What is MS Access and its features?

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What is MS Access and its Features?

 Microsoft ACCESS:

It is a relational management system (RDBMS). It is used to store and manipulate a large amount of information which is not specific. It is very easy to understand for users. Its graphical interface helps different users to create queries, forms, and reports very easily. Even an inexperienced programmer can use MS access to perform different activities which he required. The process of entering, updating data, and reporting information to become very easy.

Microsoft

Starting MS Access:

The following procedure can be used to start MS Access step by step:
  • Click the START button on the taskbar and select the Programs menu item. The program's submenu will be displayed.
  • Click the Microsoft Access program item. MS Access will be started. OR
  • Double click on the Microsoft Access icon on Desktop if it appears.

Application Window of MS Access:

MS Access Application window follows the standard layout of all computer Microsoft applications software. It contains a different object that is used to design and create databases.

Important parts of Application Window:

  • title bar
  • Menu bar
  • Toolbars
  • Scroll bar
  • Status bar

Database Window in MS Access:

The database window in Microsoft Access is used to organize all objects in the database (DB). It contains its own title bar and toolbar. The database window is divided into two parts. The left side of the database window contains seven buttons. Different buttons in the database window are as follows which we used in MS Access.
  • Tables
  • Queries
  • Forms
  • Reports
  • Pages
  • Macros
  • Modules

Creating table in MS Access:

computer-sytem
A table is created in a database. The option Create a table in the Design view is the most common way before creating a table. Different methods of creating a table in Access are as follows:
  1. Creating a table in Design view
  2. Creating a table in Wizard
  3. Creating a table by entering

Creating a Table in Design View:

The Design View is used to define the fields of a required table in MS Access. The window is divided into two parts. The following procedure is used to create a table in design view in MS Acess:
  • Create a new blank database.
  • Double click Create table Design view. The Design View will appear as follows:
  • Type the name of the first field in the Field Name column in MS Access.
  • Press the tab key to move to the Data Type column and select the required type for the field in it.
  • Press the Tab key to move to the Description column next. It is used to enter any type of comment about the field. This is optional.
  • Press Tab key to move to Field Name for the next field in MS Access.
  • Repeat the above steps for entering any number of fields in the required table.

Create a Table using Table Wizard:

Computer MS Access table wizard provides an easy way to create tables. It provides various table templates to create business and personal tables very easily. The wizard helps the users to create common types of tables to manage mailing lists, recipes, investment, and video collection, etc in simple and easy ways.
  • Open Database Window.
  • Click Tables in Objects bar.
  • Double click Create the table by the wizard. The Table Wizard will start.
  • The sample tables at grouped into two categories Business and Personal.
  • Select the appropriate category and type of table to be created.
  • Select appropriate fields for the table. The four video controls are used to perform the following operations:(less than, greater than, equal to, not equal to)
  •  Select the Field to rename.
  • Click on the Rename Field button. The  Rename field dialogue box will appear.
  • Enter the new name of the field and click OK.
  • Select the appropriate fields and click Next >.
  • The default name of the table is the name of the first sample table. It can be changed.
  • The wizard also asks to select a unique primary key for the table. 
  • Click Next >.
  • The final screen of the wizard offers the choice to modify the table design, enter data in the table in datasheet view, or create a form to use to enter data.
  • The user can also choose to display an appropriate help topic that gives advice on entering and modifying any type of data.
  • Select any options.
  • Click Finish.

Creating Tables by entering Data:

MS Access provides the facility to create a table by directly entering data. This option provides a blank datasheet. The user can enter data in cells and click the save button. It will prompt to add a unique primary key field.

Data Type:

MS Access provides the following data types:
  • Text:
It is used to store alphabetic, numbers, and special characters in a required table. It can store up to 255 characters. The default length text. The default length is 50 characters of any type if it is not specified.
  • Memo:
It is used to store lengthy text. It is normally used to store comments etc.
Memo fields can hold up to 64,000 characters.
  • Number:
It is used to store a numeric type of data. The fields with Number data type can be used in Mathematical calculations and for mathematical operations.
  • Date/Time:
It is used to store date and time. MS Access stores data in the standard mm/dd/yy format.
  • Currency:
It is used to store numbers as currency. The value in the Currency field is rounded to 2 decimal places. The negative currency values are displayed in brackets.
  • AutoNumber:
It is used to generate any next number automatically when a new record is added. It creates a unique new number for each required record.
  • Yes/No:
It is used to store Boolean value. The possible values in this field are True (1) and False (0).

Field Property:

Field properties are used to define, explain, or modify how data will be entered, stored, and displayed in MS Access. The properties of each field can be set in the design view. The properties window is divided into two parts.
  1. Text Field Size
  2. Format

Tables Views in Access:

The table view is a way of looking at the table. MS Access provides the following views:

  • Design View:

The table view that is used to design the structure of a table in MS Access is called the design view. It is used to specify names, data types, and descriptions of fields. The primary key is also specified in this view. The structure of an existing table can also be changed in the design view.

  • Datasheet View:

In MS Access the table view that is used to enter, delete, or modify data in a table is called datasheet view. The table in this view is displayed in rows and columns which all carry data. The name of each field is displayed at the top of the column.

  • PivotTable and PivotChart View:

MS Access 2002 provides two additional views that provide a convenient way to display summary information from a table. The Pivot Table view is similar to an excel pivot table and summarizes data about groups and records. The Pivot Table view creates a chart from the associated pivot table view.

Switching between views:

The following procedure is used to switch between table views:
  • Click on the View menu.
  • Select the desired view from the menu. The table will be displayed according to the selected view option in MS Access










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