* ms-access in details*
*Ms-Access*
* Ms-Access: - Ms-Access
is part of MS Office. Ms-Access is the DBMS. It creates a file
having the extension name. MDB file which is known as a database.
* RDBMS: - Relational database
management system.
* Database: - Database is the collection of tables, queries, forms,
reports, macros, etc.
Every
database contains a few objects which are also known as ‘elements.
* There are 6 types of objects in Ms-Access
& 1 is a sub-object: -
*
OBJECT
Table: - It contains records. The most important object of the database is a table.
Every table can contain two types of fields:
-
(i)
Primary field or key
(ii)
Secondary field or key
➤Query: - It is used to filter the
records from a specific table according to given criteria.
➤Form: - Form is used to modify a
record, delete a record, and add a new record or search a record in a simple
method.
➤Report: - Report is the last stage for a
database. It is used to print the information on paper or convert information into hard copies.
Note: - Report must require a printer.
In other words, printers’ software must be installed.
➤Macro: - Macro is the collection of a set
of instructions.
➤Pages: - It is used to update the database using the Internet.
SUB-OBJECT
*Module: - It is used to modify
programming codes.
*Field
(Key): - There
are two types of fields: -
*Primary
field: - Primary
is a special field given by the computer for automatic numbers.
We
cannot change in the primary field.
Secondary
field/Key: - A key
given by users is known as the secondary key.
* Steps to create a database: -
(i)
Open MS Access.
(ii)
Choose an option.
(iii)
Click ok.
(iv)
Enter the database name.
(v)
Click create.
* Table: - There are three ways to create a table: -
(i)
Create a table in the design view
(ii)
Create a table by using the wizard
(iii)
Create a table by entering data
*Create
table by entering data:
- It is used to create a table in a very simple way. It looks like a sheet but it
is not a sheet.
Steps: -
(i)
In the database
dialog box click table object.
(ii)
Double-click on create
table by entering data.
(iii)
Enter records and save the file.
(iv)
Click yes or no for the primary key.
Note: - Maximum of 64 characters can be
used as the field name.
* Design view: - Design view is used to modify the structure of the specific
table. We can define filenames, datatypes, etc. using the design view.
*
OLE: - Object
linked embed. It is used to add any picture, movie, sound, or movie sound or
file of any application with the active record.
* Steps
to create a table in the design view
(i)
In the database
dialog box click table object.
(ii)
Double click on create
table in design view.
(i)
Defined structure of the database.
(ii)
Save the database.
(iii)
Close design
view.
Note: - Total data type in MS Access is ten.
* By default, alignment of numeric - Right
* By default, alignment of text type - Left
* Steps to add a picture with a record
(i)
Place control in the OLE field.
(ii)
Click the insert
menu.
(iii)
Choose an object.
(iv)
Click create
from the file.
(v)
Click browse.
(vi)
Choose any file>>Click Open.
(vii) Click ok two times.
* Steps to create a table-using wizard
(i)
In the database dialog box click table object.
(ii)
Double-click on create table by using the wizard.
(iii)
Then appear a dialog box.
(iv)
Choose the table name.
(v)
Click next.
(vi)
Apply setting.
(vii) Finally finish.
* Import: - Import is a very useful option in the new tool. It is used to
call the contents of another file in an active database.
Steps: -
(i)
In the database dialog
box click new tool.
(ii)
Choose the import
table.
(iii)
Choose any file from a specific application.
(iv)
Click import.
(v)
Click next (3 times).
(vi)
Click finish.
(vii) Ok.
* Link Table: - Link table creates a link between two databases of
other applications. We can modify any database independently; whenever any
database is modified another will be updated automatically.
Steps: -
(i)
In database dialog box.
(ii)
Click new tool.
(iii)
Choose the link
table.
(iv)
Choose any file from a specific application.
(v)
Click link.
(vi)
Click next.
(vii) Click finish.
(viii) Click ok.
* Export: - Export is used to send the contents of the active database
to another application, which supports the database. Export is located in the file menu.
Steps: -
(i)
In the database dialog
box select any table.
(ii)
Click the file
menu.
(iii)
Choose export.
(iv)
Enter a file name.
(v)
Click save.
* Office link: - Office link is used to perform different works of
processor and spreadsheet.
Merge
with the word: - It is
used to create a mail merge using an access database.
Steps: -
(i)
Select any table.
(ii)
Click the office
link.
(iii)
Choose to merge it
with MS Word.
(iv)
Choose create a new document.
(v)
Ok.
* Write differences between Word, Excel, PowerPoint, and Access: -
NO.
|
MS-Word
|
MS-Excel |
MS-PowerPoint |
MS-Access |
|
1.
|
word processor |
Excel is a Spread sheet |
PowerPoint is a multimedia software access |
Access is a DBMS |
|
2. |
|
It creates a file with having extension name.XLS |
It creates a file having an extension name.PPT |
It creates a file having an extension name.MDB |
|
3. |
|
A file in MS Excel is known as a workbook. |
A file in MS PowerPoint is known as Presentation. |
File in MS Access is known as database. |
|
4. |
|
It is used to create databases, charts, calculations &
creating reports. |
It is used to show on-screen presentations, slide shows, and
advertisements to create the documentary file. |
It is used to contain objects, tables, reports, queries, forms, etc. |
* Query: -
It has two
types: -
(i)
Create a query by using the wizard.
(ii)
Create query in design view.
* Steps to create
query by using the wizard
(i)
In the database dialog
box.
(ii)
Click query
object.
(iii)
Double-click on create
query by using the wizard.
(iv)
Select table>>Choose fields>>Next.
(v)
Click finish.
* Create query in
design view: - It is used to filter the record on the specific condition.
Steps: -
(i)
In database dialog box.
(ii)
Double-click on create
query in the design view.
(iii)
Select any table>>Click Add>>Click close.
(iv)
Drag and drop field.
(v)
Save the file.
* Forms: - It
is used to modify any entry.
Add any entry
or delete any entry from a specific table.
(i)
Create a form
by using a wizard
(ii)
Create from
in design wizard
* Steps to
create form by using the wizard
(i)
In database dialog box.
(ii)
Form object.
(iii)
Double-click on create
form by using the wizard.
(iv)
Select table, select fields.
(v)
Click next.
(vi)
Apply setting>>Finish.
* Steps to create a form in the design view
(i)
In database dialog box.
(ii)
Click form
object.
(iii)
Click new tool.
(iv)
Choose design
view.
(v)
Choose a table.
(vi)
Ok.
(vii) Drag and drop
fields
(viii) Save the
file
* Pivot Table:
- Pivot table is a feature of Ms-Excel but we can use the excel feature in
Ms-Access. During this process, Ms-Access interacted with excel.
Steps: -
(i)
In the database dialog box
(ii)
Click form object
(iii)
Click the new tool
(iv)
Choose pivot table>>Choose any table
(v)
Ok
(vi)
Next
(vii) Finish
(viii) Click edit pivot table
(ix)
Refresh the pivot table
* Report: -
Report is the final stage of any table.
(i)
Create a report by using the wizard
(ii)
Create a report in the design view
Note: - It must require a printer.
* Data Type: -
The type of entry, which is inserted under a field, is known as data type.
***
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