THIS IS A SHORT INTRODUCTION TO MICROSOFT ACCESS DATABASE

2. INTRODUCTION TO MS. ACCESS DATABASE
BY
MR. OBENG FRANCIS
OBUASI SENIOR HIGH TECHNICAL SCHOOL

3. MICROSOFT ACCESS DATABASE
• A database is a systematic collection of data. They support electronic storage and
manipulation of data.
• A database is an organized collection of structured information, or data, typically
stored electronically in a computer system.
• A database is usually controlled by a database management system (DBMS).
• Database Management Systems (DBMS) are software systems used to store,
retrieve, and run queries on data.
• A DBMS serves as an interface between an end-user and a database, allowing users
to create, read, update, and delete data in the database.

4. Type of Database
• Relational databases: This type of database defines database relationships in the
form of tables. Include MySQL, Oracle, and Microsoft SQL Server database.
• Object-oriented databases: Information in an object-oriented database is
represented in the form of objects, as in object-oriented programming.
• Distributed databases: A distributed database consists of two or more files located
in different sites.
• Data warehouses: A central repository for data, a data warehouse is a type of
database specifically designed for fast query and analysis.
• NoSQL databases: A NoSQL, or nonrelational database, allows unstructured and
semi-structured data to be stored and manipulated

5. • Graph databases: A graph-oriented database uses graph theory to store, map, and
query relationships.
• OLTP (Online Transactional Processing) is a category of data processing that is
focused on transaction- oriented tasks. OLTP typically involves inserting,
updating, and/or deleting small amounts of data in a database.
• Open-source databases: An open-source database system is one
whose source code is open source; such databases could be SQL or NoSQL
databases.
• Cloud databases: A cloud database is a collection of data, either structured or
unstructured, that resides on a private, public, or hybrid cloud computing
platform

6. • Multimodal database: Multimodal databases combine different types of database
models into a single, integrated back end. This means they can accommodate
various data types.
• Document/JSON database: Designed for storing, retrieving, and managing
document-oriented information, document databases are a modern way to store data
in JSON format rather than rows and columns.
• Personal database: A personal database is used to store data on personal computers
that are smaller and easily manageable.
• Centralized database: It is a database which is at a centralized location, and users
from different backgrounds can access this data

7. Common Database Terminologies
• Table (relation, file, class): A table is a collection of rows or a collection of data
about a specific topic/object.
• File: A file is a collection of associated records.
• Record: All information (all fields/columns) for every item in a file is called a
record (or each individual line).
• Field : fields are different categories within a table. Tables usually contains multiple
fields.
• Column (field, attribute): A column is the smallest unit of storage in a relational
database
• Row (record, tuple): A row is a collection of column values. Every row in a table
has the same shape
• Data: Data is a collection of pieces of information

8. • Database object: An object is a container for the work you want Access to perform.
It includes tables, macros, queries, forms, reports, and/or pages.
• Datasheet: is a simple way to look at your data in rows and columns without any
special formatting.
• Form: A form is a user-friendly interface used for entering or displaying data.
• Report: A report is similar to a form, but it only shows the information you want. It
is also the end result of a query.
 Query: A query is a type of command that retrieves data from the server. Eg, SQL.
• Query: A query is a request you make of your data to extract only the information
you want.
• Key: is an identifier, one or more column(s) of a relation that is/are used to identify
a row.
• Candidate key: a key is called a candidate key because it is a candidate to become a
primary key.

9. • Primary key: it is a key that uniquely identifies/distinguish rows in a relation.
•
Primary key: The field that makes each record in a table unique
• Foreign Key: A unique ID field from one table located in another table, linking the
two tables together.
• Composite key: is a candidate key that consists of two or more attributes (table
columns) that together uniquely identify an entity occurrence (table row).
• Compound key is similar to a composite key in that two or more fields are needed
to create a unique value.
• Datasheet View: A grid containing columns and rows where you add, edit, and
delete records in a database table.

10. 
Design View: Displays the structure of a table, form, or report without displaying the data

Sort Ascending: Provides an alphabetical list of text data or a small-to-large list of numeric
data

Sort Descending: Arranges the records with the highest value listed first to the lowest value
listed last.

Query Design grid: Displays when you select a query's Design view. It divides the window
into two parts.

Query Wizard: A tool that facilitates new query development through a series of dialog
boxes.
• One-to-many Relationship: a relationship formed between two tables in which each record
in one table has more than one related record in the other table.

11. • One-to-one Relationship: a relationship formed between two tables in which each
record in one table has only one related record in the other table
• A many-to-many relationship: occurs when multiple records in a table are
associated with multiple records in another table.
 Table Wizard: An Access tool that helps users construct tables by just answering a
few questions.
• Form View: The view in which you can enter and modify the information in a
record.

Cascades: Permit data changes to travel from one table to another.

Cascade Delete: Searches the database and deletes all of the related records.

Cascade Update: Connects a primary key change to the tables in which it is a
foreign key.

12. • Criteria: the specifications you give a query so that it can find matching fields and
records.
• View: A view is an alternative way to present a table (or tables). You might think of
a view as a "virtual" table. A view is (usually) defined in terms of one or more
tables.

13. What is MS. Access Database
• Microsoft Access is a database management system (DBMS) from Microsoft that
combines the relational Microsoft Jet Database Engine with a graphical user
interface and software-development tools.
• It is a member of the Microsoft 365 suite of applications, included in the
Professional and higher editions or sold separately.
• MS Access uses “objects" to help the user list and organize information, as well as
prepare specially designed reports.

14. Access database objects
• When you create a database, Access offers you Tables, Queries, Forms, Reports,
Macros, and Modules.
 Tables
 Queries
 Form
 Reports

16. MS Access - Data Types
• A field's data type determines what kind of data it can store.
 The data type determines the kind of the values that users can store in any given
field.
 Each field can store data consisting of only a single data type.
• Short Text : Text or combinations of text and numbers, including numbers that do
not require calculating.
• Long Text: Lengthy text or combinations of text and numbers.
• Number: Numeric data used in mathematical calculations.
• Date/Time: Date and time values for the years 100 through 9999.
• Currency: Currency values and numeric data used in mathematical calculations
involving data with one to four decimal places.

17. • AutoNumber: A unique sequential (incremented by 1) number or random number
assigned by Microsoft Access whenever a new record is added to a table.
• Yes/No: Yes and No values and fields that contain only one of two values (Yes/No,
True/False, or On/Off).
• Attachment: Files, such as digital photos. Multiple files can be attached to a record.
• OLE objects (Object Linking and Embedding: OLE objects can store pictures,
audio, video, or other BLOBs (Binary Large Objects).
• Hyperlink: Text or combinations of text and numbers stored as text and used as a
hyperlink address.
• Calculated: You can create an expression that uses data from one or more fields to
perform calculation.

18. CREATING A DATABASE (ACCESS DATABASE)
• In this session, we will be covering the basic process of starting Access and creating
a database.
To create a database
1. Let us now start by opening MS Access.
2. Select Blank database. Enter the name and click the Create button.
3. Access will create a new blank database and will open up the table which is also
completely blank.

19. • THANK YOU