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Uses of MS Access in Business
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Uses of MS Access in Business
Presented to: Deepjyoti Choudhury
Presented by: Biswajit Bhattacharjee (19) Bikash Choudhury (16)
Kumar Akshay Emran Khan (40)
What Is a Access? MS Access is a relational database management
system. It is an application software that is used to create and
manage computer based database on desktop computer and or on networks.
The MS Access can be used to create simple and powerful information system solution for small and medium size organisations.
MS Access - software used for creating databases
• Quickly
• Accurately
• Using wizards and templates developed to maintain the integrity of your data
Data are just information
What Is a Access? (cont…)
• A database is a collection of related data organised in a structured manner
• A software package that is used to define, create, store, manage and manipulate the data is called database management system (DBSM).
• A relational database stores information across different tables and connect them with link.
What is an Access Database?
Collection of data objects stored with filename extension .mdb (Microsoft database)
Main Access data objects
Tables
Queries
Forms
Reports
Macros
Modules
Pages
Access basic Data Objects
Database
Tables
Queries Forms
ReportsMacro
s Modules
Pages
6
Access Database Objects
• Tables contain rows called records and columns called fields.
• Queries are requests for specific information from a database.
Queries are virtual tables built on a given SQL statement
7
Access Database Objects (cont. …)
• Forms are parts of user interface. Forms are used to enter, edit or browse data from a database
• Reports present requested information and allow to create hard copies.
Access is a relational database
• Access allows you to form relationships between the tables; that’s why it’s called a relational database
• The simplest way to create a relationship– Look for identical field names between tables.
• Tables can be joined in three ways; one-to-one, one-to-many, and many-to-many.
Relational Database
• All data items are organized by tables.– E.g., in School DB, tables for
• Students (firstName, lastName, phone, email)
• Faculties (firstName, lastName, phone, officeNo.)
• Courses (department, crsNumber, title, credits)
• Classes (time, location, course, classNum)
• Schedule (student, class)
• Buildings(bldgName, hasElevator, hasADA)
• Rooms (roomNo, building, capacity, hasInternet)
Students Table
firstName lastName phone email
Anne Anderson 123-4568 [email protected]
Ben Benson 234-5678 [email protected]
Cathy Carson 345-6789 [email protected]
Dan Danson 456-7890 [email protected]
Erin Emmerson 567-8901 [email protected]
Frank Farrington 678-9012 [email protected]
Linking Tables
Students
Schedules
Classes Courses
Faculty
Rooms Buildings
Getting Started with Microsoft Access
Double click on the Microsoft Access icon on the desktop.
Access opens with the dialog box shown here
How to open Access?
Database WindowDatabase Window
– Main database design/management window
– Displayed when creating or opening an Access database
– You can use the Objects toolbar to access the different objects that make up a database
Creating New Database Using Wizard
Create a database using the Database Wizard
• When Microsoft Access first starts up, a dialog box is automatically displayed with options to create a new database or open an existing one. If this dialog box is displayed, click Access Database Wizards, pages, and projects and then click OK. (or you can click “New Database” on the toolbar )
• On the Databases tab, double-click the icon for the kind of database you want to create.
• Specify a name and location for the database. (Save it to your file on the H: drive)
• Click Create to start defining your new database
Tables
Tables
What is table• Basic container for data, arranged as a grid of
rows and columns • Each row contains a single record• Each column represents a field within the record
Access tables• Fundamental data objects in Access
– Forms, queries and reports are all based on tables
• Table Wizard provides automated table creation• Tables can also be created manually for more
precise specification
Creating a new table in Design View
• For each field in new database, specify the following items– Field Name
• Descriptive name of field to be used in table– 64-character maximum
– Prohibited characters : period(.), accent grave(‘), square brackets([]), exclamation point(!)
– Data Type• Drop-down list displays available data types
– Number, Date/Time, Currency , Auto number, Yes/No, OLE Object, Hyperlink, Lookup Wizard
– Description• Comment describing details of field. Appears on the status bar in
Datasheet view when you click a row in the field's column
Access Data Types. Data Type Usage Size
Text Alphanumeric data Up to 255 characters
Memo Alphanumeric data—sentences and paragraphs Up to 64,000 characters
Number Numeric data 1, 2, 4, or 8 bytes (16 bytes for ReplicationID and Decimal)
Date/Time Dates and times 8 bytes
Currency Monetary data, stored with 4 decimal places of precision 8 bytes
AutoNumber Unique value generated by Access for each new record 4 bytes (16 bytes for ReplicationID)
Yes/No Boolean (true/false) data <1 bit/FONT>
OLE Object Pictures, graphs, or other ActiveX objects from another Windows-based application
Up to about 1 gigabyte
Hyperlink A link "address" to a document or file on the World Wide Web, on an intranet, on a local area network (LAN), or on your local computer
Up to 2048 characters
Fields properties
Field Property Purpose/Note or Example
Field size Specifies amount of storage for data in fieldNote: Test maximum field size = 255 characters
Format Predefined formats for field dataEx: Short date =11/25/97
Input Mask Formatting mask for user data inputEx:Phone number input mask = (XXX)-XXX-XXX
Default Value Specifies default value in fieldNote: Speeds up data entry.
Required Specifies that a value must be entered in field
Indexed Tells Access to create an index for this data fieldNote: Speeds up data searches based on this field
Setting a Primary Key
• What is a primary key?– Main index for table – Must be unique for each record in table
• Example: Product number, Employee number, etc.
– If no such field exist, create a new field with the data type “Auto number” and specify it as the primary key
• Access will automatically create unique numbers for this field
• Assigning a field as the primary key– Select field– Click on Primary Key button on toolbar (or use “Edit
/Primary Key”)• A key symbol will appear next to selected field
Saving the table
– Select “File/Save” or click on the close button for the Table Design View window
– Access will prompt you to enter a name for the new table • Table name can be up to 64 characters
COMMANDS
Steps to open MS Access- File- programs- MS Access
Steps to create database- File- new- general- land database- ok- type the database name- create
COMMANDS (cont. …)
Steps for table design- Insert- table- design view- ok- type the field name- select the data type- select the
field property if required- close- title table name- ok- no
Steps for query- Select the table- insert- query- design view- ok- double click to add the field name
as required- insert the criteria as required- close- yes- type the query name- ok.
COMMANDS (cont. …)
Steps to design a form- Select the table- insert- form- design- ok- drag and drop the field names as
required- format and color as required- click on image- drag and drop the image form- select the picture- ok- format- sent to back- close- yes- type the form name- ok.
Steps for report- Select the table- insert- report- tabular/columnar report- ok.
●Using Access in your business is almost unavoidable in today's business environment.
●Its ability to compile information and reports as well as building relationships between data and using queries is considered vital and indispensable
MS Access in the Business World
• In terms of business uses databases can be created or can be imported from other applications like MS Excel
• This screen shot shows an imported Excel spreadsheet to Access
MS Access in the Business World
• With Access in your business environment you can do many things– Build database
relationships (tables)
– Build forms from existing database information
– Build queries from other databases
MS Access in the Business World
• With Access you can create a graphical interface which will tie together all the data you have in one easy to use module