INTRODUCING INTRODUCING

AccessAccessR. Kumar

R/DBMS..R/DBMS..•• Database :Database : A database is logically organised and A database is logically organised and

structured collection of integrated data stored together structured collection of integrated data stored together without redundancy to serve multiple applications and without redundancy to serve multiple applications and diverse and changing information requirements.diverse and changing information requirements.

•• Data Base Management System : Data Base Management System : A DBMS is a software A DBMS is a software tool that provides facilities for the management of data.tool that provides facilities for the management of data.

•• DDL DDL –– defining thedefining the contents and form of the database contents and form of the database to the DBMSto the DBMS

•• DML DML –– programmes to specify the update and programmes to specify the update and retrieval operations to be performed by DBMS.retrieval operations to be performed by DBMS.

•• Data Dictionary Data Dictionary –– a repository of the data base a repository of the data base definitiondefinition

Terms..Terms..•• File :File : A file is a collection of bytes stored as an individual A file is a collection of bytes stored as an individual

entity.entity.•• Entity :Entity : An entity is anything about which information An entity is anything about which information

can be stored.can be stored.•• Attribute : Attribute : An attribute is a characteristic of interest An attribute is a characteristic of interest

about an entity.about an entity.

•• Instance :Instance : An instance of the entity is represented An instance of the entity is represented by a set of specific values for each attributes.by a set of specific values for each attributes.

Car Manufacture,Model,Price,Engine Capacity, Fuel Car Manufacture,Model,Price,Engine Capacity, Fuel ConsumptionConsumptionHyundai Mots.,Accent,615000 Rs.,1500cc,12km/lHyundai Mots.,Accent,615000 Rs.,1500cc,12km/lFord Mots.,Ikon,475000 Rs.,1300cc,9km/lFord Mots.,Ikon,475000 Rs.,1300cc,9km/l-- Attributes of two instances of the entity car.Attributes of two instances of the entity car.

Terms contd..Terms contd..•• Data item :Data item : Each attribute of an entity is represented in Each attribute of an entity is represented in

storage by a data item. A data item is the elementary unit storage by a data item. A data item is the elementary unit in data storage.in data storage.

•• Record :Record : The data representation in storage of each The data representation in storage of each instance of an entity is called a record. instance of an entity is called a record.

•• File :File : A collection of logically related records is a file.A collection of logically related records is a file.•• Types Types -- Master, Transaction and ReportMaster, Transaction and Report•• Master Master –– Relatively permanent information about entities Relatively permanent information about entities

and used as a source of reference data for processing.and used as a source of reference data for processing.•• Transaction Transaction –– Collection of records describing activities Collection of records describing activities

or transactions by organisation and used to update the or transactions by organisation and used to update the details in the master file.details in the master file.

•• Report Report –– Created by extracting data to prepare a report.Created by extracting data to prepare a report.

Operations on file..Operations on file..

––CreateCreate•• OpenOpen•• InsertInsert•• DeleteDelete•• Read Read Next/Previous/First/LastNext/Previous/First/Last•• ModifyModify•• FindFind•• AttributesAttributes•• CloseClose

AccessAccess•• Database management system is a Database management system is a

powerful tool to handle business and powerful tool to handle business and personal information.personal information.

•• Main features of Access are :Main features of Access are :- Tables : fields that contains data of many

different types- Queries : extracts specific data from

multiple tables.- Forms : informative/interactive design- Reports : distributing printed information

from tables- Macros : actions that work together for

particular task in response to an event

GUIsGUIs•• Title BarTitle Bar•• Menu BarMenu Bar•• Database ToolbarDatabase Toolbar•• Task Pan Task Pan -- Getting started Getting started New fileNew file•• ObjectsObjects•• Database WindowDatabase Window•• Status BarStatus Bar

Field data types available in Microsoft Access

Data type Use for Size

Text Text or combinations of text and numbers, such as addresses. Also numbers that do not require calculations, such as phone numbers, part numbers, or postal codes.

Up to 255 characters. Microsoft Access only stores the characters entered in a field; it does not store space characters for unused positions in a Text field. To control the maximum number of characters that can be entered, set the FieldSize property.

Memo Lengthy text and numbers, such as notes or descriptions.

Up to 64,000 characters.

Number Numeric data to be used for mathematical calculations, except calculations involving money (use Currency type). Set the FieldSizeproperty to define the specific Number type.

1, 2, 4, or 8 bytes. 16 bytes for Replication ID (GUID) only.

Date/Time Dates and times. For more information on defining a Date/Time field, click .

8 bytes.

Currency Currency values. Use the Currency data type to prevent rounding off during calculations. Accurate to 15 digits to the left of the decimal point and 4 digits to the right.

8 bytes.

AutoNumber Unique sequential (incrementing by 1) or random numbers automatically inserted when a record is added.

4 bytes. 16 bytes for Replication ID (GUID) only.

Yes/No Fields that will contain only one of two values, such as Yes/No, True/False, On/Off. For more information on defining a Yes/No field, click .

1 bit.

OLE Object

Objects (such as Microsoft Word documents, Microsoft Excel spreadsheets, pictures, sounds, or other binary data), created in other programs using the OLE protocol, that can be linked to or embedded in a Microsoft Access table. You must use a bound object frame in a form or report to display the OLE object. For more information on defining an OLE Object field, click .

Up to 1 gigabyte (limited by disk space).

Hyperlink Field that will store hyperlinks. A hyperlink can be a UNC path or a URL. For more information on defining a Hyperlink field, click .

Up to 64,000 characters.

Lookup Wizard

Creates a field that allows you to choose a value from another table or from a list of values using a combo box. Choosing this option in the data type list starts a wizard to define this for you. For more information on defining a Lookup field, click .

The same size as the primary keyfield that is also the Lookup field; typically 4 bytes.

Number, Date/Time, Currency, and Yes/No dataNumber, Date/Time, Currency, and Yes/No datatypes provide predefined display formats. Set

the Format property to choose from the formats available for each data type. We can also create

a custom display format for all data types except the OLE Object data type.

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Field Properties

Database GUI

Database WindowDatabase Window

Table Structure DBTable Structure DB

Data Structure WindowsData Structure WindowsCreate Table in Design ViewCreate Table in Design View

(New (New --> Design View)> Design View)

Creation of Table from Scratch Creation of Table from Scratch

in Design Viewin Design View

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Datasheet View / Open View..Datasheet View / Open View..

Switching ViewsSwitching Views

Displays the view, which allows to enter raw data into database table.

Displays the view, which allows you to enter fields, data-types and descriptions into database table.

Datasheet ViewDatasheet ViewDesign ViewDesign View

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Create Table by Using WizardCreate Table by Using Wizard

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Create Table by Entering DataCreate Table by Entering Data

Structure of TableStructure of TableEntering DataEntering Data

Insert ObjectInsert Object

Insert HyperlinkInsert Hyperlink

OLE Object & HyperlinkOLE Object & Hyperlinkin Formin Form

Form WizardForm Wizard

Form- Data-entry form to enter data into a table.- Switchboard form to open other forms/reports.- Custom dialog box to accept user input and then carry out

an action based on that input.How To Create?Create a form by using AutoForm. With AutoForm, you select

one record source and either columnar, tabular, or datasheet layout; AutoForm creates a form that uses all the fields from the record source you selected and all the fields from its related record sources.

Create a form with a wizard. The wizard asks you detailed questions about the record sources, fields, layout, and format you want and creates a form based on your answers.

Create a form on my ownCreate a form based on more than one table

Form Components- One can increase the effectiveness of a form by adding one

or more sections. All forms have a detail section, but a form can also include form header, page header, page footer, and form footer sections.

- Control, a graphical object, such as a text box, check box, command button, or rectangle, that one can place on a form, report, or data access page in Design view. A control can display data, perform an action, or make the form, report, or data access page easier to use/read.

- Steps to create in Design view:Database window Forms New Design view Choose the table/query where the object’s data commesfrom: e.g. EMPLOYEE OKComponents: Form windows, Field list, Control box, Property sheet. Field list: Use to add bound controls to the form/report by dragging the field from the field list to a form/report section.Property sheet: Use to display and modify the properties of tables, queries, forms reports, and data access pages.Tables/Queries: In Design view, Display & Modify, properties of fields.

QueryQuery

•Select queries•Crosstab queries•Action queries (Make-table, Delete, Update, Append Queries)

Select queriesIt retrieves data from one or more tables and displays the results in a datasheet where you can update the records (with some restrictions). Crosstab queriesA crosstab query displays summarized values (sums, counts, and averages) from one field in a table and groups them by one set of facts listed down the left side of the datasheet and another set of facts listed across the top of the datasheet.Action queriesAn action query is a query that makes changes to many records in just one operation.

Make-table queryCreates a new table from all or part of the data in one or more tables. Make-table queries are helpful for:•Creating a table to export to other Microsoft Access databases. •Creating data access pages that display data from a specified point in time.•Making a backup copy of a table. •Creating a history table that contains old records. •Improving performance of forms, reports, and data access pages based on multiple-table queries or SQL statements.Update queryMakes global changes to a group of records in one or more tables.Append queryAdds a group of records from one or more tables to the end of one or more tables.Delete queryDeletes a group of records from one or more tables.

Select queriesSELECT EMPLOYEE.DA, EMPLOYEE.F_NAME, EMPLOYEE.S_NAME, EMPLOYEE.BASIC FROM EMPLOYEE;

Make-table query SELECT EMPLOYEE.ENP_ID, EMPLOYEE.F_NAME, EMPLOYEE.S_NAME, EMPLOYEE.GENDER, EMPLOYEE.NET_SAL INTO NEW_EMPLOYEE FROM EMPLOYEE;(New Table Name : NEW_EMPLOYEE)

Update queryUPDATE EMPLOYEE SET EMPLOYEE.DA = [EMPLOYEE]![BASIC]*50/100UPDATE EMPLOYEE SET EMPLOYEE.ITPAYEE = True, EMPLOYEE.IT = [basic]*1/100 WHERE (((EMPLOYEE.BASIC)>20000));

Delete queryDELETE OLD_EMPLOYEE.ENP_ID, OLD_EMPLOYEE.F_NAME, OLD_EMPLOYEE.S_NAME, OLD_EMPLOYEE.GENDER, OLD_EMPLOYEE.NET_SAL FROM OLD_EMPLOYEEWHERE (((OLD_EMPLOYEE.GENDER)=True));

Append queryINSERT INTO OLD_EMPLOYEE ( ENP_ID, F_NAME, S_NAME, GENDER, NET_SAL ) SELECT NEW_EMPLOYEE.ENP_ID, NEW_EMPLOYEE.F_NAME, NEW_EMPLOYEE.S_NAME, NEW_EMPLOYEE.GENDER, NEW_EMPLOYEE.NET_SALFROM NEW_EMPLOYEE;

QueryQuery

Select Query : RelationshipSelect Query : Relationship

Running Query : Salary SlipRunning Query : Salary Slip

Relationship in Data Sheet ViewRelationship in Data Sheet View

Update QueryUpdate Query

Expression BuilderExpression Builder

Select QuerySelect Query

Field Properties : InputMask

-Treats the next character as a literal\-Stores as chars. but displays as *sPassword

-Converts letter to lowercase<-Converts letter to uppercase>xAny char. or spaceC√Any char. or space&x(A-Z), (0-9)a√(A-Z), (0-9)Ax(A-Z)?√(A-Z)Lx(0-9), +/-, Blanks as spaces#x(0-9), no +/-, Blanks as spaces9√(0-9), no +/-, Blanks as 0s0

Entry Reqd.ItemsSymbol

InputMask contd.

-572006

Allows sign as initial char, remaining digits are optional

#999

N0C 1M0Converts all letters to uppercase, reqd. digits

>L0l 0L0

IM2006-001PM2005-100

Converts the two reqd. letters to uppercase, followed by 7 reqd. digits

>LL0000-000

PayalAbhishek

Converts reqd. initial letter to uppercase, optional chars. to lowercase

>L<??????????

(651) 555-TALKAllows letters/digits, area code (first three) is optional

(999) AAA-AAAA

98351-98351-15389

Uses 0s to represent reqd. items, 9s are optional

00000-99999Valid ItemsDescriptionInputMask

FormatThe Format property uses different settings for different data types. Forinformation about settings for a specific data type, see one of the followingtopics:

Date/Time Data TypeNumber and Currency Data TypesText and Memo Data TypesYes/No Data Type

Symbols in custom formats for any data type :Symbol Meaning

(space) Display spaces as literal characters.

"ABC" Display anything inside quotation marks as literal characters.

! Force left alignment instead of right alignment.

* Fill available space with the next character.

\ Display the next character as a literal character. You can also display literal characters by placing quotation marks around them.

[color] Display the formatted data in the color specified between the brackets. Available colors: Black, Blue, Green, Cyan, Red, Magenta, Yellow, White.

Format Property — Date/Time Data TypeSetting Description

General Date (Default) If the value is a date only, no time is displayed; if the value is a time only, no date is displayed. This setting is a combination of the Short Date and Long Time settings. Examples: 4/3/93, 05:34:00 PM, and 4/3/93 05:34:00 PM.

Long Date Same as the Long Date setting in the Regional Settings Properties dialog box in Windows Control Panel. Example: Saturday, April 3, 1993.

Medium Date Example: 3-Apr-93.

Short Date Same as the Short Date setting in the Regional Settings Properties dialog box in Windows Control Panel. Example: 4/3/93.Warning The Short Date setting assumes that dates between 1/1/00 and 12/31/29 are twenty-first century dates (that is, the years are assumed to be 2000 to 2029). Dates between 1/1/30 and 12/31/99 are assumed to be twentieth century dates (that is, the years are assumed to be 1930 to 1999).

Long Time Same as the setting on the Time tab in the Regional Settings Properties dialog box in Windows Control Panel. Example: 5:34:23 PM.

Medium Time Example: 5:34 PM.

Short Time Example: 17:34.

Format Property — Number and Currency Data TypesSetting Data Display

General Number 3456.789–3456.789$213.21

3456.789–3456.789$213.21

Currency 3456.789–3456.789

$3,456.79($3,456.79)

Fixed 3456.789–3456.7893.56645

3456.79–3456.793.57

Standard 3456.789 3,456.79

Percent 30.45

300%45%

Scientific 3456.789–3456.789

3.46E+03–3.46E+03

Custom Number FormatsCustom number formats can have one to four sections with semicolons (;) as the list separator. Each section contains the format specification for a different type of number.

Section DescriptionFirst The format for positive numbers.Second The format for negative numbers.Third The format for zero values.Fourth The format for Null values.

$#,##0.00[Green];($#,##0.00)[Red];"Zero";"Null"

Symbol Description. (period) Decimal separator. Separators are set by double-clicking Regional

Settings in Windows Control Panel.

, (comma) Thousand separator.

0 Digit placeholder. Display a digit or 0.

# Digit placeholder. Display a digit or nothing.

$ Display the literal character "$".

Format Property — Text and Memo Data TypesCustom formats for Text and Memo fields can have up to two sections. Each section contains the format specification for different data in a field. One can create custom text and memo formats by using the following symbols:

Symbol Description

@ Text character (either a character or a space) is required.

& Text character is not required.

< Force all characters to lowercase.

> Force all characters to uppercase.

Section Description

First Format for fields with text.

Second Format for fields with zero-length strings and Null values.

Format Property — Text and Memo Data Types Example In a text box control in which we require to have the word "None" to appear when there is no string in the field, one can enter the custom format @;"None" as the control's Format property setting.

Setting Data Display

@@@-@@-@@@@ 465043799 465-04-3799

@@@@@@@@@ 465-04-3799465043799

465-04-3799465043799

> davolioDAVOLIODavolio

DAVOLIODAVOLIODAVOLIO

< davolioDAVOLIODavolio

davoliodavoliodavolio

@;"Unknown" Null value Unknown

Zero-length string Unknown

Any text Same text as entered is displayed

Format Property — Yes/No Data Type Format property to the Yes/No, True/False, or On/Off predefined formats or to a custom format for the Yes/No data type. Yes, True, and On are equivalent, as are No, False, and Off. A check box control as the default control for the Yes/No data type. Custom FormatsThe Yes/No data type can use custom formats containing up to three sections.

Section Description

First This section has no effect on the Yes/No data type. However, a semicolon (;) is required as a placeholder.

Second The text to display in place of Yes, True, or On values.

Third The text to display in place of No, False, or Off values.

Format Property — Yes/No Data Type ExampleThe following example shows a custom yes/no format for a text box control. The control displays the word "Always" in blue text for Yes, True, or On, and the word "Never" in red text for No, False, or Off.;"Always"[Blue];"Never"[Red]

ReportA report is an effective way to present the data in a printed format

(hard copy). Because of the control over the size and appearance of everything on a report, one can display the information the way user wants to see it.

Create a report by using AutoReport. With AutoReport, you select one record source and either columnar or tabular layout; AutoReportuses all the fields from the record source and applies the last autoformat you used to the report.

Create a report with a wizard. The wizard asks you detailed questions about the record sources, fields, layout, and format you want and creates a report based on your answers.

Create a report on my own (in design view)Database window Reports New Design view Choose the table/query where the object’s data comes from: e.g. EMPLOYEE

OKComponents: Report windows, Field list, Control box, Property sheet. Field list: Use to add bound controls to the form/report by dragging the field from the field list to a form/report section. Property sheet: Use to display and modify the properties of tables, queries, forms reports, and data access pages.

the report in Design view

APPEARANCE

FIELD

LIST

CONTROLS

SORTINGS

PROPERTIES

Any combination of operators, constants, literals, functions, and names of fields (columns), controls, and properties that evaluate to a single value.Expressions as:- settings for many properties and action arguments- to define calculated controls in forms, reports, and data access pages- to set criteria (search conditions)or define calculated fields in queries;- to set conditions in macros

Expression