Database

Management
Systems
OBJECTIVES:
1. Examine database concepts.
2. Explore MS Access Environment.
3. Manage the data in a table.
4. Create form and report.
5. Generate simple queries.
Definitions
Data: Raw, unprocessed facts
Ex: 25, Misha, Bangalore
Information: Processed data
Ex: The age of Misha is 25.
Database: Collection of related data
Ex: Online banking system, library
management system
Meta-data: The database definition
Database Management System
Definition: a collection of related
information organized in a manner that
provides for rapid search a retrieval.
Database Management System
Functionalities
 Define: Specifying the data type, structures and
constraints for the data to be stored.
 Construct: process of storing data on some
storage medium.
 Manipulate: Querying the database to retrieve
specific data, updating database and generating
reports.
 Share: Allows multiple users and programs to
access the database concurrently.
Database Structure
A table is composed of columns and rows,
referred to as fields and records in Access.
Following is a description of the three table
components identified in the above image:

The rows in the table are called records. Each record is a group of
related fields, such as all of the information regarding each member
in a membership database or each customer in a customer table.

The columns in the table are called fields. Each field contains a
specific piece of information within a record within a record.

The primary key, which is assigned to a field, uniquely identifies

each record in a table. It tells the database program how your
records will be sorted, and it prevents duplicate entries. In the
image, the primary key is the Contact ID field.
EXPLORE MS ACCESS
ENVIRONMENT
MICROSOFT ACCESS
Microsoft Access is a "relational" database
application. Relational means we can link together
sets of data, we can relate the data.
In Access the data is saved in Tables. As the data in the
Tables change, the rest of the Access database will reflect
the newest information (i.e. the Queries, Forms and
Reports). Queries show the data in a Table format.

A Query can pull from multiple Tables and allow you to

limit the records (rows) display by using criteria and
showing
only the fields (columns) you want.

Forms can be created to provide a "user‐friendly" side to

your database. They are used to view and enter your data
in
an interactive formatted structure. Forms are also used to
make menus and search windows that turn a simple data
collection tool into a more interactive user‐friendly
application.
Planning the Database

1. Input – What data do I already have for the

database?
2. Output – What information do I want to get
out of the database?
3. Process – What do I need to do to get there?
Basic Access Objects Access consists of four main database
objects:

TABLES

Tables store data. The Tables are the true 'database' (base of
data). These need to be created and properly linked (related) in
order to effectively use the other Access tools. Tables are the
core of your database, everything else in Access depends on the
Tables.
Basic Access Objects Access consists of four main database
objects:
QUERIES

Queries show a selection of data based on criteria (limitations)

you provide. Queries can pull from one or more related Tables
and/or other Queries.
Basic Access Objects Access consists of four main database
objects:
FORMS

Most Forms display one record at a time, in a formatted user‐

friendly environment. You can build your Form so it will display
multiple records. As you develop Forms you can create navigation
buttons, insert graphics, and change the colors to display
everything consistently. Forms have three basic views: Design
View, Layout View, and Form View. Your record source can be a
Table or Query.
The data entered or modified in a Form is automatically saved to the
Table. The Table is the true location of the data; the Form is a "pretty"
way to view/modify/create the data
Basic Access Objects Access consists of
four main database objects:
REPORTS

Reports are designed to create an organized output of data from

your database. With a Report, you can group and summarize
information. You can't edit the data in a Report, but if you make
the modifications in the Table, Query, or Form you will see the
results when you open the Report again. Reports have four basic
views: Report View, Print Preview, Layout View, and Design
View.
MANAGING DATA IN A TABLE
The Navigation Pane: The Navigation
Pane is a list containing every object in
your database. For easier viewing, the
objects are organized into groups by
type. You can open, rename, and delete
objects using the Navigation Pane.

To Minimize and Maximize the

Navigation Pane: Click the double
arrow in the upper-right corner of the of
the Navigation Pane to minimize and
maximize.
Sorting the Objects in the
Navigation Pane: By default,
objects are sorted by type, with the
tables in one group, the forms in
another, etc. However, you can
change how the objects are sorted.
Click the drop-down arrow to the
right of the All Access Objects and
click on a sort option from the list.
CREATING A DATABASE
1. Start access
2. Click on Blank desktop database
CREATING A DATABASE
3. Under File Name type a name for the database
4. To change the location of where to store the
database, click the folder icon and select a location
5. Click create
Access opens in a new table in Datasheet View.

 Understanding Views: There are multiple ways to view a

database object. The two views for tables are Design View and
Datasheet View.

 Design View is used to set the data types, insert or delete

fields,
and set the Primary Key
 Datasheet View is used to enter and view the data for the
records

 Switching Between Design View and Datasheet View: Click

the View arrow on the Home tab and click on either Datasheet
View or Design View
Creating a Table:
A table is a collection of data about a specific topic, such as employee
information, products or customers. The first step in creating a table is
entering the fields and data types. This can be done in either Datasheet
View or Design View but it is recommended to set up the table in
Design View.
To Create a Table in Design View:
1. Click on the Create tab
2. Click on Table
3. Switch over to Design View on the Home tab
4. If prompted to save the table, enter a name and click on OK
5. Type the field names and select the appropriate data type for each
field
6. Continue until all fields are added Note: The order that you enter
the field names is the order the fields will appear in the table.
Setting a Primary Key:
The Primary Key is the unique identifier for each record in
a table. Access will not allow duplicate entries in a primary
key field. When creating a new table, Access automatically
creates a field “ID” with the autonumber data type, and
assigns this as the Primary Key.

To Set a Primary Key:

1. In Design View, position your cursor in the field you wish
to
set as the Primary Key
2. Click the Primary Key button on the toolbar
3. Save the table
Input Masks:
An input mask is used to pre-format a field to “look/act” a certain way
when a user inputs data. Examples: Social Security Number input
mask automatically inserts the dashes; phone numbers automatically
inserts the parentheses and dashes. The input mask data can either be
stored in the table or simply displayed and not stored.

To Create an Input Mask for a Field:

1. In Design View, click in a field for which you’d like to apply an
input mask
2. In the Field Properties section at the bottom of the screen, click in
the Input Mask line and notice the Build button that appears at the right
end of the line
3. Click the Build button to start the Input Mask Wizard (shown below).

4. Select the appropriate input mask

5. Click Next
6. Click Next for additional screens on which you can set options for
the input mask
7. Click Finish on the last screen of the input mask wizard
To save the table:
1. Click the Save icon on the toolbar
2. Enter a name for the table if you haven’t done so already
3. Click Ok

Entering Data in a Table:

1. In Datasheet View, start typing the data into the table by pressing
the tab key to move to the next cell
2. When you have completed the record (row), press Enter
3. You can also click on the New record icon on the Home tab in
the Records group
Navigating in a Table:
Use the arrows at the bottom of the table to navigate among records.

Sorting Records in a Table

1. Position your cursor in the field that you wish to sort by clicking

on any record in the table

2. Click either the Sort Ascending or Sort Descending icon on the

Home tab in the Sort & Filter group

Create Form and Report
Creating a Form:
A form is a database object that is used to enter or display data in a
database. To create a Form:
1. Open the table or query on which you are basing the form
2. Click on the Create tab.
3. Click on Form in the Forms group
A form is created and opens in Layout View.

Sample Form
Reports
Reports can be based on tables or queries. To Create a Report:
1. Open the table or query on which you are basing the report
2. Click on the create tab
3. Click on Report in the Reports group

A Report is created in Layout View

Sample Report
Printing Reports
To print a report
1. Switch to Print Preview from View on the Design tab under Report
Layout Tools
2. Click the print icon
3. Click on OK
Different Views

Print Preview – allows you see what the report would look like on a
printed piece of paper
Report View – allows you to see the data without having to display it
in
Print Preview Layout View – allows you make design changes while
browsing your data
Design View - gives you a more detailed view of the structure of your
report
Query
Queries: You use queries to view, change, and analyze data in
different ways.
You can also use them as a source of records for forms and
reports. To Create a Query:
1. Click on the Create tab
2. Click on Query Design in the Queries group
3. Select the table that you would like to base your query on
4. Click Add
5. Repeat steps 3 and 4 until all tables are added
6. Close the Show Table window

The table(s) will now be displayed in the upper part of the Query
Design Screen by boxes containing the tables’ fields

7. Double-click on the field names in the field list window

which you would like to include in the query
Sample Query
Defining Criteria in the Query: In order to control which
records are displayed, you must define criteria in a query. The most
common type of query is the Select Records query which will be
discussed below.
To Define Criteria for Your Query:
1. Position your cursor in the criteria row in the field for which
you wish to define the criteria for
2. Type the criteria
Example: To find all Excel courses:
3. Position your cursor in the criteria row of the Course ID field
4. Type Excel (Access adds the quote marks to the criteria
automatically when you tab to the next column)

5. Click the run query button

To Save the Query:
1. Click the Save icon
2. Enter a name for a query
3. Click OK