MICROSOFT ACCESS

PRESENTED BY :-

Arun SasiReshmi Suman Varghese

Rona Mary Alexander

S1 MBA- XAVIONZ BATCH

Microsoft and its HistoryMicrosoft  is a multinational computer

technology corporation. Microsoft began on April 4, 1975, when it was

founded by Bill Gates and Paul Allen. Windows in the 1990s, had captured over 90%

market share of the world's personal computers.

As of 2008, Microsoft has a global annual revenue of US$ 60.42 billion.

It develops, manufactures, licenses, and supports a wide range of software products for computing devices.

Introduction to Ms - Access Microsoft Access, also known as Microsoft Office Access, it is

a DATABASE MANAGEMENT SYSTEM from Microsoft .  It is a member of the Microsoft Office suite of applications, included in the Professional and higher editions or sold separately.

Microsoft released the first version of Access in 1.0 in 1992. It was soon replaced with Access 1.1 in 1993 and then later with Access 2.0 .

The other versions of Ms – Access were:- Access 95 Access 97 Access 2000 Access 2002 Access 2003 Access 2007 which is widely used. Access 2010 latest version.

Access 2007, was introduced in a new file format ACCDB format, replacing the older MDB file format. It has a better GUI (Graphical User Interface).

What is Ms - Access ?It is a DATABASE MANAGEMENT PROGRAM

It consists of Rows and Columns format

Relations can be set between various data in the database

It is a RELATIONAL DATABASE MANAGEMENT SYSTEM

It can be used for creation and manipulation of data

DATABASEDatabase is defined as :- “ A Mechanized, formally Defined, centrally

Controlled Collection of Data in an organization. ”

Keywords :-

1. Defined or organized2. Collection of Data 3. Within an organization

DATASHEETIn Access, data is stored in tables.

A datasheet displays the information stored in a table, in columns and rows.

The columns are called fields. These are attributes. For eg:- name, phone number etc.

The rows are called records. It is a collection of attribute related to an entity. For eg:- data of A in students details file.

You can use a datasheet to create a table, enter data, retrieve data, and perform other tasks.

Use of Ms - AccessAccess enables to arrange the data in a fixed structure. Its structure makes the information easy to :-

Manipulate

Sort

Display

Print

Prepare Reports etc.

FEATURES OF Ms – Access of 2007New and improved user interface

New templates

Enhanced sorting

Automatic calendar

Quick table creation

A new file format ACCDB

Starting of Ms - Access

START BUTTON ALL PROGRAMS

MICROSOFT OFFICE MICROSOFT

OFFICE

ACCESS 2007 GETTING STARTED WITH

MICROSOFT ACCESS WINDOW OPENS

Creating a NEW BLANK DATABASE1. Start Access.2. Click Blank Database.3. Type the name you want to give your database in the File

Name field. Access will automatically append .accdb to the name.

4. Click the Browse button. The File New Database window appears.

5. Locate the folder in which you want to store your database. Note that the name of the file appears in the File Name field.

6. Click OK.7. Click the Create button. Access creates the database and

opens a datasheet with the Table Tools available to you.

OUTPUT

RELATIONSHIPRelational databases connect data in different files by

using common data elements or a key field. These key fields are used to connect one table of data to another.

Few examples are : - Name, telephone number and address of all students kept in this college. You can use Access even to find out the relation between name, address and telephone number of a student within a table to the course and time-table within another table.

Creating Relationship1. Click on Database tools tab.2. Click the relationship button in the show/hide group.

The relationships window appears.3. Click the show tables button in the relationships group.

The show table dialog box appears.4. Double click each table you want to build a relationship.

The tables appear in the relationships window.5. Click the close button to close the show table dialog box.6. Click and drag the primary table’s primary key over the

related tables foreign key. After you drag the cursor changes to an arrow. The arrow points to the foreign key. The Edit relationships dialog box appears.

7. Click create. A connection appears between the two fields.

Database in detailDatabasePurpose of database

They are also built to organize, store, and retrieve information as efficiently and effectively as possible

Significance in live environmentLinking with Projects eg: data from a website

Storing , retrieving and managing data efficiently

Connecting Access with a web page

Creating a sample database

Storing Data

Relation between Tables

By sorting, you can put a column of information in alphabetical, numerical, or date order. You can sort in ascending order (alphabetical from A to Z, lowest number to highest number, earliest date to latest date) or descending order (alphabetical from Z to A, highest number to lowest number, latest date to earliest date). You can also sort within a sort. For example, you can sort by state and then sort within each state by city. When sorting within a sort, perform the innermost sort first. For example, if you are sorting by state and then city, sort the city first and then sort by state.

Sort a Table

Creating Reports

•Reports organize and summarize data for viewing online or for printing. A detail report displays all of the selected records. You can include summary data such as totals, counts, and percentages in a detail report. A summary report does not list the selected records but instead summarizes the data and presents totals, counts, percentages, or other summary data only. Access has several report generation tools that you can use to create both detail and summary reports quickly. This lesson teaches you how to create reports.•Use the Report Button• The Report button creates a simple report that lists the records in the selected table or query in a columnar format

1. Open the Navigation pane.2. Click the table or query on which you want to base your

report.3. Activate the Create tab.4. Click the Report button in the Reports group. Access

creates your report and displays your report in Layout view. You can modify the report.

To use the Report button:

To use the Report button:

Tip: After you create a report, you can save it.