ICT Chapter 2: Log on to Access PDF

## Chapter 2: Log on to Access ### Learning Outcomes - Describe a database, its types, and structure. - Explain the advantages of DBMS. - Describe the Access window components, open, and close a database. - Create a blank database or use a template to create it. ### Introduction Information is cru...

## Chapter 2: Log on to Access ### Learning Outcomes - Describe a database, its types, and structure. - Explain the advantages of DBMS. - Describe the Access window components, open, and close a database. - Create a blank database or use a template to create it. ### Introduction Information is crucial for managing routine activities and planning for the future. Data in its raw form is meaningless, but converting it into information makes it easily interpretable. Organizing data requires providing a structure, which can be achieved through a database. ### Database A database is an organized collection of data. It facilitates entering, managing, accessing, and analyzing a large amount of information quickly and efficiently. #### Examples of Databases - Personal address diaries - Telephone directories - Dictionaries - Keeping student records - Groceries in a grocery store - Catalogues in a library - Maintaining a list of customers in a bank - Employee information in offices and organizations ### Types of Databases - **Flat File Database:** Data files containing records with a fixed number of fields, without any structured relationship. Example: Microsoft Excel. - **Relational Database:** Stores data in multiple tables linked together using common fields and keys. Example: Microsoft Access, MySQL, SQL Server, Oracle. ### Structure of a Database - **Tables:** Building blocks of a database that store complete data in structured rows and columns. - **Fields:** Columns in a table that represent a specific attribute of the records. - **Records:** Rows in a table representing the data for all fields for one entity or person. - **Data:** Represents a valid value. ### Queries Retrieving specific data from a database requires using **queries** based on specific conditions to filter the desired information. ### Forms Form provide a user-friendly interface for entering data into tables and queries. ### Reports Reports display selected data in a printable format, organizing information from tables and queries. ### Database Management Systems (DBMS) DBMS is a computerized system that enables users to create, modify, store, and extract information from a database. It provides efficient data retrieval and reduces errors. ### Advantages of DBMS - **Efficient and reliable data retrieval** - **Reduction of Data Redundancy** - **Increased efficiency** - **Sharing of data** - **Data Administrator Control** - **Data Integrity** ### Microsoft Access Microsoft Access is a popular Relational Database Management System (RDBMS) within the Microsoft Office Suite. It offers a graphical user interface for organizing and manipulating data using tables, relationships, and forms. Access allows for adding, updating, deleting, and viewing data. #### Relationship in RDBMS - To maintain the students' database in RDBMS, you would split data into two tables: Students Information and Marks, both sharing a common column, "Roll_No." ### Components of Microsoft Access 2019 - **Title Bar:** Displays the name of the current database. - **Quick Access Toolbar:** Contains commonly used commands like Save, Undo, and Redo. - **Ribbon:** Contains various tabs with groups of commands. - **Tell Me What You Want To Do:** Provides quick help and guidance. - **Navigation Pane:** Displays objects used in the database (Tables, Queries, Forms, Reports). - **Navigation Bar:** Helps navigate records and displays the current record number. - **Object Tabs:** Show the contents related to a specific object. - **Status Bar:** Displays the name of the current view and buttons for Datasheet View and Design View. ### Creating a Database There are two ways to create a database in Microsoft Access: - **Using Templates:** Offers a ready-to-use database with tables, queries, forms, and reports. - **Creating from scratch:** Creates a blank database with no existing components. ### Accessing an Existing Database You can open an existing database from the File tab by selecting the Recent List or the Browse folder. ### Views of a Table - **Design View:** Defines field names, data types, and descriptions. - **Datasheet View:** Displays the table in a grid for data entry. ### Switching between Views - Use the View button from the Home/Fields tab or the Design/Datasheet View buttons on the status bar. ### Closing Access Application - Use the Close option in the File tab or the Close button in the Access window. ### Recap - **Database:** An organized collection of data, offering quick access, management, and analysis of information. - **DBMS:** A computerized record keeping system that manages data efficiently. - **Microsoft Access:** A powerful RDBMS for organizing and manipulating data. ### Activity Section **Complete the Crossword** - **D**atabase: An organized collection of data. - **R**ecord **K**eeping **S**ystem: Computerized system that provides efficient and reliable methods for data retrieval. - **F**lat **F**ile **D**atabase: A type of database with fields without any structured relationship. - **R**eport: A database object that displays selected in a printable format. - **D**ata: A set of characters that represents a valid value. - **T**able: The building block of a database that displays data in rows and columns. - **F**orm: A database object that provides a user-friendly interface for data entry. - **D**atabase **I**ntegrity: A type of database that prevents duplication of data.