* ms-access in details*
*Ms-Access*
* Ms-Access: - MS-Access is part of MS Office. MS-Access is the DBMS. It creates a file having the extension name. MDB file which is known as a database.
*DBMS: - Relational Database Management System.
* Database: - Database is the collection of tables, queries, forms, reports, macros, etc.
Every database contains a few objects which are also known as ‘elements.
* There are 6 types of objects in MS-Access & 1 is a sub-object: -
* OBJECT
Table: - It contains records. The most important object of the database is a table.
Every table can contain two types of fields: -
(i) Primary field or key
(ii) Secondary field or key
➤Query: - It is used to filter the records from a specific table according to given criteria.
➤Form: - Form is used to modify a record, delete a record, and add a new record or search a record in a simple method.
➤Report: - Report is the last stage for a database. It is used to print the information on paper or convert information into hard copies.
Note: - Report must require a printer. In other words, printers’ software must be installed.
➤Macro: - Macro is the collection of a set of instructions.
➤Pages: - It is used to update the database using the Internet.
SUB-OBJECT
*Module: - It is used to modify programming codes.
*Field (Key): - There are two types of fields: -
*Primary field: - Primary is a special field given by the computer for automatic numbers.
We cannot change in the primary field.
Secondary field/Key: - A key given by users is known as the secondary key.
* Steps to create a database: -
(i) Open MS Access.
(ii) Choose an option.
(iii) Click OK.
(iv) Enter the database name.
(v) Click Create.
* Table: - There are three ways to create a table: -
(i) Create a table in the design view
(ii) Create a table by using the wizard
(iii) Create a table by entering data
*Create table by entering data: - It is used to create a table in a very simple way. It looks like a sheet but it is not a sheet.
Steps: -
(i) In the Database dialog box click Table object.
(ii) Double-click on Create table by entering data.
(iii) Enter records and save the file.
(iv) Click yes or no for the primary key.
Note: - Maximum of 64 characters can be used as the field name.
* Design view: - Design view is used to modify the structure of the specific table. We can define filenames, datatypes, etc. using the Design view.
* OLE: - Object linked embed. It is used to add any picture, movie, sound, or movie sound or file of any application with the active record.
* Steps to create a table in the Design view
(i) In the Database dialog box click Table object.
(ii) Double click on Create table in design view.
(i) Defined structure of the database.
(ii) Save the database.
(iii) Close Design view.
Note: - Total data type in MS Access is ten.
* By default, alignment of numeric - Right
* By default, alignment of text type - Left
* Steps to add a picture with a record
(i) Place control in the OLE field.
(ii) Click the Insert menu.
(iii) Choose an Object.
(iv) Click Create from the file.
(v) Click Browse.
(vi) Choose any file>>Click Open.
(vii) Click OK two times.
* Steps to create a table-using wizard
(i) In the Database Dialog box click Table object.
(ii) Double-click on create table by using the wizard.
(iii) Then appear a dialog box.
(iv) Choose the table name.
(v) Click Next.
(vi) Apply Setting.
(vii) Finally Finish.
* Import: - Import is a very useful option in the new tool. It is used to call the contents of another file in an active database.
Steps: -
(i) In the database Dialog box click New tool.
(ii) Choose the Import table.
(iii) Choose any file from a specific application.
(iv) Click Import.
(v) Click next (3 times).
(vi) Click Finish.
(vii) OK.
* Link Table: - Link table creates a link between two databases of other applications. We can modify any database independently; whenever any database is modified another will be updated automatically.
Steps: -
(i) In Database Dialog box.
(ii) Click New tool.
(iii) Choose the Link table.
(iv) Choose any file from a specific application.
(v) Click Link.
(vi) Click Next.
(vii) Click Finish.
(viii) Click OK.
* Export: - Export is used to send the contents of the active database to another application, which supports the database. Export is located in the File menu.
Steps: -
(i) In the database Dialog box select any table.
(ii) Click the File menu.
(iii) Choose Export.
(iv) Enter a file name.
(v) Click Save.
* Office link: - Office link is used to perform different works of processor and spreadsheet.
Merge with the word: - It is used to create a mail merge using an access database.
Steps: -
(i) Select any table.
(ii) Click the Office link.
(iii) Choose to Merge it with MS Word.
(iv) Choose Create a new document.
(v) OK.
* Write differences between Word, Excel, PowerPoint, and Access: -
NO. | MS-Word | MS-Excel | MS-PowerPoint | MS-Access |
1.
|
word processor | Excel is a Spread sheet | PowerPoint is a multimedia software access | Access is a DBMS |
2. |
| It creates a file with having extension name.XLS | It creates a file having an extension name.PPT | It creates a file having an extension name.MDB |
3. |
| A file in MS Excel is known as a workbook. | A file in MS PowerPoint is known as Presentation. | File in MS Access is known as database. |
4. |
| It is used to create databases, charts, calculations & creating reports. | It is used to show on-screen presentations, slide shows, and advertisements to create the documentary file. | It is used to contain objects, tables, reports, queries, forms, etc. |
* Query: -
It has two types: -
(i) Create a query by using the wizard.
(ii) Create query in design view.
* Steps to create query by using the wizard
(i) In the database Dialog box.
(ii) Click Query object.
(iii) Double-click on Create query by using the wizard.
(iv) Select table>>Choose fields>>Next.
(v) Click Finish.
* Create query in design view: - It is used to filter the record on the specific condition.
Steps: -
(i) In Database Dialog box.
(ii) Double-click on Create query in the design view.
(iii) Select any table>>Click Add>>Click close.
(iv) Drag and drop field.
(v) Save the file.
* Forms: - It is used to modify any entry.
Add any entry or delete any entry from a specific table.
(i) Create a form by using a wizard
(ii) Create from in Design wizard
* Steps to create form by using the wizard
(i) In Database Dialog box.
(ii) Form object.
(iii) Double-click on Create form by using the wizard.
(iv) Select table, select fields.
(v) Click Next.
(vi) Apply setting>>Finish.
* Steps to create a form in the design view
(i) In Database Dialog box.
(ii) Click Form object.
(iii) Click New tool.
(iv) Choose Design view.
(v) Choose a table.
(vi) OK.
(vii) Drag and drop fields
(viii) Save the file
* Pivot Table: - Pivot table is a feature of Ms-Excel but we can use the excel feature in Ms-Access. During this process, Ms-Access interacted with excel.
Steps: -
(i) In the database dialog box
(ii) Click form object
(iii) Click the new tool
(iv) Choose pivot table>>Choose any table
(v) Ok
(vi) Next
(vii) Finish
(viii) Click Edit pivot table
(ix) Refresh the pivot table
* Report: - Report is the final stage of any table.
(i) Create a report by using the wizard
(ii) Create a report in the design view
Note: - It must require a printer.
* Data Type: - The type of entry, which is inserted under a field, is known as data type.
***
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