CLASS - VIII | CHAPTER -2 ( Microsoft Office Access )

 CHAPTER-2

Microsoft Office Access

Understanding a Database

A database or an electronic database refers to an organized collection of data stored on a computer in such a way that its contents can be quickly accessed, updated and queried with the help of a software program.

About Database management System (DBMS)

A (DBMS) is a computer program which provides facilities to add, modify or delete data from the database, ask question (or queries) about the data stored in the database andproduce reports summarizing selected contents.

Relation Database management System (RDBMS)

A Relation Database is a type of database where data is stored in a number of separated but related tables. The software that allows you to create and manage a relational database is called a Relation Database Management System (RDBMS).

Advantages of Database

1. Reduces Data Redundancy

2. Improves Data Consistency

3. Data Sharing and Protection

4. Maintains Data Integrity

5. Organized Storage of Data

Microsoft office Access 2010

Microsoft Office Access 2010 is a Relation Database Management System (RDBMS) from

Microsoft and is provided as a part of Microsoft Office Suite.

Objects of Ms Access

Object	Purpose
Table	All data is stored in tables. When you create a new table, Access asks you to define filed (Column headings), giving each a unique name, defining the data type.
Queries	With a query, you can display the records that match certain criteria, sort the data required , and even combine data from different tables.
Forms	These are screens for displaying data and entering / updating data in the tables.
Reports	These are formatted output to display / Print batches or records.

Opening Microsoft office Access 2010

1. Click on the start button.

2. Click on the All programs option.

3. Click on the Microsoft Office.

4. Click on the Microsoft Office Access 2010 option.

Creating a New Database

1. Click on the Blank Database icon in the “Microsoft Access” dialog box.

2. Open the menu and select save Database option.

3. The Save As dialog box opens. Given it a name and click the Save button.

Various Data Types and their Uses

To Create a Table in DataSheet View

1. Click on the Create tab and click on the table button.

2. The empty table structure layout will open in the datasheet view. First we will

specify the data type and rename the fields.

3. Click on the ‘click to add’ and select the data type. Specify the name for the

field. Press the tab key to go next field

4. To enter data click below the field name and enter the data.

Saving the Table- To save the Table structure which you have just created, click on the Close button of the table window. In the Save As dialog box enter a name for the Table and click on the Ok button.

Opening/Entering of Data in the Table

1 Double click on the Table name in the Navigation pane.

2 The table will open in the datasheet view.

Now you can enter / modify the data.

Inserting New Fields

1. Right click on the field name before which you want to insert the field.

2. Click on the Insert column.

The new column(filed) will be inserted. You can rename the field as required.

Deleting Fields

1. Right click on the field name before which you want to insert the field.

2. Click on the Delete column.

The column (field) will be deleted.

To Create a Table in Design View

1. Click on the Create tab.

2. Click on the Table button

3. Click on the Arrowhead of the view button. Select the Design view option.

4. The save As dialog box opens. Give a name to the Table and click on the OK button.

5. You will see one field with the field name “ID” automatically inserted with the Auto Number Type.

6. You can click in the cell below the ID field and type the name of the new field name. Type the Field  name and press the Enter key.

7. The cursor will shift on the Data Type column. Select the data type for the field. Add the description if required.

Primary key for the Table- The primary key is used to define the Data in Field uniquely

(there should be no duplicate value). it helps to make searching faster.

 

Worksheets

Worksheet 1 Multiple Choice Questions (MCQs).

1. In MS ACCESS, which data type stores a unique sequential increment by 1 which is automatically inserted when a record is added, or decrements by 1 when a record is deleted?

a. Number                   b. Memo

C. Auto Number         d. Yes / NO

2. In MS Access, which technology Data type is used to store rates, prices etc?

a. Text                         b. Currency

b. Memo                     d. Number

3. Reports are:

a. Formatted output to display / print batches of records

b. Screens displaying data and entering / updating data in the tables

c. Having data storage capability Used to display the records that match a

certain, sort the data etc.

4. What are the screens used for displaying data and entering / updating data in tables

known as?

a. Tables                   b. Forms

b. Reports                 d. Queries

5. Microsoft office Access 2010 from Microsoft Office Suite is a type of:

a. Relation Database         b. Network Database

b. Hierarchical DBMS      d. Word Processor

Worksheet 2 Write (T) for True and (F) for False against the statements.

1. While creating a Table in the Design view, the validation rule lets you create an

expression, which is tested against the data entered.

2. In the Design view, you can easily define the field names enter data in those in

a spreadsheet like view.

3. Tables can be created in the Datasheet view and the Design view.

4. Table are building blocks of a database.

5. Relation database consists of fields, records, and tables.

Worksheet 3 Select the suitable words and fill in the blanks.

Database,     Primary Key,     Report,     Table,     Design,     Query

1. The ____________key is used to define the data in a Field uniquely (there should be no duplicate value).

2. In the _________________view, you can create Tables and specify the field types and the field lengths according to your requirement.

3. A _________________________ is the formatted output to display / print batches of records.

4. With a __________________________you display the records that match certain criteria.

5. _____________________ are building blocks of a database.

6. A _______________________is an organized way of storing data and record keeping in computer.

Worksheet 4 Answer the following:

1. What is DBMS? Write any two advantages of Database.

2. What is RDBMS?

3. Write about any three data type.

4. What is the importance of the primary key?

5. What is the object of MS Access?