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TO Ms Access: Ida Kristina Ramos Leslie Calcetas

This document provides an introduction to Microsoft Access. It discusses that MS Access is a database management system that allows users to create and manipulate data stored in tables. The document outlines the history and versions of MS Access since its initial release in 1992. It describes some key functions of MS Access including creating tables, queries, forms, and reports to organize, store, retrieve and display data.

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Amiel Christian Mendoza
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66 views17 pages

TO Ms Access: Ida Kristina Ramos Leslie Calcetas

This document provides an introduction to Microsoft Access. It discusses that MS Access is a database management system that allows users to create and manipulate data stored in tables. The document outlines the history and versions of MS Access since its initial release in 1992. It describes some key functions of MS Access including creating tables, queries, forms, and reports to organize, store, retrieve and display data.

Uploaded by

Amiel Christian Mendoza
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PPTX, PDF, TXT or read online on Scribd
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INTRODUCTION

TO
MS ACCESS
IDA KRISTINA RAMOS
LESLIE CALCETAS

Batangas State University


College of Accountancy, Business, Economics and International Hospitality Management
Microsoft and its History
oMicrosoft is a multinational computer technology corporation.
oMicrosoft began on April 4, 1975, when it was founded by Bill Gates and Paul
Allen.
oWindows in the 1990s, had captured over 90% market share of the world's
personal computers.
oAs of 2008, Microsoft has a global annual revenue of US$ 60.42 billion.
oIt develops, manufactures, licenses, and supports a wide range of software
products for computing devices.
Introduction to MS Access
oMicrosoft Access, also known as Microsoft Office Access, it is a DATABASE MANAGEMENT SYSTEM from Microsoft . It
is a member of the Microsoft Office suite of applications, included in the Professional and higher editions or sold
separately. 
oMicrosoft released the first version of Access in 1.0 in 1992. It was soon replaced with Access 1.1 in 1993 and then
later with Access 2.0 . The other versions of Ms – Access were:
• Access 95
• Access 97
• Access 2000
• Access 2002
• Access 2003
• Access 2007 which is widely used.
• Access 2010
• Access 2013
• Access 2016
• Access 2019
Access 2007, was introduced in a new file format
ACCDB format, replacing the older MDB file
format. It has a better GUI (Graphical User
Interface)
The ACCDB files that are created with the newer
Access software can integrate with the MS
Outlook and SharePoint software programs.
What is MS Access?
oIt is a DATABASE MANAGEMENT PROGRAM 
oIt consists of Rows and Columns format 
oRelations can be set between various data in the database
oIt is a RELATIONAL DATABASE MANAGEMENT SYSTEM
oIt can be used for creation and manipulation of data
DATABASE
Database is defined as – “A Mechanized, formally Defined, centrally Controlled
Collection of Data in an organization. ”

Keywords :
1. Defined or organized
2. Collection of Data
3. Within an organization
DATASHEET
In Access, data is stored in tables.
A datasheet displays the information stored in a table, in columns and
rows.
The columns are called fields. These are attributes. For eg:- name, phone
number etc.
The rows are called records. It is a collection of attribute related to an
entity. For eg:- data of A in students details file.
You can use a datasheet to create a table, enter data, retrieve data, and
perform other tasks.
Use of MS Access
Access enables to arrange the data in a fixed structure. Its structure makes
the information easy to :
oManipulate
oSort
oDisplay
oPrint
oPrepare Reports etc.
FEATURES OF MS Access of 2007
oNew and improved user interface
oNew templates
oEnhanced sorting
oAutomatic calendar
oQuick table creation
oA new file format ACCDB
RELATIONSHIPS
oRelational databases connect data in different files by using
common data elements or a key field. These key fields are used to
connect one table of data to another.
oFew examples are : - Name, telephone number and address of all
students kept in this college. You can use Access even to find out the
relation between name, address and telephone number of a student
within a table to the course and time-table within another table.
Purpose of Database 
They are also built to organize, store, and retrieve
information as efficiently and effectively as possible
Significance in Live Environment
Linking with Projects
Example:
◦ data from a website 
◦ Storing , retrieving and managing data efficiently
Uses of MS Access
Connecting to web pages
Creating sample database
Storing data
Creating relation between Tables
Functions in MS Access
Sort a Table
◦ By sorting, you can put a column of information in alphabetical, numerical, or
date order. You can sort in ascending order (alphabetical from A to Z, lowest
number to highest number, earliest date to latest date) or descending order
(alphabetical from Z to A, highest number to lowest number, latest date to
earliest date). You can also sort within a sort. For example, you can sort by
state and then sort within each state by city. When sorting within a sort,
perform the innermost sort first. For example, if you are sorting by state and
then city, sort the city first and then sort by state.
Functions in MS Access
Creating Reports
◦ Reports organize and summarize data for viewing online or for printing. A
detail report displays all of the selected records. You can include summary
data such as totals, counts, and percentages in a detail report. A summary
report does not list the selected records but instead summarizes the data and
presents totals, counts, percentages, or other summary data only. Access has
several report generation tools that you can use to create both detail and
summary reports quickly. This lesson teaches you how to create reports. 
Functions in MS Access
Creating Reports
◦ Report – a flexible way of reviewing and printing summary information. It enables
you to display information to the required level of information

Report Button
◦ creates a simple report that lists the records in the selected table or query in a
columnar format
Functions in MS Access
Creating queries
◦ To find and retrieve specific data of interest

Creating forms
◦ To view, add and update data in tables

Data access pages


◦ To view or update the data

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