Microsoft Access is a database management system from Microsoft that combines a relational database engine with graphical user interface tools. It allows users to create and manage databases, tables, queries, forms, and reports. Key features include adding, editing, organizing, and sharing data; creating tables in Datasheet or Design view; adding lookup fields; creating and using queries; setting table and field properties; filtering and sorting data; and importing or exporting data.

1. GHAZIABAD BRANCH OF CIRC OF ICAI
• SUBMITTED BY– NAMAN GUPTA
• REGISTRATION NO. –
NRO0504026
• BATCH NO.- 7
Project On-
ACCESS
• Submitted To -MS. Komal
Aggarwal

2. MICROSOFT ACCESS
• MICROSOFT ACCESS ALSO KNOWN AS MICROSOFT OFFICE ACCESS IS A
DATABASE MANAGEMENT SYSTEM OR DBMS FROM MICROSOFT THAT
COMBINES THE RELATIONAL MICROSOFT JET DATABASE ENGINE WITH A
GRAPHICAL USER INTERFACE AND SOFTWARE-DEVELOPMENT TOOLS. IT
HELPS US MANAGE DATA STORED IN A COMPUTER DATABASE. A DATABASE IS A
TOOL FOR COLLECTING AND ORGANIZING INFORMATION. DATABASE CAN
STORE INFORMATION ABOUT PEOPLE, PRODUCTS, ORDERS, OR ANYTHING
ELSE.

3. • An Access database stores its tables in a single file, along with other
objects, such as forms, reports, macros, and modules. Databases created
in the Access 2010 format have the file extension .accdb, and databases
created in earlier Access formats have the file extension .mdb.
● Using Access, we can do the following :
• Add new data to a database, such as a new item in an inventory
• Edit existing data in the database, such as changing the current location
of an item
• Organize and view the data in different ways
• Share the data with others via reports, e-mail messages, an intranet, or
the Internet.

4. DatasheetView
o Datasheet View : A view that
displays data from a table, form,
query, view, or stored procedure
in a row-and-column format. In
Datasheet view, you can edit
fields, add and delete data, and
search for data. In Access 2007,
you can also modify and add
fields to a table in Datasheet
view.

5. Create a table in Datasheet view
o Datasheet view
provides a visual way to
create a table.
o Start by creating a new,
blank database or by
adding a new table to
an existing database.
Either method opens a
new table in Datasheet
view.

6. o To add your fields, click the first blank field header – the words Click
to Add. That starts a menu of data types, and you select a data type
for the field. After that, the field header then becomes available for
writing, so...You just type the field name and press ENTER. Doing
that shifts the focus to the next field, where you repeat the process.
As you work, remember that if your field names contain more than
one word, don’t use spaces between the words
o When you’ve finished, press CTRL+S, or go to the Quick Access
Toolbar and click Save. That starts a Save As dialog box, where
you enter a name for the table and then save it.

7. Design View
o Design view:
A view that shows the design
of these database objects:
tables, queries, forms,
reports, and macros. In
Design view, you can create
new database objects and
modify the design of existing
objects.

8. Create a table in Design view
o Design view allows
you to build a table
from scratch and set
or change every
available property for
each field.

9. On the Create tab, in the
Tables group, click Table
Design.
In the Field Name column of
the designer, enter the
names of your table fields.
As a rule, the first field you
create should be your
primary key field. And
remember that you don’t
need to add any foreign key
fields now. You can do that
when you create your
relationships.

10. o In the Data Type
column, use the list
next to a field name
to choose a data
type for that field.
o As always, save your changes and
give your new table a name that
describes the data it contains.
o Optionally, use the
Field Properties
pane to set
properties for
individual fields.

11. Add and save data
o As you finish your
tables, you’ll probably
enter a few records.
That’s a good way to
test your tables, and
to help make sure
you’re capturing the
right data.

12. o When you enter or change data,
you never have to click Save to
commit the new information to
your database. All you have to do
is move the focus to another
record. To do that in a datasheet,
or in a type of form called a
multiple-items form, you can click
a different row. You can also use
the TAB or arrow keys to shift the
focus to a new record. Any of
those actions will commit new
data.
Add and save data

13. o The same is true for forms.
You enter data on the
form, and when you
navigate to a different
record, you commit your
data.
Add and save data

14. o Once you create your
tables, you’ll need to
know how to use the
record navigation
buttons.
o You’ll find them in the
lower-left corner of
your tables, and you’ll
also see them in your
query results, and on
most of your forms.
Add and save data

15. Use the record navigation buttons
o Use the First record button
to go to the first record in a
table or query result.
o Use the Previous record
button to go to the previous
record.
o The Current Record box lists
the records in sequential
order, and it shows you which
record you have selected.
o Use the Next record button to
move to the next record.

16. Use the record navigation buttons
o Use the Last
record button to
move to the last
record
o If you need to add
data, click the
New (blank)
record button.

17. Add a lookup field to a table
o You can sometimes use
a lookup field instead of
a table. For example,
say you need to record
the locations of your
company’s assets.

18. o If you have a large number of locations, such as offices on several floors,
you’d store that data in a table because it’s easier to manage. But if you
only have a few, it makes sense to store those options in a lookup field.
Add a lookup field to a table
o A lookup field can store a list of options internally, or it can look up data
from a field in another table.
o The following steps explain how to create a lookup field that stores options
internally, in what Access calls a value list.

19. Add a lookup field to a table
o With your table open in
Datasheet view, click the
Fields tab, and in the
Add & Delete group,
click More Fields.
o In the menu, click
Lookup & Relationship.
That starts the Lookup
Wizard.
o On the first page of the wizard, click I will
type in the values that I want and click
Next.

20. Add a lookup field to a table
o On the next page of the
wizard, make sure the
Number of columns box
contains a 1 and then
enter your options in the
grid, one option per row.
o On the third page of the
wizard, enter a name for
the new field and click
Finish.

21. WHAT IS AN ACCESS QUERY?
• YOU CAN CREATE A QUERY WHEN YOU NEED ONLY A PORTION OF THE DATA
FORM TABLES (OR EXISTING QUERIES).
• FOR EXAMPLE, YOU MAY ONLY NEED TO SEE CUSTOMERS WHO LIVE IN CA. THE
RESPONSE WOULD BE TO DISPLAY ONLY THE RECORDS WHOSE STATE FIELD
MATCHES WITH CA.
• MULTIPLE TABLES OR QUERIES CAN BE USED.
• RESTRICTIONS CAN BE USED
• COMPARISON OPERATORS
• THE DESIGN VIEW IS USED TO SPECIFY THE FIELDS AND RECORDS YOU WANT
TO SEE.

22. THE QUERY DESIGN VIEWWINDOW

23. o In an Access database, table properties are
attributes of a table that affect the
appearance or behaviour of the table as a
whole. A table opens in Design view and its
properties are set in the table’s property
sheet. For example, one can set a table’s
Default View property to specify how the
table is displayed by default.
TABLEPROPERTY
Table and Field Properties

24. oA field property defines one of the field's
characteristics or an aspect of the field's
Behaviors and applies to a particular
field in a table through Datasheet view.
One can also set any field property in
Design view by using the Field
Properties pane.
FIELD PROPERTY
Table and Field Properties

25. oA characteristic of a field that
determines what kind of data
it can store.

26. Sort and Filter group
o A set of criteria applied to data in order to
display a subset of the data or to sort the data.
In Access, you can use filtering techniques,
such as Filter By Selection and Filter By Form,
to filter data.
o For example: you can view the records of only
those people whose birthdays fall during a
specific month by clicking the appropriate menu
commands
FILTER

27. o The filters that are available to
you depend on the type of data that
is in the selected column.
o All Dates in Period filters ignore
the day and year portion of the date
values.
Outcome of a filter selection

28. o Icons in the column header and the record
navigator bar indicate that the current
view is filtered on the Birth Date column.
o Hovering the mouse over the column
heading displays a tip showing the current
filter criterion.
Outcome of a filter selection

29. IMPORT OPTIONS
• TO COPY DATA FROM A TEXT FILE, SPREADSHEET FILE, OR DATABASE TABLE
INTO AN ACCESS TABLE. YOU CAN USE THE IMPORTED DATA TO CREATE A NEW
TABLE, OR YOU CAN APPEND (ADD) IT TO AN EXISTING TABLE THAT HAS A
MATCHING DATA STRUCTURE.

30. EXPORT OPTIONS
• TO COPY DATA AND DATABASE OBJECTS TO ANOTHER DATABASE,
SPREADSHEET FILE, OR FILE FORMAT SO THAT ANOTHER DATABASE OR
PROGRAM CAN USE THE DATA OR DATABASE OBJECTS. YOU CAN EXPORT
DATA TO A VARIETY OF SUPPORTED DATABASES, PROGRAMS, AND FILE
FORMATS.

31. Various Export Options
Saved Exports:
View and run
import operations
that has been
previously saved
Excel Export:
Export selected
documents in
spreadsheets in a
Microsoft office
excel file
SharePoint Lists
Export:
Export selected
objects as
SharePoint Lists
PDF or XPS:
Export selected
documents to a
pdf or xps file
format