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1. Swami Vivekananda Govt. College
Ghumarwin
Presentation of Database management
system
My Topic is MS Access
Roll no. – 24BCA24
Subject code –BCA0205
Submitted by Naman
Kumar Mehta
Submitted to prof. Amar
Paul
(Dept. Of BCA/PGDCA)

2. Index
• Introduction of database.
• Operation of data base
• Introduction of MS access.
• History of MS access.
• Create a Database .
• Components of MS access.

3. Introduction of Database
Database can be defined as “A well-organized collection of
data that related in a meaningful way , which can be
accessed by different users but stored only once ”.
Data is a very important resource in the operation
&management of an organization . With the increased
demand of the data in the various organizations such as
banks , Universities ,railways ,
Airlines , companies etc. ,it becomes a necessary to store
data in an organized manner so that it can be used again
and again .
So ,we need a database to store the data in an organized
form.

4. Database operations
• To maintain huge databases , we need certain operations which help
in maintaining the data in the database efficiently.
The most commonly used operation performed on the database are:
(a) Insertion : To add a new data into the database.
(b) Selection : To view or retrieve the stored data.
(c) Update : To modify or edit the existing data .
(d) Deletion : To remove or delete the existing data from the data
database.
(e) Sorting : To arrange the data in a desired order
(ascending/descending).

5. Introduction of MS-Access
• Microsoft Access (MS Access) is a relational database
management system (RDBMS) developed by Microsoft.
It is part of the Microsoft Office suite and is used for
storing, managing, and analyzing data efficiently. It is
mainly used for creating and handling databases
without needing advanced technical skills.
• Just like our brain organizes and retrieves information,
MS Access does the same digitally.

6. History of MS-Access
1992 – first version (Access 1.0) released as part of Microsoft Office.
1995 – Access 7.0 introduced for Windows 95.
1997 – Added Visual Basic for Applications (VBA) for automation.
1999 – Improve importing the XML data and introduction of Data
Access Pages (DAPs).
2007 – Introduce new interface Ribbon UI and improve data types.
2010 – Introduced web databases with SharePoint.
2013-2019 – Improved cloud integration, SQL support.
• 2021 – Added Dark Mode and enhanced modern database support.
MS Access has evolved into a powerful relational database system,
widely used for small to medium-sized applications.

7. • Create a database
1. Open Microsoft access.
2. Click on Blank desktop
database.
3. Under File Name type a name for the
database
4. To change the location of where to store the
database, click the folder icon and select a
Location.
5. Click Create. Your data base is Created .

8. Components of MS-Access
Microsoft Access is a database management system (DBMS) that
consists of several key components for storing, managing, and
analyzing data. The main components of MS Access are:
1. Tables – Store data in rows and columns (like spreadsheets). Each
table consists of records (rows) and fields (columns).
2. Queries – Used to retrieve, filter, and manipulate data from one or
more tables.
3. Forms – Provide a user-friendly interface to enter, modify, and view
data.
4. Reports – Used to format, summarize, and present data in a
structured way.

9. Table
A table in MS Access is a fundamental database object that stores data in a
structured format using rows and columns. It acts as the foundation of a
database, where each row represents a single record, and each column
represents a field that holds specific data types such as text, numbers,
dates, or Boolean values.
Tables help organize and manage large amounts of data efficiently. Each
field in a table has a specific data type that defines the kind of information it
can hold. Additionally, tables can have a Primary Key, which uniquely
identifies each record and ensures data integrity by preventing duplicate
entries.
In MS Access, tables can be created and modified using Design View (for
defining structure and data types) or Datasheet View (for direct data entry).

10. • To Create a Table in Design View.
1. Open MS access and create a new data base .
2. Click on the table Design view in the create tab.
4. In the Design View, you will see three columns: Field Name, Data Type, and
Description.
In the Field Name column, enter the name of each field (e.g., Student ID,
Name, Age).
In the Data Type column, choose the appropriate data type for each field
(e.g., AutoNumber, Short Text, Number, Date/Time).
• (Optional) In the Description column, add notes about the field.
5.Click the Save icon or press Ctrl + S. Enter a name for your table and click OK.
6. Close your design view and Double click on table on the navigation pane.
Your table is created.

11. • What is primary key ?How we add it in table.
A Primary Key is a tool or service that
uniquely identifies each record in a
table. It prevents duplicate values and
ensures that the field cannot be left
empty (Not Null).
Steps to Set a Primary Key in MS Access:
1. Open your Table in Design View.
2. Select the Field you want as the
primary key (e.g., “ID”).
3. Click on the Primary Key button (🔑) in
the toolbar or Right-click and select
Primary Key.
4. Save the table (Ctrl + S).

12. Queries
• A query in MS Access is a tool used to retrieve, filter, analyze, and
manipulate data from one or more tables. It allows users to define
specific conditions to extract relevant data efficiently, without
modifying the actual tables.
• Step to create a Query :
1. In MS access , On the create tab in the ribbon , select Query design
command under query group.
2. Click on the design tab and select SQL view to enter SQL command
manually.
3. Enter the SQL query that you want .
4. Click on run button in the design tab .
5. If successful, no error will appear , your query is executed.

13. Example of queries

14. Form
A form in MS Access is a graphical user
interface (GUI) that allows users to enter, edit,
and view data in a structured and user-
friendly manner. Instead of working directly
with raw data in tables, forms provide an
organized layout.
• To Create a Form:
1. Open the table.
2. Click on the Create tab the ribbon.
3. Click on Form in the Forms group.
4. A form is created and opens in Layout View.
5. To save the form , click the save command
on the quick access tool bar. Type a name for
the form then click OK.

15. Report
In MS Access, a Report is an object used to format,
summarize, and present data in a structured way. It
retrieves data from tables and displays it in a
readable and professional format.
• To Create a Report:
1. Open the table.
2. Click on the create tab on the ribbon
3. Locate the report group and click on report
command.
4. Your report will be created and display in
layout view.
5. To save the report , click on save command in
Quick access toolbar and type the name for
report then click OK.