Microsoft Access Basics

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