DATABASE PACKAGES

Data is one of the most important business assets. It is only useful when it is suitably managed. When
data is properly managed, it transforms into information which can be utilized in making business
decisions. Organizations can only survive when it takes optimized decisions in the highly competitive
market.

The optimal business decisions can be made only if organization is able to efficiently collect, organize,
analyze and interpret data and get proper information. Now we can understand the importance of data
management in all business operations.

The data is efficiently managed in a database by using a database management system. The database
management system is a software package which efficiently manages a database.

The database is created and maintained by an integrated set of programs termed as the Database
Management System (DBMS). Conveniently and effectively defining, storing, retrieving and manipulating
the data contained in the database, is the major aim of the DBMS.

A Database Management System (DBMS) is a software tool used to perform various types of operations
on Data in a database and creates a convenient and efficient environment which helps the user to
access data easily.

“ The DBMS (Database Management System) is software that helps in efficient and convenient use of
database by utilizing and maintaining huge collections of data".
MS-ACCESS 2007

Overview

Microsoft Access 2007 is a Database Management System that assists in the creation of: relational
database to satisfy the diverse data-tracking needs of an organisation. Actes 2007 provides the user with
various features for creating and editing data organised into tables, forms, and reports. It also allows the
import and export of data to and from various applications.

A database is a collection of, information that is related. Access allows you to manags your information
in one database file. Within Access there are four major areas:

1) Tables: It stores data in database.

2) Queries: It asks questions about information stored in tables. 3) Forms: It allows viewing data stored
in tables.

4) Reports: It allows printing data based on queries/tables that you have created.

6.6.2. Features of MS-Access

1) Ideal for Individual Users and Smaller Teams: Microsoft Access is a simple desktop application that
does not require any specific hardware or license to functions. Hence, it is ideal for individual users and
smaller teams who do not require larger and complicated data bases for extra price. Microsoft Access
offers numerous advantages over database solutions over SQL Server and Oracle where the need for
database is not very high. Many smaller teams can now avoid purchase of massive resource for their
basic and simple needs with the help of Microsoft Access. Further they do not need anyone to
administer or monitor Access which may be required by regular client-server database.

2) Import and Export to Other Microsoft Office and Other Applications: One of the most useful features
of Microsoft Access is its ability to interface with data from many other programs. It is also easier to
combine data that was created in other programs, transfer data between two other programs, or to
accumulate and store data over the long term, occasionally exporting data to other programs such as
Excel for analysis. With Microsoft Access there are number of ways to copy an object such as a table or
from one database to another effortlessly. Besides copying and pasting an object, Microsoft Access also
allows exporting an object which comes with more options. With Access it is convenient to export the
table definition and the data in the table, or export just the table definition which a blank copy of the
table as required. You can also save the details of the operation as an export specification for future use.

3) Ready Templates for Regular Users to Create and Publish Data: Microsoft Access helps users in
creating and managing databases even if they have minimal experience in the field. This is made
possible with the help of several Microsoft Access templates which has everything ready for use.
On opening a specific template file, user finds a new database with tables, forms, macros, reports, and
other necessary fields which is already created, saving time and effort.

4) Allows Building and Publishing Web Databases Effortlessly: Users of Microsoft Access can either
design their own database or create a database using a readily available template as per their
requirement.

Those who are tech savvy and familiar with Web Databases would ideally design their own database by
creating a blank database on which they would create the tables that their database would need on
Access. For those who need help or are not aware of what tables their project would require can make
use of the templates available for them. Microsoft Access templates have a huge compilation for some
commonly used databases that would be required by users.

5) Hide/Show Option for Ribbon: The Microsoft Access window consists of a variety of components
helping users to work more efficiently. The important components are the Navigation Pane, Access work
area, ribbon, shortcut menus, and Quick Access Toolbar. Some of these components are common to
other Office apps whereas others are unique to Microsoft Access.

The ribbon contains five tabs used to accomplish various tasks on the computer related to organizing
and managing the contents of the open window in Microsoft Access. It is located near the top of the
window below the title bar and provides easy, central access to the tasks performed while creating a
database.

The ribbon available in Microsoft Access consists of tabs, groups, and commands. Each tab contains a
collection of groups, and each group contains related functions. It can be further customized to suit the
user requirement.

6)Report View Eliminates Extra Reports: With Microsoft Access users can choose

1. Report view
2. Print preview
3. Layout view
4. Design view

Report view shows the report on the screen as users would prefer to see it. A very useful feature of
Microsoft Access, the new Report View allows users perform adhọc filters on a report similar to the
way they can filter forms. Users have a choice pick which fields they desire to have on their reports by
choosing their preference from more than one table or query. By filtering specific column value or
words that the user requirements. The resulting reports shows exactly what the viewer wants to see
with summaries automatically recalculated. Moreover, this requires no special programming skills on
behalf of the user.
 Starting MS-Access

Step 1: Click-on the Start button

Step 2: Click-on All Programs, and then click-on Microsoft Access 2007. The Getting Started with
Microsoft Office Access screen will appear.

Creating of Files in MS-Access

Step 1: Click-on the Start button

Step 2: Click-on All Programs, and then click-on Microsoft Access 2007. The Getting Started with
Microsoft Office Access screen will appear.

Step 3: Select Blank Database (Figure below).

Step 4: In the File Name field enter the name for the table.

Step 5: Click Create.

Access Window Components

There are some of the common components as in WORD and PowerPoint like: Microsoft office Button,
Quick Access Toolbar, Ribbon, Title Bar, Window Sizing Button, Microsoft office Access Help Button and
Status Bar. Figure below shows the components of Access window.
1. Navigation Pane: It is the area on the left side of the window that list all the objects (table, reports
and so on) in the database. It is the main control center for opening and working with the objects.
2. Table Data Sheet: the new blank table that access created.

3. Data Sheet Tab: it the active tab on the ribbon, if you are on the datasheet view.

Tables
Access tables are the building blocks of any relational database. All of your data is stored in the tables.
Tables look like mini-spreadsheets and can be used for entering and editing data as well as sorting,
filtering and otherwise viewing your data.

A table is a set of columns and rows. Each column is called a field. Within a table, each field must be
given a name and no two fields can have the same name.
 Create and Save a TABLE

Tables are the foundation of an Access database. Access stores data in tables. A table is a set of columns
and rows. Each column is called a field. Within a table, each field must be given a name and no two
fields can have the same name. Each value in a field represents a single category of data. For example, a
table might have three fields: Last Name, First Name, and Phone Number. The table consists of three
columns: one for last name, one for first name, and one for phone number. In every row of the table,
the Last Name field contains the last name, the First Name field contains the first name, and the Phone
Number field contains the phone number. Each row in a table is called a record.

1. Click the Add New Field column label.

2. Activate the Datasheet tab.
3. Click Rename in the Fields & Columns group.
4. Type the field name.
5. Press Enter. Access creates the field.
6. Type the next field name. Access creates the field. Continue until you have created all
of the fields in your table.
7. Press Enter without entering a field name to end your entries.

To name and save a table:

1. Click the Save button on the Quick Access toolbar. The Save As dialog box appears.
2. Type the name you want to give your table.
3. Click OK.

Understanding Data Types

In Access, you use data types to specify the type of data each field can capture. A field with a
data type of text can store alphabetic characters and numbers. Generally speaking, you cannot
perform mathematical calculations by using a text field. For example, you can use a text field to
store a street address. Unless you do some manipulation, you cannot use the numbers in the
street address in mathematical calculations. You will not be able to sum or average the
numbers in an address field, which is fine, because you probably do not want to. Alternatively,
you can assign a Test Score field a data type of Number. You can enter numbers into the field
and then average, sum, or perform other calculations with the numbers. However, you cannot
enter an alphabetic character in a number field.

Data Types
Data Type Use Notes
Text Alphanumeric data. Use for text .
and for numbers that are not
used in mathematical
calculations. Use for names,
addresses, and other relatively
short pieces of text. Can store up
to 255 characters.
Memo Long text. Use for long pieces of
text, such as notes and long
descriptions. Can store up to
64,000 characters.
Number Numeric data. Use for numbers If you are working
you want to use in mathematical with currency, use
calculations. the currency type.
Date/Time Use for dates and times.
Currency Use for currency. Prevents rounding
during calculation.
AutoNumber Unique sequential numbers or
random numbers automatically
inserted when you create a
record. Use to create a primary
key.
Yes/No Logical data. Use when only one
of two values is valid. Yes/No,
True/False, etc.
Hyperlink Use to store hyperlinks.
Attachment Use to store attachments.
OLE Object Use to attach an OLE object
such as a Word document, Excel
spreadsheet, or PowerPoint
presentation.
 After you create the fields for a table, you can enter data by typing in each field. As you
type, Access assigns a data type to each field based on your entry.

After Access creates a blank database, it opens in Datasheet view and makes available the
tools you need to create a table. Datasheet view displays a table as a set of columns and
rows. When you view a blank database for the first time in Datasheet view, you see a column
named ID. This column is by default the primary key field.

A primary key is a field or combination of fields that uniquely identify each record in a table.
No two records in a table should have the same values in every field. For example, the
following should not occur in a table.

Last Name First Name City

Smith John Jonestown

Smith John Jonestown

To use Design view to create a new table:

1. Activate the Create tab.

2. Click Table Design in the Tables group. Access changes to Design view and the Table Tools
become available.
 Type the first field name in the Field Name field.
3. Press the Tab key.
4. Click the down-arrow that appears when you click in the Data Type field and then
select a data type.
5. Click Primary Key if the column you created is a primary key. A small key
appears next to the field name.
6. Press the Tab key.
7. Type a description. The description is optional.
8. Press the Tab key. Access moves to the Field Name field.
9. Repeat steps 3 through 10 until you have created all of your fields.

What are queries?

The real power of a relational database lies in its ability to
quickly retrieve and analyze your data by running a query. Queries allow you
to pull information from one or more tables based on a set of search conditions
you define. 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.

Example:

Planning: Which customers ordered technology books?

Let's think about this process for our bookstore database scenario. We have a
new technology series coming out soon, and we want to send coupons to
customers who have ordered technology books from us in the past. A query
can help us answer the question, Which customers have ordered technology
books from us already? Let's use the three-question process to plan this query.

 What fields do we want to see in the results? We need a list of

customer names and addresses in order to mail the coupons to
our customers, so we'll need the results to show the categories
below:

 In which tables is the information stored? For this query, we'll

need:
o The Customers table to get customers' names and
addresses
o The Books table to know which books are technology
books
o The Orders table to know which customers ordered those
books
 What is the condition we want the data to meet? We want
Access to look for only the books where the book's category is
technology.
Using the Query Design command
Once you've planned out your query, you can build and run it using Access
2007's query tools.

To build a query using the Query Design command:

 Select the Query Design command from the Create tab on the
Ribbon.

 Use the Show Table dialog box to select which tables and/or
queries to include in the query. Our plan called for all three tables.
 Drag and drop the fields you want to see in your results to the
bottom portion of the query design screen.
 Enter the condition in the Criteria row for the condition field. For
our query, we typed Technology in the cell labeled Criteria for
the Category field. As seen above, Access 2007 puts quotation
marks around the term to show that it is looking for exactly that
term within the designated field.
 Once the condition is set, click Run! in the Results group on the
Ribbon.

 View your results to determine if they match your desired results.

 Report

How to create a Report

There are many ways to create a report in Access. You can use the Report Wizard to generate a
report using Microsoft's step-by-step report wizard to create and format a report automatically. This
handles all of the "heavy lifting" so that you don't have to drag and drop controls.

A second way to create a report is to re-save an existing report and then make customizations to the
new report.

A third way is to create a report "from scratch". This is what we will do for the purposes of this
tutorial so that you understand exactly how to design and create your own reports.

To create a report, select the Create tab in the toolbar at the top of the screen. Then click on the
Report Design button in the Reports group.

This will allow you create a report and open that new report in Design
View.
Next thing that we want to do is open up the Properties for the report
so that we can configure and customize the report.

To open the properties, select the Design tab in the toolbar at the top
of the screen. Then click on the Property Sheet button in the Tools
group.

This will display the properties window for the Report object.
Create Report Using Report Wizard

It's almost always easier to create and modify a report created by the Report
Wizard than it is to create one from scratch.

1. Click the Create tab on the ribbon.

You can also create a blank report. Click the Create tab on the ribbon and
click either the Blank Report button (to create and display the report in
Layout View) or the Report Design button (to create and display a blank
report in Design View).
2. Click the Report Wizard button.

The Report Wizard appears. Here, you need to specify the table or query
that you want to use for your report.
3. Click the Tables/Queries list arrow and select the table or query you want
to use to create your report.

4. Double-click the fields that you want to appear on the form and then
click Next.
 If you selected fields from more than one table, the Form Wizard would ask
how you would like to organize the data on your form; just make a selection
and click Next.

Now you must specify the fields that you want to use in your reports.

5. Double-click any fields you want to group in the order you want to group
them. Click Next.
6. Select the fields you want to use to sort your report and click Next.
1. You can click the button to the right of each list to toggle between
ascending and descending sort orders.

Now you need to specify your report's Layout and Orientation.

2. Select a Layout option and an Orientation option for the report, then
click Next.
3. Give your report a name and click Finish.
The Report Wizard creates the new report and displays it on the screen.

Forms