INTRODUCTION TO DATABASE MANAGEMENT SYSTEM (DBMS)

A database is an organized collection of data that is stored electronically to enable efficient

retrieval, updating, and management. It can hold information such as numbers, text, and
multimedia like images or videos. Databases store information in a structured way, making it
easier to retrieve and manipulate data when needed. They are widely used in various fields
such as education, banking, healthcare, and business.

Examples of Data in Databases:

● Student records in a school.

● Customer information in a bank.
● Inventory details in a store.

What is a Database Management System (DBMS)?

A Database Management System (DBMS) is software that allows users to create, manage, and
manipulate databases. It serves as an interface between users and the database, enabling data
to be stored, retrieved, and modified efficiently.

Examples of DBMS:

● MySQL
● Oracle Database
● Microsoft Access
● PostgreSQL
● SQLite

Components of a DBMS

1. Data: The actual information stored in the database.

2. Hardware: The physical devices used to store and access the data, such as servers and
storage devices.
3. Software: The DBMS software that manages the database.
4. Users:
○ End Users: People who interact with the database through applications.
○ Database Administrators (DBAs): Experts who manage the database's
performance and security.
○ Developers: Create applications to interact with the database.

Functions of a DBMS

1. Data Storage: Organizes and stores data systematically.

2. Data Retrieval: Allows efficient searching and retrieval of information.
3. Data Manipulation: Enables users to add, update, or delete data.
4. Data Security: Protects data from unauthorized access.
5. Data Integrity: Ensures data accuracy and consistency.
 6. Concurrency Control: Allows multiple users to access data simultaneously without
conflicts.
7. Backup and Recovery: Protects data by creating backups and recovering it during
system failures.

Advantages of DBMS

1. Data Centralization: All data is stored in one location, making it easier to manage.
2. Improved Data Security: Access control ensures only authorized users can view or edit
data.
3. Efficient Data Management: Tools for organizing, searching, and analyzing data.
4. Minimized Data Redundancy: Reduces duplicate data storage.
5. Scalability: Can handle increasing amounts of data.
6. Enhanced Data Sharing: Multiple users can access the database simultaneously.

Disadvantages of DBMS
1. Cost: Expensive to purchase and maintain.
2. Complexity: Requires skilled personnel to manage.
3. Hardware Requirements: Demands high-performing servers for large databases.
4. Performance Issues: May slow down with large-scale operations if not optimized.

Types of Databases

1. Relational Database
○ Stores data in tables (rows and columns).
○ Example: MySQL, PostgreSQL, Microsoft Access.
2. NoSQL Database
○ Designed for unstructured or semi-structured data.
○ Example: MongoDB, Cassandra.
3. Hierarchical Database
○ Data is organized in a tree-like structure.
○ Example: IBM Information Management System (IMS).
4. Object-Oriented Database
○ Stores data in the form of objects, as in object-oriented programming.
○ Example: ObjectDB, db4o.
5. Distributed Database
○ Data is stored across multiple physical locations.
○ Example: Apache Cassandra, Google Cloud Spanner.
6. Cloud Database
○ Hosted on a cloud platform for scalability and accessibility.
○ Example: Amazon RDS, Microsoft Azure SQL Database.

MICROSOFT ACCESS

Microsoft Access is a database management system (DBMS) that is part of the Microsoft Office
suite. It allows users to create, manage, and manipulate databases with ease.

Loading Microsoft Access

 1. Locate the Application:
○ Click on the Start Menu.
○ Search for Microsoft Access.
2. Launch the Application:
○ Click on the application icon to open it.
3. Create or Open a Database:
○ Choose Blank Database to create a new database.
○ Use Open Other Files to access an existing database.

Features of Microsoft Access

1. User-Friendly Interface:
○ Intuitive design with a ribbon toolbar and navigation pane.
2. Data Storage:
○ Ability to store large volumes of structured data.
3. Forms and Reports:
○ Create forms for data entry and reports for data analysis.
4. Queries:
○ Retrieve specific data using Structured Query Language (SQL).
5. Relationships:
○ Link tables using primary and foreign keys to establish relationships.
6. Templates:
○ Pre-designed database templates for common use cases.
7. Integration:
○ Compatible with other Microsoft Office applications like Excel and Word.
8. Security:
○ Password protection and user-level permissions.
9. Macros:
○ Automate repetitive tasks with built-in macros.
10. Support for Multiple Users:
● Allows multiple users to work on the same database simultaneously.

MAIN SCREEN ELEMENTS OF MICROSOFT ACCESS

1. Title Bar
○ Displays the name of the current database and the application (e.g., "Database1
- Microsoft Access").
○ Located at the top of the window.
2. Quick Access Toolbar
○ Provides easy access to frequently used commands like Save, Undo, and Redo.
○ Users can customize it by adding or removing commands.
3. Ribbon
○ Contains tabs like Home, Create, External Data, and Database Tools.
○ Each tab includes related commands grouped together, such as clipboard tools,
formatting options, and database tools.
4. Navigation Pane
○ Located on the left side of the screen.
○ Displays all database objects such as Tables, Queries, Forms, and Reports.
○ Allows users to open and manage these objects.
5. Document Tabs Bar
○ Displays tabs for all open objects (e.g., a table or form).
○ Allows easy switching between multiple objects in the database.
6. Status Bar
 ○ Found at the bottom of the window.
○ Provides information about the current view (e.g., Datasheet View, Design
View) and includes zoom options.
7. Database Window/Work Area
○ The central area where database objects, such as tables, forms, and queries, are
opened and displayed.
○ Allows users to edit, view, or manipulate the data.
8. Object Tabs
○ Located within the work area, these tabs represent open database objects.
○ Examples include an open table, query, or report.
9. Field List Pane
○ Appears when designing a query or form.
○ Lists available fields from the selected table or query for easy dragging and
dropping.
10. Property Sheet
○ A pane used to configure properties of database objects, such as forms or
reports.
○ Includes settings for formatting, data, and other attributes.
11. Scroll Bars
○ Horizontal and vertical scroll bars allow users to navigate through large tables or
forms.
12. Search Box
○ Located in the navigation pane.
○ Helps locate specific objects in the database quickly.