MICROSOFT ACCESS

Pn. Jamilah Binti Yusof

DEFINITION

A database is the computer equivalent of anorganized list of information. Typically, this information has a common subject or purpose, such as the list of employees, phonebook guide or a classmates address book.

Microsoft Access 2003 (Access 2003) is a database system management (database programs). It can store, manage, manipulate, analyze, retrieve, display or publish information from database

USAGE OF DATABASE

Easy to search data

Manage information in database

Save space

Easy to make maintenance

DATABASE APPLICATION

Computerized library systems

Automated teller machines

Flight reservation systems

Computerized parts inventory systems

3 TYPES POPULAR DBMS

Microsoft Access 2003

Corel Paradox

Lotus Approach

MySQL

There are 4 important objects as stated in the table below:

Objects Bar Function

Table

A collection of records that identify a category of data, such as Customers, Orders, or Inventory. Data inside a table is arrange by column name field and row named Record. Field – A single characteristic or attribute of a

person, place, object, event, or idea. Record – A set of related field values.

FormUse to enter new information, to edit or remove existing information or to locate information.

Query

Used to locate information, to view, change or analyze it in various ways. A select query retrieves data from one or more tables and displays the result in datasheet. A select query can be used to group record and calculate sums, counts, averages and other types of totals.

ReportTypically used to summarize, organize and analyze information in order to express a particular point of view to specific audience.

There are 10 types of data as stated in the table below:

Types Data Function

Text

You may type in any alphabetical/numerical data that you desire-up to a maximum of 255 characters. As indicated, this is a text field, so you can't do mathematical calculations. Examples of Text data are: names, addresses, stock numbers, room numbers, zip codes, etc

Memo

This field is for lots of text. You can have up to 32,000 characters.

Number

This field is for numbers where you want to add, subtract,

multiply, divide, average, and do numerical calculations.

This field can be a very large size, so when we get to

Field Properties, we'll talk about "sizing" this field so it

doesn't take up too much "space" in storage.

Date/Time

Dates and Times. You may format this later, as you may

desire.

Currency

Dollar ($). You may format this later, as you may desire. For example Ringgit Malaysia (RM)

AutoNumber

This field is an "automatic" counter that assigns a number

each time you put data into a new field.

Yes/No

This is a "True/False" or "Yes/No, 0/1” type of field.

OLE Object

This means "Object Link Embedding" which indicates you

can insert a graphic, picture, sound, etc. Pretty neat to put a photograph in a personnel record or a picture of an inventory item in the stock record (advanced stuff).

Hyperlink

A hyperlink is a pointer from one object to another. The destination is frequently another Web page, but it can also be a picture, an e-mail address, a file (such as a multimedia file or Microsoft Office document), or a program. The hyperlink itself can be displayed as text or as a picture.

Lookup Wizard

This wizard creates a lookup column, which displays a list of values you can choose from.

ADVANTAGES OF DBMS

Controlling Redundancy

Integrity can be enforced

Inconsistency can be avoided

Data can be sharedStandards can be enforced

Restricting unauthorized access

Solving Enterprise Requirement than Individual Requirement

Providing Backup and Recovery

Cost of developing and maintaining system is lower

Data Model can be developed

DISADVANTAGES OF DBMS

Complexity

Size

Performance

Higher impact of a failure

Cost of DBMS

Additional Hardware costs

Cost of Conversion

PRIMARY KEY means the value in the primary key fields is need to uniquely identify each record; that’s no record can have the same value in this field.