Overview of MS Access A Beginner's Guide to Creating and Managing Databases.ppt
- 1. OVERVIEW OF MS ACCESS: A BEGINNER'S OVERVIEW OF MS ACCESS: A BEGINNER'S GUIDE TO CREATING AND MANAGING GUIDE TO CREATING AND MANAGING DATABASES DATABASES Mr. VEERANAN VEERANAN M.Sc. Computer Science., Dip.in.Yoga., M.Sc. Computer Science., Dip.in.Yoga.,
- 2. Action Shortcut Open a database Ctrl + O Create a new database Ctrl + N Save the current object Ctrl + S Print the current object Ctrl + P Undo Ctrl + Z Redo Ctrl + Y Cut Ctrl + X Copy Ctrl + C Paste Ctrl + V Select all Ctrl + A Find Ctrl + F Replace Ctrl + H Help F1 General Shortcuts Action Shortcut New record Ctrl + + (plus key) Delete record Ctrl + - (minus key) Go to first record Ctrl + Home Go to last record Ctrl + End Next field Tab Previous field Shift + Tab Form View & Datasheet View Action Shortcut Run query Alt + Q or F5 Show Table dialog Ctrl + T Switch views F6 (cycles through panes) Query Design View
- 3. INTRODUCTION TO MS ACCESS MS Access is a relational Database Management System (DBMS) developed by Microsoft. It combines the relational Microsoft Jet Database Engine with a graphical user interface and software-development tools. Used for storing, retrieving, managing, and analyzing data. Ideal for small to medium-sized database applications.
- 4. PLANNING A DATABASE Before creating a database, thoughtful planning is essential: Define the Purpose Identify the goal of the database (e.g., inventory management, customer tracking). Determine who will use it and what data is needed. Identify Entities Entities represent the objects or things the database will store information about (e.g., Customers, Products). Each entity usually becomes a table.
- 5. PLANNING A DATABASE (CONT.) Before creating a database, thoughtful planning is essential: Determine Fields Decide what information (fields or columns) each table should hold. Ensure that fields are relevant, not redundant, and normalized for efficiency. Establish Relationships Determine how tables relate to each other (one-to-many, many-to-many). Use Primary Keys and Foreign Keys to enforce relationships.
- 6. STARTING MS ACCESS • Launch Access • Access can be launched via the Start menu, search bar, or a desktop shortcut. • Choose a Template or Blank Database • Templates offer ready-made structures for common database types. • You can also create a blank database to design from scratch.
- 7. ACCESS INTERFACE OVERVIEW • Navigation Pane • Located on the left side. • Lists all objects: Tables, Queries, Forms, Reports, Macros, and Modules. • Ribbon • The toolbar at the top of the window. • Contains tabs like Home, Create, External Data, and Database Tools. • Each tab provides access to features for managing and designing your database.
- 8. CREATING A NEW DATABASE • Blank Database • Select “Blank Database,” name the file, and choose a location to save it. • A default table (Table1) is created automatically. • Using Templates • Access provides templates for various purposes (e.g., contacts, tasks). • Templates come with pre-defined tables, forms, and queries.
- 9. CREATING TABLES • Design View • Manually define fields, data types, and set primary keys. • Best for precise control over table structure. • Table Wizard • Step-by-step guide to create tables. • Useful for beginners or rapid prototyping. • Field Types • Examples: Text, Number, Date/Time, Currency, Yes/No, AutoNumber, etc.
- 10. WORKING WITH FORMS • Forms are used for data entry and viewing records: • Form Wizard • Helps you create forms quickly by selecting fields from one or more tables/queries. • Design View • Customize layout and controls (e.g., text boxes, drop-down lists). • Add macros or VBA code for automation.
- 11. CREATING QUERIES • Queries extract and analyze data from tables: • Query Wizard • A guided tool for creating basic queries like Select, Crosstab, Find Duplicates. • Design View • Create advanced queries using criteria, expressions, joins, and calculated fields. • SQL view is also available for writing queries manually.
- 12. FINDING INFORMATION IN DATABASES • Search • Use the search box in datasheet view to locate specific records. • Filters • Apply filters to columns to view only records that meet certain criteria. • Can be temporary or saved as queries.
- 13. CREATING REPORTS • Reports present data in a printed or printable format: • Report Wizard • Step-by-step tool to design reports quickly. • Design View • Full customization including layout, fonts, colors, and controls. • Add groupings, totals, and conditional formatting.
- 14. TYPES OF REPORTS • Tabular Reports • Display data in rows and columns (similar to datasheet view). • Useful for listing items like invoices or employee records. • Form Reports • Layout resembles a form (single record per page or section). • Suitable for detailed information per record.
- 15. PRINTING & PRINT PREVIEW • Print • Use File > Print to print reports, forms, or datasheets. • Select printer settings and page range. • Print Preview • Allows checking the layout and formatting before printing. • Offers tools to adjust margins and orientation.
- 16. IMPORTING DATA • MS Access supports importing from a variety of sources: • From Excel • Use External Data > New Data Source > From File > Excel. • Map columns and define data types. • From Other Sources • Supports Access, SQL Server, Text files (CSV), XML, Outlook, SharePoint, etc.