2 LOG ON TO MS ACCESS 2010

A database is an organised way of storing information quickly and efficiently. It helps us to manane
and: accesslarna
amount of information.

Unknowingly, we all use database in our daily life. We maintain our personal address diaries, wher.
erein we
addresses, and telephone numbers of our friends. We maintain the information alphabeticalleto econg
whenever any information is needed, we are able to browse and extract the information quicky E th
contact numbers and postal addroee
time, we keep on adding new addresses, and also update the
friends, if there is any change. All these operations that we perform like adding, updating, sortir
sorting, editin
deleting, etc., are the functions of a database.
elephone diary, a dictionary, maintaining a list of students and their addresses, keeping their
pertaining to academic and co-curricular achievements, list of groceries in a grocery store, cataloe recors
library, list of customers in a bank, maintaining employees' information in
gue in a
offices and organisations. e
etc re
the examples of different types of database.

Itis very difficult to maintain a database manually when there are hundreds and thousands of records as the chan
antce
of committing errors increase. A computerised record keeping system is a collection of programs that enable.
to store, modify, and extract information from a database. tis known as Database Management System(DBMS
saves our time and energy. Moreover to a great extent, it reduces the chances of errors creeping into the databars

Therefore, data handling using DBMS becomes fast and efficient.

TYPES OFDATABASES
There are mainly two types of databases:

data files that contain records, which have a small, fixed numbe
FLAT FILE DATABASE: A flat file database refers to
For example, Microsoft Excel.
of fields, without any structured relationship.

RELATIONAL DATABASE:A relational database stores data in several tables and link those tables together to g
information. For example, Microsoft Access, Microsoft SQL, Oracle,
etc.
a common piece of
STRUCTURE OF A DATABASE
ini
data. Let us study about some basic terminologies used
A database contains a specific structure to store
with the functioning of a DBMS.
database that will help us in getting acquainted
TABLES
rm
Tables are the building blocks of a database. They store the complete data in a structured manner, i.e., in the tom

rows and columns. Every table has a finite number of rows and columns.
Elements of a Table
table c
Fields: All the columns in a table are called fields. A field describes a specific attribute of all the records in a la
the®
will store
shown in Figure 3.1. For example, the field that mentions the Roll No. ofthe table 'Students
numbers of all the students.

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 .ards: The rows in a table are called records. A record contains the values for all the
Recor Quick Quiz
Calds that belong to a single person or an entity. For example, when you enter data of all Give any real life example
of database, apart from
h fields, such as Roll No., F_Name, and Marks for a given student, it creates a new row ina
the given ones.

table, which
is called a record
nata: A set of characters that represents a valid value is known as data. For example: 1,
Data:

Sana
ndeep, 89, 79, and 60 are the data values for specific fields of the following table,
Students:

Table: Students
Fields

Roll No. FName English Maths Hindi

1 Sandeep 89 79 60

Records 2 Nitin 65 80 77

90 88 70
Manvika

Data 2.1: Elements of a Table

Figure

QUERIES

stores vast amount of data, but queries help

us to retrieve the filtered
data Let'sKnowMore
A database such as delete, Microsoft's SQL Server is
are also used to perform actions,
some conditions. Queries that
based upon an example of DBMS

based upon some criteria (conditions). serves database requests

update, etc, on the data, from multiple users.

FORMS
of entering data in tables
interfaces that facilitate the process
Forms are the user-friendly from the user and
attractive interface that accepts data
has
and queries. A form
an

table or query.
forwards it to the corresponding

REPORTS the
a printable
format. Reports collect
the selected data in
used to display form.
Reports are
and organise it in a printable
more tables and queries
summarised data from one or

MICR0sOFT ACCESS 2010

Management
Relational Database
most popular and powerful suite of
Microsoft Access is the Microsoft Office
of the
as an integral part
System (RDBMS) that
serves
data in the form of
data. It organises
manipulate
used to organise and tables by using
applications. It is between these
create relationships
the facility to of data. Another important
tables. It provides the duplication
prevents
relational database and
c o m m o n fields. A
delete, view data, QuickQuiz
can add, update,
that you
feature of Access is the desired
retrieve data in

A
difference
find and What is the

establish a relationship by
using forms, between a file and

in a specific layout
by using reports. database?
queries, and print data Query
way by using
Structured
and
RDBMS are Sybase, Oracle,
Some other popular

Language (SQL). Learning

Computers with
Kips15
 the help of an example.
Let us understand the concept of relationship with

To maintain students' database in RDBMS; instead of entering all the records in a sin

Roll No.
singlettable, yov
column, such as
u can
Tields into two tables having a common

A
a
STUDENTS INFORMATION TABLE

Roll No. FName Father's Name Address Tel. No.

101 Kabir Mr. R. Nanda 675/4, Pkl 2577899 Date ot y
102 Manas Mr. J.R. Nanda 212/2, Pkl 2645624 21-01
103 Ridhimaa Mr. D.B. Bhatia C-46/58, Noida 25700665 16-0919
24-10-
The 'Students Information' table consists of information about students. lo enter the detai

percentages and grades, you do not have to enter all the fields in a separate table, which have been-
details of
in the 'Students Information' table. You will take only a common field in the second table. By linkina ne
king on thist
field, you can retrieve the desired set of records from both the tables.

MARKS TABLE
Roll No. Percentage
1 Notice that the values of the Roll No. field in Marks table are the same as
101 89%
the values in the Students Information table. You can define a
relationship between both the tables using a common field, i.e., Roll No. In 102 59%
this way, RDBMS reduces the duplication of data. 103 70%

FEATURES OF MICROSOFT ACCESS

Access provides the facility to break large information into small parts, so that it is easy to access theintor-
Data redundancy (duplication of data) is reduced.
I t increases the efficiency, speed, and flexibility in searching and accessing information.
Access facilitates sharing of data. Different users can use the same database to extract data according:
needs.

Access provides data security features and maintains integrity, which is useful to make your data morecs
and reliable.

Access provides the facility data forms,

to create so that the user can enter the required informat
respective fields. It also reduces data entry errors.
Queries help you to get information on a specific topic from the information stored in the
database
Reports allow you to present the data in a meaningful and summarised manner.

The.accd is the standard file-name extension for

database in Access 2010.
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 COMPONENTS OF MICROSOFT ACCESS 2010
Quick Quiz
nakare learning about the various
functions of Microsoft Access, What are the different
let us get familiar with the database objects in
rious components ofthe Microsoft Access
window Microsoft Access?

Quick A c c e s s
R N Ootsbe (Aere 2007) Merosoh
m este
Hens s Title Bar
Toolbar DMabase Tesh heit Ahle
Atrending
peendtng Cnhr 11
abs r 19Y A Ribbon
FileTab rt it
X Delete A
Al Ta6es
ets a Object Tab Find
MotthsTable
ROLL NO FIRST NAME CLA5S
Matth: Thbie sbie MARKS FATHER NAME Group
Manish Kumar
98 Vijay Kumar
ADDR
Stodents T 02 Priya Gupta , Chan
D Lalit G pta
StudentsTabie Tebie 104 (GaUrav Singh
12
3, Pane
R VIkram Singh 21,p
Panch
104 Nishant Bharat
Navigation C Studets Tsbte 105 rsha Singh
12 78 Ganesh Bharat
M1, Chand
93 Harish Sfngn
Pane 106 Krish Mukhrjee
5
Chand
Goyan Mukhrjee "11,Panch

Work Area f
S
Let's Know More
A Primary key is a sort of
check, which uniquely
Navigation Qecord: 1of 6 6 No Fiter
Status Bar identifieseach record in a
Buttons Drtnheet e Search View Buttons
thum Lace table. If more than one
Figure 2.2: Components of Microsoft Access 2010 field is combined to form
a primary key, then it is
called a Composite key. A
TITLE BAR
primary key field cannot
It is located at the top of the window and displays the name of the current database. have repetitive values
and cannot be left blank.
QUICKACCESS TOOLBAR

This toolbar is present at the top left corner of the Access window. It contains the most
frequently used command buttons. By default, it has three buttons-save, Undo, and
Redo.

RIBBON

It contains various tabs; each with several groups of relevant commands. Some tabs
appear when you work with certain objects like Forms. Such tabs are called Contextual
tabs.

NAVIGATION PANE

This pane is present on the left side of the Access window. It displays the name of the
objects used in the database, such as Tables, Queries, Forms, Reports, etc.
Let's Discuss
Advantages of RDBMS

NAVIGATION BUTTONS

As the name suggests, it helps in navigating through the records. The Navigation buttons
display the current record number in an object.

OBJECT TABS
The objects that you have opened in a database appear right above the work area in a tab Let's Discuss
Field
form. Clicking on any tab displays the contents in the work area. To close the current tab,
click on the cross button on the right end of the bar.
Record

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 STATUS BAR
extreme left, it displays the name ofthe
e curren'
ofthe window. On its
.

This located at the bottom

is Datasheet View, Design View,
t
PivotTable i ew, andViePe
its right, it displays four View buttons, which are

View
CREATING A BLANK DATABASE
Microsoft Access allows you
to either create a new database
from scratch or by using pre-installed t
provides many automated wizards that help in making a database, tabies, torms, reports
Mic
Access, click on Start» All Programs» MicrosoftOffice> Microsoft Access2010
when Access opens, you will find the
Backstage View on the
Screen Avsilabte Tepiote

Hm
By default, the Blank Database option is selected under the
Available Templates section.
taese
In the Blank database task
pane on the right, specity the file a
name in the File Name text box.
PPM

If
required, you can
change the path from the Browse
button placed adjacent to the File Name box. Tas

Click on the Create button. e MON

A new
along with an empty table named Table1
database will be created

A new tab, i.e., Table Tools will now be visible on the Title bar. Figure 2.3: Getting Started Window

SAVINGA DATABASE
To save a database:

Click on the File tab> Save

Database As option.
The Save As dialog box appears.
Type the name of the database in the File
Click on the Save button.
name text box.

IlCLOSINGACCESS 2010
After finishing the work in Access, click on the Close Database
in the File tab to close the current database. option le
Home Create New
Save
Print
To close
Microsoft Access application, click on File> Exit. Save Obyed As
Save & Pubish
Save Databaxe As
it is advisable
Tip mention a short filename that
to
information that you store in your database.
relates to the Open Help
Cose Detabase Cptions
3
Figure 2.4:
Closing Microsoft Acces3
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 OPENING AN EXISTING DATABASE File Home Create

Start Microsoft Access 2010. Save

Save Object As
Select the Open option from the File tab.
(A) Save Database As
Select the desired file from the Open dialog box and click on OK. The selected
Open
database will be opened.
Figure 2.5:
Opening an Existing
Database

recap A database is an organised way of storing information quickly and efficiently.

Databases are categorised as Flat File Database and Relational Database.
DBMS stands for Database Management System. It enables you to create, modify, and extract data from a

database.
Microsoft Access is the most popular and powerful RDBMS that is used to organise and manipulate data
Tables are the building blocks ofa database.
A field describes a specific attribute of all the records in a table.

Navigation displays the name of the objects used in the database.

Pane
above the work area in a tab form.
The objects that you have opened in a database appear right

BRAIN DEVELOPERE
A. Fill in the Blanks.
is an organised way ofstoringinformation
1. A...
table are called..
*********************************************

2 All the columns in a

or an entity.
contains the values for all
the fields that belong to a single person
3. A .
***.************************************

data in a printable form.

***************************************** a r e used to display the selected
4.
the information stored
in the database.
get information on a specifictopic from
***
.help you to
***

5.
****************'************

Queries Reports
Database Fields
HINTS Record

False.
B. State True or
common fields.
relationship
between two tables by using
You create a
1. can

Microsoft Access.
and forms can be created in
2. Tables, queries, reports,
Software.
Management
and Business
3. DBMS stands for Data
a database.
automated wizards that help in making
4. Access provides many

after saving it
once.

5. Access saves the table automatically

Learning KIPS 19
Computerswith
 C. Multiple-choice questions.
a napplication software, which is used to create, modify, and extract das
froma database
***

a DBMS
b. DBBS c. DDMS

- - -
is the standard file name extension for database in Access 2010

a abcd
b. accd C. accdb

-******* ****************** are the user friendly interfaces that facilitate the process of entering data in tables
bles and.
and queries,
a. Report
b. Formns c.Queries
COlect the summarized
data from one as more tables and queries and organise it in a printable formm
a. Forms
b. Reports c.Queries
D. Answer the
following questions.
1. What is a Database ? Give
examples of a database.
****************
************** ***
************************ * ********
******

************
****************

*****************************************.** *.************************ .......**** ****************************'*****************-....

*****

2. Explain any four features of Microsoft Access.

*************************** **************************
**********************
***********************************************************"*******
************************ . . . . ****.
..

********************************* *****************************
******************** ******************************** **********************. . ****.

3. What are the different types of databases?

Explain each of them briefly.
****-***************************** **** ******* **************
************************************************
*********************************************-

***********************

.********************* ************* ***

********************************* *.** .
.***************************

4. Name only four components of MS Access 2010.

************************************************************************ *******"

****.****
** **********************************
******************************************** ******

E. Define the following terms.

1. Tables:. **************************************** . ******

*******
********************************************* * *********
*************"*****

***

****
************************ *
*********************************.
- ** *****************************************************************

************* *******

2. Data ***************************** ***

******* ****
*************************
**************************************************

......
******** *********************
........ .. ***********************************************.
**
**********************************************************
************* .* ***********
********* ********* *

************************************************ *************************************************************
*****

3. Reports: **********************

************************ ******
***********-**********
************************************************************************************************************************************ * .....

**********************

******************************************
******-****

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