EnTRy 2 : Ms Acces

INTRODUCTION

A database is a store of information includes all the major objects related to the stored data. The data is stored in tables and categorized by fields. Each group of information is a record. A database can be searched or queried to find the data required. Because data is generally retrieved via a query, the data itself does not need to be entered in any particular order. It could replace manual systems such as files or card indexes.

Data are held in tables, with each row in a table being known as a record. Each record is divided up into columns known as fields, with each field containing certain data about that record. So, for example, a table of data for a club membership list would have one record per member of the club and each record would be split into fields such as surname, forenames, telephone number, address, town, postcode, membership fee and so on. A table maintained by a library might contain one record per book with each record split up into fields such as author, title, publisher, cost, shelf code and so on.

There have to type of database first is called a flat file database. It’s called flat file database because it is like a single sheet of paper with all the information on it for example like address book. The address book itself is a table. The categories in the address book are fields (name, address, phone number, etc.). Each entry in the address book is a record. An address book may have tabs for each letter of the alphabet so that you can find the person you are looking for quickly and easily

Microsoft Access is a relational database. This type of database has a much more complex design, which, in turn, offers much more functionality and power. The downside is that an effective relational database needs to be designed properly. A database system that can perform operations on a single table is known as a flat file system. However, data does not always fit happily into just one table. It is often much better to hold data in a number of different tables, which can be linked together by common fields. A database that can support this type of structure is known as a relational database system

During this course on week 3, we have learned about the using of Ms Access such as to create a new database, query, designing, forms, reports and others process.

a.     Table

An object that defines and uses to store data, each table contains information about a particular subject, such as customers or orders.  Table contains Fields (or columns) that store different kinds of data, such as a name or an address, and, Records (or rows) that collect all the information about a particular instance of the subject.

We can define a primary key (one or more fields that have a unique value for each record) and, one or more indexes on each table to help retrieve ours data more quickly.

b.     Query

Query in an object that provides a custom view of data from one or more tables. In Access, we can use the graphical query by example (QBE) facility or can write SQL statements to create queries. We can define queries to select, update, insert, or delete data and also define queries that create new tables from data in one or more existing tables.

c.     Form

An object designed primarily for data input or display or for control of application execution. We use forms to customize the presentation of data that application extracts for queries or tables. We can also print forms.

d.     Report

An object designed for formatting, calculating, printing, and summarizing selected data. We can view a report on your screen before we print it.

e.    Switchboard

A switchboard is a form that allows us to navigate around MS Access database. The switchboard is made of buttons that we can click and also can program these buttons to open forms, reports, queries and others. Microsoft Access also provides a switchboard wizard that allows defining the look and feel of switchboard.

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Designing a Database

Before use Microsoft Access to actually build the tables, forms, and other objects that will make up database, it is important to take time to design database. A good database design is the keystone to creating a database that does what we want it to do effectively, accurately, and efficiently.

Steps in Designing a Database

1. Determine the purpose of our database.

2. Determine the tables need in the database.

3. Determine the fields need in the tables.

4. Identify fields with unique values.

5. Determine the relationships between tables.

6. Refine design.

7. Add data and create other database objects.

After we do an exercise and assignment, what can I said that now I more understand about the MS Access. Also we know how the database function to store a various data for example in library which have a lot of book that must been captured in details