forms help users get information into a
database table quickly, easily, and accurately.
Database records can be viewed, added,
changed, or deleted.
Entering data through the data-entry forms is
the most common way to get the data into
the database table.

26. Data-entry forms restrict access to certain fields
within the table.

27. Reports
Reports organize or summarize data so that it can
be printed or viewed onscreen.

28. Macros
Macros give individuals the ability to
automate tasks.
One can use a macro to add functionality to a
form, report, or control.

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