dation

An Introductory To
Database Management System - (DBMS)
Using MS Access

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What is the Data?

Data:can be defined as a pure facts, concepts,

or instructions in a formal manner:
Facts: any name:Ali
any number: 1910191
Data can be in form of text documents,
images, audio,or other types of data.

Ali having an ID 1910191

1910191is the ID forAli

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What is the Information?

Information is organized or classified data, which has some

meaningful values for the receiver. Information is the
processeddataonwhichdecisionsandactionsarebased.
For the decision to be meaningful, the processed data must
qualify for the following characteristics −
Timely −Informationshould be availablewhen required. An
updated
Accuracy − Information should be accurate.
Exact
Completeness − Information should be complete. From a -z

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Information is created from data

Data 1 Data 2 Data 3

1910191 Ali ENG

Processing
(SIS)

Information
(1910191 - Ali – ENG)
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 Database
• A tool for collecting and ORGANizinginformation.
• Store/save information about people, products,
orders, etc.
• Start as a list in a word-processing/spreadsheet.
Data becomes hard to understand when the list
• grows bigger.
• Limitation will occur when searching or pulling
• subsets of data
• Then the needs of (DBMS) becomesessential.

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 Basic Database concepts

Field (Column):

a single piece of information. Like Student ID, Student

Name, Address…

• Record (Row):
a collection of related fields (data). A number of pieces of
information that relate to the same object. For example: If
you keep records on UoB students, you might

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Basic Database concepts

From the table below each column represents a field name,while

each row represents an employee record.

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Basic Database concepts

• Table:
a collection of related records. If you put all the student records
together, you may have a table of students. FINT003 –Sec 08
• Database:
a collection of tables (objects). If you were keeping the
university records, you might have a table for students, a table
for results, and another for attendance records. All thesetables
would be combined as a database.

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 Basic Database concepts

An example of an employee database table created using

MS Access:

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Database Management Components

ADBMS constitutesof five componentsthat help in the use and manage of

data in an organization, these components are:
Things: Software, Hardware, Data/ information
People: user-end, admin, developer

⚫ Hardware
⚫ Software
⚫ Data
⚫ User-end, and
⚫ Administrator/ Developer

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Database Management Applications (DBMA)

Databases applications touch all aspects of our lives. Some of the

major areas of application are as follows:
⚫ Banking
⚫ Airlines
⚫ Universities
⚫ Human resources
⚫ Manufacturing and selling

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Database Management Objects
Database objects are the physical parts of the database. A database
management system consists of many objects but the major one are:

⚫ Table
⚫ Query
⚫ Form
⚫ Report

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Table
⚫ Basic element of a database
⚫ Is a collection of related data held in a structured
⚫ Consists of fields (columns), and records (rows)
⚫ DBM must have at least one
⚫ In case of more than one table we should havea relationship
(interconnection) between all tables
⚫ To work together and to maintain the consistencyof the database

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Query
⚫ Query like a table in structure but it will be driven from a table or
another query along with all its data
⚫A query refers to the action of instructing to the database to return
some/all of the data
⚫ You are asking "querying" the database for some data that matches a
given criteria.
⚫ Later the created query can be used as a record source for a query, a
form/ or a report object.

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 Query (cons)
⚫ An example of created query with ms access:

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 Form
⚫ Sometimes referred to as "data entry screen”.
⚫ Actsasaninterface,that helpsyouto work with your data.
⚫They often contain command buttons (control tools) that
perform various commands.

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 Form (cons)
⚫ An example of created form using ms access:

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Report
⚫ Adatabasereport presentsinformationfrom adatabase.
⚫ Information is displayedsimplyand efficiently.
⚫ Reports can be printedfrom the database to view information
quickly and easily.

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 Report (cons)
⚫ An example of created report suing ms access:

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MS Access
⚫ Relational Database Management System (RDBMS)

⚫ Designed primarily forhome or small business usage.

⚫ Traditionally been known as a desktop database system
because its functions are intended to be run from a single
computer

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Access Database Files
⚫ You can use Access to manage all of your information in
one file. Within an Access database file, you can use:
⚫ Tables to store your data.
⚫ Queries to find and retrieve just the data that you want.
⚫ Forms to view, add, and update data in tables.
⚫ Reports to analyze or print data in a specific layout.

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MS Access Screen’s elements

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Start your Program
⚫ All Programs -> MS Office -> MSAccess

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Creating & Saving a New Database

Whenever you start your access you are about to create

a new database,
⚫ Double click a blank database
⚫ Provide a desired name to your database

⚫ Click on create
⚫Automatically a new table will be created in a
datasheet view

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Creating a Table

From this view you can enter field name as

well as field data. 25
Creating & Saving a New Database

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Creating a Table
From this view you can enter field name as
well as data field:

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Creating a Table
At any time you can follow the following steps to
get a new table
⚫ Create -> Tables Group -> Table
⚫ If you want to design the table according to your
needs, then you can switch to the design view:

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Creating a Table
⚫ An example of a table in design view:

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Creating a Table
⚫Following table explain the proper‘s use of
data types within the database table:

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 Data Type

Explanation Example of field name

Autonumber Automatic generation numbers Serial Numbers

Text Used for storing ordinary text Name, Address

Number Used for storing any type of number Serial Number, Marks

Currency Used for storing currency Salary

Date/ Time Used for storing ordinary date/ time Data of Birth

Yes/ No Used for storing only True/ False value Gender

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 Moving between Datasheet View & Design View

⚫ Right click on an object

⚫ Select either Open/ DesignView

Saving aTable
⚫ You cansave your table by giving a meaningful
name, so that it can be easily refer to and recognize.

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 Deleting a Record
When a record of data is no longer needed it is better to
be deleted from the database by following the steps.

Delete a data record from a table:

⚫ Right click on the desire record number
⚫ Click Delete

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Formatting data in a table
⚫ Like any other MS application you can format your
data inside a table by adding:
⚫ Font, Size, Color, Alignment, etc…

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Closing & Openinga table
⚫ Closing a table or any object simply by click on close
button, and opening a table or any object simply from
the left side pane double click that object name.

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Creating a Query
There are several wayscreating a query, but the simplest
one is to create a query using QueryWizard tool.
a. Create -> Other Group -> QueryWizard
b. Select Simple QueryWizard

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Creating a Query (cons)
c. Click Ok
d. Select the base-object (Table/another Query)

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Creating a Query (cons)
e. Select the field names
f. Click Next
g. Select Detail option

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Creating a Query (cons)
h. Click Next
i. Supply a meaningful query name.

j. Click Finish

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Modifying a Query Structure
There are many ways to accomplish this task, the easiest one
from left side pane:
⚫ Right click on a query name
⚫ Select Design View
⚫ Sort data field (Ascending/ Descending)
⚫ Remove/ Keep the tick (√) to hide/ unhide that field
⚫ Display a data field with special criteria

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Forms
⚫ It is data entry screens.
⚫ it is an interfaces you can use it to work with data
⚫They often contain command buttons (control
tools) that perform various commands.

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Forms (cons)
Creating a new form:
⚫ Create -> More Forms -> FormWizard

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Forms (cons)
⚫ Select the source record from (Tables/ Queries) list
⚫ Move the desired fields from available pane to the
selected pane.
⚫ Click on Next
⚫ Select the form layout design

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Forms (cons)

⚫ Click on Next

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Forms (cons)
⚫ Select the style design

⚫ Click on Next

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Forms (cons)
⚫ Write the form name

⚫ Click Finish

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Change Forms Design
⚫ Add a title
⚫ Add date / time
⚫ Add a picture
⚫ Add a control button
⚫ Arrange the fields layout

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Report Object
⚫ The main purpose of the database
⚫ Displayingthe information simplyandefficiently
⚫Helpsan organization in betterdecisionmaking,moreproductivity,
highperformance.
⚫ Pullsthe information outside from the databasetable

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Creating a new Report
⚫ Create > Reports > ReportWizard

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Creating a new Report
⚫ Select the source record from (Tables/ Queries) list
⚫Move the desired fields from available pane to the
selected pane
⚫ Select the grouping field

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 Creating a new Report
⚫ Select the sorting methods of your records

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 Creating a new Report
⚫ Select your report layout ( page layout &orientation)

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Creating a new Report
⚫ Write the report name

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Report Design View Elements
⚫ Report Header
⚫ Page Header
⚫ Detail
⚫ Page Footer
⚫ Report Footer
⚫ Property Sheet

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References
• https://support.office.com/enus/article/Database-basics-
a849ac1607c7-4a31-99483c8c94a7c204?ui=en-
US&rs=enUS&ad=US# toc257378512
codex.cs.yale.edu/avi/db-book/db4/slide-dir/ch1-2.pdf.
• https://quizlet.com/8361538/access-chapter-1-flash-
cards/
• http://www.gcflearnfree.org/access2016/

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