MS Access Database Management

Database Management in MS Access

Creating a Database

• Create a new database by selecting "Blank Desktop Database" in the Access start page
• Choose a location and file name for the database
• Set the file format: ACCDB (default) or MDB (compatible with earlier versions)

Database Objects

• Tables: Store data in rows and columns
  • Create a table by selecting "Table" in the Navigation Pane
  • Define fields (columns) and data types
• Forms: Interactive interfaces for data entry and editing
  • Create a form by selecting "Form" in the Navigation Pane
  • Design the form layout and add controls
• Reports: Printable or savable summaries of data
  • Create a report by selecting "Report" in the Navigation Pane
  • Design the report layout and add controls
• Queries: Requests to manipulate or retrieve data
  • Create a query by selecting "Query" in the Navigation Pane
  • Define the query type (Select, Insert, Update, Delete)
• Macros: Automate tasks and workflows
  • Create a macro by selecting "Macro" in the Navigation Pane
  • Record or write macro actions

Data Management

• Data Normalization: Organize data to minimize redundancy and improve integrity
  • First Normal Form (1NF): each table cell contains a single value
  • Second Normal Form (2NF): each non-key attribute depends on the entire primary key
  • Third Normal Form (3NF): if a table is in 2NF, and a non-key attribute depends on another non-key attribute, then it should be moved to a separate table
• Data Validation: Ensure data accuracy and consistency
  • Set field properties (e.g., data type, format, input mask)
  • Create validation rules (e.g., required, unique, range checks)

Database Security

• User-Level Security: Control access to database objects and data
  • Create user groups and assign permissions
  • Set passwords and encryption
• Data Encryption: Protect data in transit and at rest
  • Enable encryption for the database file
  • Use secure connections (e.g., SSL/TLS)

Database Maintenance

• Backup and Restore: Regularly backup the database to prevent data loss
  • Use the built-in backup feature or third-party tools
• Compact and Repair: Periodically compact the database to improve performance
  • Use the built-in compact and repair feature
• Optimize Performance: Monitor and improve database performance
  • Use the built-in performance monitoring tools
  • Optimize queries and indexes

Database Management in MS Access

Creating a Database

• Create a new database by selecting "Blank Desktop Database" in the Access start page
• Choose a location and file name for the database
• Set the file format: ACCDB (default) or MDB (compatible with earlier versions)

Database Objects

• Tables:
  • Store data in rows and columns
  • Define fields (columns) and data types
• Forms:
  • Interactive interfaces for data entry and editing
  • Design the form layout and add controls
• Reports:
  • Printable or savable summaries of data
  • Design the report layout and add controls
• Queries:
  • Requests to manipulate or retrieve data
  • Define the query type (Select, Insert, Update, Delete)
• Macros:
  • Automate tasks and workflows
  • Record or write macro actions

Data Management

• Data Normalization:
  • Organize data to minimize redundancy and improve integrity
  • First Normal Form (1NF): each table cell contains a single value
  • Second Normal Form (2NF): each non-key attribute depends on the entire primary key
  • Third Normal Form (3NF): if a table is in 2NF, and a non-key attribute depends on another non-key attribute, then it should be moved to a separate table
• Data Validation:
  • Ensure data accuracy and consistency
  • Set field properties (e.g., data type, format, input mask)
  • Create validation rules (e.g., required, unique, range checks)

Database Security

• User-Level Security:
  • Control access to database objects and data
  • Create user groups and assign permissions
  • Set passwords and encryption
• Data Encryption:
  • Protect data in transit and at rest
  • Enable encryption for the database file
  • Use secure connections (e.g., SSL/TLS)

Database Maintenance

• Backup and Restore:
  • Regularly backup the database to prevent data loss
  • Use the built-in backup feature or third-party tools
• Compact and Repair:
  • Periodically compact the database to improve performance
  • Use the built-in compact and repair feature
• Optimize Performance:
  • Monitor and improve database performance
  • Use the built-in performance monitoring tools
  • Optimize queries and indexes