What is Microsoft Access used
for?
Microsoft Access is a program that allows you
to electronically compile collection of
information which is related to each other. This
used to create tables, forms, reports and
queries according to the user’s requirement.
What is a Database?
A database is a collection of
information that is related to a
particular subject or purpose.
It is primarily designed for two main
purposes:
To store, add, delete, and update the
data in the database.
To provide various ways to view the data
Types of Databases
Flat Database
Flat database which consists of only one table.
What problems do you see with a single flat
database?
It is more difficult to update and maintain.
Data Redundancy
Relational Database
Access is a relational database. In a relational
database data is organized in related tables. In
related tables, one or more fields are linked to
fields in another table.
Database Objects
TABLE
FORMS
REPORTS
QUEARIES
What is a Table?
A table is a collection of data about a specific
topic. It is arranged in rows and columns format.
A table consists of
Fields
Records
Field
A field is a column in a table which
belongs to a same topic of a
database.
Record
A record is a row of information in a
table of a database. Several fields are
associated with a database
Forms
A form is a graphical
representation used to enter
or view data into a table.
Queries
A query is used to extract specific
information from your table(s). A Query
takes information from the selected tables
and displays a subset of data that meets
your criteria.
Reports
Presents data from a query or table
and places it in neat, organized and
readable form.
Data Types
Text: A string of up to 255 characters.
Memo: Used to store longer strings of
characters. Access places a limit of 64,000
characters for data of this type.
Number: Used to store numeric data.
Data Types
Currency: Used for monetary data.
AutoNumber: Places a computer-generated
number in the field.
Yes/No: Used for Boolean data, when an either/or
situation is present.
OLE Object: Used for “Object Linking and
Embedding” Hyperlink: Insert a hyperlink address.
Primary Key
A primary key is a field that uniquely identifies each record in
a table.
Rules
Primary key is used to identify a one record uniquely.
Primary key filed cannot contain any null values.
Primary key field cannot be containing any repeated values
Foreign Key
A foreign key is a field that corresponds to a
primary key in another table. The identification
of a foreign key allows you to link two tables
together forming a relationship
Types of
Relationships(Cardinalities
One to One Relationship )
In a one-to-one relationship, each record in table “A” can have one
and only one matching record in table “B”, and each record in table
“B” can have only one matching record in table “A”.
One to Many Relationships
One-to-many relationship is the most common type of
relationship. In a one-to-many relationship, a record in table
“A” can have many matching records in table “B”. But a
record in table “B” has only one matching record in table
Many“A”.
to Many Relationships
We have to minimize this relationship in a Database. In a many-to-
many relationship, many records in table “A” can have many matching
records in table “B”. Also many records in table “B” has more than one
matching record in table “A”.
