MS-Access

MS Access is Database management software that was created by Microsoft. It is used to store, arrange and control big volumes of data in an orderly manner. MS Access assists schools, offices and businesses to store records in a safe and tidy manner.

What is a DBMS?

'DBMS' (database management system) refers to some software that facilitates managing, storing and organising information in a database. It serves as a manager to ensure that all the data is stored in an appropriate way that can be accessed in a short period of time and is safe.

Key Functions of DBMS:

  • Data Storage: It is a data storage that stores large volumes of data in an organised form, commonly in tables.
  • Data Retrieval: It allows you to quickly upload and access information through queries.
  • Data Security: A DBMS helps to keep your data safe by preventing unauthorised access to information.
  • Data Integrity: The integrity of data means accuracy and consistency.
  • Multitasking: It enables several people to use the database and operate it simultaneously without problems.

Types of DBMS:

  • Hierarchical DBMS: The information is arranged in tree form.
  • Network DBMS: Data is stored in graph form.
  • Relational DBMS (RDBMS): They store data in tables and connect them via keys (e.g., MySQL, MS Access).
  • Object-Orientated DBMS: Data is stored in objects, the way it is used in programming.

Benefits of a DBMS:

  • Easy Data Management: It simplifies the management and storage of huge amounts of data.
  • Increased Rapidity in Data Access: It is possible to access data in a short time.
  • Secure: It ensures your data is not accessed by unauthorised persons.
  • Supports Multiple Users: The system can have multiple users at the same time.

DBMS is very common in organisations, schools, banks, and any other place where large amounts of data are required to be stored and processed efficiently.

What is MS Access?

MS Access is software that is used to generate and maintain databases.

It helps to:

  • Store large data
  • Search information quickly
  • Edit and update records
  • Generate reports

The file generated in MS Access is saved with the extension .accdb.

Main Components of MS Access

MS Access is based on various objects.

Tables

  • Tables are used to store data using rows and columns.
  • Each row is called a record.
  • Each column is called a field.
  • e.g., a student table can contain fields such as name, roll number and class.

Queries

In order to find certain data in tables, queries are applied.

For example:

  • Show students from Class 8
  • Display marks above 80
  • Queries help in filtering information.

Forms

  • Forms make data entry easier.
  • They offer an easy method of writing records.
  • They minimise errors made when entering data.

Reports

  • Reports are well displayed and easily printed.
  • Used to print student lists
  • Used to provide brief information.
  • Reports help in formal work.

Data Types in MS Access

In the construction of a table, we have to select a data type for each field.

Common data types include:

  • Text- For names and words
  • Number - For marks and age
  • Date/Time - For dates
  • Currency - For money values
  • Yes/No – Yes or No values

The accuracy is enhanced by selecting the appropriate data type.

Primary Key

A primary key is a field that uniquely identifies the individual records in a table.

For example:

  • Roll Number in a student table.
  • Employee IDs in an office table.

A primary key removes the existence of the same record.

Uses of MS Access

MS Access is used for the following:

  • Managing school records.
  • Keeping library details.
  • Saving of employee data.
  • Maintaining inventory data.
  • It saves time and has less paperwork. 

QUIZ FOR MS ACCESS

1. Thousands of student records in the organised tables are stored in a school so that teachers can easily search and update marks. What type of software is primarily applied in this way?

A) Spreadsheet software
B) Database Management System.
C) Word processing software
D) graphics design programs.

Answer: B) Database Management System.

2. Roll number, name and class are contained in columns in a student database, with a row corresponding to an individual student. What is the name of each row in this table?

A) Field
B) Record
C) Query
D) Report

Answer: B) Record

3. A teacher is interested in observing only such students who attained over 80 marks based on a large table of results. What MS Access element will assist to retrieve such filtered information?

A) Form
B) Table
C) Query
D) Report

Answer: C) Query

4. When a teacher is designing a student table, he does not want to have two students with the same roll number. Which feature of the database should I use?

A) Data Type
B) Primary Key
C) Query
D) Report

Answer: B) Primary Key

5. The operator who enters the data does it via a screen that contains boxes and fields by which he/she can input the information about the students without physically going to the table and editing it. What object of MS Access is it?

A) Query
B) Form
C) Table
D) Report

Answer: B) Form

6. One of the school administrators prints a properly formatted list of students and their marks on the database for a meeting. Which object is the most appropriate for this task in MS Access?

A) Form
B) Query
C) Report
D) Field

Answer: C) Report

7. The values that are written in a database field to represent whether a student has paid the fee are Yes or No. What datatype is the best one?

A) Text
B) Number
C) Yes/No
D) Currency

Answer: C) Yes/No

8. There is a field in a database table (DateOfBirth) where the birth date of the students is stored. What type of data would you use in this field?

A) Text
B) Number
C) Date/Time
D) Currency

Answer: C) Date/Time

9. What kind of DBMS has data stored in tables, which are linked by keys, and is the one normally used in software such as MS Access?

A) Hierarchical DBMS
B) Network DBMS
C) Relational DBMS
D) Object-Oriented DBMS

Answer: C) Relational DBMS

10. The company database enables multiple persons who are working to update and get the information at the same time without compromising the accuracy of the data. What DBMS feature is it possible to use?

A) Data retrieval
B) Multitasking
C) Data storage
D) File compression

Answer: B) Multitasking