A Project Report On MS Access With Database
A Project Report On MS Access With Database
A Project Report On MS Access With Database
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CONTENT
1. History of Database
2. The Evolution of The Database
3. Why Database?
4. Advantages of DBMS
5. Parts of a DBMS System
6. Introduction to Microsoft Access 2010
7. How to get Started in MS-Access in current Windows.
8. Create a Database using a Template
9. Create a Database without using a Template
10. Introduction to Tables
a. What is a Table?
i. Table and Field Properties
ii. Data Types
iii. Table Relationships
11. Create a New Table
a. Create a New table in a new Database
b. Create a new table in a existing Database
c. Create a Table based on a Table Template
12. Create a New Table by Importing or Linking to external
Data
13. Add Field to a Table in datasheet view
14. Save a Table
15. Switch to Design View
Set of change the Primary Key
Removee the primary Key
16. Set Table Properties
17. Deleting a Table
18. Renaming a Table
19. Sorting a Table , Query , or Form
20. Hide/ Unhide Column
21. Freeze / Unfreze Column
22. Format a Table
23. Find and Replace
24. Create a Relationship
25. Delete a Relationship
26. Query – Definition, Types,
27. General Steps to Create a Query
28. Create select query using query wizard
29. Create,select query using design view
30. Display all records and all fields
31. Sorting a query
32.Forms- Definition and tupes
33. General steps to create a form
34. Create a Form using Form wizard
35. Create form using form view
36. Controls- Properties
37. Inserting controls on a form
38. Report- Definition and types
39. General Steps in creating a Report
40. Creating Report in Report Design view
41. Saving and printing a report
42. Macros
History of Database
From a normal life standard to Industrialisation , there was a vast and a major
shift in the life style of people. They required and got more information needed
for their sustenance. And the industrialization also pave way for the advent of
Information technology. A lot of problems arose with the gathering, organizing,
retrieval , storage and security of data due to growth of industrialization. Hence,
there was need for organization of data and its management in an effective and
efficient manner.
The Evolution of the Database
The conversion from a manual file system to a matching computer file system could be
technically was done initially by Data Processing Specialists. They created the necessary
computer file structures (a file structure is the description of file layouts and location of a
file or group of files), wrote the software that managed the data within those structures,
and designed the application programs that produced reports based on the file data.
Thus, numerous "organization evolved" computerized file systems were born.
Later on many Extensive programming in a (3GL) were inaugurated like Common
Business-Oriented Language (COBOL), Beginner's All-Purpose Symbolic Instruction
Code (BASIC), and FORmula TRANslation (FORTRAN). Programming in a 3GL was
time-consuming, high-skill activity.
So in late 1980s and the 1990s, advances have been made in many areas of database
systems.
Most Significantly, DBMSs have entered the Internet Age. While the earlier
generation of Web sites stored their data exclusively in operating systems files, the use of
a DBMS to store data that is accessed through a Web browser is the order of the day.
Queries are generated through Web-accessible forms and answers are formatted using a
markup language such as HTML, in order to be easily displayed in a browser.
Why Database?
Data independence
Efficient data access
Data integrity and security
Data administration
Concurrent access and crash recovery
Reduced application development time
Parts of a DBMS System
Data: Data are raw facts( raw means, the facts that have not yet
been processed to reveal their meaning). The Word "data" covers
the collection of facts stored in the database.
Hardware: The physical components of computer systems are
referred to as the Hardware. The hardware comprises of : a)
Computer b) Computer peripherals
Software: Software means the collection of programs, instructions
that make the hardware work.
People: People would include all users of the database system.
Procedure: Procedure is instructions and rules that govern the
design and use of the database system.
Introduction to Microsoft Access 2010
Click on the Start button on the Windows Taskbar and then choose Program
>> Microsoft Access 2010.
After a short delay, the Microsoft Access 2010 main window displays a
dialogue box offering the user a choice of creating a new database or opening
one of the existing database as shown in Fig. 1.1. The lower panel contains the
names of the databases that have been opened recently.
Creating a Database using a Template
If we have a database open, See the available templates behind the blank database icon.
Several featured templates are displayed in the Office. Com Templates Getting started
with Ms-Office Access page, and more become available when we click the links in the
Template Categories pane as shown in Fig.
Click the template we want to use. For example- Let us choose Sample Template.
Click the template eg. Events.
Access suggests a file name for our database in the File Name box- we change the file
name, if we want. To save the database in a different folder from the one displayed below
the file name box, click Browse to the folder in which we want to save it, and then click
OK.
Click Create( or Download, for an office Online Template). Access creates or downloads
the database and then opens it. A form isdisplayed in which we can begin entering data.
If our templatecontain sampledata, we can delete each record by clicking the record
selector (the shaded box or bar just to the left of the record), and then click Home>>
Record>> Delete
To begin entering data, click in the first empty cell on the form and begin typing. Use the
Navigation Pane to browse for other forms we might want to use.
Create a Database without using a Template
If we are not interested in using a template, we can create a database by building our
own tables, forms, reports, and other database objects. In most cases, this usually
involves one or both of the following:
Create a blank database
In the Getting Started with MS Office Access page, under New Blank
Database, click Blank Database, as shown in fig.
In the Blank Database pane, type a file name in the File Name box.
we do not supply a file name extension, Access adds it for us. To
change the location of the file from the default, click Browse for a
location to put for our database, (next to the File name box), browse
to the new location, and then click OK.
Click Create, Access creates the database with an empty table named
Table 1, and then opens Table1 in Datasheet view. The cursor is Paces
in the first empty cell in the Add New Field column.
eing typing to add data, or data can be pasted from another source.
Introduction to Tables
What is a Table?
A table is a database object used to contain data about a particular
subject, such as employees or products. Each records in a table contains
information about one item, such as particular employee. A record is
made up of fields, such as name, address and telephone number. A record
is also commonly called a Row, and a field is referred as a Column.
Categories of Information
Column
Record
1) Table and Field Properties
Memo Lengthy text or combinations of text and numbers Upto 63999 characters.
Date/ Time Date and time values for the years 100-9999 8 bytes
Yes / No Yest and NO values and fields that contain only one of two values 1 bit
(Yes/ No, True/ False, or On/ Off )
OLE Object An object (such as a Microsoft Excel document, graphics, sounds Up to 1 gigabyte
or other binary data)
Hyperlink Text or combinations of text and numbers stored as text and used Upto 2048 character
as a hyperlink address.
Lookup Wizard Creates a field that allows the user to choose a value from another The same size as the primary key field use to perform the lookup,
table or from a list of values by using a list box or combo box. typically 4 bytes.
3) Table Relationships
Consistency
Efficiency
Comprehensibility
Create a New table
1 2 3
On the Create tab, in the Tables group, click Table. (as depicted in point 1, fig ). Anew table
gets inserted in the database and the table is opened in Datasheet view as shown in Fig….
iii) Create a table base on a Table Templates
On the External Data tab, in the Import group, click one of the available
data sources as shown in the fig….
Follow the instructions in the dialog boxes. Access creates the new table and
displays it in the Navigation Pane.
v) Create a table based on a sharepoint list
On the Create tab, in the Tables group, click SharePoint Lists. ( point 3,
Fig)
The fig gets opened showing predefined templates in Office Access 2010-
Contacts, Tasks, Issues and Events.
Then do one of the following
Add fields to a Table in Datasheet View
Deleting a Table
i) In the Navigation Pane, right click the table and click Delete
ii) In the Navigation Pane, click the table to select it. Then, on the Ribbon, Click Home. In the Records
group, click Delete.
iii) In the Navigation Pane, click the table to select it and press Delete.
Save A table
If for some reason, the name of the table is to be changed, it can be done
by right- clicking the table in the Navigation Pane and clicking Rename
Unhide a column
Right click on the active sheet and click on unhide
ii) Click on Home Tab and click on Record group click Unhide.
Freeze columns
i) Click on Home Tab and click on Record group click Freeze.
UNFreeze columns
ii) Click on Home Tab and click on Record group click
Unfreeze
Formats of Table
Click the Relationships button in the Show/ Hide group. The Relationship window
appears.
If anything appears in the relationships window, click the Clear Layout button in
the Tools group. If we are prompted, click Yes.
Click the Show table button in the Relationships group. The Show Table dialog box
appears.
Activate the Tables tab if our relationships will be based on tables, activate the
Queries tab if our relationships will be based on queries, or activate the Both tab if
our relationships will be based on both.
Double-click each table or query we want to use to build a relationship. The tables
appear in the Relationships window.
Click the close button to close the show Table dialog box.
Drag the Primary table's primary key over the related table's foreign key. After we drag the
primary key to the related table's box, the cursor changes to an arrow. Make sure the arrow
points to the foreign key. The Edit Relationships Dialog box appears.
Click the enforce Referential Integrity checkbox.
Click Create. Access creates a one-to-many relationship between the tables.
Click the Save button on the Quick Access toolbar to save the relationship
To delete a relationship:
a) Select Query
b) Crosstab Query
c) Action Query
i) Append Query
ii) Delete Query
iii) Make Table Query
iv) Update Query
Aggregate Query:
The SQL aggregate functions available to Microsoft Access are:
a) Sum b) Avg c) Min d) Max e) First f) Last
g) Group by h) Count i) StDev j) Var k) Expression l) Where
c) After selecting the desired field(s) from the table, the result is as shown in Fig.
d) When the user has added all the desired fields, he / she may click Next and may see
fig.
e) The user may click Finish to complete the query wizard and may see the results of
the query as shown in fig.
Create Select Query Using Design View
1) On the Create tab, in the Other group, click Query Design, as shown in fig.
2) Following Fig. containing the details of tables and queries available under Show
Table dialog box will be shown to the user:
3) Choose any table / query from the list provided in the Show Table dialog box and click
Add. The following Fig. will be shown to the user.
4) If the user wants to add more table(s) or query (s), he/ she may do so as per
requirement. Further, the user has to click Close to see fig.
5) To choose field(s), the user will be required to click the down- arrow available
with the Field option as shown in Fig. The table name appears on the table
option. The user may choose as may fields as required for the query by
repeating this step.
6) On the Design tab, in the Results group, click Run, as shown in Fig.
Sorting A query
Sorting may be done as per requirement.
Forms
A form is a database object that the user can use to enter, edit,
display data from a table or a query. The user can use the forms
to control access of data in a database.
3) After choosing the table or query, the user will see a screen similar to Fig. as shown
below
4) After specifying the form layout, the user may specify the form style as shown in fig.
5) The user may then specify the title of the form and may further specify whether they
want to open the newly created form in form view to carry out form related acctivties like
addition of records, editing, existing records, etc, or to modify the form in form design
view for further customization as shown in fig
Create Form using form view
1) Select the desired table or query for the form to be created.
Click the Form view option available under Forms group of Create tab as shown in Fig.
The user will be shown a screen similar to fig.
The user may further go to design view to customize the form as per the requirement.
Properties:
Format: These properties determine how a label or value looks: font, size etc
Data: These properties affect how a value is displayed and the data source it is bound to :
control source, input mask, validation
Event: Event properties are named events, such as clicking a mouse button, adding a
record,
Other: Other properties show additional characteristics of the control, such as the name of
the control or the description that displays in the status bar.
All: It lets the user see all the properties for a control.
a) Click Title option under Controls group. The user will be prompted to specify a
title on the Form Header section as shown in Fig.
3) Insert Date & Time:
a) Click Insert Date & Time option under Controls group. The user will be prompted to specify some additional
information as shown in Fig.
b) After providing additional information as per requirement, the user will be shown a screen similar to Fig. . in
form design view. The output will be shown in form view as shown in Fig.
4) Insert Label
6) Insert Button
Insert Unbound Button
a) Before clicking the Button option under Group control, the user must ensure
that the Use Control Wizard option under Group control is activated. Use
control wizard is a toggle button, once clicking it wick activate it and another
time clicking with deactivate it.
b) Click the Button option under Group control
c) Draw the Button in the Details section of the form. The user will see a screen
similar to
Creating Reports
A database report presents information retrieved from a table or query in
a preformatted, attractive manner.
Reports and its types:
a) Tabular Reports
b) Columnar Report
c) Labels
a) Click the Report Design button of Report Section under Create tab as shown in Fig.
b) Click Add Existing Fields button on Tools section and select the desired table(s) /
query(s) as shown in fig
c) The user may specify the Report Title as shown in fig
d) Right Click on the Report design view to select Sorting and Grouping as shown in fig.
e) Click the Add a group button shown. In fig
f) Either select from the list of available fields in the select field drop down box of Gorup on as
shown in Fig. or Click the expression option as shown in Fig.
g) For grouping , specify the table to be used and select the field from the list of available fields as
shown Fig.
h) Click Ok to return to the report design. A separate section as Group Header section will appear
as shown in fig
i) Now, from the field list pane select the table and put the fields as shown in fig.
j) Further, as per Fig. the user can attach totals
k) the resultant output that will generated as a report will be similar to the one shown in fig.