BUSINESS APPLICATION SOFTWARE-II UNIT-III What is Microsoft Access? Microsoft Access is a database management system (DBMS) from Microsoft that combines the relational Access Database Engine (ACE) with a graphical user interface and software-development tools. It is a member of the Microsoft 365 suite of applications, included in the Professional and higher editions or sold separately. Microsoft Access stores data in its own format based on the Access Database Engine (formerly Jet Database Engine). It can also import or link directly to data stored in other applications and databases. Microsoft Access stores information which is called a database. To use MS Access, you will need to follow these four steps ~ + Database Creation — Create your Microsoft Access database and specify what kind of data you will be storing, + Data Input — After your database is created, the data of every business day can be entered into the Access database. + Query ~ This is a fancy term to basically describe the process of retrieving information from the database. + Report (optional) ~ Information from the database is organized in a nice presentation that can be printed in an Access Report. How to Start Microsoft Access? 1. From Windows, ‘Start’ button. 2. From Desktop, Right Click> ‘New’ option, Op Step 1) Click on the ‘Windows’ icon. You will find the list of installed programs, Step 2) Find Access icon. Check and click on Access Icon. on 1) From Windows, Start button. eee mar seesStep 3) Check the window. MS Access Application window will appear. Steps 4) Press ‘Exe’. Result: This will open the MS Access windows application. Option 2) From Desktop, ‘New’ option. Step 1) Right Click from Desktop and Click ‘New’ Step 2) Click on ‘Microsoft Access Database Option’Paste Paste shortcut View Sort by y Refresh ctalez Shove D Display settings ee ae] |'® Bitmap image ® Contact EE Microsoft Project Document Step 3) Below MS Access Application window will appear nee ps 2 Step 4) Press “Esc”Result: This will open the MS Access windows application, How to Create a Database? There are two ways to create Database in SQL Access: 1. Create Database from Template 2. Create a Blank Database 1.Create Database from Template Steps to create Database from Template Step 1) With MS Access application open, Click on File. Result: The below window will appear. All the Database templates are displayed below.Step 2) We can select any template by clicking on it, Click on Contact Template for further reverence. New Search for online templates Suggested searches: Database Business Industry Lists Personal Contacts Asset tracking StudentsStep 3) File name box will appear with the default file name. Step 4) Enter the new Name, Contacts Provided by: Micosoft Corporation Create and maintain a comprehensive database of your customers partners and vendors using ths popu Access template In addon to mantainng deta on company, job tite, and contact information you can cate all manner of ‘queries, add contact from Outlook, create maling labels, and generat reports such a diectores and phone books Shouid | create an Access app ocan Access desktop database? a create Contacts Provided by: MiosaftComoration ‘rete and maintain a comprehersive database of your ‘isomers partner and vendors uting this popular cess template n oddion to maintaining details om eompay. job ‘We and conactnformation you en create all manne of ‘ete, 33 contact from Outlook create mating abel and reports such as dreciores and phone books,Step 5) Click on ‘Create.” Contacts Soa a ey ae tes em ed Provided by: Microsoft ¢ Create and maintain a con customers partners and ve template. In addition tom title, and contact informat queries, add contacts fron generate reports such as ¢ Should | create an Access File Name (Guru99_Contactacedb Q Guru99_Contact Database created and below window will appear. 7 aa =e ie Yoon ee xem seery 3) Forms: Contact details, Contact List, Welcome 4) Reports: Directory, Phone book 5) Macros: Auto Exec, Search 6) Module: modMaping Step 6) Optionally, you can click on any of the objects from left navigation pane and open that object for further references and work,For, E.g., Clicking on ‘Contact Detail’ form will open ‘Contact Detail’ form as displayed below. ‘Contact details! oe ‘window will open 2.Create a Blank Database Step 1) With MS Access application open, Click on File > NewStep 2) Click on ‘Blank Database." Access Click on ‘Blank Database’ ches: Database Business Logs Industry Lists Personal Contacts New templates Contacts Asset tracking Studer Step 3) File name box will appear with the default file name, Blank database Should | create an Access app or an Access desktop database? Default File Name as ‘Database1.acch’ Create Step 4) Enter the new name. Blank databaseStep 5) Click on ‘Create.” Blank database Should | create an Access app or an Access desktop database? File Name (Guru99.acedb - CAUsers a Create Result: Guru99 Database created and below window will appear. How to Create Table in MS Access? Step 1) First Click Create tab. Then from Tables group, click Table : Click here to ee) a titi select ‘Create’ ees x All Acc.. Tables oor ESHER orotic sedStep 2) Table Dialog box appears. For cach Field enter Filed Name, Data Type and Description. ‘Short Description of each Column Data Type of respective Column selected from Drop Down menu. Steps 3) To Add Course_ID as Primary Key, select it and Click on ‘Primary Key.” Course_Id will be Preceded by KEY ICON as shown below: Elgh 2 ios EG A of B cance "sven Sins tec Mn, Oe ae Number “Tiss Strength of Students of the given Course 10 Number Save As NumberHow to Add and Delete Data in MS Access? Let's add some data in your table by opening the Access database you have created earlier. Step 1) Select the ‘Course’ table All Access Obje. Steps 2) Select the Datasheet view option in the ribbon and add some data by entering the values in It, Updated Data will be Autosaved. | HB course \ FEA Course strength COURSE_ID + 3 PL/SQL 4MYSQL New Course name added by clicking on each row. Since Course_ID is of ‘AutoNumber’ datatype, it will automatically increment its value by 1 Now let’s say You want to delete 4" row with ‘My SQL’ as Course name. Step 3) Select the row by clicking on the leftmost column and Right Click on the row. The options menu will appear with the ‘Delete Record? Optionwoe naa voce ropes All Acc... @ « |] coum) Seer. 1p COURSE_ID'=7 COURSE NAME ClicktoAdd = Tables * BD course. strength Step 4) Popup Window will appear to confirm the deletion of the record, Click ‘OK? i coun "COURSE!IBT=) COURSE_NAME~ Cicktoadd > SSS LMS ACCESS 2MssaL | 3PusaL (ew) Forms in MS Access «A form is a database object that you can use to create a user interface for a database application. + Itmainly used to ease the process of data entry or editing. ‘© Data in a form can be selected from one or more tables. ‘* Forms can also be used to control access to data, like which fields or rows of data are visible to which users.«Forms have a Form View. ‘+ Help you to display live data with easy creation of new data. How to Create Form in MS Access? + Inthe Navigation pane, select the table you want to use to create a form, You do not need to open the table. + Select the Create tab on the Ribbon, and locate the Forms group. Click the Form command. (Be Form weara Navigation ~ Form Blank a os poton Porm GMore Forms ~ ‘Application | Table Table SharePoint | Query Query arte Design Ustee Wizard Design Templates Tables Queries —_| All Access Objects Create a form that lets you enter information for one record at a time. EB categories ‘+ Your form will be created and opened in Layout view. Coe ea oon eka ep Ds a ai + Tosave the form, click the Save command on the Quick Access toolbar. ‘When prompted, type a name for the form, then click OK.How to Create the database using Form Wizard? Step 1) Click on ‘Form Wizard.’ ‘Aepletan le Tie Shenbort Cony BiB fom Form. Snk GForge ik me Design Use Wd Bese gn Form Deng topo All Acc... @ « Sew Step 2) System will display below the screen. Form Wizard rz Which fields do you want on your form? which can be selected ed from ‘Tables/Queries’ Table: Contacts Dropdown Available Fields: All Columns displayed from selected table ‘Contact’ above. Next > EinishStep 3) Sclect the columns which you want to be there in final form. Tables/Queries Table: Contacts ID is selected Available Fields Selected Fields: Last Name First Name Exmall Addrace Result: ID is selected Tables/Queries ID is there in ‘Table: Contacts ‘Selected fields’ Available Fields: [Company | Last Name Step 4) Keep selecting all required column as explained in Step 3 above and then click “Next.” Which fields do you want on your form? ‘You can choose from more than one table or query. Selected field from ‘Available fields’ Tables/Queries Table: Contacts Available Fields: Fax Number Address tty State/Province ZIP/Postal Code ‘Country/Region ‘Web Page Cancel Next > EinishStep 5) Layout sclection box will appear which allows the user to select the different type of form layout. Click “NEXT? Form Wizard ‘What layout would you like for your form? TWN INNO WHNNHH TMIESC Layout Selection. By default ‘Columnar’ Radio box is selected Step 6) Enter the name of the form as “Contact_Form” and click ‘Finish.’ be you want to pen the form oF meaty the forms destan? Fe ae eet ee 1 O moatry the forms design. eet | (ee [nos Result: Contact_Form now exist with all column displayed which are there in step 4 in the Selected column list.> Contacts Form e New Form with name as ‘Contact Form’ cones is displayed and all the column selected is now present in ‘Contact. Form’ form. New Form with name as Contact_ Form’ has been created under “Forms” section. How to Add and Run a Query? Running a query and fetching data is a vital task that you can perform in your Access database. You may want to try these steps: 1. From the Create tab on the ribbon menu, click on Query Design. 2. Double-click on the tables from which you want to fetch data through queries. 3. Double-click on the fields that you want to include in your query from each table. 4. You can also add criteria for each field to show specific data.6. Switching the database to Datasheet View will execute the query and fetch customer data for filled orders. How to Add a Report in MS Access? You can create structured reports for your Access database. Down the line, reports offer vital insights about the project or workflow. Simple steps to create a report: 1. Select the table for which you want to build a report. 2. Click on Report from the Create tab of the ribbon menu.oowssoen| 3. Right-click on a field and select Delete Column to remove any fields. 5. Close the report, and Access will give you the option to save it.