This document provides an introduction to Microsoft Access databases. It defines what a database is and describes the key components of an Access database, including tables, queries, forms and reports. It also outlines common database terminology like records, fields, primary keys and relationships. Database objects in Access are described as well as different data types. The document concludes by covering how to create a new blank 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