8.-Database Management System with MS-Access.pptx

Database Management System
Chapter 8

Database Terminologies
Data:
 Raw components of information
 It may be numbers, figures, characters or symbols
 Smallest unit of information
 Raw facts given to the computer for processing.
 It does not give any clearing meaning.
 It can be defined as raw components which may be numbers,
figures which does not give any clear meaning
 For example: Ram, apple, eat, 4

Information:
 It means processed, analyzed or rearranged data
 An organized collection of related data which gives complete
sense
 The result of data processing is called information
 For example: Ram eat 4 apples a day
Data processing:
 The process of getting useful information from data by
processing data with the help of database software is called data
processing

Database:
 Purpose of database is used to store, organize and retrieve data
 It is a collection of data that is organized so that its contents can
be easily be accessed, managed and updated.
 Database ensures the storage, preservation and timely retrieval of
data
 For example: dictionary, telephone diary, attendance register,
mark ledger, encyclopedia

Advantages of Computerized Database
over Manual Database
1. It allows us to store and manage a large amount of data easily
and effectively
2. It reduces the data redundancy i.e. duplication of data
3. It allows us to retrieve variety of information correctly in short
period of time
4. It allows us to update large volume of data easily and
accurately in short period of time

Components/ Elements of Database
Table: heart of database
 Tables are the building block of database.
 A single table is used to store data of a specific purpose or
subject such as telephone directory, book records in library etc.
 Since entire data is managed and kept in a table for the future
retrieval process it is also called the primary object of database.
 Table stores large volume of data into rows called records and
column called field.
 When fields and records are combined forms a complete table.

Table- Book Records
Code Book Name Level Author Published
Year
B501 Science Secondary Syam Bata 2007 AD
C321 Math Higher
Secondary
Suresh Thapa 2010 AD
A876 Major English Bachelor Arun Sharma 2011 AD
B213 Micro
Economics
Master Purna Rana 2001 AD

Record:
 It is the collection of multiple related fields which give complete
information about person or thing
 It is also called tuple.
 Here, the combination of Code, Book Name, Level, Author, Year
of Publication values forms a record.

Field:
 A field or column contains information about a certain type for
all records.
 It is also known as attributes.
 For example, in Table – Book Records, Code,
Book Name, Level, Author, Year of Publication
are the fields of book records

DBMS (Database Management System)
 Database management system (DBMS) is a computerized system
that stores data, processes them and provides information in an
organized form.
 DBMS basically deals with the creation of database, its
management and retrieval process.
 Creating, modifying, updating, appending, organizing, sorting,
removing, and retrieving are the major tasks performed easily,
efficiently and accurately using Database management system
 A collection of software that manages data stored in the database
 For example: MS- Access, FoxPro, MS-SQL, Oracle, dbase, My-
SQL

Features of DBMS
 Large volume of data can be stored and updated easily
 Provides data integrity: Integrity makes sure that database
accepts only the valid data
 Easy in data administration or data management
 Provides the data sharing facility
 Reduces the data redundancy (duplication of data)
 Supports centralized control security: Database administrator has
complete control over database
 Controls data inconsistency: Any changes made in one file is
automatically done in all the files containing that information

Disadvantages of DBMS
1. Required hardware and software are expensive
2. Higher operating cost
3. Costly and time consuming procedure
4. Requires technical manpower to handle
5. Difficult to recover backup

Database Vs DBMS
Database DBMS
1.It is a collection of facts or data 1. It is a software to manage
database
2. It consists of data 2. It manages data stored in a
database
3. It is a part of DBMS 3. It is a software system which
contains database
4. For example: result sheet, salary
sheet
4. For example: FoxPro, DBASE

MS-ACCESS
 MS-Access is DBMS software developed by Microsoft Corporation
 A complete database package of MS-Office developed by Microsoft
corporation
 It is a relational DBMS where data are arranged in the form of tables
 The Access database consists of several different components.
 Each component is called an object.
 Access consists of seven objects.
 The various objects of MS-Access are Tables, Queries, Forms,
Reports, Pages, Macros and Modules.
 All objects of a database are stored in a single file, and the extension of
database file is .accdb.

Features of MS-ACCESS
 Creates sophisticated database quickly
 Analyze and modified your data easily with queries
 Makes customized data entry forms
 It uses tables to store the data
 It is easy to search and find the data
 It can handle huge volume of data
 Easy to view and design form and reports using Access
 Queries in Access help to view any information we desire

Objects of MS-ACCESS
TABLE:
 All databases must have at least one table.
 Primary building block of database that stores large volume of
data in the form of rows and columns
 All data are stored and managed in a table.
 Every table in a database focuses on one specific subject.
 Table stores large volume of data into rows and column.
Importance of table:
 It holds main information
 To store the data about specific topic
 It facilitates grouping and storing the relevant data

Starting MS-Access
Step 1: Press Windows Key and R at the same time. Run window
appears.
Step 2: Type ‘msaccess’ as shown in the figure downside.
Step 3: Finally click on OK button.

Creating a new database file
 When MS-Access is started, it gives user a choice of either
creating a new database or opening an existing database.
Follow the below steps to create a new database file:
Step 1: Click on the Blank desktop database

Creating a new database file
A Blank desktop database dialog box will appear.
Step 2: Type the File Name.
Step 3: Choose the required folder where you want to save.
Step 4: Click on
Create button.

Creating Table in MS- ACCESS
Follow the below steps to create a table:
Step 1:From Create tab, click on Table Design button of Tables
group.
Step 2:Add the required Field Name and Data Type.
Step 3: Right click on the Table1 tab
in the above figure.
Step 4:Type Table name.
Click on OK.

Table Datasheet and its Formatting
 Table datasheet is simply the display of records in row and
column format.
 Using the datasheet view, you can add, modify, search or delete
records.
There are mainly two views of Table.
Design View
 Related with table structure. You can add, edit or delete field and
its properties.
Datasheet View
 Related with records. You can add, modify, search or delete
records.

Switching to Datasheet View
Follow the below steps to switch from Design View to Datasheet
View:
Step 1: Click on the Design Tab.
Step 2: Click on View drop-down button from Tools group.
Step 3: Click on Datasheet View.

Adding Fields in a Table
Follow the below steps to add a field in an existing table:
Step 1: Open the database and open the table.
Step 2: Right click on the field above which you want to add a new
field.
Step 3: Click on Insert Rows. A new
blank field is inserted above the
selected field.
Step 4: Type Field Name and Data
Type.

Datatypes
 Data type determines the kind of values that you can store in the
field.
 It is the characteristics of a field that determine the kind of data
that can be stored in a field
 After you enter the valid field name, it allows a user to select the
data type for the field.
 You can use the Data Type property to specify the type of data
stored in a table field such as text for name field, number for
class field, Date and time for DOB field etc.
 Each field can store data consisting of only a single data type.

Datatypes
 MS-Access supports the following data types:

Field Description
 You can enter the description of each field in the Description
column.
 It helps you to remember the use and purpose of a particular
field.
 This is an optional part in a database.
 It is displayed in the status bar when you select this field on a
form.

Primary Key
 Primary Key is a special field or group of fields in the table that
uniquely identifies each record from the database.
 To distinguish one record from another, table must contain a unique
field named as primary key.
 The primary key does not accept duplicate value for a field and it does
not allow a user to leave the field blank or null.
 The primary key is an identifier such as a student ID, a Product code,
Exam roll no. etc.
 Hence, primary key is unique to each record.
Importance of Primary Key:
 To identify each record of a table uniquely.
 To reduce and control duplication of the record in a table.
 To set the relationship between tables.

Primary Key
Setting the Primary Key
Follow the below steps to create a primary key field:
Step 1: Open the table in Design View.
Step 2: Click on the field in which you want to apply
primary key.
Step 3: Click on Design tab.
Step 4: Click on Primary Key button
from Tools group.
A key icon will be displayed on the
left side of the primary key field.

Field Properties Pane
 Field properties pane displays list of properties associated with
each field data type.
 To control over the contents of a field we can set the field size,
format, validation rule etc.
 Field properties are a set of characteristics or attributes assigned
in the table that provides additional control over how a field
works.
 The field property of a field data type determines how the values
in the field are stored and displayed.

Field Properties
Field Size:
 You can use the Field Size property to set the maximum size for data
stored in the field that is set to the Text or Number data type.
 This property sets the maximum size of the data stored in the field.
 Default field size of text field data type is 255
 In text field data type a user can store maximum of 255 characters
 Default number field data type is long integer

Field Properties
Caption:
 Caption field property is the alternative name given for any field.
 This helps to make field name more explanatory.
 It is the common field property of all the field data types
 The maximum size for this is 2048 characters.
Default value:
 Default Value field property is one that is displayed automatically for
the field when you add a new record to the table.
 It is used when a same entry is frequently used in a table.
 Hence, it prevents us to enter the same value again and again. It
increases the accuracy of data to be entered in a table
Note: not for auto number, OLE object

Field Properties
Format:
 Format field property allows you to display data in a format
different from the way it is actually stored in a table.
 It is also known as display layout for a field.
 This property customize the way numbers, date/time and text
that are displayed and printed
 It allows a user to display data in different formats.
 It only changes the way we see the data on screen and it has no
effect on the way the value is actually stored in the table

Field Properties
Input Mask:
 Input mask field property specifies the pattern of data that you
wish to enter into the specific field.
 It is simply the control over the data
entry.
 Applicable to text and date/time

Field Properties
Validation Rule:
 It is used to limit the values that can be entered into a field
 It is used to enable us to limit or control the entry of data
according to specified criteria.
 It ensures the data to be entered in a field must be as the
specified condition or within the range of values
 It accepts maximum 2048 characters
Importance:
 Since it sets the range of data or criteria for data to be entered in
a field, it helps us to enter accurate data in the field.

Field Properties
Validation Rule:

Field Properties
Validation Text:
 Validation Text is the error message that appears if the data
entered is invalid according to the specified validation rule.
 It is the message for prohibited value entered in validation rule
field

Field Properties
Required:
 You can use required property to specify whether a value is
required in a field or not.
 So, Yes and No are the options for required property.
 If this property is set to Yes for a field, the field must receive
value during data entry.
 If this property is set to No for a field, the field can be left blank.

Field Properties
Indexed:
 You can use the Indexed property to set an index on a field.
 It speeds up searching and sorting of records based on a field.
 For example, if you search for specific student name in a
SName field, you can create an index for this field to speed up
the search for the specific name.
 By default, indexed property is set as No.

Objects of MS ACCESS
Queries:
 It is one of the most important objects of MS-Access
 It is a way of retrieving and editing information according to the
condition asked
 It takes data from tables as source of records
 It is used as the source of records for forms, reports
 A query is simply the question that we ask about the data stored
in the table.
 Query is also used to perform various actions on the data.
 For example, "Show the names of students who have scored
greater than or equal to 80 marks in science." "Update the salary
of employees by 10%."

Functions of query:
 To perform mathematical calculation on data
 To modify mass records at once
 To analyze required data of the table
 To retrieve records from the table
 To sort records of table based on the condition
Importance of query:
 It displays the result of different tables
 It sorts and filters the data
 It manipulates the data according to users choice
 It can be used as a source or records for forms and reports

Forms:
 FORM is a database object which is designed to enter new
records and edit existing records easily
 Forms are the graphical interface used to enter data into the
tables or multiple linked tables.
 Forms are also used to display the information in specific
manner, as well as it permits user to add, modify and delete data
in a table.

Advantages of form over table:
 Forms are easier to enter data than table
 Forms are easier to make modifications
 It is easier to focus on just needed information
Importance of form:
 It allows the modification of data directly into the table
 It allows viewing the table in user defined manner
 It allows applying mathematical formula for calculations
 It allows to control and enhance the way data looks on screen

Report:
• Reports are the presentation of information in desired format.
• It is an effective way of presenting our data in a printed format or
on the screen softcopy
• With Access, we can create reports of any table or query.
Importance of report:
• It is required to present the summarized information
• It helps to present information of a table or query in more
attractive and easy to read and understand way
• It is required to present information in a user’s layout

SORTING
Sorting:
The process of arranging all the records in a table either ascending
or descending order is called sorting.
Once the data are sorted, it is often simpler to read and understand
and access of data are fast.
Filtering:
It is the process of viewing required record of a table that matches
the specified criteria
Formatting the table:
The process of changing the appearance of a table using different
options. For example: change the width, row height, hiding
columns etc.

QUERY Vs FILTER
QUERY FILTER
1. It can be used to update large
volume of records all at once
1. It can not update large volume
of records all at once
2. A query can be saved as a
separate object
2. A filter can not be saved as a
separate object
3. It allows us to perform
mathematical calculations on
numeric data
3. It does not allows us to perform
mathematical calculations on
numeric data
4. It can retrieve information from
multiple linked tables
4. It can retrieve information only
from a single table

8.-Database Management System with MS-Access.pptx

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