Uses of MS Access in Business

Presented to: Deepjyoti Choudhury

Presented by: Biswajit Bhattacharjee (19)

Bikash Choudhury (16)
Kumar Akshay
Emran Khan (40)
 What Is a Access?
 MS Access is a relational database management
system.
 It is an application software that is used to create and
manage computer based database on desktop
computer and or on networks.
 The MS Access can be used to create simple and
powerful information system solution for small and
medium size organisations.
 MS Access - software used for creating databases
• Quickly
• Accurately
• Using wizards and templates developed to
maintain the integrity of your data
 Data are just information
 What Is a Access? (cont…)

• A database is a collection of related data

organised in a structured manner
• A software package that is used to define, create,
store, manage and manipulate the data is called
database management system (DBSM).
• A relational database stores information across
different tables and connect them with link.
What is an Access Database?
Collection of data objects stored with filename
extension .mdb (Microsoft database)
Main Access data objects
Tables
Queries
Forms
Reports
Macros
Modules
Pages
 Access basic Data Objects

Queries
Forms
Tables
Pages
Report
Macros s
Modules
Database
 Access Database Objects
• Tables contain rows called records and
columns called fields.

• Queries are requests for specific

information from a database.
Queries are virtual tables built on a given
SQL statement
6
 Access Database Objects (cont. …)
• Forms are parts of user interface. Forms are
used to enter, edit or browse data from a
database

• Reports present requested information and

allow to create hard copies.
7
 Access is a relational database
• Access allows you to form relationships
between the tables; that’s why it’s called a
relational database

• The simplest way to create a relationship

– Look for identical field names between tables.

• Tables can be joined in three ways; one-to-one,

one-to-many, and many-to-many.
 Relational Database
• All data items are organized by tables.
– E.g., in School DB, tables for
• Students (firstName, lastName, phone, email)
• Faculties (firstName, lastName, phone, officeNo.)
• Courses (department, crsNumber, title, credits)
• Classes (time, location, course, classNum)
• Schedule (student, class)
• Buildings(bldgName, hasElevator, hasADA)
• Rooms (roomNo, building, capacity, hasInternet)
 Students Table
firstName lastName phone email
Anne Anderson 123-4568 aa@aol.com
Ben Benson 234-5678 bb@gmail.com
Cathy Carson 345-6789 cc@att.net
Dan Danson 456-7890 dd@hotmail.com
Erin Emmerson 567-8901 ee@aol.com
Frank Farrington 678-9012 ff@sam.net
 Linking Tables
Rooms Buildings

Students Classes Courses

Schedules

Faculty
Getting Started with Microsoft
Access
Double click on
the Microsoft
Access icon on
the desktop.
How to open Access?

Access opens with the

dialog box shown here
 Database Window
Database Window
– Main database design/management window
– Displayed when creating or opening an Access
database
– You can use the Objects toolbar to access the
different objects that make up a database
Creating New Database Using
Wizard
 Create a database using the
Database Wizard
• When Microsoft Access first starts up, a dialog box is
automatically displayed with options to create a new
database or open an existing one. If this dialog box is
displayed, click Access Database Wizards, pages, and
projects and then click OK. (or you can click “New
Database” on the toolbar )

• On the Databases tab, double-click the icon for

the kind of database you want to create.

• Specify a name and location for the database. (Save

it to your file on the H: drive)

• Click Create to start defining your new database

Tables
 Tables
What is table
• Basic container for data, arranged as a grid of
rows and columns
• Each row contains a single record
• Each column represents a field within the record
Access tables
• Fundamental data objects in Access
– Forms, queries and reports are all based on tables
• Table Wizard provides automated table creation
• Tables can also be created manually for more
precise specification
 Creating a new table in Design
View
• For each field in new database, specify the
following items
– Field Name
• Descriptive name of field to be used in table
– 64-character maximum
– Prohibited characters : period(.), accent grave(‘), square
brackets([]), exclamation point(!)
– Data Type
• Drop-down list displays available data types
– Number, Date/Time, Currency , Auto number, Yes/No, OLE Object,
Hyperlink, Lookup Wizard
– Description
• Comment describing details of field. Appears on the status bar in
Datasheet view when you click a row in the field's column
 Access Data Types.
Data Type Usage Size

Text Alphanumeric data Up to 255 characters

Memo Alphanumeric data—sentences and paragraphs Up to 64,000 characters

Number Numeric data 1, 2, 4, or 8 bytes (16 bytes

for ReplicationID and
Decimal)

Date/Time Dates and times 8 bytes

Currency Monetary data, stored with 4 decimal places of precision 8 bytes

AutoNumber Unique value generated by Access for each new record 4 bytes (16 bytes for
ReplicationID)

Yes/No Boolean (true/false) data <1 bit/FONT>

OLE Object Pictures, graphs, or other ActiveX objects from another Windows-based Up to about 1 gigabyte
application

Hyperlink A link "address" to a document or file on the World Wide Web, on an Up to 2048 characters
intranet, on a local area network (LAN), or on your local computer
 Fields properties
Field Property Purpose/Note or Example
Field size Specifies amount of storage for data in field
Note: Test maximum field size = 255 characters

Format Predefined formats for field data

Ex: Short date =11/25/97
Input Mask Formatting mask for user data input
Ex:Phone number input mask = (XXX)-XXX-XXX
Default Value Specifies default value in field
Note: Speeds up data entry.
Required Specifies that a value must be entered in field

Indexed Tells Access to create an index for this data field

Note: Speeds up data searches based on this field
 Setting a Primary Key
• What is a primary key?
– Main index for table
– Must be unique for each record in table
• Example: Product number, Employee number, etc.
– If no such field exist, create a new field with the data type
“Auto number” and specify it as the primary key
• Access will automatically create unique numbers for this
field
• Assigning a field as the primary key
– Select field
– Click on Primary Key button on toolbar (or use “Edit
/Primary Key”)
• A key symbol will appear next to selected field
 Saving the table
– Select “File/Save” or click on the close button
for the Table Design View window
– Access will prompt you to enter a name for the
new table
• Table name can be up to 64 characters
 COMMANDS

Steps to open MS Access-

File- programs- MS Access

Steps to create database-

File- new- general- land database- ok- type the database name- create
 COMMANDS (cont. …)

Steps for table design-

Insert- table- design view- ok- type the field name- select the data type- select the
field property if required- close- title table name- ok- no

Steps for query-

Select the table- insert- query- design view- ok- double click to add the field name
as required- insert the criteria as required- close- yes- type the query name- ok.
 COMMANDS (cont. …)

Steps to design a form-

Select the table- insert- form- design- ok- drag and drop the field names as
required- format and color as required- click on image- drag and drop the image
form- select the picture- ok- format- sent to back- close- yes- type the form name-
ok.

Steps for report-

Select the table- insert- report- tabular/columnar report- ok.
●Using Access in your
business is almost
unavoidable in today's
business environment.

●Its ability to compile

information and reports as
well as building relationships
between data and using
queries is considered vital
and indispensable
 MS Access in the Business World
• In terms of business
uses databases can be
created or can be
imported from other
applications like MS
Excel
• This screen shot
shows an imported
Excel spreadsheet to
Access
 MS Access in the Business World
• With Access in your
business environment
you can do many
things
– Build database
relationships (tables)
– Build forms from
existing database
information
– Build queries from
other databases
 MS Access in the Business World
• With Access you can
create a graphical
interface which will tie
together all the data
you have in one easy
to use module