PRACTICAL FILE ON M.S.

ACCESS

Submitted to: miss. Sonam Dhablania

Submitted by: Kanwalharmeet Singh CLASS-MBA-1st(C) ROLL No.-120426093

SCHOOL OF MANAGEMENT STUDIES PUNJABI UNIVERSITY PATIALA

Introduction
Modern computer-based systems, including most accounting systems, have a database System. An accounts receivable program, for example, frequently stores its information in a special system known as a database. The information is subsequently extracted, summarized, and displayed by a program especially adept at storing, organizing, and Quickly retrieving facts that are stored in a database. Such systems are known as database Management systems. What Is Microsoft Office Access? You will study and use one such database management system written for microcomputer , called Microsoft Office Access. Once you learn the fundamentals of Microsoft Office Access, you will be able to create your own accounting systems with this powerful database system. (In this textbook, we usually use the shorthand term Access rather than longer term Microsoft Office Access.) A database is a collection of information that's related. Access allows you to manage your information in one database file. Within Access there are four major areas: Tables, Queries, Forms and Reports Tables store your data in your database Queries ask questions about information stored in your tables Forms allow you to view data stored in your tables Reports allow you to print data based on queries/tables that you have Created.

Creating a Database 1) Start Access 2) Select Blank Database 3) In the File Name field enter a name for the database

Click creates and go to table design. Enter the data as per the requirement of users and filled the data type according to nature of field name.

Setting a Primary Key The Primary Key is the unique identifier for each record in a table. Access will not allow duplicate entries in a Primary Key field. By default, Access sets the first field in the table as the Primary Key field. An example of a Primary Key would be the roll number of each student. This is something unique about you and should not be duplicated. To Set a Primary Key: 1) Switch to table design 2) Position your cursor in the field you wish to set as the Primary Key 3) Click the Primary Key button on the Ribbon

Then press ctrl+s to save it.

Entering Data in a Table Once you have entered the fields and set the data types it is now time to enter the records in a table. To Enter Data in a Table: 1) Make sure you are in Datasheet View 2) Enter the data into the table by pressing the tab key to move from one cell to another 3) When you have completed the record (row), press Enter

If the user wants to change the layout of the table then go to insert tab ,then go to more forms and select form wizard and choose the required layout(columnar,tabular,datesheet,justified).

Columnar layout

Tabular layout

To show relationship between two tables. Go to database tools tab and then go to relationship. In Table 1 we take two columns ,one of names of two students and their roll numbers and put the primary key on roll number column.

In Table 2 we take two columns, one of roll no and other of class and put primary key on roll no column.

Relationship between table 1 and table 2

If we change the roll no in the table 1 then it will automatically change in table 2. This will show relationship between two tables.

Query Design In the table if we want to see only two or more field we can do it with help of query design. Go to create button Select query design
A table list will be shown in a dilog box. Select the list from the box. It will show the query table on the screen. Close the dilog box.

After that field as shown in the bottom area. Student name and marks obtained from table. And save the query as shown in the screen

Report Design
It will create the report of all the employees. Select report design from create button.

Select add existing field button. A box will appear on the right side of the screen. Drag the desired field in the report from the box.

A report will be shown as like following: