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. It stores data in its format based on the Access
Database Engine (popularly, Jet Database Engine). It can also import/export
or link directly to data stored in other applications and databases. After the
launch of MS Access, Microsoft ruled the Database Market beat all
competitors (Borland, Fox, Ashton-Tate), and gained instant success and
popularity.

MS Access 2021
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. We will deep dive into the topic.
Features of MS Access
 It allows user to define a primary key in the Access table like in
Excel.
 Users can create tables, queries, forms and reports, and connect
them together with macros and store data in database.
 Allows easy importing/exporting of data from other databases and
applications in any file format.
 Allows user to enhance a database with predefined templates.
 Allows user to select and store more than one values in one field i.e.
multi-valued function.
 Access also has report creation features that can help users to create
a report of stored data in a custom way.
 It has "Tell Me What to Do" feature that enables user to create tables,
reports, queries and forms easily.
 User can use SQL statements to edit and view queries graphically
and also to manipulate Access tables with Macros and VBA
Modules.
 Users can view their reports in different previews: print, design, layout and
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.
Components of MS Access
There are mainly seven components of MS Access for storing and accessing
data. They are below:
Components of MS Access
 Tables- Tables are an important part of RDBMS for storing data in form of
rows and columns and MS Access is RDBMS software. MS Access tables
looks exactly same as of MS Excel and MS Word with columns and
headings. For creating a database in MS Access, we need to create a
table in the database. Remember, all the data in the table must be correct
and according to defined data types to avoid errors.
 Forms- Forms are user interface that enables users to enter the data in a
table of any database. It is a database object component. There are two
types of forms: bound and unbound. These fields collect information from
source and store in a database.
 Reports- Reports are a way to view, format and summarize information or
data in database. Unlike forms, reports are immutable. It means that we
can customize and modify the reports as per the requirements. Generally,
reports are used to view and analyze the data entered in the database.
 Relationships- Relationships helps in combining data from two different
tables. Whenever data from two or more tables combined together then a
connection or link is created between the tables, this connection is known
as relation. Simply, it define a link or connection between two or more
tables. There are four types of relationships:-
o One to One relationship
o One to Many relationship
o Many to One relationship
o Many to Many relationship
 Queries- Queries are the commands that are used to retrieve and modify
data in the database (like MySQL, etc). Queries are also used to insert
data in the table.
 Macros- A macro is a tool that has predefined functions which allows user
to automate tasks (mostly frequently used processes or tasks) and add
functionalities to reports, forms and controls. Multiple tasks can be
assigned and they function whenever macros are enabled. It is a
collection of actions used to run set of tasks.
 Module- Modules are user-defined and predefined functions that are
written in VBA (Visual Basic for Applications) created by programmers
which are used to perform automatic operations. Users can easily use
them throughout the database and repetitively. It enhances the efficiency.
Difference Between MS Access and MS Excel
Although both software are part of MS Office and developed by Microsoft for
data analysis, still both are different from each other in many aspects. Some
of them are:
MS Access MS Excel

It is a type of RDBMS which stores

It is a type of spreadsheet, used for
and manages data easily in the
calculations and data visualization.
database.

It is specially build for storing a large

It is build for analyzing and comparing,
amount of data as compared to MS
so it stores a small amount of data.
Excel.

It is more flexible than MS Excel. It is less flexible than MS Access.

It is an RDBMS so it contains the It contains a simple spreadsheet, so it

tables, forms, queries, reports, looks same as a
 MS Access MS Excel

modules and macros. paper spreadsheet, simple table.

It helps the user in storing and It helps the user for storing, building and
manipulating the data directly in the analyzing financial and statistical
database. models and charts.

It is complex and difficult to learn. It is simple and easy to learn.

This software is totally based on non-

This software works on relational
relational data models, only a simple
data models.
worksheet.

It require programming concepts and It don't require any programming

knowledge of DBMS and basics. concepts and special knowledge.

M
S Access DB MS Excel Spreadsheet

Merits and Demerits of MS Access

MS Access is a most popular GUI database and dominated the desktop
database market due to its various advantages, but apart from advantages
MS Access has some limitations also. Let's see
Merits
 Easy to install and understand its working.
 Allows user to create functional database in lesser time.
 Use user friendly programming language.
 The graphical user interface makes it easy to work on.
 Allows user to import and export data and link database from other
applications.
 Lots of new features are added since its release.
 Easy customization according to company and personal needs.
 With the help of Macros, users can create and connect tables, forms,
queries, and reports.
Demerits
 Too many people cannot use same database at same time.
 It is only limited to small-scale companies or individual, but not useful for
large-scale companies.
 It is very difficult to use same database with different OS.
 It is not available separately. One needs to buy full MS Office Suite.
 Not much secure like other databases. Not good for storing confidential
data.
 Its efficiency and speed got affected when user stores a large amount of
data in a database in single file.
 Report Design Tools in Access
 Report: Create a basic Report of data in the
current Query or Table that can add Groups or Total
 Report Design: Create a new Blank Report in Design View. You
can make advanced design changes to the Report, such as adding
custom control types and adding codes.
 Blank Report: Create a new Blank Report so that you can
insert Fields and design the Report.
 Report Wizard: Displays the Report Wizard that helps you to
create a simple customized Report.
 Labels: Display the Label Wizard to create standard or custom
labels.

How do you create a Report using

Microsoft Access
Create a Report using the Report Tool

Go to the Create tab in the Report Group, click the Report

Group. A Report is created quickly. Unlike Form, Reports cannot
be edited, but you can modify your Report by adjusting the column;
by clicking on the column, a yellow border will appear, and you can
drag the edge of the column to your preferred length.
To Delete a column or row, you do not want. Right Click the row or
column and click Delete. The Report should be modified in
the Layout View.

Create a Report using Report Design

In the Report Group, select Report Design; it will take you to

the Design View display. The Design View is layered in sections
such as Page Header, Details, and Page Footer.

To add data to the blank layout, click Property, then click the drop-
down menu’s arrow on top of the Property Sheet, now
select Report. Click Data. On the Record Source drop-down
menu, select your Query or Table you want to use in your Report.

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Click the Add Existing Fields. Click the Fields you want to add to
the Report and drag them to the Detail Section.
Go to Print Preview. You will see your Report in printed view. On the
bottom left of the Print View, there are Navigation Buttons that
allow you to navigate through the Report.

To return to the Design View, close the Print Preview by clicking

the Close the Print View button on the window’s top right.

Create a Report using a Blank Report

On the Create tab in the Reports Group, select the Blank

Report Tool.

On the right of the Report Layout Tools Window, Select Add

Existing Fields. There is a Field List; click the field and drag the
field to the blank space. Then go to the Print Preview; you will see
a printout of your Report.

Create a Report using Report Wizard

In the Report Group, select Report Wizard, a Report Wizard
Dialog Box will appear.

In the Dialog Box, select the Table and Fields you desired to be in
your Report. By pressing these buttons (>, >>, <, <<). Then
click Next.

In the Wizard, a question will be asked ‘do you want to add

any Grouping Levels? Select the Grouping Level you need,
then Next.

Choose the Sort Order you want your Report to be in by the drop-
down menu and a button beside the drop-down menu where you
can choose from Ascending or Descending order. Then Next.

You can choose how you want to layout your Report. You can select
the options; Columnar, Tabular, and Justified, and you can select
the Orientation of the layout, either Portrait or Landscape.
Then Next

You can select the Title and Preview the Report or Modify the
Report Design. Then Finish.
 Create Labels

1. Click Labels on the Report Group. A Dialog box will pop up.
2. You can choose the size you want. The Unit of Measure, Label
Type, and Filter of the Manufacturer then Next.
3. Choose the Font Name, Font Size, Font Weight, and Text Color.
Then Next.
4. Select the Fields you want on your Mailing Label.
5. Sort your Fields. Next.
6. You can choose the Title and to Preview the Label or Modify the
Label Design.
7. Then click Finish. A Label is created.
8. You can view your Labels in Print View.
Create a split form in
Access
A split form gives you two views of the data at
the same time — a Form view and a Datasheet
view. Working with split forms gives you the
benefits of both types of forms in a single form.
For example, you can use the datasheet portion
of the form to quickly locate a record, and then
use the form portion to view or edit the record.
The two views are connected to the same data
source and are synchronized with each other at
all times.

To create a new split form by using the Split

Form tool, in the Navigation Pane, click the table
or query that contains the data, and then on
the Create tab, click More Forms, and then
click Split Form.
Access creates the form and you can make
design changes to the form. For example, you
can adjust the size of the text boxes to fit the
data, if necessary. For more information on
working with a split form, see the article on
creating a split form.

Create a form that

displays multiple records
in Access
A multiple item form, also known as a
continuous form, and is useful if you want a form
that displays multiple records but is more
customizable than a datasheet, you can use the
Multiple Items tool.
1. In the Navigation Pane, click the table or
query that contains the data you want to see
on your form.
2. On the Create tab and click More
Forms > Multiple Items.