Practical file

of

Database management system using

ms-access

Submitted TO submitted BY
Rajni sharma lakshay kumar
Assistant Professor b.b.a(g)

2ndsemester

51702401715

Delhi institute of rural development

Affiliated by

Guru Gobind Singh Indraparastha University

CONTENTS
Introduction to ms-access

Like any other computer application, in order to use Microsoft Access, you must first install it.
After installing Microsoft Access, then you can open it. There are various ways you can open
Microsoft Access. It gets launched like the usual products you have probably been using. As
such, to start this program, you could click Start -> (All) Programs -> Microsoft Office ->
Microsoft Office Access 2010.

It is a Microsoft product. It is a part of Microsoft office. MS – ACCESS deals with the tables in
which the data is stored and the relationship between the entities are represented. MS – ACCESS
offers many features like forms, reports, creation of tables.

COMPONENTS OF MS – ACCESS

1. TABLES : All the data is stored in the tables. When you create a new table, MS –
ACCESS ask you to define fields, giving each field a unique name and data types ( Text,
Number, Date, Currency, Auto number ) using wizards, MS – ACCESS will walk you
through the process of creating common tables such a list of names and addresses. Once
you have define a table structure you can add data to the table which is called a record.
To define relationships between tables click database tools relationships option in MS –
ACCESS in 2007.
2. QUERIES : Use a query to find or operate on the data in your table. With a query you
can display the records that match certain conditions, short the data, and even combine
the data from different table. You can added the data displayed in the query. ( in most
cases ) and the data in the data table will change. Go to MS – ACCESS than create
option, then query wizard and then choose the query type.
3. FORMS : These are the screens for displaying the data and also inputting the data in to
your tables. The basic form has an appearance similar to the index card which shows
only one record data time with different fields on each line.

4. REPORTS : If forms are input than report are for output. Anything you plan to print
deserved a report, whether it is a list of names and addresses. Or a financial summary. For
Reports go to MS – ACCESS than create options and then Choose Report res
Logo of ms-access
Programe 1.
GETTING STARTED TO MS -ACCESS
Programe 2.
TO CREATE A STUDENT TABLE
Programe 3.
TO DESIGN A STUDENT TABLE
Programe 4.
TO INSERT A VALUES IN TABLE STUDENT
Programe 5.
TO CREATE A QUERY WIZARD OF STUDENT TABLE
Programe 6.
To Select field name in a QUERY WIZARD
Programe 7.
To click the next button in a query wizard
 Programe 8.
To click the finish button in query wizard
Programe 9.
To create query design
Programe 10
To create a table of student marks in ms-access
 Programe 11.
To design a student marks table
Programe 12.
To Insert a values in student marks table
Programe 13.
To select a field name in query wizard
Programe 14.
To click a finish button
Programe 15.
Create a query design
Query 1.
query 2.
Query 3.
Query 4.
Query 5.Saw
FORM OF STUDENT
A.
B.
C.
D.
E.
F.
G.
REPORT OF STUDENT
 DATA BASE MANAGEMENT SYSTEM

Data : It is a know fact that can be recorded and has meaning in eg: roll no,name,class,marks
of student.

Field: It is the smallest unit of data that in the data base for eg:

Student

Name Marks
Roll no

Records :is the collection of associated field for eg:roll no,name,address,father name of a student is a
record.

Data Base :It is an organized collection of interrelated data from which some information can be
extract.

File:A file is collection of one type records.eg: a student file consists of all the of a student in a class.

DBMS: It is a collection of programs that enables users to create and maintain an data base.it is a
general purpose software that facilitated the process of defining,create and manipulating data a base

Student Data base

Roll no. Name Marks

1 A 10

2 B 8
 Defining a data base involves specifying data type,structure and constrains (simituting) for the data
to be stored in the data base.
 Data type means identify the type of data and associated operation of handling it.
 Structure: It be different.
 Constraint:(The limitation in the data)

 Advantages of DBMS

1.Controlled redundancy: In tradition file processing there is duplication of same data in

servals files centralized control of data by the DBA (data base administrator)avoided unnessarcy
duplication of data and effectively reduces the total amount of storage space required it also
reduces duplication of affects needed to performs updates servals times in each of the
file.Another advantage of avoiding duplication is the elimination of inconsistency that trend to
the present in redundant data file.

2. Sharing of data: A data base allow sharing of data under its control by any no of users
o or program

3.Integrity:Data integrity means the data in the data base should be accurate and consistence
centralized control can insure that adequate checks are Incorporated in the DBMS to provides
data integrated.

4.Security restriction can be applied:when multiple users sharing a data base it is likely that
some users will not be authorized to access all in formation in the data base some users may be
permitted only to retrieve data where as others can read and write.DBA can ensures that proper
access processor follow before accessing sensitive data.

5.Standards can be enforced:With Centralized control of the data the DBA can ensure that all
applicable standards are followed in the representation of the data.it is necessary to help data
exchange between two system.

6.Reduced Application development time: In data base a new application takes very little time
in designing and implementing a new data base.A application more time writing the single
special time However once a data is running.Less time is required to create new application used
DBMS facilitie
7.Flexibility: It may sometime unneccesry to add,delete or update a file in the data base modern
DBMS allows certain type of change to the structure of data base without affecting the stored
data and existing progra

8.Availability of updated information:As soon as one users update or information to the data
base all other users can immediately see those updates.

Disadvantages:

1.Cost: It is expensive process when creating new application.

2.Processing overhead:In DBMS structure or command are lengthy.

DBMS Architecture

Schema means catalog the description of data is called data base schema which is specified
during data data base the actual instances design it display only the structure of each record type
but not actual instances of record.

External level
View A View B View Z
users on application .
.view (definitely by
application program's
in consultation with
DBA) . Mapping supplied by DBMS

Conceptual level Concetual view

Defined by DBA

Mapping supplied by DBMS/OS

Internal level
Internal view

3 Schema architecture:

It is the highest level of data base obstruction(hiding of unnecessary data or details) where only
does portions of the data base which is concerned of user view may exists for the conceptual
view each user view described by means of schema called as external schema it consist of the
data base i.e. Particular user group is interested in and hide the rest of the data base from the user
group.

Conceptual or logical view:At the level of data base abstraction all the data base entities
and the relationship among them are included in the view is defined by conceptual schema there
is only one conceptual schema per data base it describe all the records and relationship included
in the conceptual view.the description of data at this level is in a format which is independent of
its physical representation its also include the feature the specific check to retain data
consistency and interigity.

Physical or internal level:This view is at the lowest level of abscration loses to the
physical storage method use(DASD,SASD) It indicates how the data will be stored and describe
the data stored and access method to be used by data base.

This view is expressed by internal schema which contain in the definition of stored record,the
method of representing the data field and access method used.
Mapping:DBMS based on 3 schema architecture each users grow refer only to its own
external schema hence the DBMS must transform a request specified on external schema into a
request against the conceptual schema and into a request on the stored data base the process of
transforming request and result between levels are called mapping.

External conceptual mapping:It is a mapping and the conceptual view it gives the
correspondence among the records and the relationship of the external and conceptual views
there is a mapping from a particular logical records in the external view to one or more
conceptual record in the conceptual view it may happen that names of the field and the records
may different at two levels.

Conceptual and internal mapping:It is the mapping between conceptual view and the
internal view it specifies how each conceptual record is to be stored and the characteristic and
size of field of the record that is it specifies the method of driving the conceptual record from the
physical data base

Data Independence:The three schema architecture can be used to explain the concept of
data Independence it is defined as the capacity to change the schema at one level of the data base
without having to change the schema at the next higher level.

There are two type of data Independence:

1. Logical data independence

1. Physical data independence

Logical data independence:It is defined as the capacity to change the conceptual schema
without changing external schema.we may change the conceptual schema to expand the data
base of to reduces the data base external schema need not be changed only the view definition
and the mapping needs to be changed in DBMS that support logical data independence.

Physical data independence:It is the capacity to change internal schema without having to
change the conceptual or external schema changes to the external schema because
some physical files had to be reorganized to improve the performances of re trivial of the
external schema.
  DBMS Languages//facilities provided by a DBMS Languages
1. DDL (DATA DEFINATION LANGUAGES)
2. DML(DATA MANIPULATION LANGUAGES)
3. DCL9DATA CONTROL LANGUAGE)
4. VDL(VIEW DEFINING LANGUAGE)

1. Data definition language:DDL is used to define the conceptual schema and also
gives details of how to implement this schema in the physical devices used to stored the
data this definition includes all the entities said and their attributes as well as their
relationship among the entity said the definition also includes any constraints that have to
be maintained the complied of the definition is know as system catalog.

Student subject
stud
y

Name Sub id
na
,mmm
mmm
ph.no mmm
mmen
amna,
Marks
me

Addre Name
ssSs

Part of ER diagram

It contains the information on the data stored in the data base is consulted by the DBA before
any data manipulated operation the internal schema is specified in a similar data definition
language called storage definition language.

2. DML(Data manipulation language):

DML is to used manipulate data in the data base.It involves retrieval of a data from the
data base,interion of new data,deletion of existing data or modification of data first of
these operations is called a Query it is a statement in data manipulation language that
request the retrieval of data from the data base.

3. Data controlled language: Data controlled language consist of feature that

determine

Whether a user is permitted to perform action committing or rolling v back a transaction

(commit or Rovck) this allow definition of security mechanism for protecting from unauthorized
access.

4.VDL(View definition language): VDL is used to define external view or user view.

ER Diagram

ER-MODEL(Entity Relationship model)

It is the view the real world is consist of the basic object called entities and the relationship
among these object and also constraints.It is widely used high level conceptual data model which
is used for designing the data model.

Components of ER-Diagram:

1)Entity :It represent a real world object or concept for

ex:student,subject,employees.teacher etc.

2)Entity set:It is a set of entities of the same types that share same column attributes or
properties

3)Attributes : These are the particular properties that describes an entity for
ex:student has id,roll no,name,phone no,marks etc.
 Sql(structured query language)
According to ANSI(American National Standard institute),it is the standard language
for relational database management system. Sql statement allow the user to specify what
must be done without specifying how to do. Sql statement allow the user to specify what
must be done without specifying how to do

Create a table bba

Insert a table bba
Created table bba
Alter command
Select command
update command
Max,count,min,avg command
Distinct,between,in and not in operator
Group by command
Having clause
Delete command
Drop command