raj presentation on ms access

8/9/2019 Raj Presentation on MS Access

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MS ACCESS 2007MS ACCESS 2007

SUBMITTED BY:

RAJ KUMAR

COMPUTER NO. 155

BATCH : EVENING( SEC D)

SUBMITTED TO:

MR. SHAILESH DUBEY

THE INSTITUTE OF CHARTERED

ACCOUNTS OF INDIA


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ACKNOWLEDGEMENT

The satisfaction that accompany the successful completion of any

task would be incomplete without the mention of people who made

it possible with their constant guidance and encouragement.

I am indebted to number of persons for sharing their insight and

experiences with me. Notable among them are VINAY SIR,

SHAILESH SIR, AND TUSHARIKA MAM.

I sincerely acknowledge the timely guidance, helped, assistance

and continuous encouragement that I have received from them.AND ABOVE ALL I WANT TO THANK MY PARENTS FOR

THEIR BLESSINGS.


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DATABASE BASIC

A database is a persistent collection of related data. The data isinput(stored) only once. The data is organized and can be qualified

effectively and efficiently.

DATABASE MANAGEMENT SYSTEM

DBMS is the computer system that is responsible for

management of database.

DBMS is considered a basic component of data processing.

DBMS provides services required to store, retrieve and managedata in database or databases. Most DBMS available today can

manage only multiple data columns,rows,tables within a

database but multiple databases as well.


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COMPONENT OF DBMS

1. Hardware

2. Software

3. People

4. Procedure

5. Data

TYPES OF DBMS

1. Based on location of DB

a. Centralized DBMS

b.Distributed DBMS

2. Based on no. of users

a.Single user DBMS

b.Multiple user DBMS

DATA MODELLING

Data modeling is real time

abstraction.

3 levels of data abstraction:-

1.Conceptual or logical level

2. View level

3.Physical level


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IF 1 IF 2 IF 3

Logical level

independence

Physical level

independence

mappingConceptual or logical level

View level

Physical level

VIEW LEVEL- It is the level with which user interacts and the interfaces are defined.

LOGICAL LEVEL-Here the constraint on database are defined and the queries are written

for updating and retrieval

PHYSICAL LEVEL-It is the level in which actual data are stored and the access paths are

defined.

MAPPING- It is the logical linking between two level.

PHYSICAL LEVEL INDEPENDENCE-It means changing the data at physical level will not

affect the logical level,only the corresponding mapping has to be changed.

LOGICAL LEVEL INDEPENDENCE-Changing the data at this level willnt require any change at

view level. Only corresponding mapping has to be changed.


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DATABASE MODELS

CONCEPTUAL MODELLING- It deals with logical nature of data representation. It is like

a blueprint and it tells what is the data.

Two types of levels in conceptual modeling are:-

1.Entity relationship modeling

a) Entity- it is anything for which enterprises keep record and it has multiple

occurrence.eg. Any physical object

b)Attributes- it represent characteristic of entity.

c)Relationship- it represents how the two entities are related.

DEGREE OF RELATIONSHIP OR CARDINALITY

It represent the no. of ways by which two entities are related.

TYPES OF RELATIONSHIPSAfter the tables have been created, we need to retrieve informationfrom these

tables,sometimes the information needed resides in two or three table,together.

1.One to one(1:1)

2.One to many(1:N)

3.Many to many(M:N)


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1.ONE TO ONE(1:1)-

MANAGE

R

PHN.

NO.

LOCATIO

N

NAME

DEPT

ID

PHN.N

O.

MEMBE

R

NAME

MANAG

ER ID

MANAGE

D BYDEPT 1 1

PRIMARY KEYPRIMARY KEY:-1) Uniquely identifies a particular identity.

2)It can never take duplicate value.

3)It cannot take null value.

2.0NE TO MANY(1:N)-

DEPTSTUDEN

TSCONSIS

T OF

PHN.

NO.

LOCATION

NAME

ROLL

NO

ADMISSI

ON NO

NAME

STUDEN

T IDDEPT ID

1M


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3.MANY TO MANY

DEPTMANAGE

R

PHN

NO.

LOCATI

ON

NAME

DEPT

ID

PHN.

NO.DEPT

NAME

MAN. ID

MANAG

ES BY

N M


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COMPREHENSIVE DATA SUB-

LANGUAGE

1.4.G.L.-STRUCTURED QUERY LANGUAGE

2. 3.G.L.- COBOL, BASIC, PASCAL

STRUCTURED QUERY

LANGUAGE

-IT IS A LANGUAGE FOR DATA RETRIEVAL

-WIDELY USED IN CLIENT SERVER APPLICATION

-THE USE OF SQL IS AN EFFECTIVE WAY TO ENSURE

DATA CONSISTENCY

-SQL STATEMENTS ARE FREE FORM STATEMENTS


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THREE BASIC DATA FUNCTIONS PROVIDED BY SQL:

1. DATA DEFINITION LANGUAGE

-CONSISTS OF COMMANDS TO CREATE THE OBJECTS

SUCH AS TABLES VIEW, INDEXES ETC.

2. DATA MANIPULATION LANGUAGE

-USED FOR QUERY, INSERTION , DELETION ANDUPDATION OF INFORMATION STORED IN DATA BASE

3. DATA CONTROL LANGUAGE

-USED FOR DATA CONTROLLING

4.DATA ADMINISTRATION

-USED FOR ACCESS TO THE DATA BASE


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PARTS OF SELECT STATEMENT:

THE FULL SYNTAX OF SELECT STATEMENT IS COMPLEX

BUT MAIN CLAUSE CAN BE SUMMERISED AS:

1. SELECT- COLUMN TO BE DISPLAYED

SELECT _LIST[INTO NEW_TABLE_NAME]

2. FROM- TABLE TO BE REFERED FROM TABLE_LIST

3.WHERE- SEARCH_CONDITION4.[GROUP BY]-DEVIDING INTO GROUPS

5.[HAVING]-GROUP CONDITION


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EXAMPLE:

SELECT FIRST NAME,LAST NAME, MONTHLY FEES

FROM MEMBER, MEMBERSHIP PLANSWHERE MEMBER.MEMEBER ID

=MEMBERSHIP PLANS,MEMBER ID

ORDERED BY LAST NAME

S.Q.L VIEW


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S.Q.L STATEMENT:

EXAMPLE.1-SELECT

FIRST_NAME FROM TABLE1WHERE

MONTLY_SALARY>25000

S.Q.L -

RESULT


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EXAMPLE:2 SELECT FIRST_NAME FROM TABLE1

WHERE LAST_NAME=SHARMA

S.Q.L TABLES.Q.L-RESULT


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MS ACCESS 2007Microsoft Access 2007 is a DBMS package from Microsoft.

It is one of the products in the Microsoft office 2000

suite. This package is extensively used for building

database applications. The latest version of access 2007

provides a plethora (Extreme excess) new features

designed to help us use the internet and develop world

wide web applications.


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Go to run & then type msaccess. After a short

delay, the Microsoft Access 2007 main window

displays a dialogue box.


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An expressionthat limit the

values

That can be

entered in the

field.

Primary Key: after

using it we can

not fill any null

value and Repeat

value.


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Then u

feed anydata

which

you

want to

keep asa

database


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DEGREE OF RELATIONSHIP

ONE TO ONE RELATIONSHIP

Employee PF.No.1 1

RELATIONSHIP

Relationship is an association between entities. It is represented by

diamond in ER diagram.

The degree of relationship, indicates the link between the twoentities for a specified occurrence of each. The degree of

relationship is also called Cardinality.Conceptual models use

three type of relationships to describe associations among data

and these are as follows


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MANY TO MANY RELATIONSHIP

Vender2

Vender1

Item2

Item1

MN

MANY TO ONE RELATIONSHIP

Employee1

Employee2

Employee3

Department

1N


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CREATING RELATIONSHIP AMONG TABLES

When a table contains too many fields, it can be split up intotwo or more tables. These table will be related to each other bycommon field. For Exp. an employee table containing nameand employee ID of employee will be related to payroll tablecontaining details of salary of the employees .TO create

relationship we must follow the following steps..

CLICK AT RELATIONSHIP

ICON ON THE RIBBON


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SELECT THE TABLES

IN WHICH RELATION

IS TO ESTABLISH

SELECT THE FIELD

TO LOGICALLYRELATE

Always click all

three options

CLICK ON ADD

BUTTON TO

ADD TABLES


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RELATIIONSHIP

AMONG TABLES

WILL BE SHOWN BYA LINE BETWEEN

TWO TABLES

AFTER CREATIING

RELATIONSHIP , TABLE WILL

LOOK AS THIS

BY CLICKING ON THE

+ SIGN WE CAN

ACCESS DATA IN

RELATED TABLE


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OVERVIEW

FIRST OF ALL TO CREATE A DATA TABLE

FROM CREATE TAB AND SAVE IT

WE CAN CREATE A DATA TABLE OF PNB

SAVING A/C DETAILS OF DIFFERENTSTATES AND SAVE IT TO PRESS (Ctrl + S)

INTRODUCTION TO QUERIES

We can use queries to filter our data, to perform calculation with

our data, and to summarize our data.


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QUERIES ONLY CITIZEN

OF DELHI NAME

STARTED WITH KAVITA

OPEN PNB SAVING A/C DATA TABLE

ON THE CREATE TAB CLICKQUERYDESIGN

A DIALOGE BOX OPEN

GO TO ADD BUTTON AND SELECTFILE NAME

CLOSE THE DIALOG BOX

IN THE PNB SAVING A/C TABLE ,DOUBLE CLICK A/C NO., NAME, DOB,CITY, CONTACT NO. AND BALANCETO ADD THESE FIELDS TO THEQUERY DESIGN GRID

IN THE QUERY GRID WE SELECETTHE FIELD AND GO TO CIRETERIAAND TYPE THE DESIRED RESULTWITH LOGIC, LIKE WE NEED ONLYCITIZEN OF DELHI NAME STARTEDWITH KAVITA

ON THE DESIGN TAB CLICK ON RUNRESULT DISPLAYIN NEXT SLIDE


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RESULTS

THE QUERY RUNS, AND

THEN DISPLAYS A LIST

OF CONTAINING NAME

START WITH KAVITA

CITIZEN OF DELHI

OPEN PNB SAVING A/C DATATABLE

CHANGE THE CITY OF KAVITA

SHARMAFROM DELHI TO GOA

AND CHANGE THE NAME OF

MANOJ BHARDWAJ TO KAVITA

BHARDWAJ AND CLOSE THE ALL

THE TABLE TO PRESS(CTRL+W)

UPDATION IN

QUERIES


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DELETION IN TABLES

OPEN PNB SAVING A/C DATA

TABLE

AND THEN OPENQUERIES

TABLE WE SEE THE UPDATION

IN QUERY TABLE


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PROCESS FOR DELETION

TABLE

ON THE CREATE TAB CLICKQUERY DESIGN

A DIALOGE BOX OPEN

GO TO ADD BUTTON ANDSELECT FILE NAME

CLOSE THE DIALOG BOX

GO TH DESING TAB AND CLICKDELETE.

AND THEN DOBLE CLICK ONDESIRE FIELD AND I WANT TODELETE THE NAME OF AMITSINGH WHOSE ACCOUNT IS

CLOSED

FOR TO CRITERIA UNDER FIELDNAME AND THE TYPE THE NAMEOF AMIT SINGH AND CLICK THERUN BUTTON AND RESULTDISPLAY ON NEXT SLIDE


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RESULT

FIRST CLOSE ALL THE TABLES ANDDATABASE

OPEN PNB A/C DATA TABLE , RESULTSDISPLAY ON SCREEN

DATA OF AMIT SINGH IS DELETED


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A form is a database object that you can use to enter,edit, or display data from a table or a query. We can useforms to control access to data, such as which fields orrows of data are displayed. For example, certain usersmight need to see only certain fields in a table. Providingthose users with a form that contains just those fieldsmakes it easier for them to use the database. We can alsoadd buttons and other functionality to a form toautomate frequently performed actions.

A report is an access object used to pull off data from atable, query or a form in a printed format. A report

consists of information that is pulled from tables orqueries, as well as information that is stored with thereport design, such as labels, headings, and graphics.


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2. Follow the directions on the pages of the Form Wizard.

NEXT

1. On the Create tab, in the Forms group, click More Forms, and then click Form Wizard.


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NEXT

3. 0n the last page of the wizard, clickFinish.


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The Form tool is used to create a form witha single mouse-click. When we use this tool,all the fields from the underlying datasource are placed on the form.

A split form is a new feature in

Microsoft Office Access 2007 thatgives two views of the data at thesame time a Form view and aDatasheet view.


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When we create a form by using theSimple Form tool, the form that Access

creates, displays a single record at a time.If you want a form that displays multiplerecords but is more customizable than adatasheet, you can use the Multiple Itemstool.

If the wizard or the form-buildingtools don't fit your needs, theBlank Form tool can be used to

build a form. This can be a veryquick way to build a form,especially if we plan to put only afew fields on the form.


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The Report tool provides the fastest way to create a report,because it generates a report immediately without promptingthe user for information. The report displays all the fields fromthe underlying table or query.

If the wizard or the other report tools don't fit the usersneeds, the Blank Report tool can be used to build a form.This can be a very quick way to build a form, especiallyif we plan to put only a few fields on the report.

We can use the Report Wizard to be moreselective about what fields appear on the report.


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The design of a report is divided into sections. We can view report in Design view to

see its sections. Some of the sections and their uses are as follows:

1. Report Header: This section is printed just once, at the beginning of the report. It

is used for information that might normally appear on a cover page, such as a

logo or title.

2. Page Header: This section is printed at the top of every page.

3. Group Header: This section is printed at the beginning of each new group of

records.

4. Details: This section is printed once for every row in the record source.

5. Group Footer: This section is printed at the end of each group of records.

6. Page Footer: This section is printed at the end of every page.

7. Report Footer: This section is printed at the end of the report.


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raj presentation on ms access

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