MICROSOFT OFFICE The Microsoft office is bundled set of applications, the first version of office contained Microsoft word,

Microsoft excel, Microsoft power point. Over the years office application have grown substantially closer with shared features such as a common spell checker, visual basic for application scripting language is a development platform for line of business software under the office business application brand. The current versions are office 2010 for window releasing 2010.

Microsoft word: A word processing is a program that enables you to create, edit, print, and save documents. It controls the style of text, fonts, and size of characters in it. We can also set header margins, header and footer and line spacing with the inbuilt facilities in it. The meanings of the words and their spellings can also be checked by spelling and grammar checks. Also, the facility of the thesaurus helps to find the synonyms and their meanings. Different type of graphical image can be inserted and drawn using various tools. Thus it is complete word processing software in itself. Microsoft Excel: A spreadsheet program that lets you manipulate the data present in required format according to the needs of the user. It also has built in function for performing statistical, mathematical, financial, and trigonometric calculations. The property of inserting bar graph and image add to its properties. The formatting facilities help to format the data in the worksheets. It also prints the documents in the same order.

Microsoft PowerPoint: A presentation program which helps to center and give on-screen look like slide shows presentations with graphical effects for business. A number of charts, graphical images which can be added along with presentations add to it properties. Microsoft Access: This is a data base component of office that leads a user to store and organize information in a set of tables. After creating a database, user can look at the information as a list in columns or rows. User can perform calculations, compute statistics such as totals and averages and sort the information in ascending or descending manner. Access can also help to create a report in a specific format. To Start with MS-Access : We assume that MS-Office is loaded on your PC. To start the MS-access which is part of MS-Office, on your PC, you can perform the following methods: Double click the MS-Access icon on the desktop. It acts as a shortcut to MSAccess application. Click the start button in the taskbar with the help of mouse or press windows key from the key board, a menu will appear. Now click on the programs option and as result a cascading sub menu appears. Now select MS-Access and click it. Thus, MS-Access screen will appear after a few seconds.

Components of MS-Access The main components of MS-Access are the objects which can be seen in database window. The database window is opened whenever we create a new database or

open an existing database. The various objects shown in a database window are Tables, Queries, Forms, Reports, Pages, Macros, Modules etc.

Tables : A database is a collection of information in the form of tables.

Each table consists of rows and columns. The table stores the information about a particular thing such as employees table, student table, department table and customer table. Queries: A query is a question which is being asked by the user to extract the information according to his requirement from a given table. Forms: A form is representation of the data in a format request by the user from the table or query. The user can view the data in the form and edit it according to his requirement. Report: A report is an effective way to present your data in a printed format. As you have control over the size and appearance of every thing on a report, you can display the information the way you want to see it. Macros: A macro is a set of one or more actions such that each performs a particular operation, such as printing a report or opening a form. Macros help you to automate common task. Ms Access provides features to create a macro. Modules: A module is a collection of visual basic for application declaration and procedure that are stored together as a unit. There are two basic types of modules class modules and standard modules. CREATING A BLANK DATA BASE: You can create a database even without using the database wizard when you first start MS ACCESS. To create a blank database click on the blank ACCESS

database option button in the initial ACCESS dialog box. Then click on the OK button as a result a file new database dialogue box will open. Specify the folder here you want to store the new database. Also specify the appropriate name for the database in the filename text box and then click on create button. A blank database will appear in your MS-ACCESS window. You can also create a blank database from within MS-ACCESS. For this click the new button or click on the file menu and then click on new.

CREATING A TABLE: Once you have created a database then you would try to populate it with the database objects such as tables, forms and reports etc. Now we shall learn to create a table. The table stores the data in it. Top create a table, click in the TABLES button in database window. As a result three options will be shown in the right pane of this window. Thus you can create a table 1 In design view 2 Using Wizard 3 By entering the data

1. CREATING A TABLE IN DESIGN VEIW: To make table in design view in MS ACCESS, select create table in design view and click OPEN button from database windows menu. As a result table window opens up. Specify the field names and their data types. The data types of a field indicate the nature of data that the field can be stored.

To make table in design view in MS ACCESS, select create table in design view and click OPEN button from database windows menu. As a result table window opens up. Specify the field names and their data types. The data types of a field indicate the nature of data that the field can be stored. The field names can have 64 characters use and can include almost all character set expect period (.), exclamation mark (!), square brackets ([ ]). The various data types which can be set for field are: 1 Text : Stores text of combinations of text and numbers such as address upto 255 characters. 2 Memo : Stores text and numbers upto 64000 characters; used for detailed, descriptive fields. 3 Number : Stores numeric data that you can use in numeric calculation. 4 Date/Time : Stores the field in a data or time format. 5 Currency : Stores currency data that you can use in calculations. Egrate, amount paid. 6 Auto number : Stores a sequential number for each record. It is automatically incremented with addition of each record. 7 Yes/No : Stores only one of two values such as YES/NO. TRUE/FALSE, ON/OF. 8 Hyperlink : stores a link to a webpage, e mail address or another object in the database.
Thus a ADREESSES table is created by typing the name of the fields and the appropriate data types. You can also type the description for each field using keyboard. After entering all the field names and their data types save the table by pressing ctrl+S keys or SAVE command from the file menu. Then you enter the name of the table (eg: ADRESSES) and click OK.

To set a primary key manually perform from tool bar the following steps: 1 Choose click the primary key button. The selected field will be set as a primary key. As a result arrow will appear in the field sector column. 2 Now click the primary key button. The selected field will be set as a primary key, indicating by a small key in the field of selector column.

The primary key is toggle. To remove it, select the primary key field and click on primary key button.

ENTERING AND EDITING DATA: MS ACCESS offers us two ways to enter data into tables. You can enter data while existing data is in view or you can hide the existing data while you enter new data. To enter the data in the table you first open the table in data sheet view. For this click the tables button in the main database window. Now, click the table you want to open it will be highlighted. Click the OPEN button. The table in data sheet view.

The data sheet view looks similar to a spread sheet as those you see it in MS EXCEL. If uses row and column format to display table data In series of field. Each row is referred to as record. All the records entered will be subject to constrain set during creating table in the design view. The ACCESS identifies current records with an arrow in the record selector column. The record number box at the bottom of screen also displays the current record number. The various navigating buttons around this box help us to navigate the table. Thus, you can move to the various records. To add a new record, move the cursor to the last row of a table and type the contents to a new record. To delete a record from a table, select the record to be deleted and then from edit menu select the DELETE command. MS ACCESS will ask for the confirmation of deletion. If you click yes the record will be deleted. Finally click TO SAVE to save the changes made.

You can also make changes in the design view that mean you can insert or delete the fields. For this, first to the design view of the table. Type the new field name and specify its data type and description. Now save the changes to table. As a result new field will be added to the table. 2.CREATING TABLE USING WIZARD: On selection the create table by using Wizard option and then clicking OPEN button a table wizard opens up. This method helps in creation of tables in an interactive method and from the choices made by users from the various dialog boxes that occur we can create a table.

The look up wizard start. Access starts table wizard and display the screen of the wizard. Select the table from the list for which we want to create a table. Select the fields that we want to include in table and click next button.

ADDRESSES table: By used wizard a create the adresses based on adresses table. In this addresses table address id, first name, last name, address and city. Addresses table using wizard

DATA TYPES: OLE Object- An OLE (object linking and embedding) object is a sound, picture or other object such as word document or excel spread sheet that is created in other program. Use these data type to embed an OLE object or link to the object in the database. After feed the file name, we feed the field name image in the design view of table 1 and feed the data type OLE object.

After saving the table, we open the table and get an image field.

When table is open, there is a field of photo. We click on the right side of the mouse and got the option of the insert object. Click on the insert object to insert picture.

After click on the insert object we get the following table:

We can create an object by two ways: By creating a new object type. We can pick an existing object from any file by specifying its path to pick an existing file, click at create from file option. A window will appear. Window to create object from existing file:

After click on the browse, record the following browse to insert a picture from any file. In the following table we feed the file name after feeding the file name desktop background, we got the following picture.

HYPERLINK: A hyperlink will link to an internet or internet site or another location in the database. The data consists of upto four parts each separated by the pound sign (#): Display text # Address # Sub address # screen tip. The address is the only required part of the string. Examples: Internet hyperlink example: #http://www.ignou.edu# Hyperlink stores up to 1gb of data. You can store links to websites, sites or files on an internet or local area network (LAN), and sites or file on your computer. In design view of table, feed the field name link and feed corresponding the data type hyperlink:

After saving the table we open the table. There is a field name link write in the link any file name which with u want to create a link. Then click on the insert option and then click on the hyperlink:

After click on hyperlink, edit hyperlink is opened. There is given an address field. We write the file name in address field, which we want to linked our file:

This file is opened to double click on that hyperlink:

Lookup Wizard: Creates a field that allows you to choose a value from another table or from a list of values by using a list box or combo box. Clicking this option starts the Lookup Wizard, which creates a Lookup field (Lookup field: A field, used on a form or report in an Access database, that either displays a list of values retrieved from a table or query, or stores a static set of values).After you complete the wizard, Microsoft Access sets the data type based on the values selected in the wizard.

The Lookup Wizard starts in the following cases: when you create a lookup column in Datasheet view, when you drag a field from the field list pane to a table that is opened in Datasheet view and in Design view when you select lookup wizard in the data type column. The wizard walks you through the steps needed to create a lookup column and automatically sets the appropriate field properties to match your choices the wizard also creates relationships and indexes where needed to support the lookup column.

When the wizard starts, you must decide whether to base the lookup column on a table or query or on a list of values that you enter. Most of the time if your database is properly designed and your information are divided into subject based tables: while setting the data type of the field t lookup wizard, a window will appear asking you from where you want the field values.

WINDOW ASKING THE NAME OF TABLE OR QUERY: Click the appropriate table, query or both and click at next button. A new window will appear asking the name of the field table or query where you want to pick.

ASKING THE NAME OF FIELD: Click at the appropriate field and click at next button. A new window will open asking the width of column.

WINDOW FOR SETTING COLUMN WIDTH:

Set the width and click at next button. After setting all this a new window will appear that given below:

Click at the FINISH option. When we will open the image table then we will get the some options for filling the city field:

QUERIES: A query is a question asked by the user to extract information according to his requirement. Eg: a query can be created that ask for the list of employees who get salary less than Rs.30000. The result of the query is displayed in the form of datasheet. A query is thus a set of information that changes with the content of supporting table. It is one of the most important components of MS ACCESS. To access a query the existence of table must be required in database.

CREATING A NEW QUERY: We can create queries in the database that contain those tables, related to which we put queries.

Queries can be created by two methods: Create query in design view. Create query by using wizard. CREATING QUERY USING DESIGN VIEW: User can design query using design view. For the query user performs following steps: Firstly the user prepares the table by using design view.

 When we click on the design view option then a show table will be appeared in which we choose the table for the query.

Then select query dialog box appear. In which we select the fields which we want to appear in the table and we create the query on these fields of the table.

 Then the answer table of the query is appeared. The following table is the answer table of our Adresses table.

 Then we click on the YES option in the following dialog box in which we describe that we want to save the changes in the query. Then we click on the YES option in the following dialog box in which we describe that we want to save the changes in the query.

Then we assign the name to our query by using the following dialog box.

CREATE QUERIES BY USING WIZARD To built up a query from wizard, click on wizard.

There will be option to choose the table room the tables that are in database. After choosing the particular table we can choose further its fields.

And then query window will appear as shown below.

We have the option to make query by using design view, right click on the name of the query and choose the design view option from it.

And the window will appear as shown below.

To set the criteria on query we use design view which is discussed further. CREATING A FORM IN THE DATA Forms: A form is the represent of the data in the format requested y the user from the table or a query. Forms can been used to display or print data in a more interactive and useful manner than a datasheet. There are two types to create a form: 1. Using design view. 2. Using wizard.

USING DESIGN VIEW: For creating the form, the following dialog box will be appeared. Then we have to select the design option.

The following form will be appeared.

When we right click on this- then pop box appeared to choose the properties.

When we click the properties then we select the table to create the form of it.

In this, we show all the attributes of the table or select.

Then we drag the attribute which we want to watch in the form.

It is used to show the header and footer in the form. For this, we select the form header/footer option from the following pop box.

To put the header and footer on the form, we use the header/footer option. Then for writing the header and footer, we use label option.

The following is the answer box which is formed.

PROPERTIES OF FORMS The following properties are:

1. 2. 3. 4. 5. 6. 7.

CAPTION: It is used to change the name. VISIBLE: We use this option in the form when we want to display or not any information. DISPLAY WHEN: This option will be used when we want to display the information. LEFT, TOP, HEIGHT & WIDTH: These options are used to set up the size of the field. BACK STYLE & BACK COLOUR: These options are used to set the style and colour of the form. SPECIAL EFFECT: We used it when we want to create special effect on the form. BORDER COLOUR, STYLE & WIDTH: These options are used to set the border style.

CREATE FORM BY USING WIZARD This is the second method of creating form that is create form by using wizard.

 When we will select this option then the dialog boxes will appear one by one and we will discuss these one by one as following. When we select this option then first of all this dialog box will appear which ask us about the field which we want to display in the form. After selecting the fields which will appear in the right column of this dialog box as shown below.

Then a new dialog box will appear which ask us about the view of our form.

 When we select the view of our form then we will see another dialog box which asks us the style of our form.

Now a new dialog will appear which ask us about the name of our form.

After this, the following is the form.

For inserting the picture in the form, we use the OLE object data type in the design view. After inserting a picture when we will see the actual view of the form. REPORTS Report is used to present data in the pre defined or user defined format. They are generally prepared for presenting data in hard copy form by using printers. Report take data from base tables and present, in a way the user wants we can group data on certain fields or condition or sort data on one or more fields in ascending or descending order.

Definition: A report is a database object used to present data in the format, specified by the user. They are mainly used for taken prints of data stored in table. METHODS OF CREATING A REPORT: There are two ways two create a report in access. We can create a report by using a wizard or by manually designing the report. 1. BY USING WIZARD 2. BY USING DESIGN VIEW BY USING WIZARD: Creating a report using wizard is same as creating table and forms using wizards. Following are the steps to create a report using wizard: Click on the report object button and click on the option CREATE REPORT by using wizard.

Access will show us the first dialog box of the wizard.

 Select table and respective fields we want in report and click NEXT to continue. Access ask us add a grouping level through which the records in the report will be grouped. Choose the fields, by which we want to group the records. Records have been grouped by course field. Click next to continue.

 In the next dialog box, ACCESS ask us to select the fields with which we want to sort the records in report. Selected the sorted fields.

In the next step of the wizard, choose the layout of report and click NEXT to continue.

 In the next step of wizard, choose styles of the report from list available styles.

In the last step of wizard, type name of the report and choose the option Preview the report to take a preview of report and choose the

option of Modify the Reports design, if we want to change the report design and click finish to end the wizard.

We can see, the records have been grouped by using course field.