MS ACCESS DATABASE

A database is a collection of structured related items stored in a computer system in an organized manner to make the retrieval of data items easy and as quick as possible based on a criteria. To create and manage a database a database management software(DBMS) is used. Examples of DBMS include:Microsoft access Microsoft SQL server Oracle FoxPro Lotus approach MySQL etc

Functions of DBMS/Advantages to A database

Store

multiple records-DBMS is capable of storing many records of different types.

Provide
Allow

an easy way for retrieval and update of records-users can add or delete data from the database as desired.
multiple users to access the same data at the same time-many users can read and manipulate the same data at the same time in the same database e.g. one user could be updating the salary of a particular employee while another user might might be updating the address of the employee especially in relational databases.
Enhance

data security-the database administrator can centrally enforce security measures by indefying authorized users through the usernames and passwords at the system level and also object level.
Organize Ensure Act

data for easy access retrieval and manipulation of records

security for the data in the database by safe guarding it against unauthorized access and damage. as an interface between a database and other application programs.
Reduce Ensure

data duplication and redundancy-DBMS ensure that data is not copied to more than one database. data integrity-DBMS ensure the correctness and internal consistency of data e.g. a field may be defined to accept numbers less than 15 if someone enters a number larger than 15 then the number is not valid since it has violated the rule

Types Of Database Models

Hierarchical model In this model data items are arranged in a tree structure with branches, leaves and roots. In this kind of database the functions are categorized based on departments or sections. To access level 2 data items you have to access level 1 (root component) items that gives you a specific path leading to the lower levels. This model is rarely used in modern databases. Networked databases In this type of organization , links are used to express the relationship between different data items forming a network of items. Access to one item can be through multiple paths and or any other item.

Relational databases It is the common type of model used on minicomputers and microcomputers. In this organization ,related data items are stored together in structures called tables(relations).relationship can be created between tables such that a record or records from one table relates to another or other records in another table. The relationship is created by use of a primary key which is a unique identifier of a particular record. A primary key in in one table of a relationship is a foreign key in another table of the same database. Object oriented model This is a new generation of database model that looks at records as objects that are independent and how they relate with the other objects in the database. Modern databases combine object and relational concepts to come up with object relational models.

Features of a database
Table It is the fundamental database structure organized in rows and columns for data storage. The rows hold complete records while the columns contain the same type of information e.g. ID no. Query A query is a statement used to extract, change ,analyze or request for specific data from one or more tables. It is a question posed to the database hence it returns a result for the user. Form A form is graphical user interface that resembles an ordinary paper form used to enter information into or view data from a database table. Report A database tool that provides the user with a means to specify the output layout and what is to be output or printed on the report. Macros A database tool used to automate frequently performed procedures or tasks in database tables, queries or forms.

Data Organization
Data is organized in terms of characters, fields, records and files to a complex structure known as database. Character data type It is the simplest basic unit that is entered in columns/fields such as A-Z, 09,?,$ Field It is a predefined area that stores a particular piece of data items such as a name as John within a more complex logical structure. Records It is a data structure that consists a collection of fields. The fields are combined together to form a record. Files It is a data structure that is used to store data on a large storage device such as a hard disk. It is a combination of records.

Data types
This is the definition or specification of a type of data being entered in a field. Each field holds only one type of data at at time. The data type could be any of the following: Text It includes alphabetic letters,numbers,spaces and punctuation. This field can hold any written text up to 255 characters and can also hold numbers that you wont use them in arithmetic calculations. Memo A special field type that is used to store long passages of a continuous text up to 64000 characters in length. Currency A field can be specified to hold currency type such as money which is usually expressed in dollar form. Date/time This field holds only the data specified in terms of date and time Number- this field holds numbers that can be manipulated mathematically.

AutoNumber This is a numeric value used if you wish Ms Access to automatically increase the values in a field e.g., when entering a list of fourty students and you have a field labelled studnumber, the numbers will increase by one every time you enter a new record. Yes/No This is a logical field where an entry is either yes or no, true or false e.g. a field may require you answer whether you are male or female. OLE Object OLE(Object Linking and Embedding).This type of field is mostly used with graphical user interface applications for inserting graphical objects such as pictures,drawings,charts etc.

Field Properties As you create more and more complex tables you find a need to use field properties to specify fine details related to fields and table entries expected. Field properties depend on the data type of field selected. Field size This property allows the user to set the number of characters in a field instead of the default 50.For numeric fields we use properties such as integer,long integer,byte,single and double. Integer and long integer accepts numbers with no decimals. Byte only accepts numbers between 0 and 255 Single and double accepts numbers with decimals. Format Determines how information appears on the screen when printed. Decimal places For number and currency fields you can specify the number of decimal places.

Input mask Input mask automatically formats the field entry into a specified format e.g. if you enter a number such as 02000100409874 and the input mask is set as 000-(00000)-000000 it is automatically displayed as 020-(00100)-409874.this property is mostly used to format phone and address entries Caption This is a more descriptive name for a field to be used in a table or a form display.eg the caption stuname could be Student Name. Default This is a value that appears automatically in the datasheet or form if nothing is entered by the user to change it e.g.,=Date () automatically displays the current date in a date field. Validation rule Logical expression that restricts the values to be entered in a field e.g. if you want to restrict marks entered in a field to values between zero and a hundred type >=0 And <=100

Validation text This is a message that appears once the validation rule is violated.eg you may enter a validation text for the above validation to display Enter a number between 0 and 100 whenever the user enters a value outside this range. Required Determines if an entry must be made in the field before you proceed to the next field or record e.g. if a primary key is required you must enter it before you proceed. Allow zero length This allows the user to proceed without making an entry in the field set as zero length Indexed An index facilitates the organization of records for easy search. A primary key is an example of an index set to No Duplicates