Introduction to MS-Access II MS Access

Introduction to MS-Access

MS Access is a relational database management software that allows us to store data in multiple tables. It also allows to create a link between tables through relationship on the basis of common key field so that data can be retrieved from the multiple tables. The several components or the objects provided by MS-Access enable us to manage data more efficiently and effectively. The objects of MS-Access are integrated in a single file which we called a database file. The database file of MS-Access has '.MDB' extension. 

Features of MS Access 

1. Easier to understand and use since it is in relational model. 
2. Ideal for individual users and smaller teams. 
3. Import and export to other Microsoft Office applications. 
4. Provides user friendly facility "Tell me" for assistance. 
5. Allows developers to create custom solutions using VBA code 
6. Allows to convert output Reports in PDF format. 

Starting MS-Access 2007: 

To start MS-Access follow these steps: 

Step 1: Click on Start button located on the lower left corner of the screen. The start Menu will appear. 

Step 2: Click on All programs the program menu will be displayed. 

Step 3: Click on Microsoft Office folder from the list. 

Step 4: Then, click on Microsoft Access 2007. 

                        OR 

Type 'msaccess' in the run dialog box of start menu. You will see the screen after you click win and r of keyboard then typing msaccess and tapping enter you can open it. 

Components of Microsoft Access Windows 

The Microsoft Office Button 

It is located at the upper left corner of MS-Access windows. When you click on it, a menu appears which you can use to create new database file, open an existing database file, Save database file and perform many more other tasks. 

Quick Access Toolbar 

Near to the Microsoft office button you will find Quick Access toolbar. It contains the command such as Save, undo, redo which we frequently use. 

The title bar 

The bar that is located at the top of the MS-Access windows is called title bar. It displays the name of the database on which we are currently working. 

The Ribbon 

The ribbon is located at the top of Access windows just below the quick Access toolbar. At its top we can see several tabs. When we click on these tabs related command groups will appear which we can use to perform common tasks. 

Scroll Bar: 

The horizontal and vertical scroll bars enable us to scroll our database file up/down and left/right according to our need. 

Zoom Controls: 

This feature is useful to change the magnification of the database file. 

Navigation Pane: 

Navigation pane is used to view or hide the objects of MS-Access. 

Access work area: 

When we open any object of MS-Access the work area appears, where we can work. 

Creating a Database File: 

In MS-Access we can create new database file in two different ways. We can create new database file using the templates provided by application itself and by using blank database. 

To use templates the user must know how to deal with or modify a pre-existing database. So, the most recommend way to create new database file is to create by using blank database file. 

Objects of MS-Access 

In MS-Access there are four types of objects that commonly used. They are table, query, form and report. These object of MS-Access allow us to enter, store, calculate, analyze and display the result or data in whatever the way or format we like. 

Table 

Table is the primary or basic object of MS-Access. It is also called primary basic building block of database because it is the container of data in any database. The data in table are stored in the form of rows and columns. Table is the data source of Query, Form and Report. 

Query: 

Query is one of the most important objects of MS-Access that is used to calculate, analyze and retrieve data based on different condition. Query allows us to retrieve data and information from one or more tables that are interlinked to each other in RDBMS. Query can be the data source of Form and Report. 

Form: 

Form is the interface between user and application. We can use form to enter, edit, and display data. The form can display any single or multiple records at a time but the main uses of form are to enter and edit data. The data source of form can be used table and query. 

Report: 

Report is also one of the objective of MS-Access that is used to display data or information in our desired format. It is an effective way to present any data or information in desired layout. Report can give the printed output on the paper through the printer. 

Macro: 

Macro is also one of the objects of MS-Access which allows to automate tasks and functionality to the forms,  reports and controls. For example, if we add a command button to a form, we can associate buttons on click event to the macro.