What
is MS-Access ?
MS-Access is a database application
program under the windows operating system. It is a member of MS-Office Package
developed by Microsoft Corp. USA. It is a RDBMS(Relational Database Management
System).
Database
A database is collection of related
information about a system or an object. A database system, which is used to
manage and manipulate the information that is in the database system is known
as DBMS(Database Management System). The main object of the database table,
which is used to collect and store the data.
Tables
In all types of RDBMS or DBMS system
tables are the primary object and store the information. A table stores the
data in tabular format with rows and columns.
Parts of a table
1.
Fields(Columns):
The name of the column, which holds the data, A table can have one or more than
one fields.
2.
Record(Row):
Collection of a data horizontally, which has been organized in a tabular format
is known as a record. A record always has related data. In a table there can be
more than one row.
3.
Data :
The actual data this is being stored in the table
Starting MS-Access
1.
click
on Start button
2.
Click
on Run
3.
Type
the Msaccess from the run dialog box.
4.
Click
on Ok button
5.
If
you want make new database file then select blank database and type the
database file name
6.
Click
on Create
7.
If
you have already made the database file then select that existing database from
open a file list.
8.
Then
you will see the database window.
Creating a new table
You can create a new table in different
way.
1.
Creating
a table by using datasheet view.
i.
Click
on Table object at database window
ii.
Click
on New … or Click on Insert --> Table
...
iii.
Select
datasheet view from the dialog box
iv.
Click
on Ok button
Then a data sheet design view will
appear.
v.
Rename
the field into required field name by click double click or right button click
and rename command.
vi.
Save
the table and enter the records.
Renaming Field
Steps:
1. Right button click at required field
heading
2.
Click
on Rename
or, Click on Format menu
--> Click on Rename Column
3.
Type
new name and press Enter key
Inserting Columns
Steps
1.
Click
on Insert menu
2.
Click
on Column
Creating a new table by using design
view
Steps:
1.
Click
on Table object at data base window
2.
Click
on New…
3.
Select
design view from the dialog box
4.
Click
on Ok button.
Then a design view window will appear.
5.
Type
the required field name and select required data type.
6.
If
necessary type the description also
7.
You
can also set the field properties for the field.
8.
At
last save the table and enter the records.
Data Type
Data type refers what types of data can
be store in a particular variables or fields. There 10 different types of data
types in MS-Access.
1.
Text:
- Any written text up to 255 characters in length, number that you
won't be using in arithmetic calculations, and certain numbers such as zip
codes, phone numbers, or product codes that contain letters, hyphens, or other
nonnumeric characters.
2.
Number
:
- True number which can calculates the values. It contains the up to 19 digits
values. You can use the Field Size, Format, and Decimal Places field properties
on the General tab to control the size and appearances of numbers.
3.
Currency
: - Number data type which contains the dollar amounts.
4.
AutoNumber
:
- A number that's assigned automatically and never changes again. Use the new
values property on the General Tab to control whether numbers are assigned
incrementally or randomly.
5.
Date / Time
:- It contains the date and time value. You can use the Format property on the
General tab to control the appearance of the date.
6.
Hyperlink
: - Hyperlink addresses. It insert the hyper link of the cell text.
7.
Lookup
: - Values that come from another table, a query, or a list of values you
supply. It can be used to make the drop down list box.
8.
Memo
: - It is a character data type. It contains the large bodies of text up to
64,000 characters in length.
9.
OLE
Object
: - Any OLE object, such as a picture, sound, or word processing document or
other application programs.
10. Yes
/ No
:- A true or false value only. It contains the tick mark for true or false.
Field
Properties
You
can use the field properties to input the data
Field
Size
: - Lets you specify the maximum length of text allowed into the field or the
acceptable range of numbers. The default size for text is 50 and for numbers is
long integer.
Format
:
- Lets you define the appearance of data in the field. For example, You can
show a date as 2/14/1999 or as February 14, 1999
Input
Mask
: - Lets you define a pattern for entering data into the field. For help with
creating the mask for a text or date/time field, click the Build button after
selecting this property. The Input Mask Wizard will guide you through
each step.
Caption
: - Lets you define an alternative name for the field that will be used in
datasheet view and as labels when you create forms and reports.
Decimal
Places
: - Lets you specify the number of digits to the right of the decimal separator
in a numeric field. Choose "Auto" to have the Format property
determine the number of decimal places automatically.
Default
Value
: Lets you define a value that's automatically inserted into field; you can
type a different value during data entry, if necessary.
Validation
Rule
: - Lets you create an expression that tests data as it comes into the field
and rejects faulty entries.
Validation
Text
: - Defines the error message that will appear on the screen when faulty data
is entered into the field. When writing the validation text, it's best to
indicate which field is invalid so the user can more easily understand what's
wrong during data entry.
Required
:
- If set to Yes, the field cannot be left blank.
Indexed
: - Lets you choose whether to index this field and whether to allow duplicates
in the index.
Allow
Zero Length : - If Yes, the field will accept an "empty string" as a
valid entry, even if the Required property is set to Yes. The empty string will
appear as two quotation marks with nothing in between (" ") when
first typed into the field; those quotation marks will disappear when you move
the cursor to another field.
