This document provides an introduction to MS Access, focusing on tables, forms, and reports. It discusses what Access is and how it can be used as a relational database application. The key components of an Access database are described, including tables, forms, queries, reports, and other objects. Tables are introduced as collections of records with fields that can be designed, constructed, and manipulated. Forms and reports are covered as interfaces for entering, displaying, and printing out data stored in tables. Various views and wizards are outlined to assist with building tables, forms, and reports in Access.

1. MS-ACCESS
(TABLES,FORMS AND
REPORTS)

2. 2
Introduction
 What’s Access?
 We know that MS-office is application suite.
 One of the application in such application suite is MS-
access.
 Access is a relational database application
designed to handle thousand or a few records
depending upon the user needs.
by Nithin Raj

3. 3
Introduction
 Database tables are collections or lists of
records, each record holding individual
pieces of information in fields
 As a database Management System
(DBMS), Access enables a user to create
and maintain these tables, employing
sophisticated, yet easy-to-use, tools to
facilitate defining, constructing, and
manipulating data
by Nithin Raj

4. 4
Getting Started …
 In Access, a database application is
composed of database objects, which are:
 Tables
 Forms
 Queries
 Reports
 Pages
 Macros
 Modules
by Nithin Raj

5. 5
Tables
 Design a table:(before don’t forget to
create access database file)
 You can add individual fields to a blank table structure
using the panes in Table Design View
 The top pane is the grid and is used to specify a field’s
name, descriptive text, and data type.
 The bottom pane is the field properties section and is used
to specify field size and other attributes
 Each row in the grid corresponds to one field; a
collection of all fields is grouped into a record
 Access denotes that one field in every table contains
unique entries that distinguish that record from others, this
is the primary key field. by Nithin Raj

6. 6
Tables
 Design a table:
 Within each field, there are three corresponding
columns in the grid:
 The first is the field name column, which defines the name of
the field
 The second is the data type column, which regulates what type
of data a field can hold, such as numbers, text, and dates
 The third column is the description; information in the
description column appears in the status bar when the field is
selected in either a form or datasheet view
 Field names appear as column headers in Table
Datasheet View
by Nithin Raj

7. 7
Tables
 Design a table:
 Access data types are:
 AutoNumber
 Date/Time
 Currency
 Text
Memo
 Number
Yes/No
OLE
Hyperlink
 Lookup Wizard
by Nithin Raj

8. 8
Tables
 Enter & delete data:
 Creating a database table is a two-part process; the first part
defines the structure of the table. The second part of the
process involves input from the user; this usually demands
physically typing the data into the table
 Data can be entered directly into a database table using the
table’s datasheet view
 When you advance to a previous or new blank row, Access
writes the data to the table
by Nithin Raj

9. 9
Tables
 Filter & sort tables:
 Records display in the order in which they were created by default
 Access provides sorting and filtering features to assist you in
organizing and delineating table data as the number of records
increases
 Records can be sorted in either ascending (low to high) or
descending (high to low) order based on a selected field
 Filtering data involves specifying conditions that a record must
meet to be selected. Filters can contain single or multiple conditions
(tests) that must be met for a record to be listed. A set of records
produced as a result of a filter is known as a dynaset
 You can apply two or more filters to the same table; in such case
logical conditions such as AND or OR are used
by Nithin Raj

10. 10
Forms
 Forms provide a user interface for database
tables. They are used as the primary method of
entering, editing, and displaying data contained
in database tables
 While you can use the datasheet to perform
many of the same functions,forms present
information in an organized manner, thus
enhancing data entry
 Forms are generally layout documents that
combine graphic objects and table data
by Nithin Raj

11. 11
Forms
 Access supports three primary views for
working with forms:
 Form Design View, where the controls and layout can
be modified, but the table data is not displayed
 Form View, where controls linked to table fields
display the field’s value for the current record
 Datasheet View, where you can work directly with the
table used by the form
by Nithin Raj

12. 12
Forms
 Use a Form Wizard
 The Form Wizard can assist you in constructing basic form
layouts. Instead of constructing a form manually, you can use the
Form Wizard to quickly produce a basic form layout
 The Form Wizard prompts you for necessary information to
construct a form according to one of several predefined layout
types. After answering each question, you can advance to the
next window or return to previous windows to select different
options
 The Form Wizard allows you to define the underlying table(s),
field inclusion, and basic layout schemes. You can quickly create
and link controls to an underlying table(s)
 If necessary, you can later customize the form in Form Design
View
by Nithin Raj

13. 13
Reports
 A report is a design document that displays
formatted data from one or more database tables.
Reports are designed for printing and
distribution to an audience
 Reports are used to summarize large quantities of
data into meaningful information using
calculations, record lists, totals, and other reports
objects
 Reports produce paper forms such as invoices
and inventory lists
by Nithin Raj

14. 14
Reports
 Access provides several Report Wizards to assist
you in the construction of reports. Report Wizards
prompt you for basic information about the
report, and then create a basic report layout
 Access permits you to view and modify the results
of a Report Wizard just as you would do for an
report created manually. You can use the tools
supported by Report Design View to move, insert,
and modify objects to customize the report
by Nithin Raj

15. Thank you