MS - Access 2007

 INTRODUCTION TO DATABASES

A database is an organized collection of related data stored in a computer so that the data can be easily accessed, managed, and updated. Databases are used to store large amounts of information in a structured and systematic manner.

Instead of storing data in files or papers, a database allows data to be stored electronically for faster and more accurate processing.

Need for Databases

Databases are required because:

They store large amounts of data efficiently

They allow quick search and retrieval of data

They reduce data duplication

They improve data accuracy and security

Characteristics of a Database

A database has the following characteristics:

Data is stored in an organized form

Data can be easily updated and modified

Data can be shared by multiple users

Data is protected from unauthorized access

Types of Databases

1. Flat File Database

Stores data in a single table or file.

Example:

A list of names stored in a spreadsheet.

2. Relational Database

Stores data in multiple tables related to each other.

Example:

Student table and Marks table linked by Student ID.

3. Distributed Database

Data is stored at different locations but managed as one database.

Components of a Database

Table – Stores data in rows and columns

Record – A single row of data

Field – A single column of data

Database Management System (DBMS)

A DBMS is software used to create, store, manage, and retrieve data from a database.

Examples of DBMS:

Microsoft Access

MySQL

Oracle

SQL Server

Advantages of Databases

Faster data access

Better data security

Reduced data redundancy

Easy data management

 STARTING MICROSOFT ACCESS 2007

A database is a collection of similar information, storing it on a computer provides a means

of analysing and manipulating this information. Databases can store just about any type of

information, including numbers, pages of text, and pictures. Databases also range wildly in size. Its structure makes the information easy to select, sort, display, and print in a variety of formats.

With Access, you can create and maintain as many databases as you need.

Microsoft Access is a general-purpose program that works with almost any kind of information. Access 2007 is the Microsoft database-management program that enables you to maintain databases.

Like any other computer application, in order to use Microsoft Access, you must first install it. After installing Microsoft Access, then you can open it.

To start Microsoft Access 2007, click on Start All Programs Microsoft Office Microsoft Office Access 2007.

Another shortcut way to start MS Access is to the start the Run dialog box.

(i) Choose the Run... option after clicking the Start button.

(ii) Type msaccess in the Open: text box as shown in the figure below.

(iii) Then click OK.

On choosing any one of the above referred options, the following Microsoft Access window is displayed.

 TERMINOLOGY USED IN MS ACCCESS

 A Microsoft Account (MS Account) is a single login system used to access Microsoft services such as Windows, Outlook, OneDrive, Microsoft Office, Skype, Xbox, and Microsoft Store.

To understand Microsoft Account clearly, it is important to know the terminology (key terms) used in it.

Important Terminology Used in MS Account

1. Microsoft Account

A Microsoft Account is a user account created with an email ID and password to sign in to Microsoft services.

Example:

Outlook.com, Hotmail.com, or any personal email (like Gmail) can be used.

2. Email ID (User ID)

The Email ID is used as the username for logging into the Microsoft Account.

Example:

krishna@email.com

3. Password

A Password is a secret code used to protect the Microsoft Account from unauthorized access.

Strong password includes:

Uppercase letters

Lowercase letters

Numbers

Symbols

4. Sign In

Sign In means entering your email ID and password to access your Microsoft Account.

5. Sign Out

Sign Out means safely exiting your Microsoft Account to protect your data.

6. Two-Step Verification (2FA)

Two-Step Verification adds extra security by requiring:

Password

A code sent to mobile or email

This protects the account from hacking.

7. Security Code

A Security Code is a temporary code sent by Microsoft to verify your identity during:

Login

Password reset

New device sign-in

8. Recovery Email

A Recovery Email is an alternate email address used to recover the account if you forget your password.

9. Recovery Phone Number

A Recovery Phone Number is used to receive security codes via SMS or call.

10. Profile

The Profile contains personal details such as:

Name

Profile photo

Country

Date of birth

11. OneDrive

OneDrive is Microsoft’s cloud storage service linked with the MS Account.

Features:

Store files online

Access files anywhere

Automatic backup

12. Microsoft Store

The Microsoft Store allows users to download:

Apps

Games

Software

using their Microsoft Account.

13. Subscription

A Subscription is a paid service linked to the Microsoft Account, such as:

Microsoft 365

Xbox Game Pass

14. License

A License confirms that the user is authorized to use Microsoft software like MS Office or Windows.

15. Device Management

Device Management shows all devices linked to the Microsoft Account, such as:

Laptop

Mobile

Tablet

16. Privacy Settings

Privacy Settings allow users to control:

Data sharing

Activity history

App permissions

17. Account Dashboard

The Account Dashboard is the main control panel where users can:

Manage security

Update profile

View subscriptions

Check devices

18. Sync

Sync means automatically updating data across all devices using the same Microsoft Account.

Example:

Contacts, emails, files, settings.

Advantages of Using a Microsoft Account

One login for all Microsoft services

Cloud data backup with OneDrive

Better security and recovery options

Easy device synchronization

Access anywhere, anytime

 CREATING A DATABASE

Creating data means the process of entering, organizing, and preparing information in a structured form so that it can be used for calculations, analysis, and decision making. In computers, data is usually created using applications such as Microsoft Excel, Word, or database software.

In Excel, data is created by entering values into rows and columns of a worksheet.

Importance of Creating Data

Creating data is important because:

It helps in storing information systematically

It allows easy calculation and analysis

It supports decision making

It helps in preparing reports and records

Types of Data Created in a Worksheet

1. Text Data

Text data includes names, headings, and descriptions.

Example:

Name, Class, Product Name

2. Numeric Data

Numeric data includes numbers used for calculations.

Example:

100, 2500, 45.75

3. Date and Time Data

This type of data includes dates and time values.

Example:

12/01/2026, 10:30 AM

4. Formula Data

Formula data is used to perform calculations automatically.

Example:

=SUM(A1:A5)

=AVERAGE(B1:B5)

Steps for Creating Data in Excel

Open Microsoft Excel

Open a new or existing worksheet

Select the required cell

Enter the data using the keyboard

Press Enter to store the data

Organizing Created Data

Data can be organized by:

Using proper headings

Arranging data in rows and columns

Applying formatting to cells

Using tables for better structure

 UNDERSTANDING DATA TYPES

A data type is a set of data with values having predefined characteristics. Most database systems require the user to specify the type of each data field. Each data type in a database system has a specific purpose. The following table lists the commonly used data types and shows the type of data it stores.

Data Type

Data which can be stored

AutoNumber

An AutoNumber field gives a unique number to each record automatically as you add records, starting at 1.

Text

A Text field can contain values that are text, numeric or a combination of both. A text field can contain a maximum length of 255 characters.

Number 

Date/Time

Currency

Can store numeric values upto 16 bytes of data.

The Date/Time field allows storage of date and time information.

The Currency data type stores values in a monetary format. This can be used with financial data as 8-byte numbers with precision to four decimal places.

Yes/No

Memo

Boolean data storage of true/false values

A much larger version of the text field, allowing storage of up to 2 GB of data

CREATING A TABLE

Tables are the most basic building block in your database - they hold the data that you need to save and to analyze. Tables (or lists) are the main way of displaying data in Microsoft Access. All data is stored in tables. One database can have many different tables, but each table should concentrate on one subject only, for example, the products that a company sells or the customers that the company has. The rows in the table represent the records of the database. The columns represent the fields.

When you first create a database, it's almost empty. But in order to get you started, Access creates your first table named Table1. The problem is, this table begins life completely blank, with no defined fields (and no data).

There are two ways to view a table in Access 2007 to add data to the table: Design View and Datasheet View

When you create a new database, you're in the Datasheet View in which you can display the records in a table, where one row is one record. The column headers are the fields you have defined for the table. When you create a database, Access automatically creates a special ID field to help you sort and organize your data. You don't have to use this ID field if you don't want to

In Design View you can view all the fields with the data types and descriptions. The records of information that has been added to the database is not viewable.

To go to the Design View, click the View button in the Datasheet tab and choose Design View option.

As soon as you choose the Design View, Access 2007 asks you for a table name by displaying the Save As dialog box.

The name you give for your table appears in the All Tables section on the left side of the window

You can use Design view to add, rearrange, and remove fields, but you can't use it to add new records.

                                    (REVIEW EXECRISE)

1. Open Microsoft Access 2007 application window.

2. Create a database with the name School. Your screen must look like the following:

3. Click View button → Design View. The Save As dialog box appears on your screen.

4. Type Student as the table name in the School database. You will notice that the name of the table appears on the left side of the application window as shown in the figure.

5. Type Roll No in the Field Name column.

6. Press TAB key to move into Data Type column. You can press ENTER or the right arrow key also to move to the next column.

7. Press TAB key again to move into the Description column. This is optional. You can input the description of the corresponding field if you wish.

8. Similarly, create the following fields as given below:

Field Name

Data Type

First Name

Text

Last Name

Text

DOB

Date/Time

Hindi

Number

English

Number

Maths

Number

Science

Number

9. After creating all the fields your Design View will look as shown in the following figure:

10. Save the changes made in the table Student and exit the application.

 MANAGING A TABLE

In the Microsoft Office Access 2007 program you can manage multiple databases containing data, such as reports and tables. After you create a table within your database, you edit the table so that it meets your preferences. For example, you can use the table properties to rename the table.

Opening a Table 

Once you've created a database, it's easy to open it later. You can use any of these approaches:

Double-click a database file. (You can browse to it using My Computer or Windows Explorer). Remember, Access 2007 databases have the file extension.accdb.

 Launch Access 2007, and then look for your database in the Open Recent Database section on the right of the Getting Started page.

Launch Access 2007, click Microsoft Office button Open, and then browse for your Access database file.

 Closing a Table

Closing a single database table simply removes the data from view and leaves Access running your loaded database file. After you close a database table, you can open another one.

To close a database table, follow these steps:

1. Right-click the database table tab (where you see all the field names) that you want to close.

A pop-up menu appears as shown in the following figure:

2. Choose Close. You can also press CTRL + W to close a table within a database.

However, to close the database, click Microsoft Office button → Close Database option.

 Renaming a Table

Renaming a file changes the file name of an existing file. You cannot rename a file while someone has it open in any program. The file must be closed. You can save an open file with a new name, but a copy of the file with the original name will still exist.

 To rename a table, close it and right click on the name of the table from the shortcut menu.

 Deleting a Table

After closing the table, right click on the name of the table. From the shortcut menu that appears, choose Delete.

 ADDING RECORDS IN A TABLE

As soon as you enter data, Access saves it. Once the structure of the table has been defined, you are ready to start entering the data. If you are in the Design View, you must change it to the Datasheet View. Datasheet view is the default view for entering data. To view and enter data in Datasheet view, follow these steps:

1. Open the table in Datasheet View. You can do this by double-clicking on the table name.

2. Start typing the data in the corresponding fields, such as Roll No, First Name, Last Name, DOB, etc.

3. Press TAB to select the next field (or SHIFT+TAB to select the previous field). You can alternatively press ENTER key or the right arrow key to move to the next field.

A sample table with 5 records is shown in the following figure:

 DELETING RECORDS

Often you require to delete an unwanted or obsolete record. When you delete an entire record, you remove all of the data in each field as well as the key value that makes the record unique. This process removes the entire row from the table.

You MUST remember that deleted data cannot be recovered using the Undo button.

When you are sure, you can delete a record by following these steps:

1. Select the record you want to delete by clicking the record selector to the left of it. The slected record gets highlighted. Remember that a record is a whole row of data.

A selected record is shown in the figure below:

2. Press the Delete key or click the Delete button in the Records group of the Home tab.

Access asks you if you are sure you want to delete the data.

3. Click the Yes button to delete.

The row you select is deleted, and the data below the deleted row moves up to fill the space.

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