MICROSOFT ACESS

 TABLE
 QUERY
OBJECTS  FORM
 REPORT

9/3/20XX Presentation Title 2

Introduction
Microsoft Access is a database
management system from Microsoft that
combines the relational Access Database
Engine with a graphical user interface
and software-development tools.
Databases in Access are composed of
four objects: tables, queries, forms,
and reports. Together, these objects
allow you to enter, store, analyze, and
compile your data however you want

9/3/20XX Presentation Title 3

TABLE
INTRODUCTION TO
TABLE
A relational database like Access usually
has several related tables. In a well-
designed database, each table stores
data about a particular subject, such as
employees or products. A table has
records (rows) and fields (columns).
Fields have different types of data, such
as text, numbers, dates, and hyperlinks.
1.A record: Contains specific data, like
information about a particular employee
or a product.
2.A field: Contains data about one aspect
of the table subject, such as first name or
e-mail address.
3.A field value: Each record has a field
value. For example, Contoso, Ltd.
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 VIEWS OF TABLE
1. DATASHEET
VIEW
This view represents the data in a table form that consists of rows and
columns. This table form is also called a datasheet .we can easily enter,
delete or modify the data of a relation very easily in datasheet view. The
column names are displayed on the top of each column/field as described in
design view. We can easily switch between these two views by choosing
required view from the View menu . Normally, both of these views are used to
define and manipulate a database.

2. DESIGN VIEW

In design view, we define the design of a database relation. This view is used
to define the structure of relations. By using the design view you can specify
that; what are the fields in the relation, what are their names, data types and
some description about these fields. Primary key is specified in this view of
database too. We can also change the structure of any existing relation.
QUERY
INTRODUCTION
TO QUERY
A query is a request for data results, and for action on
data. You can use a query to answer a simple
question, to perform calculations, to combine data
from different tables, or even to add, change, or
delete table data . As tables grow in size they can
have hundreds of thousands of records, which makes
it impossible for the user to pick out specific records
from that table . With a query you can apply a filter to
the table's data, so that you only get the information
that you want. In a well-designed database, the data
that you want to present by using a form or report is
often located in several different tables. The tricky
part of queries is that you must understand how to
construct one before you can actually use them.

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 TYPES OF QUERIES
1. SELECT QUERY

Select query is the simplest and the most common type of query.
It retrieves data from one or more tables depending on what is
needed and displays the result in a datasheet. Select query also
use to group records and calculate sums, counts, averages, and
other types of totals.

2. PARAMETERIC
QUERY
You use crosstab queries to calculate and restructure data for
easier analysis of your data. Crosstab queries calculate a sum,
average, count, or other type of total for data that is grouped by
two types of information one downs the left side of the datasheet
and another across the top
3. ACTION QUERY

Database undergoes a specific action depending on what was specified in the query
itself is known as action query. This can include such things as creating new tables,
deleting rows from existing ones and updating records or creating entirely new
ones. Action queries are very popular in data management because they allow for
many records to be changed at one time.
There are four types of action queries:
 Append Queries: An append query add records from one or more tables to the
end of one or more tables. For example, you have some new customers and a
database containing a table of information on those customers. To avoid typing
all this information into your own database, you can append it to your Customers
table.
 Update Queries: An update query makes global changes to a group of records
in one or more tables. For example, you can increase employee’s salary by 20
percent for the people within a certain job category. With an update query, you
can change data in existing tables.
 Delete Queries: A delete query deletes a group of records from one or more
tables. Delete queries always delete entire records, not just selected fields within
records. For example, you could use a delete query to remove products that are
discontinued or for which there are no orders.
  Make-Table Queries: A make-table query creates a new table from all or
part of the data in one or more tables. Make-table queries are helpful for
creating a table to export to other Microsoft Access databases or a history
table that contains old records. Making a backup copy of a table automatically
by using a macro or code.
4. PARAMETRIC QUERY

Instead of entering predetermined criteria, you want to prompt users when a

query runs; you can create a parameter query. A useful feature of the parameter
query is that it can be saved and used again and again whenever we want to ask
the same question. When you run a parameter query Access displays dialog box
prompting you for the parameter value. You can create a parameter query by
enclosing a question in square brackets ([]).

5. CROSSTAB QUERY
You use crosstab queries to calculate and restructure data for easier analysis of
your data. Crosstab queries calculate a sum, average, count, or other type of
total for data that is grouped by two types of information one downs the left side
of the datasheet and another across the top.
FORMS
INTRODUCTION
TO FORMS
A form is a type of a database object that
is primarily used to enter or display data
in a database . A form is constructed from
a collection of individual design
elements . These elements are called
controls . The common elements are text
boxes, labels, check boxes etc. these
elements are used for different purposes.
Form is used to add data in the database .
It is used to delete data from the
database .Using form data can be
modified in the database . Data can be
viewed using forms Data can also be
searched with the help of forms . You can
also use a form as a switchboard that
opens other forms and reports in the
database.

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 LAYOUTS OF FORM
1. COLUMNAR
FORM
Columnar form is used to display one record at a time . It
displays text boxes and labels for each field. Columnar form
provides a record navigation bar to traverse through records .
The picture below represents a columnar form
3. TABULAR
FORM
In tabular forms multiple records are displayed with fields
in columns and records in rows . Each row represents a
record . It is best for the situation when you want to
display a few records and of narrow fields and you want to
see several records at the same time.
3. DATASHEET
FORM
A datasheet form displays data in datasheet view. Each row
displays one record at a time. Datasheet form provides
record navigation bar to navigate through different records.
This type of form is often used for the basis of sub form.
4. JUSTIFIED
FORM
This form is used to display one record at a time. The
fields are justified according to the window. The labels
are displayed on the top of each field. Justified form
provides a record navigation bar to traverse through
records.
REPORTS
INTRODUCTION
TO REPORT
•Reports are the output of a database.
The user can generate different types
of reports by manipulating the
database. The information on the
reports is arranged in different styles .
The user cannot edit data displayed
on the report. The user also cannot
input data in a report. The reports are
generated for printing purposes.
Reports give output data in a required
format. It is flexible to represent data
in different ways. Report also support
for graphics and chart information .
Report can display the result of a
query.

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 TYPES OF REPORTS
1. COLUMNAR REPORT
In this type of report values are displayed in the form of columns.
The label indicates the name of the field. The columnar report
spreads the information for a single record over many rows. The
layout of a columnar report is as follows.
2. TABULAR
REPORTS
In this type of report values are displayed in the form of
columns.
The label indicates the name of the field. The columnar
report spreads the information for a single record over
many rows. The layout of a columnar report is as follows.