

Microsoft Access is a powerful database

management system that provides a user-friendly
interface for creating, managing, and analyzing
databases.
It is part of the Microsoft Office suite and is particularly
well-suited for small to medium-sized businesses or
individual users who require robust data handling
capabilities without the complexity of larger database
systems.
With its intuitive design tools, Access allows users to design
custom forms and reports, automate tasks using macros, and
utilize VBA (Visual Basic for Applications) for more advanced
programming needs.
Introduction to Objects

Databases in Access are composed

of four objects: tables, queries,
forms, and reports. Together, these
objects allow you to enter, store,
analyze, and compile data however
you want.
Tables
Tables Database is a collection of data organized into several
connected lists.
In Access, all data is stored in tables, which means tables are
the heart of any database. These tables are organized into
vertical columns and horizontal rows.
 In Access, rows and columns are referred to as records and fields. A field is
more than just a column; it’s a way of organizing information by the type of
 data it is. Every piece of information within a field is of the same type. For
example, every entry in a field called First Name would be a name, and every
entry in field called Street Address would be an address.
 Likewise, a record is more than just a row; it's a unit of information.
Every cell in a given row is part of that row’s record.

In a database, a record is more than just a row in a table; it represents a

complete unit of information. Each row in a table is a record, and every cell
within that row contains a piece of data that belongs to the record. For
example, if you have a table with customer information, each row (or record)
might include details like the customer's name, phone number, and address.
These details are stored in fields (columns), but together they form a single
record that represents one customer. Notice how each record spans several
fields. Even though the information in each record is organized into fields, it
belongs with the other information in that record.

Tables are good for storing closely related information.

Each customer would be represented by a unique

record, and each type of information about these
customers would be stored in its own field. If you
decided to add any more information—say, a
customer's birthday—you would simply create a new
field within the same table.
 Notice how each record spans several fields.
 Even though the information in each record is
organized into fields, it belongs with the other
information in that record.
It’s the ID number that identifies each record.
The ID number for a record refers to every piece
of information contained on that row.
See the number at the left of each row.


Forms, queries, and

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

The reason forms are used so often is that

they're an easy way to guide people toward
entering data correctly. When you enter
information into a form in Access, the data
goes exactly where the database designer
wants it to go: into one or more related
tables.
Forms make entering data easier.
Working with extensive tables can be
confusing, and when you have
connected tables you might need to
work with more than one at a time to
enter a set of data.

However, with forms it's possible to

enter data into multiple tables at once,
all in one place. Database designers can
even set restrictions on individual form
components to ensure all of the needed
data is entered in the correct format.
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.
Queries are far more powerful than the simple
searches you might carry out within a table.

 A well-designed query can give information you

might not be able to find just by looking through
the data in your tables.
 Reports offer you the ability to present your data in
print. If you've ever received a computer printout of a
class schedule or a printed invoice of a purchase,
you've seen a database report. 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.
 Every piece of data a query, form, or report uses is stored in one of your database
tables.
 Forms allow you to both add data to tables and
view data that already exists. Reports present
data from tables and also from queries, which
then search for and analyze data within these
same tables.
 These relationships sound complicated, but in fact they work together so
well and naturally that we often don't even notice when we're using
connected database objects. Have you ever used an electronic card
catalog to search for a book at the library? Chances are, you entered your
search into something that looks like this:
 When you performed your search, you were entering
your search terms into a form that then created and
ran a query based on your request. When the query
finished searching the database's tables for records
that matched your search, you were shown a report
that drew information from the query and the related
tables
 Watch the video from GCF Global MS Access
Module 2
 Introduction

 Microsoft Access is a database creation and management

program.
 To understand Access, you must first understand databases.
Access uses the Ribbon to organize commands.
If you're new to Access or have more experience with older
versions, you should first take some time to become familiar
with the Access interface.

The Quick Access Toolbar lets you access common commands

no matter which tab is selected. You can customize the
commands depending on your preference.

The Ribbon contains all of the commands you will need to

perform common tasks in Access. It has multiple tabs, each
with several groups of commands.
 The Tell me box works like a search bar to help you quickly
find tools or commands you want to use.

 Microsoft Account
 From here, you can access your Microsoft account
information, view your profile, and switch accounts.

 The Navigation pane displays all of the objects contained in

your database. The objects are grouped by type. Double-
click an object to open it.
 Document Tabs Bar
 All open objects are displayed in tabs on the Document
Tabs bar. To view an object, click its tab.

 TheRecord Navigation bar allows you to navigate records

one at a time. Click the arrows to navigate through the
records. You can jump to a specific record by typing its ID
number into the box.

 Record Search Box

 You can use the Record Search box to search for any term
in the current object. The first result will be selected
automatically. To navigate through additional results, press
the Enter key on your keyboard.
 Access uses a tabbed Ribbon system instead of traditional menus. The
Ribbon contains multiple tabs, each with several groups of commands. For
example, the Clipboard group on the Home tab contains the Cut, Copy, and Paste
commands.
Some groups also have a small arrow in the
bottom-right corner that you can click for even
more options.
 To minimize and maximize the Ribbon:
 TheRibbon is designed to respond to your current
task; however, you can choose to minimize the
Ribbon if you find that it takes up too much screen
space.
Click the arrow in the lower-right corner of the Ribbon
to minimize it.
The Ribbon will be minimized. Click a tab to make the
Ribbon reappear. It will disappear again when not in use.
To maximize the Ribbon, click a tab, then click the pin
icon in the lower-right corner. The Ribbon will appear at
all times.
 Using the Tell me feature
 f you're having trouble finding a command you want, the Tell me feature can help. It
works just like a regular search bar: Type what you're looking for, and a list of options
will appear. You can then use the command directly from the menu without having to
find it on the Ribbon.
The Quick Access Toolbar, located above the Ribbon,
lets you access common commands no matter which
tab you are on. By default, it shows the Save, Undo,
and Redo commands. If you want, you
can customize it by adding additional commands.
 Notethat the Save command only saves
the current open object. In addition, the
Undo command will not undo certain
actions, like adding a record. Pay close
attention to your information when using
the Undo command to make sure it has
the desired effect.
Backstage view gives you various options for
saving, opening, and printing your database.
 To access Backstage view:
Click the File tab on the Ribbon.

 Backstage view will appear.

 Back to Access
 You can use the arrow to close Backstage view and return to
Access.

 Backstage view interface

 The Info pane will appear whenever you access
Backstage view. It contains information on the
current database and tools to help you compact,
repair, and encrypt the database.
Review for quiz no. 3