This document provides an introduction to Microsoft Access. It describes Access as a database management system (DBMS) that allows users to create and modify databases. It compares Access to Excel, noting that Access can manage one-to-many and many-to-many relationships while Excel is limited to one-to-one relationships. The document then outlines the hierarchy of an Access database, including the database file, tables, fields, and data types. It provides instructions for creating databases, tables, and relationships between tables in Access.

1. Microsoft Access
The Basics

2. Introduction
 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
 Database
• Collection of related items or facts arranged in a specific
structure related to a particular topic or project
 DBMS
• Program or collection of programs, that allows any number
of users to access and modify the data in a database.
• Tasks of DBMS: Entering data, updating data, deleting data,
backing up the database, etc

3. MS Access vs. MS Excel
 MS Excel
• spreadsheet
• flat database
• all information has a one-to-one relationship
 MS Access
• like multiple spreadsheets that are connected to
one another
• one-to-many relationships
• many-to-many relationships

4. MS Access vs. MS Excel
 The choice is simple:
• IF you have only one-to-one
relationships, you need to use MS
Excel.
• IF you have one-to-many or many-to-
many relationships, you need to use MS
Access.

5. Hierarchy in breaking down a Database

6. Hierarchy in breaking down a Database
 Database File: Main file that encompasses the entire
database and that is saved to a disk.
Example) StudentDatabase.mdb
 Table: Collection of data about a specific topic. There can
be multiple tables in a database.
Example #1) Students Example #2) Teachers
 Field: Categories within a Table. Tables usually contain
multiple fields.
Example #1) Student LastName Example #2) Student
FirstName
 Datatypes: Datatypes are the properties of each field. A field
only has 1 datatype.
FieldName) Student LastName
Datatype) Text

7. Creating New Databases

8. Creating Table in Design View

9. Creating Table using Wizard

10. Primary Key
 One or more fields (columns) whose value or
values uniquely identify each record in a table.
 A primary key does not allow Null values and
must always have a unique value.
 A primary key is used to establish relationship
between two tables of your database.
 NOTE: You do not have to define a primary key,
but it's usually a good idea. If you don't define a
primary key, Microsoft Access asks you if you
would like to create one when you save the table.

11. Field Types
 Text
 Memo
 Number
 Date/Time
 Currency
 AutoNumber
 Yes/No

12. Entering Data in a Table
USING AUTO FORM

13. Modifying a table
 Rearranging Fields
 Adding Field and Record
 Deleting Field and Record
 Changing Column width
 Changing height of Rows
 Selecting one Field and Multiple Fields
 Selecting one Record and Multiple Records
 Selecting Text in one Cell and Multiple Cells

14. CREATING RELATIONSHIPS BETWEEN TABLES

15. Working with FORMS

16. Handling Queries

17. Generating Reports

18. Reports