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Microsoft Access 2007

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Introduction to MS-ACCESS
Microsoft Office Access is a powerful tool used to create and format databases. Databases allow information to be organized in rows and tables, where queries can be formed to pool data together. Access is a relatively unknown program of the Microsoft Office Suite, but can be one of the most powerful programs, because of its work with other Office programs, especially Word and Excel, as well as servers outside of Microsoft, such as SQL.

Starting MS-ACCESS:    Click on the start button. Select all programs. Then click on MS-Office. And then click on MS-Access.

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Objects of MS-Acccess
Database –This is your main file that encompasses the entire database and that is saved to your hard-drive or floppy disk. Table – A collection of data about a specific topic. Typically, there are Several tables within a database. Field – Different categories within the table. Datatype – Properties of each field. There is only one datatype per field. Query - A database object that stores criteria for selecting records fromone or more tables based on conditions you specify. Relational database – A database that contains tables related through fields that contain identical data, also known as common fields. Access is a relational database, where as Excel is a flat database. Report - A database object that presents the information from one or more database tables or queries in a printed format. Primary Key - A field or combination of fields that creates a unique value in each record in a table. Foreign Key - The common field in the related table between two tables that share a relationship.

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Features of Microsoft Access 2007
 Microsoft has attempted to make the database experience safer, easier and more user friendly.  One of the most powerful new features of the Microsoft Access 2007 program is the introduction of a number of prebuilt solutions. These prebuilt solutions are a part of the Getting Started screen, making it faster and easier than ever to get started right out of the box.  These prebuilt solutions can be used for such things as tracking contracts, issues, events, tasks, assets and much more. The prebuilt solutions provided can then be used as templates.  Access 2007 also provides a fresh new look and feel with a new results oriented user interface.  Speaking of navigation, Access 2007 also features a new navigation pane which provides a comprehensive and user friendly view of the various tables, forms, queries and reports that make up the database.  Access 2007 also provides the ability to create custom groups, allowing users to organize all their forms and reports into a single table.  The creation of tables is also simplified and enhanced within Access 2007, making it easier for users without prior database experience to create dynamic and useful tables. The information can be entered directly into the table, just like within Excel. As each new value is entered, Access 2007 automatically adds a new field and detects the type of data it contains. Access 2007 even provides the ability to paste an entire Excel spreadsheet into Access, with no need to retype data.
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 The new Access 2007 also provides users with the ability to quickly and easily import contact records directly from Microsoft Office Outlook 2007.  The ability to quickly and easily share information between different programs is one of the most powerful features of the new Access 2007. This ability makes it easy to collaborate with colleagues, gather information, avoid the need for time-consuming retyping and ensure that the data needed is always at hand. Users of the new Access 2007 will find many improvements in the new product, and it is a good idea for those currently using older products to learn as much as possible about the new features and benefits of this powerful database program.

How to create a table in MS-access
There are two ways to create a table in ms-access:1.Import the excel file. 2. Enter the data manually.

1. Import the excel file
Steps:-

 Create an excel file.  Then switch to ms-access.

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 Double click the blank database option and click the create button.  On the external data tab in the import group click excel  Click browse, open the spreadsheet file that you created in previous step and then click ok.  The import spreadsheet wizard starts.  By default the wizard select the first worksheet in the workbook and data from the worksheet appears in the lower section of the wizard page. Click next.  On the next page of the wizard select first row contains columns heading and then click next.  Click next again.  On the next page of the wizard, select the choose my own primary key option.  Choose roll no from the list and then click next.  By default access applies the name of the worksheet to you new table.  Click finish.  Then click close.  Right click on the table/sheet1and Open.

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Import the data manually
Table Views You can use two ways to create,view and insert data in a table. Design View and Datasheet View. With Design View you can view all the fields with the data types and descriptions. Note: The record of information cannot be viewed if you use this feature.

To go to Design View:
 

Click the down arrow on the View button at the left side of the Ribbon. Click Design View

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In Datasheet View you can display the records in a table, where one row is one record. The column headers are the fields you have defined for the database.

To go to Datasheet View:
 

Click the down arrow on the View button Click Datasheet View

How to Add New Fields you can use several ways to add new fields in your database. You can either use

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Datasheet View or in the Design View. You can also use two ways to add a new field in Datasheet View: you can either Add A New Field or the New Field Button. To add a New Field within the Datasheet:

Click the Add New Field column

For you to add a New field by using the New Field Button
  

Click the Datasheet tab on the Ribbon Click the New Field Button Choose the type of field you wish to add from the Field Templates window

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How To add a new field in Design View:
  

Click the Design View button on the view tab Click on the next available field Type in the Name of the field

Data Types when you type you field name, the type of data you will enter appears under the auto number.

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There are many types a data that a field can be predefined to hold. When you create a new field in a database you should closely match the data type to what will be entered into the field. Attachment: Allows for attaching images, chats, document or spreadsheets. How to Edit Data Types in Fields

When you are creating a table, it’s recommended that you define the data types of each table to match the type of data that you will be entering in the field. To edit the Data Type in Datasheet View:
   

Click the field you wish to define Click the Datasheet tab on the Ribbon Click the down arrow next to Data Type Choose the type of data that will be entered into the field

How To Format the Data Type in the Design View:
   

Click Design View Click the field name you wish to define or create a new field Click the Data Type Choose the appropriate Data Type

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Format the field in the Field Properties Dialog box

Three types of keys in MS- access
Primary key
Primary key uniquely identifies a record in a table. Primary key always has a unique value. The value of it cannot be null. A primary key cannot contain duplicate values, e.g. a person’s last name is not suitable as primary key as there is often more than one person with the same last name.

Foreign key
A foreign key is the field that links a related table to the main table. As an example, in the library database , a borrower may appear many books. A book may also occur many times in the ‘loan’ table as a book can be borrowed many times. Therefore , the loan table would contains many links to a particular borrower and many links to a particular book but each loan record would relate to only one book and one borrower.

Composite key
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The combination of more than one key is composite key.

Create a Blank Access Database

Click "Blank Database" on the Getting Started with Microsoft Office Access screen to begin this process.

Attributes and tuples
TUPLE : Is the "ROW" in a table and ATTRIBUTE : Is the "COLUMN" and it can also be called as "ATTRIBUTE". table is collection of attributes ..... attribute is nothing but property tuple is the collection of information abt the attributes of table for single instance

How data was stored before ms-access
 A couple of options are to type the data into a form or import from an external source.

Drawbacks of this system

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1.minimal security of data 2.there is data redundancy 3.it cannot generate queries

Parts of MS-Access window
Microsoft Access is a specialized program that is part of the Microsoft Office suite that can be installed onto your computer. When purchasing a computer you may find this program is already installed. However, if needs be you can purchase more advanced editions if the basic version is not enough for your needs. Microsoft Access is designed to create spread sheets, databases, forms and tables for large amounts of information and designing it to meet your own personal or business needs. Although Microsoft Excel is a fantastic tool in the workplace, it can only store an average amount of information, whereas Microsoft Access is designed to store large amounts of information. Microsoft Access is a multi-user program, so is ideal for small businesses with more than one user. Each user is able to work independently by making changes without overwriting or interfering in another user's work. Before you begin to create your database you will need to decide what information you want to capture. Make a list of what you need, for example if you need a sales database then you will require: • Company name • Company address • Contact information (telephone, email, fax) • Contact name and position • Type of business • Annual spend or budget
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You can also run reports from the data stored on Access selecting what information is required. Access is extremely popular to non-programs as it is simple to create your own system without having to know all the correct coding .

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