Access 2016: Introduction

Microsoft Access is a Relational Database Management System (RDBMS),

designed primarily for home or small business use.
Microsoft Access is a Database Management System offered by Microsoft. It
uses the Microsoft Jet Database Engine and comes as a part of the Microsoft
Office suite of applications.
Microsoft Access offers the functionality of a database and the programming
capabilities to create easy-to-navigate screens (forms). It helps you analyze
large amounts of information, and manage data efficiently.
Microsoft Access is a database creation and management program.
Access has traditionally been known as a desktop database system because its
functions are intended to be run from a single computer (as opposed to
a client/server system where the database application is installed on a server,
then accessed from multiple client machines) across a network.

What is a database?
A database is a collection of data that is stored in a computer system.
Databases allow their users to enter, access, and analyze their data quickly
and easily.

The easiest way to understand a database is to think of it as a collection of

lists.

Access Versus Excel

Microsoft Access stores various types of data in a way that is easy to retrieve.
It includes various features in order to achieve this.

Excel, on the other hand, leans more towards numerical data and performing
calculations on that data.

While you can certainly store various types of data in an Excel spreadsheet
(or any other spreadsheet for that matter), a specialized database application
like Access includes specific features for declaring and maintaining various
types of data. Access allows you to restrict the data that users enter into each
field. It also allows you to link related data across multiple tables. And it also
provides other useful features such as forms, reports, query builder, and
more.
Important Terms and Basic Objects
Database File:
It is a file which stores the entire database. The database file is saved to your
hard drive or other storage devices.

Datatypes:
Datatypes are the properties of each field. Every field has one datatype like
text, number, date, etc.

Table

 A Table is an object which stores data in Row & Column format to

store data.
 A Table is usually related to other tables in the database file.
 Each column must have Unique name
 We can also define Primary Key in a table.

Query

 Queries answer a question by selecting and sorting and filtering data

based on search criteria.
 Queries show a selection of data based on criteria (limitations) you
provide.
 Queries can pull from one or more related Tables and other Queries.
 Types of Query can be SELECT, INSERT, UPDATE, DELETE.

Form

 A form is a database object that you can use to create a user interface
for a database application.
 Forms help you to display live data from the table. It mainly used to
ease the process of data entry or editing.

Report

 A report is an object in desktop databases primarily used for

formatting, calculating, printing, and summarizing selected data.
 You can even customize the report’s look and feel.

Macros
Macros are mini computer programming const ructs. They allow you to set
up commands and processes in your forms, like, searching, moving to
another record, or running a formula.
Modules:
Modules are procedures(functions) which you can write using Visual Basic
for Applications (VBA).

Microsoft Access Data Types

MS Access common data types are listed below:

Type of
Description Size
Data

Text, including numbers which does not need

Short Text Up to 255 characters.
calculation. (e.g., Mobile numbers).

This data type is used for lengthy text or Maximum 63, 999
Long Text
alphanumeric data. characters.

Numeric data type used for storing

Number 1, 2, 4, 8, and 16 bytes.
mathematical calculations.

Date/Time Store Date/time for the years 100 through 9999. 8 bytes.

It allows you to store currency values and

Currency 8 bytes.
numeric data with one to four decimal places.

Assign a unique number or assigned by Four bytes (16 bytes if it

Auto
Microsoft Access when any new record is is set as a Replication
Number
created. Usually used as the primary key ID).

Yes/No It only stores logical values Yes and No. 1 bit

It stores files, such as digital photos. Multiple Up to 2

Attachment
files can be attached per record. GB Data can be stored.

OLE objects can store audio, video, other Binary Up to 2

OLE objects
Large Objects. GB data can be stored.

Each part of a Hyperlink

Text or combinations of text and numbers data type allows you to
Hyperlink
stored. That text is used as hyperlink address. store a maximum 2048
characters.

You can create an

Helps you to create an expression that uses expression which uses
Calculated
data from one or more fields. data from one or more
fields.
Differences between Access and Excel

Microsoft Access and Excel are very similar yet very different. Here, are
some important difference points between both of them-
Access Excel

Deals with text, numbers, files and all Microsoft Excel generally deals with
kinds of data numerical data

All the data is stored one time, in one Lots of worksheets or documents are a
place. store with similar, repeated data.

Helps you to build highly functional data Only the primary data entry screen is
entry forms and report templates. available.

Users will be able to enter the data more Data accuracy and speed is not much
efficiently and accurately. because of the format.

Advantages of MS Access
Now in this MS Access Tutorial, we will learn the pros/benefits for using MS
Access application:

 Access offers a fully functional, relational database management

system in minutes.
 Easy to import data from multiple sources into Access
 You can easily customize Access according to personal and company
needs
 Microsoft Access online works well with many of the development
languages that work on Windows OS
 It is robust and flexible, and it can perform any challenging office or
industrial database tasks.
 MS-Access allows you to link to data in its existing location and use it
for viewing, updating, querying, and reporting.
 Allows you to create tables, queries, forms, and reports, and connect
with the help of Macros
 Macros in Access is a simple programming construct with which you
can use to add functionality to your database.
 Microsoft Access online can perform heterogeneous joins between
various data sets stored across different platforms

Disadvantages of MS Access
Here, are the cons of using MS Access
  Microsoft Access database is useful for small-to-medium business
sectors. However, it is not useful for large-sized organizations
 Lacks robustness compared to dbms systems like MS SQL Server or
Oracle
 All the information from your database is saved into one file. This can
slow down reports, queries, and forms
 Technical limit is 255 concurrent users. However, the real-world limit
is only 10 to 80 (depending on the type of application which you are
using)
 It requires a lot more learning and training compared with other
Microsoft programs.

Getting Started in Access

Whenever you're learning a new program, it's important to familiarize
yourself with the program window and the tools within it. Working with
Access is no different. Knowing your way around the Access environment
will make learning and using Access much easier.

In this lesson, you will familiarize yourself with the Access environment,
including the Ribbon, Backstage view, Navigation pane, and Document
Tabs bar.
Quick Access Toolbar
The Quick Access Toolbar lets you access common commands no matter which tab is
selected. You can customize the commands depending on your preference.

The Ribbon
The Ribbon contains all of the commands you will need to perform common tasks in
Access. It has multiple tabs, each with several groups of commands.

Tell Me
The Tell me box works like a search bar to help you quickly find tools or commands you
want to use.

Microsoft Account
From here, you can access your Microsoft account information, view your profile,
and switch accounts.

Navigation Pane
The Navigation pane displays all of the objects contained in your database. The objects
are grouped by type. Double-click an object to open it.
Document Tabs Bar
All open objects are displayed in tabs on the Document Tabs bar. To view an object,
click its tab.

Record Navigation Bar

The Record Navigation bar allows you to navigate records one at a time. Click the
arrows to navigate through the records. You can jump to a specific record by typing its
ID number into the box.

Record Search Box

You can use the Record Search box to search for any term in the current object. The first
result will be selected automatically. To navigate through additional results, press
the Enter key on your keyboard.

The Ribbon
Access uses a tabbed Ribbon system instead of traditional menus. The
Ribbon contains multiple tabs, each with several groups of commands. For
example, the Clipboard group on the Home tab contains the Cut, Copy, and Paste
commands.

Some groups also have a small arrow in the bottom-right corner that you can click for
even more options.