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MS ACCESS
1. What is data base?
Database is a collection of releated information that a certain topic of purpose sort as employee
database. product database student database phone directory etc.

2. Types of data base?

1-DBMS
Database management system

Ex-foxpro,foxball etc.

2-RDBMS
Relational database management system.

Ex-oracle, MS-access, etc.

3. What is MS-access?
MS-access is a RDBMS a relational database can utilize one or more data table i.e., arranged in row
and column manner.

4. Purpose of MS-access?
1. In MS-access you can create tables for entering data.
2. You can create different types of forMS.
3. You can link MS-access with excel, MS-word, notepad & foxpro.
4. You can create modules to perform some program.
5. You can send and receive date from the internet.
6. You can input tables from other application.

Views in MS-access database:-

There are two types of modes or views in MS-access. We can also add another view in MS-access which
is called as normal view.

1. Design view
2. Datasheet view

1.Design view:-
Using this view you can design the table, form, queries, macro, pages, reports & modeles. That means
you can specify the data types of different fields and also you can specify the condition and also perform
different calculation.
2.Datasheet view:-
In this view you can display the output of the objects. Which you design in the design view and to entry
of the details.

How to open MS- access:-

Step-1:-

Start menu, program, MS-office, MS-access.

Step-2:-

Start menu, run or search option, type access, press enter from keyboard.

Concept of file, record, field, information:-

1. Concept of file:-
File is a storage area. Where the related data information are stored in the form of record.

2. Record:-
The record is an individual information about an individual item or person.

3. Information:-
The collection of data called information.

How to create a database:-

You can create a database by using then method.

Creating blank database:-

Click or office logo button, click on new, click on black database, type the database name in the field
name box, then click on create button.

What is MS-access made of?

The MS-access database is made of 7 major components.

1. Tables
2. Relationship
3. Queries
4. ForMS
5. Reports
6. Macros
7. Modules

The following gives you a quick overview of each components.

 1)Tables:-
It is the fundamental element in a RDBMS like MS- access. It is the place where the system stores. All the
data of a database system.

In this the data as stores in the form record.

Data Type In A Table:-

There are 9 types of data types available in MS-access.

i. Text
ii. Number
iii. Date and time
iv. Hyperlink
v. OLE (object linked embedded)
vi. Look up wizard
vii. Auto number
viii. Memo
ix. Calculated

i. Text:-
It is used to store alpha numril data upto the 255 character. It means you can use alphabets and
number in this data types.

ii. Number:-
It allow only numeric data. It means you can use only number in this data type.

iii. Date and time:-

It is used to store date and time.

iv. Hyperlink:-
To create hyperlink the data with other field, websites and another documents and file.

v. OLE (Object linked embedded):-

To store picture, graphs, sounds, video clips etc.

vi. Look up wizard:-

It is not really data type but a way to link a source to a field with in a table.

vii. Auto number:-

Used to numbering the data automatically.
viii. Memo:-
It is also alpha numbering data upto 320 characters.

Creating a table:-
In access a table by using a there are three methods to create a table using design view.

Step:-

Click on create a tab, click on table design, then the follow the window will appear on the screen design
the table you required, save the table, click on button, goto datasheet view and enter data in the
window.

Field name Data type

Emp name Text

Emp id Text

Bs Number

Table 1:-
Creating a table having name, marks the table having following field.

Field name Data type

Student name Short text

Roll no Auto number

Math Number

Sci Num

Eng Num

His Num

Evs Num

Total Calculated

Average Calculated

Table 2:-
Create the employee details showing the following field with their respective data type.

Field Data type

Employee id number

Employee name short text

Da Num

Ta Num

Hra Num

Pf Num

Ppf Num

Gross salary Calculated

Income tax Num

Net salary Calculated

Creating a table using table templates:-

Steps:-

Click on create tab, in table group select the table templates which you want, enter the data one by one,
save the table.

How to create blank table:-

Steps:-

Click on create tab, in tables group, click on blank table, rename the field name and enter the data, save
the table.

Create the table using the following field and name it as

student details:-

Field name Data type

Student name Text

Student roll no Auto number

Address Text/ look up wizard

Pincode number

Date of birth Date & time

Image OLE Object

E-mail id Hyperlink

Class Text (look up wizard)

Marks secure Hyperlink

How to store Image, picture in a table:-
Open the table in datasheet view right click on required cell in the field should have the data type of
OLE object select insert object goto edit menu, paste from, select the required picture, open, goto
file menu, update table, close the open window.

How to open the picture on the table:-

Double click on the required cell which contain the picture.

How to hyperlink in table:-

Steps 1:-

Goto datasheet view enter the website address on E-mail, address on table name in the required cell.
The field name should have the data type hyperlink.

Steps 2:-

Right click on ithyperlink edit hyperlink select the file from listok.

How to create the look up wizard list:-

1. Change the data type of classes field from the table student details to look up wizard.
2. From the look up wizard dialog box select the option.
(a)-“I will type the values that I want”.
3. Click on next.
4. Enter 1 in number of column box.
5. Enter the classes one below another in the column.
Eg :-(1,2,3,4,5,6,7,8,9,10)-next- type the table it you want- finish.

Filter in table:-

What is filter?
A set of criteria apply to record in order to show a subset of records or to so records.

Filter are of following type:-

1) Filter by selection.
2) Filter by form.
3) Advance filter.
4) Filter for input.

1. Filter by selection:-
In filter record by selection value in a table.

Steps:-

Open the table in datasheet view select the value home tab sort & filter group click on filter by
selection select the required condition.
Note:-

Click on remove filter button from the standard tool bar to remove filter.

2. Filter by from:-
It display the filter by from window. Which allows you to filter data by selecting values in list box.

Steps:-

Open the table in datasheet view home tab in sort & filter group click on advance filter then
click on filter by from select the data from the list box on which you want to filter the table then
click on apply filter button (taggle filter) from sort and filter group.

3. Advance filter:-
It open the filter design view where you can enter the criteria area expression in the filter view to do
what you want in your table.

For Example:-
It you have table name starting from a particular letter. E.g. “A” it you want to see the names which
are started from the letter “A”, then the entire criteria. writer in advance filter like below. “character
name *”A* it you want names ending with the letter “A”, then you have to enter criteria like *”* char
name”*A

You can also apply numerical criteria in advance filter.

For Example:-
It you want to see particular person salary student highest or lowest mark etc.

Steps:-

Open the table in datasheet view click on home tab click on sort & filter group click on advance
filters Enter the condition in criteria box click on apply filter button to stop the filter click on
taggle filter.

4. Filter for input:-

It filter and record by entering criteria in data sheet view.

Step:-

Open the table in data sheet view right click on any column click on no filter option select the
condition then set the condition and press enter key from keyboard.
Field properties-

Field size:-
You can use the field size properties to set the maximum on minimum size for the data stored in a field
set to text data type. The minimum and maximum size of text data type is 0 to 255.

It the data type is number. Then the field size properties setting and there are related in the following
way.

Field setting Range

Decimal Storage bits
Byte 0 to 255 None 7 byte

Integer -32,768 to 32,767 None 2 byte

Long integer -2,147,483,648 to 2,147,483,647 None 4 byte

Double -1,797*10308 to 1,797*10308 15 8 byte

Single -3.4*1038to 3.4*1038 7 4 byte

a. Format properties:-
It allow you to display your data in a form that differs from the actual key stroke use to enter the data.
Format vary according to the data type you have defined.

Format for text and memo data type:-

You can create custom text and memo format by using following symbol.

I. @  Required text character. (compulsory)

II. > convert all text in upper case letter. (capital letter)
III. < convert all text in lower case letter.(small letter)

b. Format for number data type:-

Format type Number as Extered Number

display
General 123451.678 123451.678

Currency 123451.678 $123451.678

Fixed 123451.678 123451.678

Standard 123451.678 123451.678

Print 123451.678 12.3%

Scientific 123451.678 123451678 E to s

 c. Format for Date/time data type:-

Format Display
General date 3/12/2015.5:10 pm

Long date Thrues day,sep 02/2015

Medium date 21.sep.2015

Short date 21/09/15

Long time 9:55:30 pm

Medium time 9:55

Short time 16:08 pm

Caption:-
You can use this property to provide and alternative label. That will appear in place of actual field name.

Default values:-
It is a value that is displayed automatically for the field. When you enter the data. This value may be any
value that matches the data type of the field.

Validation Role:-
This property is used to specify the condition in the required field so that you can restrict yourself from
entering wrong data. The rule uses >,<,≥,≤ operators.

Validation text:-
This property is used to enter the message that will satisfy the validation rule.

Q. Reservation Data base:-

Field name Data type

Sc.no Auto number

Customer name Short text

Flight name Number

Origin Look up wizard

Destiration Look up wizard

Departure time Date/time

Arrival time Date /time

No of seats Number

Amount Number

Conditions:-
a) The customer name should not exceed table characters.
b) Flight no should be off eight (8) digit.
c) Origin and destiration should be displayed in capital letter. The list should be like.
-KURKhordha
-BBSRBhubaneswar
-MUMmumbai
-NOLSnew delhi
-VSKPvisakha patram
-RJYrajamundry
-CTCcuttack
d) N0 of seats must be >3.
e) The amount for 3 people is 6000/-. the consumer name compulsory.

Required:-
This property provide the 2 options that is yes/no. when you set this property to “Yes” then data entry
for that field is compulsory.

Indexed:-
This property used to set a single field index. It is used to sort and group the data. This property is used
the following certains.

1) No default- no index.
2) Yes (duplicate ok) / the index allow duplicate entry.
3) No (duplicate)/ this index does not allow duplicate entry.

Input mask:-
Input mask allow you to have more control over data entered by defining data. Validation for (each
character) that is entered in the field. And input mask consists of letter display character such as
parenthesis “()”, hyphen”-“.

Input mask character:-

1) O:- it allow digits only.+ or – signs are not allowed.
2) Q:-it allow digits or space, signs not allowed.
3) #:-digits are space with sign.
4) ?:- letter entry optional.
5) >:-upper case
6) <:-lower case
Ex:-input mask Entry Out put
>?<< mcc mcc
# 00-0000000000
+ 91-9040392207

Table name mask

Name Short text

Address long text

Roll no Auto number

Math Number

Sci num

Civ num

Geo num

Hin num

Total Calculated

Average calculated

Formula:- Total
=math+sci+civ+geo+hin

Average

=Total/5(or)

=math+sci+civ+geo+hin/5

Conditions:-
The name of the student should be like. First letter capital and other should be small letter.

 The address of the students should be in capital letter.

 The marks should be more than 30.
 The value of the subjects should be compulsory entered. (if can’t be ignored)

How to import table from access to access:-

 click on external data menu.

click on access

click on browse

click on the access file which you want to import.

 click on open then click on ok then select one file.

How to import table from excel:-

 open your file in access click on external data menu
 click on excel
 click on browse
 select the excel file
 click on open
 click on the option “import the source data”
 click on ok
 click on the option “first row contains….”
 Click on next
 Next
 Click on no primary key option
 Next finish
 Click on save import
 Again click on save import ((to see the excel file on the left side it will shown as sheet 1) double
click on it).

How to append (merge) the table in access with MS-

excel:-
create a table first like shown below.

Roll no Student name Math sci

1 Xyz 50 45

2 ABC 52 64

3 DEF 62 72

Roll no Student name Math sci

4 DEF 50 72

5 ABC 62 64

6 XYZ 52 45

Continue the number after you have given in access.

Note:-
(forget - it you enter no0 upto 5 in access then continue with 6 in MS-excel.)

 Open your access file/ table. Close the table.

 Click on excel
 Click on browse
  Click on the excel file
 Click on open
 Click on append option
 Select the table from the table list that appear in your screen
 Click on ok
 Click on next
 Click on finish
 Click on save import
 Again on save import
Note:-To see the table double click on the table.

What is append?
Append means merging 2 table from MS-access application or from different applications. By giving
same field name.

How to export access data to excel?

 Click on the table that you want to export.
 Then click on external data.
 Click on export data with formatting and layout.
 Then click on open the destination
 Ok,* then, your access table will be shown in excel sheet.

How to link excel with access?

(By the option link if you change in excel it will be automatically changed in the link access file)

 Click on external data ,*click or browse

 Select your excel file,*click on open
 Click on the option link to the data
 Click on ok,*click on next, finish (then at the side the excel sheet will appear)
 Then double click on the excel sheet
 Then change anything in it and you will see same change is done automatically in access file.

Creating a form
A form provide a great