Database Management System MS-Access

Database Management System is a software that manages data stored in the database. Example: MS-Access, FoxPro, Oracle, etc.

Data

Data are the facts or figures obtained from various sources.

Information

Information is the processed data.

Database

Database is the collection of data or related information.

Advantage of DBMS

• It reduces data redundancy.
• It creates link with different user and programs.
• Easy for adding, editing and removing of data.
• It provides better interacting environment to the user.

Disadvantages of DBMS

• Costly and time consuming procedure
• Qualified personnel to operate.
• Additional hardware and software may be required.

Access

Microsoft Access is a database management system which is used to collect, store and manage information as well as run reports. It provides facility to store the data in structured was and ways to organize the data and retrieve them as required by user. It is a relational database management system. Data are stored in more than one table to avoid data redundancy.

Field

A field is a piece of information about an element which may be a person, student or employee.

Record

A collection of related field is called record.

Different aspects of MS-Access

1. Table:

A table is a collection of records or group of records. A table contains a number of rows and columns.

Importance of Table

• To store the data about specific table.
• It holds the main information.

Way to create table

• Design View
• Using Wizard

2. Forms:

A form is a database object which is designed to enter records and edit the existing records easily.

Importance of forms

• It is used to make modification or addition of the data directly into the table.
• To view the table in user defined manner.

Ways to create forms

• Form view
• Design view
• Datasheet view

3. Query:

A query is simply a more formal way to sort and filter data stored in the database.

Methods to create queries are :

• Design view
• Simple query wizard
• Cross tab query wizard

Importance of query

• It displays the result of different tables.
• It sorts and filters the data.

Types of query

• Update query:Update query allows the user to make global changes to a group of records in one or more tables
• Select query: A select query is the most common category and is used for existing information from one or more tables in a database. The result of a select query are displayed in a datasheet for viewing or editing, or used as the basis for a form or report.

Sorting

Sorting means organization of database so that the information we need most is easily available in ascending/descending order.

Filtering

Filtering database means showing only those databases which meet certain criteria.

4. Report:

Report is a very important object of database. A report is an effective way of presenting your data in a printed format or an screen soft copy.

Importance of report

• You can view report on your screen before printing it.
• It allows complete output of the processing database.

Creating report

• Report wizard
• Auto Report

DBMS Terminologies

Data type

Data type is the type which is used to declare variable names, variable types and sizes for various operations.

Data redundancy

Data redundancy means the repetition of data in a database.

Computerized database

The database which is run on computer is called computerized database.

Non computerized database

The database which is run on paper is called non computerized database.

Cell

A cell is an intersection of rows and columns.