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Database - Intro Notes_250211_131955

Microsoft Access is a robust database management tool that enables efficient data storage, organization, and manipulation. Key components of its interface include the Ribbon for command access, the Navigation Pane for object management, and the Workspace for working with database elements. Understanding data types, field properties, and the importance of primary keys is essential for effective database design and management.

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13 views

Database - Intro Notes_250211_131955

Microsoft Access is a robust database management tool that enables efficient data storage, organization, and manipulation. Key components of its interface include the Ribbon for command access, the Navigation Pane for object management, and the Workspace for working with database elements. Understanding data types, field properties, and the importance of primary keys is essential for effective database design and management.

Uploaded by

12princess2008
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Microsoft Access: Database

Microsoft Access is a powerful tool for database management that allows users to store, organize,
and manipulate data efficiently.

Understanding the Interface


Once you’ve created a new database file, familiarize yourself with the interface of MS Access. The
interface comprises several key components that facilitate database management:
• Ribbon: The Ribbon is a graphical control element that houses various commands
organized into tabs. These tabs include options for creating tables, forms, reports, and
more. Each tab contains related commands, making it easier to access the tools you need.
Here’s a breakdown of some essential tabs on the Ribbon:
Tab Description
Home Contains common commands for database management.
Create Provides options for creating new database objects such as tables,
queries, forms, and reports.
External Data Allows importing and exporting data from external sources.
Database tools Offers tools for maintaining and optimizing the database structure.

• Navigation Pane: The Navigation Pane is located on the left side of the Access window. It
displays a hierarchical view of all the objects within your database, such as tables, queries,
forms, reports, and macros. You can easily navigate between different objects by clicking
on them in the Navigation Pane.

• Workspace: The Workspace refers to the main area where you work on designing and
interacting with database objects. Depending on the task you’re performing, this area
may display tables, forms, queries, reports, or other database objects. You can switch
between different views, such as Design View and Datasheet View, to modify or analyse
data effectively.
Field Data Types
Data Type Description
Short text Limited to 255 characters (Name, Surname, Job title, Phone number,
email, etc).
Long text Entries longer than 255 characters (Notes, Details, Description,
Explanations, etc).
Number Any number used for mathematical calculations.
Yes/No Yes/No True/False scenarios (You either have it/ do it or you do not).
OLE Files from another program (Photo, Music, Video, etc).
Hyperlink Web address to a webpage or document online.
Attachment Other file types that are not supported by OLE Object or multiple
files.
Calculated Runs a mathematical calculation. Use calculated fields for
information that can be derived from other fields, rather than
storing it directly

Field Properties
Property Description
Field Size To set the maximum size of the field.
Format Format that the data must be displayed.
Default Value Value that automatically is allocated to a field when a new record is
added.
Required Compulsory field that must have a value.

Primary Key
A unique identifier. A field (or combination of fields) that identify every row. Every table must
have a unique primary key that identifies each record. Access can automatically generate an
auto-numbered "ID" field for this purpose.

Primary Key Conditions/ Rules


1. Must be unique
2. Can’t be empty

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