1.

Introduction to Microsoft Access

Microsoft Access is a relational database management system (RDBMS) that is part of the
Microsoft Office suite. It enables you to build database applications by combining data storage
(tables) with user-friendly objects like forms and reports. Access’s integrated environment
allows even beginners to create powerful applications without the overhead of a full client-server
system.

2. The Role of Databases and Database Management Systems

Databases are structured repositories of data designed to support efficient data storage and
retrieval. Unlike spreadsheets, which are ideal for ad hoc analysis, an RDBMS like Access stores
data in a normalized, interconnected manner. This setup minimizes redundancy and ensures that
updates occur in a single place, automatically propagating to related data.

Types of Databases

1. Relational Databases (RDBMS) – Stores data in structured tables with rows and
columns. Uses SQL. (e.g., MySQL, PostgreSQL, Oracle, SQL Server)
2. NoSQL Databases – Designed for unstructured or semi-structured data, allowing
flexibility in storage. (e.g., MongoDB, Cassandra, Redis)
3. Hierarchical Databases – Organizes data in a tree-like structure with parent-child
relationships. (e.g., IBM Information Management System - IMS)

3. Differences Between Microsoft Access and Microsoft Excel

Microsoft Access is designed for:

 Managing large sets of interrelated data using multiple tables.

 Enforcing data integrity through defined relationships.
 Rapid application development via forms, reports, and automation.

Microsoft Excel is a spreadsheet program optimized for:

 Numerical analysis, charting, and one-off calculations.

 Ad hoc data manipulation in a grid-based interface.
 Visualizations such as pivot tables and graphs.

Access is better suited for projects that require robust data management and relational integrity,
while Excel excels (no pun intended) at flexible, ad hoc analysis.
4. Advantages and Disadvantages: Access vs. Excel

Advantages of Microsoft Access:

 Relational Model & Data Integrity:

• Uses primary keys and referential integrity to ensure data consistency (see Section 11).
 Reduced Redundancy:
• Normalization minimizes duplicate data, reducing errors (see Section 10).
 Integrated Application Development:
• Create user-friendly forms, comprehensive reports, and automated tasks using macros
and VBA.
 Efficient Data Management:
• Better suited for handling larger datasets in a structured manner.

Disadvantages of Microsoft Access:

 Learning Curve:
• More complex than Excel; designing relationships and writing SQL or VBA requires
training.
 Scalability Limitations:
• As a file-based system, Access is best for small to medium projects and may struggle
with high concurrency.
 Limited Data Visualization:
• Compared to Excel, its charting and graphical capabilities are less advanced.

Excel’s Role:
Excel is advantageous for:

 Quick calculations, trend analysis, and data visualization.

 Users who need flexible, one-time analyses without building a formal database.
 Scenarios with relatively flat data that do not require relational integrity.

5. Installing and Launching Microsoft Access

Ensure that Access is installed (as part of Microsoft Office 365 or Office Professional). To
launch:

 Use the Windows Start menu or a desktop shortcut.

 On startup, choose either a blank database or one of the many available templates (e.g.,
Contact Management, Inventory).
6. Understanding the Access Interface

Key interface components include:

 The Ribbon: Groups commands into tabs such as Home, Create, External Data, and
Database Tools.
 Navigation Pane: Displays all objects (tables, queries, forms, etc.) for easy access.
 Datasheet and Design Views: Datasheet view lets you enter and view data like a
spreadsheet, while Design view is used for configuring object structure.
 Status Bar: Offers quick details (e.g., record counts, view modes).

7. Creating a New Database

Two common methods:

 From a Template: Quickly set up common database types (contacts, inventory, etc.).
 Blank Database: Start with a clean slate by choosing “Blank Database” and naming your
file (typically saved with an .accdb extension).

8. Designing Tables: Fundamentals

Tables are the foundation of any Access database. When designing tables:

 Define Fields: Assign clear names and select appropriate data types (e.g., Short Text for
names, Number for quantities).
 Set Primary Keys: Ensure each record is uniquely identified (often using an
AutoNumber field).
 Plan Your Structure: Sketch your tables on paper first to map out the relationships and
ensure minimal redundancy.

9. Data Types and Field Properties

Each field must have a defined data type, such as:

 Short Text / Long Text: For alphanumeric data.

 Number, Date/Time, Currency: For numerical or time-based data.
 Yes/No: For Boolean values.
 Attachment / OLE Object: For files and images.
Field properties (like field size, input masks, and default values) further control data entry and
presentation.

10. Redundancy and Normalization in Access

Redundancy refers to the unnecessary repetition of data. In a well-designed Access database:

 Normalization: Organize data into multiple related tables so that each piece of data is
stored only once.
 Advantages: Reduces storage needs, minimizes inconsistencies, and simplifies updates.
 Example: Instead of storing a customer’s address in every order record, store it once in a
Customers table and link orders via a CustomerID.

It occurs when the same piece of information is stored multiple times, leading to inefficiency,
increased storage usage, and potential inconsistencies.

Example of Redundancy

Employee ID Name Department Department Location

101 John IT 3rd Floor

102 Mary HR 2nd Floor

103 Tom IT 3rd Floor

104 Alice HR 2nd Floor

🔴 Problem: The department location is repeated for every employee in the same department.

How Normalization Eliminates Redundancy

We can separate Employees and Departments into two tables:

Employees Table
Employee ID Name Department ID

101 John IT001

102 Mary HR002

103 Tom IT001

Employee ID Name Department ID

104 Alice HR002

Departments Table
Department ID Department Location

IT001 IT 3rd Floor

HR002 HR 2nd Floor

✅ Benefits of Normalization:

 Removes redundancy (Location is stored once per department).

 Improves data integrity (If a department moves floors, we update one row instead of many).
 Saves storage space and enhances performance.

11. Referential Integrity: Ensuring Data Consistency

Referential integrity is a key feature of relational databases that ensures the relationships
between tables remain consistent.

 Definition: When a table includes a foreign key (a field that links to a primary key in
another table), referential integrity ensures that every foreign key value matches an
existing primary key value.
 Benefits: Prevents orphan records (e.g., an order without a valid customer) and ensures
that updates or deletions are consistently applied across related tables.
 Implementation: In Access, you enforce referential integrity in the Relationships
window by checking the “Enforce Referential Integrity” box when establishing links.

12. Entering Data into Tables

Data entry can be done directly in Datasheet view, which resembles a spreadsheet, or via custom
forms:

 Datasheet View: Ideal for quick entry and editing of records.

 Forms: Offer a more controlled environment with validation, navigation buttons, and
formatting to reduce data entry errors.
13. Establishing Relationships Between Tables

Defining relationships is critical for a relational database:

 Join Tables: Use the Relationships window to drag and drop fields (usually primary and
foreign keys) between tables.
 Types of Joins: Inner joins (only matching records) or outer joins (all records from one
table, with matching records from another).
 Maintaining Integrity: Combine with referential integrity rules to automatically update
or prevent deletion of related records.

14. Introduction to Queries: Basic Concepts and SQL

Queries extract data based on specified criteria:

 Select Queries: Retrieve specific data fields and records.

 SQL Behind Queries: Although you can use Query Design, Access generates SQL code
(e.g., SELECT, FROM, WHERE clauses) that defines the query logic.
 Filtering: Use criteria to limit records (e.g., LastName = "Smith").

15. Advanced Query Techniques: Joins, Parameters, and Calculations

Once you master basic queries, you can explore more advanced topics:

 Joins: Combine data from multiple tables.

 Parameter Queries: Prompt users for input (e.g., “Enter a city name”).
 Calculated Fields: Use expressions to compute values on the fly (e.g., concatenating
first and last names).

16. Designing and Using Forms for Data Entry

Forms are the interface for users to interact with your database:

 Form Creation: Use the Form Wizard for a quick start or design your own in Design
view.
 Controls: Add text boxes, drop-down lists, and buttons for navigation and actions.
 Validation: Embed validation rules to ensure correct data is entered.
17. Creating and Customizing Reports

Reports present your data in a printable, organized format:

 Report Wizard: A step-by-step tool for generating reports based on tables or queries.
 Design View: Customize layouts, add headers/footers, and adjust grouping and sorting
options.
 Use Cases: Useful for creating invoices, summaries, and dashboards that compile data
from multiple sources.

18. Automating Tasks with Macros and VBA

Automation enhances efficiency in your Access database:

 Macros: Use the Macro Builder to automate routine tasks such as opening forms,
running queries, or navigating records.
 VBA: For more complex tasks, the Visual Basic for Applications editor lets you write
custom code to handle events and processes beyond macro capabilities.

19. Importing and Exporting Data

Access can interact with external data sources:

 Import Data: Bring in data from Excel, text files, XML, or SharePoint using the
External Data tab.
 Export Data: Send data from Access to Excel or other formats for further analysis or
reporting.
 Linking Data: Instead of importing, you can link to external data sources so that the data
remains current.

20. Database Maintenance, Best Practices, and Suitable Use Cases

Maintenance and Best Practices:

 Compact & Repair: Regularly optimize your database to prevent file bloat and maintain
performance.
 Backups: Frequently back up your database, especially before major changes.
 Splitting the Database: For multi-user environments, split the database into a back-end
(tables) and a front-end (forms, queries, reports) to improve performance and security.
Suitable Use Cases:

 Microsoft Access is ideal for:

• Small to medium business applications (e.g., customer management, inventory tracking,
order processing).
• Projects where relational data integrity is crucial and data redundancy must be
minimized.
• Environments where custom forms and reports are needed to streamline data entry and
reporting.
 Microsoft Excel is ideal for:
• Ad hoc data analysis, financial modeling, and creating quick charts or pivot tables.
• Scenarios that require a flexible grid format rather than a structured relational model.
• Tasks that do not require enforcing relational integrity across multiple data sets.