What is MS Access?

MS Access (also known as Microsoft Access) is a popular DBMS (Database Management

System) software and a member of the MS Office suite, developed by Microsoft in 1992.
Microsoft combines the relational Access Database Engine (ACE) with a graphical user
interface and software development tools and developed the first version of the GUI
database MS Access.
Unlike an ordinary database, it is a GUI (Graphical User Interface) based database that enables
users to create, manage, and modify the database and its data. It is an application software and
a user-friendly database system. Users do not require any high knowledge of programming
languages like SQL, MySQL, No-SQL, MongoDB, etc., to work on it. It is a graphical
interface software. Users should know DBMS and MS Access to work on it. It is basically a
type of RDBMS (Relational DBMS). It has table-like structure (a little different from Excel)
i.e. rows and columns to store data in it and has all the features of RDBMS.

What is RDBMS?
A Relational Database is a database system that stores and retrieves data in a tabular format
organized in the form of rows and columns.

Objective of learning of MS Access

The objective of learning MS Access is to gain the skills to effectively manage and utilize
relational databases for various purposes, including storing, organizing, analyzing, and
presenting data. This involves understanding and utilizing key Access objects like tables,
queries, forms, and reports. Ultimately, learning Access enables users to create custom database
applications, automate tasks, and gain valuable insights from their data.

Objects in MS Access
MS Access uses objects" to help the user list and organize information, as well as prepare
specially designed reports. When you create a database, Access offers you Tables, Queries,
Forms, Reports, Macros, and Modules. Databases in Access are composed of many objects but
the following are the major objects −

 Tables

 Queries

 Forms

 Reports

1
Together, these objects allow you to enter, store, analyze, and compile your data. Here is a
summary of the major objects in an Access database;

Table

Table is an object that is used to define and store data. When you create a new table, Access asks
you to define fields which is also known as column headings.

 Each field must have a unique name, and data type.

 Tables contain fields or columns that store different kinds of data, such as a name or an
address, and records or rows that collect all the information about a particular instance of
the subject, such as all the information about a customer or employee etc.

 You can define a primary key, one or more fields that have a unique value for each
record, and one or more indexes on each table to help retrieve your data more quickly.

Query

An object that provides a custom view of data from one or more tables. Queries are a way of
searching for and compiling data from one or more tables.

 Running a query is like asking a detailed question of your database.

 When you build a query in Access, you are defining specific search conditions to find
exactly the data you want.

 In Access, you can use the graphical query by example facility or you can write
Structured Query Language (SQL) statements to create your queries.

 You can define queries to Select, Update, Insert, or Delete data.

 You can also define queries that create new tables from data in one or more existing
tables.

Form

Form is an object in a desktop database designed primarily for data input or display or for control
of application execution. You use forms to customize the presentation of data that your
application extracts from queries or tables.

 Forms are used for entering, modifying, and viewing records.

 The reason forms are used so often is that they are an easy way to guide people toward
entering data correctly.

2
  When you enter information into a form in Access, the data goes exactly where the
database designer wants it to go in one or more related tables.

Report

Report is an object in desktop databases designed for formatting, calculating, printing, and
summarizing selected data.

 You can view a report on your screen before you print it.

 If forms are for input purposes, then reports are for output.

 Anything you plan to print deserves a report, whether it is a list of names and addresses, a
financial summary for a period, or a set of mailing labels.

 Reports are useful because they allow you to present components of your database in an
easy-to-read format.

 You can even customize a report's appearance to make it visually appealing.

 Access offers you the ability to create a report from any table or query.

Other MS Access Objects

Let us now take a look at other MS Access objects.

Macro

This object is a structured definition of one or more actions that you want Access to perform in
response to a defined event. An Access Macro is a script for doing some job. For example, to
create a button which opens a report, you could use a macro which will fire OpenReport action.

 You can include simple conditions in macros to specify when one or more actions in the
macro should be performed or skipped.

 You can use macros to open and execute queries, to open tables, or to print or view
reports.

 You can also run other macros or Visual Basic procedures from within a macro.

 Data macros can be attached directly to table events such as inserting new records,
editing existing records, or deleting records.

 Data macros in web apps can also be stand-alone objects that can be called from other
data macros or macro objects.

Module

3
Module is an object in desktop databases containing custom procedures that you code using
Visual Basic. Modules provide a more discrete flow of actions and allow you to trap errors.

 Everything that can be done in a macro can also be done in a module, but you don't get
the macro interface that prompts you what is needed for each action.

 Modules are far more powerful, and are essential if you plan to write code for a multi-
user environment, because macros cannot include error handling.

 Modules can be standalone objects containing functions that can be called from anywhere
in your application, or they can be directly associated with a form or a report to respond
to events on the associated form or report.

Uses of MS Access
 It is especially designed to store a large amount of data easily and establish relationship
between tables.
 MS Access is also used for developing web applications and application software. Various
software developers use it for the same purpose.
 It is used to import/export data and link directly to other applications and databases of any
file format.
o MS Excel
o Text
o MySQL
o MS SQL Server
o Oracle
o HTML (Hyper Text Markup Language)
o XML (Extensible Markup Language)
o DB2
o dBase
o FoxPro
o Outlook
 It can be used in school for making schedules and storing records in a database.
 It is used for creating front-end of the program while other softwares acting as back-end
such as MS SQL Server or else.
 It enables user to perform repetitive tasks with the help of macros.

Applications of MS Access
1. Small Business Management:
4
  Inventory Management: Tracking stock levels, reorder points, supplier information, and
sales analysis.
 Customer Relationship Management (CRM): Managing customer data, interactions,
sales leads, and providing personalized services.
 Financial Tracking: Categorizing and recording expenses, generating invoices,
managing budgets, and creating financial reports.
 Project Management: Monitoring project progress, assigning tasks, allocating
resources, and tracking deadlines.
 Human Resources: Managing employee records, tracking attendance, and processing
payroll.
 Order Entry Systems: Creating systems to record customer orders, product details, and
shipping information.
 Sales and Marketing: Tracking marketing campaigns, analyzing customer segments,
and managing survey data.
 Booking and Reservations: Managing appointments, room bookings, or table
reservations in hospitality.

2. Education:

 Student Information Systems: Maintaining student records, contact details, academic

performance, and attendance.
 Course and Timetable Management: Organizing course schedules, teacher
assignments, and classroom resources.
 Grade Tracking: Inputting and managing student grades, and generating academic
reports.
 Library Management: Cataloging books, tracking loans, and managing borrower
information.
 Research Data Management: Organizing and analyzing research data for academic
studies.

3. Healthcare:

 Patient Record Management: Storing patient demographics, medical history,

diagnoses, and treatment plans.
 Appointment Scheduling: Managing patient appointments, physician schedules, and
clinic availability.
 Billing and Insurance: Tracking billing information, insurance claims, and payment
processing.
 Inventory of Medical Supplies: Managing medical equipment and supply stock.
 Clinical Research Data: Organizing data for clinical trials and studies.
 Compliance Tracking: Ensuring regulatory compliance by tracking certifications,
training, and other requirements for staff.

General Applications:

5
  Data Storage and Organization: As a robust solution for storing and organizing small
to medium-sized datasets.
 Custom Database Design: Creating tailored database applications to meet specific
business or personal needs without extensive coding.
 Data Entry and Management: Designing user-friendly forms for efficient data input,
modification, and deletion.
 Data Analysis and Reporting: Generating custom queries and reports to extract insights,
identify trends, and create visualizations (charts and graphs).
 Integration and Automation: Seamlessly integrating with other Microsoft Office
applications (Excel, Word, Outlook) for data transfer and automating repetitive tasks
using macros and VBA (Visual Basic for Applications).
 Personal Databases: Individuals can use it for organizing contacts, managing
collections, or tracking personal finances.
 Non-Profit Organizations: Managing donor information, tracking contributions, and
organizing event details.

While Access is powerful for many scenarios, it's generally not suitable for large-scale
enterprise applications that require high transaction volumes, complex data relationships, or
distributed access across many users simultaneously. In such cases, more robust database
management systems like Microsoft SQL Server, Oracle, or MySQL are preferred. However,
Access can often serve as a starting point or a "front-end" interface for data stored in these larger
systems.

Database (DB)
A database is essentially an organized collection of structured information or data, typically
stored electronically in a computer system. Think of it as a highly organized digital filing cabinet
designed for efficient storage, retrieval, and management of data.

The data within a database is organized in a way that allows for easy searching, filtering, and
analysis. It's not just a random jumble of information; there are defined relationships and
structures that govern how the data is stored.

Examples of a Database :

1. A school's student records: This database would contain tables for "Students" (with
columns like StudentID, Name, DateOfBirth, Address), "Courses" (CourseID,
CourseName, Credits), and "Enrollment" (StudentID, CourseID, Grade). The actual data
in these tables – like "John Doe, 2005-09-15, 123 Main St" – forms the database.
2. A library's book inventory: This database could include tables for "Books" (ISBN,
Title, Author, PublicationYear, Genre), "Borrowers" (BorrowerID, Name, Contact), and
"Loans" (LoanID, ISBN, BorrowerID, BorrowDate, ReturnDate). The specific details of
each book and who borrowed it make up the database.
3. Your phone's contacts list: While seemingly simple, this is a small database where each
contact is a record with fields like Name, Phone Number, Email, etc.

6
 Database Management System (DBMS)
A Database Management System (DBMS) is a software application that provides an
interface for users and other applications to interact with a database. It acts as a middleman
between the user/application and the actual data files.

The DBMS is responsible for:

 Creating new databases and defining their structure.

 Storing data in an organized manner.
 Retrieving specific data based on queries.
 Updating existing data.
 Deleting data.
 Ensuring data integrity (accuracy and consistency).
 Managing data security (who can access what).
 Handling concurrency (multiple users accessing data simultaneously).
 Providing backup and recovery mechanisms.

Examples of a DBMS (the software itself):

1. MySQL
2. Microsoft SQL Server
3. Oracle Database
4. PostgreSQL
5. MongoDB
6. Microsoft Access

In summary:

 The database is the data itself (the organized collection of information).

 The DBMS is the software that allows you to interact with, manage, and secure that data.

Elements of Database
The four fundamental elements of a database are: tables, columns, rows, and
keys. These elements work together to organize and structure data within a
database management system.

Explanation:
 Tables:
Tables are the primary structure for storing data in a relational database. They consist
of rows and columns, like a spreadsheet.
 Columns:
7
 Columns define the structure of the data within a table. Each column represents a
specific attribute or characteristic of the data being stored, like "Name" or "Email".

 Rows:
Rows, also known as records, contain the actual data for each instance of an
entity. For example, a row might represent a specific customer's information, with each
column holding details like their name, address, and phone number.
 Keys:
Keys, such as primary keys and foreign keys, are used to establish relationships
between tables and ensure data integrity. Primary keys uniquely identify each row
within a table, while foreign keys link related data across different tables.

Types of Databases
Databases can be classified based on their structure, usage, storage methods, and intended
application. Understanding these types will help us choose the best database for our needs.
 Relational databases
 Cloud Database
 NoSQL databases
4. Relational Databases
Relational databases are the most widely used type of database today. They store data
in tables, with rows representing records and columns representing attributes of the records. In
this database, every piece of information has a relationship with every other piece of
information. This is on account of every data value in the database having a unique identity in
the form of a record.

Note that all data is tabulated in this model. Therefore, every row of data in the database is
linked with another row using a primary key. Similarly, every table is linked with another table
using a foreign key. Refer to the diagram below and notice how the concept of 'Keys' is used
to link two tables.

8
Relational Database Example

Due to this introduction of tables to organize data, it has become exceedingly popular. In
consequence, they are widely integrated into Web-Ap interfaces to serve as ideal
repositories for user data. What makes it further interesting in the ease in mastering it, since
the language used to interact with the database is simple (SQL in this case) and easy to
comprehend.
In Relational databases, scaling and traversing through data is quite a lightweight task in
comparison to Hierarchical Databases. Example: MySQL, PostgreSQL, and Oracle Database
are some popular relational databases.
Advantages:
 Structured and easy to use.
 Widely adopted, making it easier to find support and resources.
 Supports ACID (Atomicity, Consistency, Isolation, Durability) properties to ensure data
integrity.
Disadvantages:
 Can be difficult to scale for very large datasets or high-transaction environments.
 Requires careful schema design.

5. Cloud Databases
A cloud database operates in a virtual environment hosted on cloud computing platforms. It
is designed for storing, managing, and executing data over the internet,
providing flexibility and scalability. Cloud databases are widely used for applications
requiring dynamic workloads, as they eliminate the need for on-premises infrastructure.
Common cloud services for accessing and managing databases include SaaS (Software as a
Service) and PaaS (Platform as a Service), which simplify database operations for businesses.
Popular cloud platforms offering database services include:

9
 Amazon Web Services (AWS)
 Google Cloud Platform (GCP)
 Microsoft Azure
 ScienceSoft, etc.

Merits of Cloud Databases

1. Scalability
o Easy to scale up or down based on demand (both storage and compute power).
o Ideal for growing businesses or variable workloads.
2. Cost-Effective
o Pay-as-you-go pricing avoids heavy upfront infrastructure costs.
o Reduces costs of maintenance, hardware, and IT staff.
3. High Availability & Reliability
o Built-in redundancy, backups, and disaster recovery.
o Service-level agreements (SLAs) often guarantee uptime.
4. Accessibility
o Access from anywhere with internet.
o Supports remote and distributed teams.

Demerits of Cloud Databases

1. Dependency on Internet Connectivity

o Requires stable and fast internet access; outages can affect operations.
2. Security Concerns
o Shared infrastructure may raise data privacy or regulatory concerns.
o Risk of data breaches if not properly configured.

NoSQL Databases
A NoSQL database (short for "non-SQL" or "non-relational") provides a
mechanism for storing and retrieving data that does not rely on
traditional table-based relational models. Instead, it uses flexible data
models like key-value pairs, documents, column families, or graphs,
making it ideal for handling unstructured, semi-structured, and structured
data.
NoSQL databases are known for their simplicity of design, horizontal
scalability (adding more servers for scaling), and high availability.
Unlike relational databases, their data structures allow faster operations in
certain use cases. MongoDB, for instance, is a widely used document-
based NoSQL database.
Advantages
 Easily scales horizontally by adding more servers.
10
 Can be run on commodity hardware, lowering costs.
 Optimized for large volumes of data and fast queries.
 Handles unstructured, semi-structured, or structured data.
Disadvantages
 NoSQL is an open-source database.
 GUI is not available
 Backup is a weak point for some NoSQL databases like MongoDB.
 Large document size

Create Blank Database

Sometimes database requirements can be so specific that using and modifying the existing
templates requires more work than just creating a database from scratch. In such case, we make
use of blank database.

Step 1 − Let us now start by opening MS Access.

Step 2 − Select Blank desktop database. Enter the name and click the Create button.

11
Step 3 − Access will create a new blank database and will open up the table which is also
completely blank.

12
13
 Controlling Data Entry
MS Access - Data Types

Controlling data entry in MS Access is crucial for maintaining data integrity and accuracy.
Access provides several features to help you enforce rules and guide users during data input.

Every field in a table has properties and these properties define the field's characteristics and
behavior. The most important property for a field is its data type. A field's data type determines
what kind of data it can store. MS Access supports different types of data, each with a specific
purpose.

 The data type determines the kind of the values that users can store in any given field.
 Each field can store data consisting of only a single data type.

Here are some of the most common data types you will find used in a typical Microsoft Access
database.

Type of
Description Size
Data

Text or combinations of text and numbers,

Short Text including numbers that do not require calculating Up to 255 characters.
(e.g. phone numbers).

Long Text Lengthy text or combinations of text and numbers. Up to 63, 999 characters.

1, 2, 4, or 8 bytes (16 bytes

Number Numeric data used in mathematical calculations.
if set to Replication ID).

Date and time values for the years 100 through

Date/Time 8 bytes
9999.

Currency values and numeric data used in

Currency mathematical calculations involving data with one 8 bytes
to four decimal places.

A unique sequential (incremented by 1) number or

4 bytes (16 bytes if set to
AutoNumber random number assigned by Microsoft Access
Replication ID).
whenever a new record is added to a table.

Yes and No values and fields that contain only one

Yes/No 1 bit.
of two values (Yes/No, True/False, or On/Off).

14
  If you use previous versions of Access, you will notice a difference for two of those data
types.
 In Access 2013, we now have two data types short text and long text. In previous
versions of Access these data types were called text and memo.
 The text field is referred to as short text and your memo field is now called long text.

Here are some of the other more specialized data types, you can choose from in Access.

Data Types Description Size

Files, such as digital photos. Multiple files can be

Attachment attached per record. This data type is not available in Up to about 2 GB.
earlier versions of Access.

OLE OLE objects can store pictures, audio, video, or other

Up to about 2 GB.
objects BLOBs (Binary Large Objects)

Up to 8,192 (each part of

Text or combinations of text and numbers stored as text a Hyperlink data type
Hyperlink
and used as a hyperlink address. can contain up to 2048
characters).

The Lookup Wizard entry in the Data Type column in

the Design view is not actually a data type. When you
choose this entry, a wizard starts to help you define
either a simple or complex lookup field.
Lookup Dependent on the data
Wizard type of the lookup field.
A simple lookup field uses the contents of another table
or a value list to validate the contents of a single value
per row. A complex lookup field allows you to store
multiple values of the same data type in each row.

You can create an

expression that uses data
You can create an expression that uses data from one or
from one or more fields.
Calculated more fields. You can designate different result data
You can designate
types from the expression.
different result data types
from the expression.

These are all the different data types that you can choose from when creating fields in a
Microsoft Access table.

15
Create Tables
When you create a database, you store your data in tables. Because other database objects depend so
heavily on tables, you should always start your design of a database by creating all of its tables and then
creating any other object. Before you create tables, carefully consider your requirements and determine
all the tables that you need.

Let us try and create the first table that will store the basic contact information concerning the
employees as shown in the following table −

Field Name Data Type

EmployeelD AutoNumber

FirstName Short Text

LastName Short Text

Address1 Short Text

Address2 Short Text

City Short Text

State Short Text

Zip Short Text

Phone Short Text

Phone Type Short Text

Let us now have short text as the data type for all these fields and open a blank database in Access.

16
You can restrict data entry in MS Access using field properties in the table design view. These properties
are set for individual fields to enforce rules and ensure data integrity.

This is where we left things off. We created the database and then Access automatically opened
up this table-one-datasheet view for a table.

Let us now go to the Field tab and you will see that it is also automatically created. The ID which
is an AutoNumber field acts as our unique identifier and is the primary key for this table.

The ID field has already been created and we now want to rename it to suit our conditions. This
is an Employee table and this will be the unique identifier for our employees.

Click on the Name & Caption option in the Ribbon and you will see the following dialog box.

17
Change the name of this field to EmployeeID to make it more specific to this table. Enter the
other optional information if you want and click Ok.

We now have our employee ID field with the caption Employee ID. This is automatically set to
auto number so we don't really need to change the data type.

Let us now add some more fields by clicking on click to add.

18
Choose Short Text as the field. When you choose short text, Access will then highlight that field
name automatically and all you have to do is type the field name.

19
Type FirstName as the field name. Similarly, add all the required fields as shown in the
following screenshot.

Once all the fields are added, click the Save icon.

You will now see the Save As dialog box, where you can enter a table name for the table.

Enter the name of your table in the Table Name field. Here the tbl prefix stands for table. Let us
click Ok and you will see your table in the navigation pane.

Table Design View

As we have already created one table using Datasheet View. We will now create another table
using the Table Design View. We will be creating the following fields in this table. These tables
will store some of the information for various book projects.

Field Name Data Type

20
 Project ID AutoNumber

ProjectName Short Text

ManagingEditor Short Text

Author Short Text

PStatus Short Text

Contracts Attachment

ProjectStart Date/Time

ProjectEnd Date/Time

Budget Currency

ProjectNotes Long Text

Let us now go to the Create tab.

21
In the tables group, click on Table and you can see this looks completely different from the
Datasheet View. In this view, you can see the field name and data type side by side.

We now need to make ProjectID a primary key for this table, so let us select ProjectID and
click on Primary Key option in the ribbon.

22
23
You can now see a little key icon that will show up next to that field. This shows that the field is
part of the tables primary key.

Let us save this table and give this table a name.

Click Ok and you can now see what this table looks like in the Datasheet View.

Let us click the datasheet view button on the top left corner of the ribbon.

If you ever want to make changes to this table or any specific field, you don't always have to go
back to the Design View to change it. You can also change it from the Datasheet View. Let us
update the PStatus field as shown in the following screenshot.

24
Click Ok and you will see the changes.

Key Field Properties for Data Entry Restriction ⚙️

 Data Type: This is the most fundamental restriction. Assigning the correct data type
(e.g., Number, Date/Time, Yes/No) ensures users can only enter compatible data.
Access automatically prevents the entry of incorrect data types.
 Field Size: For Short Text and Number data types, this property limits the maximum
number of characters or the range of the number allowed in the field.
 Input Mask: Provides a template for data entry, forcing users to enter data in a specific
pattern (e.g., (999) 000-0000 for phone numbers). It guides users with placeholders.

25
  Default Value: Automatically inserts a pre-defined value into the field for new records.
Users can change it, but it provides a starting point, reducing errors for common entries.
 Required: When set to Yes, this property ensures that users must enter a value into the
field; it cannot be left blank.
 Allow Zero Length: For Short Text and Long Text fields, setting this to No prevents
users from entering an empty string ("") as a valid entry. This is distinct from a Null
(blank) value.
 Indexed: For preventing duplicate entries in a field. Setting it to Yes (No Duplicates)
ensures that each entry in that field is unique. This is commonly used for primary keys
and other unique identifiers.
 Validation Rule: An expression that defines specific criteria for valid data in the field
(e.g., >0 for positive numbers, <Date() for a birth date in the past). If data violates the
rule, Access prevents the entry.
 Validation Text: A custom error message that appears when the Validation Rule is
violated. This provides helpful feedback to the user on what went wrong.
 Lookup Wizard: Creates a Lookup field that restricts entries to a predefined list of
values, either from another table/query or a fixed list you define. This is often displayed
as a dropdown Combo Box in forms, ensuring consistency and preventing typing errors.
The Limit To List property of a combo box ensures users can't enter values not in the
list.

By judiciously applying these field properties, you can significantly control and restrict data
entry, improving the accuracy and reliability of your Access database

26
 Joining Tables and Creating Queries
A query is a request for data results, and for action on data. You can use a query to answer a
simple question, to perform calculations, to combine data from different tables, or even to add,
change, or delete table data.
 As tables grow in size they can have hundreds of thousands of records, which makes it
impossible for the user to pick out specific records from that table.
 With a query you can apply a filter to the table's data, so that you only get the information
that you want.
 Queries that you use to retrieve data from a table or to make calculations are called select
queries.
 Queries that add, change, or delete data are called action queries.
 You can also use a query to supply data for a form or report.
 In a well-designed database, the data that you want to present by using a form or report is
often located in several different tables.
 The tricky part of queries is that you must understand how to construct one before you
can actually use them.

Create Select Query

If you want to review data from only certain fields in a table, or review data from multiple tables
simultaneously or maybe just see the databased on certain criteria, you can use the Select query.
Let us now look into a simple example in which we will create a simple query which will
retrieve information from tblEmployees table. Open the database and click on the Create tab.

Click Query Design.

27
In the Tables tab, on the Show Table dialog, double-click the tblEmployees table and
then Close the dialog box.

In the tblEmployees table, double-click all those fields which you want to see as result of the
query. Add these fields to the query design grid as shown in the following screenshot.

28
Now click Run on the Design tab, then click Run.

The query runs, and displays only data in those field which is specified in the query.

Relating Data-
Normalization
Database normalization, or simply normalization, is the process of organizing columns
(attributes) and tables (relations) of a relational database to minimize data redundancy. It is the
process of splitting data across multiple tables to improve overall performance, integrity and
longevity.

 Normalization is the process of organizing data in a database.

 This includes creating tables and establishing relationships between those tables
according to rules designed both to protect the data and to make the database more
flexible by eliminating redundancy and inconsistent dependency.

Let us now look into the following table which contains data, but the problem is that this data is
quite redundant which increases the chances of typo and inconsistent phrasing during data entry.

29
 CustI Quantit
Name Address Cookie Price Total
D y

12 Main St, Arlington, Chocolate

1 Ethel Smith 5 $2.00 $10.00
VA 22201 S Chip

1234 Oak Dr., Pekin,

2 Tom Wilber Choc Chip 3 $2.00 $6.00
IL 61555

12 Main St., Arlington, Chocolate

3 Ethil Smithy 5 $2.00 $10.00
VA 22201 Chip

To solve this problem, we need to restructure our data and break it down into multiple tables to
eliminate some of those redundancy as shown in the following three tables.

Here, we have one table for Customers, the 2nd one is for Orders and the 3rd one is for Cookies.

The problem here is that just by splitting the data in multiple tables will not help to tell how data
from one table relates to data in another table. To connect data in multiple tables, we have to add
foreign keys to the Orders table.

Defining Relationships
A relationship works by matching data in key columns usually columns with the same name in
both the tables. In most cases, the relationship matches the primary key from one table, which
provides a unique identifier for each row, with an entry in the foreign key in the other table.

30
There are three types of relationships between tables. The type of relationship that is created
depends on how the related columns are defined.

Let us now look into the three types of relationships −

One-to-Many Relationships

A one-to-many relationship is the most common type of relationship. In this type of relationship,
a row in table A can have many matching rows in table B, but a row in table B can have only one
matching row in table A.

For example, the Customers and Orders tables have a one-to-many relationship: each customer
can place many orders, but each order comes from only one customer.

Many-to-Many Relationships

In a many-to-many relationship, a row in table A can have many matching rows in table B, and
vice versa.

You create such a relationship by defining a third table, called a junction table, whose primary
key consists of the foreign keys from both table A and table B.

For example, the Customers table and the Cookies table have a many-to-many relationship that is
defined by a one-to-many relationship from each of these tables to the Orders table.

One-to-One Relationships

In a one-to-one relationship, a row in table A can have no more than one matching row in table
B, and vice versa. A one-to-one relationship is created if both the related columns are primary
keys or have unique constraints.

This type of relationship is not common because most information related in this way would be
all in one table. You might use a one-to-one relationship to −

 Divide a table into many columns.

 Isolate part of a table for security reasons.

 Store data that is short-lived and could be easily deleted by simply deleting the table.

 Store information that applies only to a subset of the main table.

What is Join

31
A join specifies how to combine records from two or more tables in a database. Conceptually, a
join is very similar to a table relationship. In fact, joins are to queries what relationships are to
tables.

The following are the two basic types of joins that we will be discussing in this chapter −

 The inner join

 The outer join

Both of which can easily be created from a queries design view.

Inner Join

Let us now understand Inner Join −

 The most common type of join is an inner join which is also the default join type in
Microsoft Access.

 Inner Join will display only the rows or records where the joined fields from both tables
are equal.

 This join type looks at those common fields and the data contained within. It only
displays the matches.

Outer Join

Let us now understand what an Outer Join is −

 An outer join displays all rows from one table and only those rows or records from the
other table where the joined fields are equal.

 In other words, an outer join shows all rows from one table and only the corresponding
rows from the other table.

There are other Join types too −

Left Outer Join & Right Outer Join

32
Let us now understand Left Outer Join and Right Outer Join −

 You can choose the table that will display all rows.

 You can create a Left Outer Join which will include all the rows from the first table.

 You can create a Right Outer Join that will include all the rows from the second table.

Here’s how to join tables effectively:

1. Go to the 'Create' tab in the ribbon.

2. Click 'Query Design'.

3. Select the tables you want to join from the list and click 'Add Selected Tables'.

4. Drag and drop the field from one table to the related field in the other table to create a
join.

5. Right-click the join line between the tables and select 'Join Properties'.

6. Choose the appropriate join type.

7. Click 'OK' to proceed.

8. Add fields to the query grid to include them in the result set.

9. Click the 'Run' button to run the query to view the results.

33
 Query Criteria
Query criteria helps you to retrieve specific items from an Access database. If an item matches
with all the criteria you enter, it appears in the query results. When you want to limit the results
of a query based on the values in a field, you use query criteria.

 A query criterion is an expression that Access compares to query field values to

determine whether to include the record that contains each value.

 Some criteria are simple, and use basic operators and constants. Others are complex, and
use functions, special operators, and include field references.

 To add some criteria to a query, you must open the query in the Design View.

 You then identify the fields for which you want to specify criteria.

Action Queries
In MS Access and other DBMS systems, queries can do a lot more than just displaying data, but
they can actually perform various actions on the data in your database.

 Action queries are queries that can add, change, or delete multiple records at one time.

 The added benefit is that you can preview the query results in Access before you run it.

 Microsoft Access provides 4 different types of Action Queries −

o Append

o Update

o Delete

o Make-table

 An action query cannot be undone. You should consider making a backup of any tables
that you will update by using an update query.

Create Queries
Create an Update Query

You can use an Update Query to change the data in your tables, and you can use an update query
to enter criteria to specify which rows should be updated. An update query provides you an

34
opportunity to review the updated data before you perform the update. Let us go to the Create tab
again and click Query Design.

In the Tables tab, on the Show Table dialog box, double-click on the tblEmployees table and
then close the dialog box.

35
On the Design tab, in the Query Type group, click Update and double-click on the field in which
you want to update the value. Let us say we want to update the FirstName of Rex to Max.

In the Update row of the Design grid, enter the updated value and in Criteria row add the
original value which you want to be updated and run the query. This will display the
confirmation message.

36
Click Yes and go to Datasheet View and you will see the first record FirstName is updated to
Max now.

Advertisement

Advertisement: 0:08

Create a Delete Query

You can use a delete query to delete data from your tables, and you can use a delete query to
enter criteria to specify which rows should be deleted. A Delete Query provides you an
opportunity to review the rows that will be deleted before you perform the deletion. Let us go to
the Create tab again and click Query Design.

37
In the Tables tab on the Show Table dialog box, double-click the tblEmployees table and then
close the dialog box.

38
On the Design tab, in the Query Type group, click Delete and double-click on the EmployeeID.

In the Criteria row of the Design Grid, type 11. Here we want to delete an employee whose
EmployeeID is 11.

39
Let us now run the query. This query will display the confirmation message.

Click Yes and go to your Datasheet View and you will see that the specified employee record is
deleted now.

40
Create a Make Table Query

You can use a make-table query to create a new table from data that is stored in other tables. Let
us go to the Create tab again and click Query Design.

41
In the Tables tab, on the Show Table dialog box, double-click the tblEmployees table and then
close the dialog box.

42
Select all those fields which you want to copy to another table.

In the Query Type, select the Make Table option button.

43
You will see the following dialog box. Enter the name of the new table you want to create and
click OK.

Now run your query.

44
You will now see the following message.

Click Yes and you will see a new table created in the navigation pane.

45
Parameter Queries
The best part about queries is that you can save and run the same query again and again, but
when you run the same query again and again by only changing the criteria then you might
consider the query to accept parameters.

 If you frequently want to run variations of a particular query, consider using a parameter
query

 Parameter query retrieves information in an interactive manner prompting the end user to
supply criteria before the query is run.

 You can also specify what type of data a parameter should accept.

 You can set the data type for any parameter, but it is especially important to set the data
type for numeric, currency, or date/time data.

 When you specify the data type that a parameter should accept, users see a more helpful
error message if they enter the wrong type of data, such as entering text when currency is
expected.

46
  If a parameter is set to accept text data, any input is interpreted as text, and no error
message is displayed.

Example

Let us now take a look at a simple example by creating a parameter query. Let us open your
database and select Query Design in the Create table tab.

Double-click on the tblProjects and close the Show dialog box.

47
Select the field you want to see as a query result as shown in the following screenshot.

In the query design grid, in the Criteria row of the ProjectStart column, type [Enter a project
start data]. The string [Enter a project start data] is your parameter prompt. The square

48
brackets indicate that you want the query to ask for input, and the text is Enter a project start
data is the parameter prompt displays.

Let us now run your query and you will see the following prompt.

Let us now enter the following date.

Click OK to confirm.

49
As a result, you will see the details of the project which started on 2/1/2007. Let us go to the
Design View and run the query again.

Enter the date as in the above screenshot and click Ok. You will now see the details of the
project which started on 5/1/2008.

50
Create Form
Forms in Access are like display cases in stores that make it easier to view or get the items that
you want. Since forms are objects through which you or other users can add, edit, or display the
data stored in your Access desktop database, the design of your form is an important aspect.
There's a lot you can do design-wise with forms in Microsoft Access. You can create two basic
types of forms −

 Bound forms

 Unbound forms

Bound Forms

Let us now understand what Bound Forms are −

 Bound forms are connected to some underlying data source such as a table, query, or
SQL statement.

 Bound forms are what people typically think of when they think of the purpose of a form.

 Forms are to be filled out or used to enter or edit data in a database.

 Examples of bound forms will typically be what users use to enter, view or edit data in a
database.

Unbound Forms

Let us look into Unbound Forms −

 These forms are not connected to an underlying record or data source.

 Unbound forms could be dialog boxes, switch boards, or navigation forms.

 In other words, unbound forms are typically used to navigate or interact with the database
at large, as opposed to the data itself.

51