‘oncepts i SESSION 1: Database C _ For example, an industry might diverse PUrP OM sling and similar activities An eden ional Introduction ie ess and industry ion scheduling roduction sc he performance of the siudents, cap Computers are used in busin computer for storing sales data, inventory oa ist t! compe eng computers fo orig the ING her forms of franc asian ed by them a hare have been designed forthe sae crgating 4 dues paid by them and the sown data files. att iad Software for such a system uses its own . ft sees For example, the name, address and ty files fr different PP re ayment fils, which stores the informatey then the same data may be used in different ; then the same a ee pesntin both the esl ea We a ep manually matin and hg made by students as fees leading to duplication and redundancy. computerised database management system is used- Database : : ‘A database is a collection of logically related data to meet the information needs of one or che bs t a adataba, related data files are designed to contain as much information 48 possible al a an organization. Organatin seeking computer assistance prefer to store their data ina form of an integrated database, ataasc is 39 organi body of related information. Database management system is @ systematic approach for creating, maintaining, accessing, reporting and analysing data. EPRI) ‘The term database can also be defined as a collection of records stored in “Adore i olecin col i computer program can consult’ 4 pa\4g (Database Mancigement System) a computer in a systematic way so that a 4 it to answer questions. For better retrieval and sorting records, it iS i, 6 set of software programs that controls the organization, storage, management. usually organized as a set of data elements. A person of the organization is assigned the responsibility to maintain the database. He is designated — gnd retrieval of data in a datobase. . ! as the database administrator (DBA). Database Management System ‘A database management system (DBMS) is a computer-based collection of interrelated data called database and a set of programs to access that data. In other words, a computer program used to manege and query a database is known as database management system (DBMS). They are designed to maintain large volumes of data. ‘Management of data involves: + Defining structure for database storage «Providing mechanisms for data manipulation such as addition, modification and deletion of dta + Providing data security. ‘The primary objective of a DBMS is to provide an environment that is both convenient and eff cient for use of available information. DBMS are designed to manage large amount of information. The term manage means t0 define structures for the shortage of information and to provide mechanisms for its manipulation. A )BMS must also provide the safety of the stored information despite system crashes or unauthorized attempts to corrupt the data. In data sharing by various users, the system must avoid generation of results. Information Technology - X ~ ae Scanned with CamScannerfirst database management system was developed in 1960's, by Charles Bachman. Bachman’ aim was to make I eeffective use of new direct access storage devices. Until then, the processing has been based on punched cards [a magnetic tapes, which means serial processing was dominant, Network model was developed by CODASYL ‘on Bachman’ ideas. The basic idea of DBMS is that, all the data is kept centrally and only the authorized can access the data, vrs he database management system allows you to do the following: }, The data is arranged in tabular form in such a way that the tables may be linked together. ‘The overall structure of a DBMS is as shown below: el Ge aa Database Management System Database (I Fig. 1 Database Management System 1, The users can put queries to search data to meet certain criteria, 3, The addition of more data, the deletion and editing of existing data. 4, Alteration to the structure of data files on tables, 5, Only authorized people can access to each of the tables. 4, The user can import data into the database from other packages and data to be transferred to another package. jelational Database Management System (RDBMS) A relational database management system (RDBMS) is a program that lets you create, update, and administer a ational database. tis a database management system (DBMS) that is based on the relational model as introduced by E. F. Codd. \fost popular commercial and open source databases currently in use are based on the relational database model. 4 short definition of an RDBMS may be a DBMS in which data is stored in the form of tables and the relationship mong the data is also stored in the form of tables. Advantages of Database ‘he advantages of a centralized database are given below: + Data Redundancy: In a database, particular information is stored centrally at one place. Redundancy or duplicity is considerably reduced. ’, Removes Inconsistency: In a conventional data processing system each program has its own data files. The Same information may be stored in different files. This is because the files might have been updated by different Users at different times, The problem of inconsistency is removed if the database is centrally administered. | L efornation now HQ Scanned with CamScanner3. Data sh i in one format but the ring: In a centralized database the basic datas stored in one fo Way of int data for different end were ¢ diferent. So you can say that different users can share the sam da. ty, iti i z Visugy op in their own way, 4. Better Securit has Control over of the a Son, Suthoriy. The users of the database canbe divided into different categories. Some ofthe Users me authority to read and use the data, others may be given authority to update data or delete recor, Cong fy Sample of a bank where the employee at different levels may be given access to different 'ypes cf day database. A clerk may be given the authority to know only the names of al the customers ho have ty thebank but not the details of each loan the customer may hav. Itcan be accomplished by ving hep ‘0 each employee. This provides high security to the data and also privacy of data, ikea 5. Data Integrity: Let's take an example of a database that contains marks s examination. The checks can be inbuilt into the system such that database will accept numbers only inthe Bn, blems for others. The DBy ' ty: The user cannot corrupt the data, creating pro he DBA jy the database. He ensures that access to database is only through permission, cored by a set of Sttidente ; maximum marks are 100. The marks secured by a student cannot exceed 199 ls ny ept Be oF as marks secured by the student. For any field in a record the validity of the data may be checkeg by iat Toutines integrated into the system. This provides integrity to the data, "i 6. Data Independence: Different users can view the dat structure without affecting the existing applications. 7. Easy Enforcement of Standards: With centralized control of the database certain applicable standards followed in data representation. These standards ‘may bea company’s own standards, or they may ben or international standards. va 8. Provides Backup and from the failures incu. from the inconsistent very complex. tain diferent ways and also DBA ca hang es Recovery: Centralizing a database provides the schemes such a recovery ang i ding disk crash, power failures, software errors which may help the da abuse rea State to the state that existed prior to the occurrence of the failure, tho gh methods ay venydoy ite. Consider an example, you have all come acrots sualigh ization that you deal (For example, Telecom, Gos Compan, Boo i fd idress while other contin this inconsistency be avoided? ‘Combine all the data in database would involve reduction in redundancy as well os inconsistency. Morecver, it is likely fo reduce the costs for collection storage ond updating of dota Disadvantages of a Database 1, Complexity: Database systems are comy plex difficult and time consuming to design, The desig ofa dstribued database has to consider fragmentatio n of data, allocation of fragments to specific sites and des 2. Economics: Substantial hardware and software. ‘start-up cost. Extensive conversion costs inm based system to a database system, . Security: Remote database fragments must be secured and if they are not centralized then the remote sts ‘must be secured. The infrastructure must also be secured; for example, encrypting the network links betweed remote sites. 4. Difficult to maintain integrity: In a distributed database, enforcing integrity over a network may require much of the network’ resources to be feasible. 5. Training: Initial training required for all programmers and users, Information Technology - x Scanned with CamScanner__ysers of a Database Management System isers ofa database management system may fall in any one of the following categories: 1, Bnd users 4 Application programmers 4, Sophisticated users 7 special users 5 Database administrator (DBA) 1 Anend user is nota trained person but uses database to get responses of his queries, For instance, an accountant ‘can query the database to check if any loan is outstanding against an employee. But he is not authorized to make any modifications to the database. : 2, An application programmer can interact with the database through application programs. For instance, the establishment section of an organization (it is the department dealing with employees) can interact with the database through application programs for generating the payroll of the employees, cies eee Application Program 1 rr ‘Application Program 2 |«—— Application Program 3. |«— Application Program 4 -«—_ Fig. 2 Components of DBMS 3, A sophisticated user interacts with Database Management System (DBMS) by forming his request in a database query language. 4, A specialized user can write specialized database application programs. The specialized software's may includ’ computer-aided design (CAD) systems, knowledge base expert systems etc. 5. The database administrator (DBA) is responsible for overall control of the database. Sometimes a team « experts is given the responsibility of DBA. A DBA needs a number of utility programs to achieve the tasks deciding storage structures, access strategy, leasing with other users, defining authorization checks defini strategies for backup and recovery etc. solved Quest iON Ss a a 1. What is a database? Ans. Database is a collection of data (information) related to a particular organization. 2. What are the advantages of database? Ans. ‘The advantages of database are: (a) Data Redundancy (b) Removes Inconsistence (©) Data Sharing (a) Bette ity Information Tarhnolany-< ANG Scanned with CamScanner(e) Data Integrity (f) Data independency (@) Easy Enforcement of Standards }. Name the different types of users who work with a database. Ans. (a) End users (6) Application programmers (c) Sophisticated users (@) Special users (€) Database administrator (DBA) i example, ‘What is data redundancy? Why it leads to data inconsistency? a “se ne n ae reas Data redundancy is the storage of the same data in more than one file. nine ‘This is because the same data might have been entered by different bee mien eee Bien been updated by different users at different times. For example, the a a sudensmighbeseian institution may be stored in the student's section of the institution. Some of Jas well Suppose the s in the hostel of the institution. Their addresses may be available in the aa a a ae ie of a student is changed. It is possible that the change in address is ae ied ae hostel. But the same may not be updated in the file ofthe student section. Thus, dup inconsistency. Ans, 5. What is the purpose of using a database/Database Management System? ; wi Ans. Database is an organized collection of related information. It consists of all types dasa, enabling you to Gréanize, sort and calculate data. Database offers much more comprehensive function for manipulation of data that a spreadsheet software. lM, SESSION 2: Data Storage Organization of Database ‘he hierarchy followed in any database: Database File, Table, Record, Field, Data-type. Database Fle: Tis is your main file that encompasses the entire database and that is saved to your hard-drive, Example, StudentDatabase.mdb Table: A table is a collect tables in a database. For example, a school database may consist of Table #1) Students Table #2) Teachers ‘The table will contain information related to teacl for students. Observe that the two tables have int ‘on of data organized into records and felds about a specifi topic. There can be multiple hers and students’ personal details, salary for teachers and grades formation about a Specific topic. Record: A record is a collection of facts referring to a single entity, object or a person, It is represented as a row and referred as tuple. 1 Pe Presented a column. For example, in a Student database in a table. Tables usually contain multiple fields. It is Tepresented as a as: * stlid will includes fields such * st_firstname * date_of_birth Information Technology - x + gender + address + st_lastname ‘ Scanned with CamScannerry ta types: Data types are the properties of each field. A field only has 1 data type. std as Number data type ‘ st lastname , st_firstname as text data type v nderstanding Field Data Types icros® Jota PE ort ft Access 2010 supports 11 types of data, in Table-1. Access also gives you a 12th ign key field that ink to other tables. each with a specific purpose. You can see the details about each option, Lookup Wizard, to help you define the characteristics of ‘Alphanumeric data TABLE 1 Access Data Types book Up to about 1 gigabyte (GB), but controls to display a memo are limited to the frst. 64,000 characters. ‘Numeric data 1,2, 4,8, or 16 bytes Dates and times 8 bytes 4 bytes (16 bytes for ReplicationID) B bytes Monetary data, stored with 4 decimal places of 8 bytes recision Unique value generated by Access for each new record. 4 bytes (16 bytes for ReplicationID), Boolean (true/false) data; Access stores the numeric value zero (0) for false, and -1 for true. Tbyte Pictures, graphs, or other ActiveX objects from another Windowsbased application. Up to about 2 GB. Alink “address” to a document or file on the Internet, on an intranet, on a local area network (LAN), or on your local computer. Up to 8,192 (each part of a Hyperlink data type can contain up to 2048 characters) Calculated Lookup Wizard You can attach files such as pictures, documents, spreadsheets, or charts; each Attachment field can contain an unlimited number of attachments as per record, up to the storage limit of the size of a database Up to about 2 GB file. You can create an expression that uses data from one or more fields. You can designate different result data types from the expression. The Lookup Wizard entry in the Data Type column in Design view is not actually a data type. When you, choose this entry, a wizard starts to help you define either a simple or complex lookup field. A simple lookup field uses the contents of another table ora value list to validate the contents of a single value per row. A complex lookup field allows you to store multiple Values of the same data type in each row. ! [Dependent on the data type of the Result ‘Type property. Text data type result can have up to 243 characters. Memo, Number, Yes/No, and Date/Time should match their respective data types, Dependent on the data type of the lookup field. Information ae x rg Scanned with CamScanneros For each field j ata, orc alin your table, select the data type that is best suited to how you will use that fields data. Foy, a field propernd ROTmally select the Text data type. You can control the maximum length of Text flag charact operty, as explained later. Use the Memo data type only for long strings of text that might ex¢ fers or that might contain formatting characters such as tabs o line endings (carriage returns), “S*d 235 When You select the Number data type, you should think caeflly about what ou ns because this property choice will affect precision as well as length. (For example, Heges numbers dong lecimals.) The Date/Time data type is useful for calendar or clock data and has the added benefit of ye calculations in seconds, minutes, hours, days, months, or years. For example, you can find out the die days between two Date/Time values. = Use the Date/Time data type to store any date, time, or date and time value. Its useful to know that Acces stores the date as the integer portion ofthe Date/Time datatype and the time asthe fractional porton-the rn ” of a day, measured from midnight, that the time represents, accurate to seconds. values. Currency has the precision of in Meg, You should generally use the Currency data type for storing money P but with exactly four decimal places. When you need to store a precise fractional number that not money, says Number data type and choose Decimal for the Field Size property. The AutoNumber data type is specifically designed for automatic generation of primary key values. Depeng cn the settings for the Field Size and New Values properties you choose for an AutoNumber field, you can ha ‘Access 2010 create a sequential or random long integer. You can include only one field using the AutoNumber, type in any table, Ifyou define more than one AutoNumber field, Access displays an error message when yoy jy to save the table. Use the Yes/No data type to hold Boolean (true or false) values. This data type is particularly useful for flagging accounts paid or not paid, or orders filled or not filled. The OLE Object data type allows you to store complex data, such as pictures, graphs, or sounds, which can edited or displayed through a dynamic link to another Windows based application. For example, Access 2010 can store and allow you to edit a Microsoft Word document, a Microsoft Excel spreadsheet, a Microsoft PowerPoigg presentation slide, a sound file (.wav), a video file (avi), or pictures created using the Paint or Draw application, “ink” to an external file or document. (Internal, The Hyperlink data type lets you store a simple or complex “Ii ; Hyperlink is a memo data type with a special flag set to indicate that itis a link.) This link can contain a Uniform Resource Locator (URL) that points to a location on the World Wide Web or on a local intranet. Itcan also contain the Universal Naming Convention (UNC) name of a file on a server on your LAN or on your local computer drives. The link can point to a file that is in Hypertext Markup Language (HTML) or in a format that is supported by an ActiveX application on your computer. ‘The Attachment data type, is very similar to the OLE Object data type in that you can use it to store complex data However, unlike the OLE Object data te, you can store multiple attachments in a single record. These files are stored in a binary field in a hidden system table. OLE objects usually result in database bloat because the files are not compressed, and Access also stores a bitmap thumbnail of the embedded file that can often be larger than the original file. For the Attachment data type, Access compresses each file, ifit isn't already, and uses the original fle rather than a generated thumbnail to minimize the amount of database bloat. “The Calculated data type, allows you to create a calculated result using an expression. The expression can include data from one or more fields. If you have a number field, for example, that holds quantity information for products purchased and a currency field that holds the price of a product, you can Create a calculated field that multiplies the quantity and price fields and stores LULRUH AE USCU Ag You can use the Attachment and. it with a result type of currency. You could also create a calculated field that concatenates first name, middle name, and last name fields and stores it with a Calculated data types only wih databases in the .accdb file type result type of text for afield called Full Name. Access recalculates the value of the calculated field any time the dependent fields are changed. Information Technology - X Scanned with CamScannerYOUT Sales | Xam, 7 Phone, day!” the n° oF situation where you area dealer selling a single type of item. You wish to record details of © burcp88t month and sleo record details ofthe client who purchased the item, such as name, address, "ed, number of items bought etc. You will create a table Sales with all the details: er_Name | Customet_Address | Mobile No. | Items_Bought # | Date_of_Purchase 9K New Delhi 9959080871 4 | 02/02/19 xxx Noida 7011020330 | 13 23/02/19 sox New Delhi [9910293434 [5 12/03/19 Xxx Ghaziabad [701989874 10 15/03/19 Carefully obser, 2x New Delhi 9959080871 14 22/03/19 stored his detaily anat Vh2an She cales. Since each en So, what isthe apbeating twice as he purchased items in two different months. So, you the customer table. In the © De unique, yuo, Crest one table for customer details and another with details of Customer table, "Sales table, you co cat insert CustomerID field to uniquely identify each customer in ‘0 give a point of reference which indicates to a particular record in the jn the example here, the field Custo mi e many Orders, it occurs a number of mere, OCCUrS once in the C i aa cal the Cau O tines inh e Customer table, but since one customer can place Sales table. si i ld Yu store data about custome act 4 Sales able as eld aba Rate ale ea castomes fisunique field is called the primaryieey gone geexample, CustomerID is the primer, aking it faster for the database to std Core he™ many times in the database oy Pee Primary key is a unique value that identifies a row ina table. In Search for a ee tstome table. Primary Keys ae also indexed in the database, customer Details jomer_ID Customer_Name Customer _Address Mobile_Ni G st obile_No. Vihaan Sh ff ‘an Shetty xox New Delhi 9959080871 Aruna Kumari 00x Noida. 7011020330, Saurabh Chadda xxx New Delhi | gotoz93434 mot Arti Arora xxx Ghaziabad | 701989874 ‘stomer_ID is the primary key ales Table 1D Customer_ID Items_Bought # | Date_of Purchase 1081 10001 4 [oats tg 10002 1B [pstoans hes T0003 : | 12/0319 ite, voo0s 0 | 15103119 ‘der ID is the primary key and is linked with Customer_ID is the foreign key. Scanned with CamScanneree ‘The referred field CustomerID which occurs inthe Sales tables called the foreign key (FK), Thetingg, of key identifies fers to a column the @ column or set of columns in one (referencing) table that re 9F Set of cg a ‘nother (referenced) table. The one side of a relation is always the parent, and provides the primary jaya tobe copied. The ‘many” side ofa relation is always the child nto which the foreign key attributes gr at Now, let’s understand different types of relationships. Relationship Among Data Aswe know, relationship i titi \ pis association among enti wa relationship instance is an association of entity instances. A relationship may rea an oa with. itselg i relationships may exist between the same entity The three different types of relationships Teeogize various data stored in the database are: Onc + One to Many or Many to One jes. A relationship type san association of entity typy, + Many to Many One to One . . A relationship where linking value has only one record for a linking on either side of the telationship, Consider example, of a set of students in a class. Each student can have only one roll number. Similarly, each roll number, be associated only with one student. This is the case of one to one relationship. the ca Many to One or One to Many A relationship where linking value on one side of a relationship end up to many relationships. For example ga, student can register for only one particular course at a time, whereas a number of students could register for, same course. Many to Many A relationship where linking value can appear in multiple records on both sides of a relationship. For example, , vendor can sell a number of items and many vendors can sell a particular item, bs sigh 1c Answer the following questions. 1, Table, plays an important role in Database Management System. Explain why? 2. What is DBMS? 3. Explain the advantages of the Relational Database Management System. 4, What is the use of AutoNumber type field? 5. Give an example of each of the fields for which you could use: (a) Text type data (b) Memo type data (c) Number data type What is the use of AutoNumber type field? Write a difference between text and numeric type field Briefly describe the concept of primary and foreign key 6. 7. 8. 9. 10. Briefly explain the function of Lookup wizard. Which datatype will you choose to attach images, charts to record in your database? Information Technology - X —d Scanned with CamScannerfe SESSION 3: Manipulating Data database you can define the structure of the data and manipulate the data using some commands. Manipulate Mans the you can add new data, update the current data, delete the data or reviewing the data from the database. 408 there are two types of languages for this task: pata Definition Language (DDL) pata Manipulation Language (DML) pata Definition Language (DDL) puta Definition Language ee isa standard for commands that define the different structures in a database. It consists 0 at help in defining relation, deleting relations, creating indices, and modifying relation schemes. common DDL statements are: . CREATE ~ Creates new database or table . ALTER - Modifies the structure of the database . DROP - Deletes the database/table «RENAME - Remans the database /table Data Manipulation Language (DML) DML is also a part of SQL. and is used for manipulating the data in database. It consists of commands that help in retrieval, insertion, deletion or modification of data in the database. It is to provide efficient human interaction with the system. Common DML statements are: «SELECT - Retrieval of information from the database «INSERT ~ Insertion of new information into the database «DELETE ~ Del + UPDATE ~ Modi n of information in the database ion of information in the database There are two types of DML: + Procedural: The user specifies what datais needed oOAPREPT ETS THY ow to get it Cs ; ’A popular dato manipulation language is Structured Query + Non-procedural: ‘The user only specifies what Longuage (SQU). Iris used to retrieve ond manipulate data data is needed. It is easy for the user but at times _ in @ relational dotabase (ROBMS). Other forms of DML are may not be able to generate code as efficient as _ those used by IMS/DL, CODASYL databases, such os IDMS that produced by procedural languages. It is used (Integrated Database Management System) and others. to specify complex database operations. @ assignment Answer the following questions. + Name the two language that help you to create and manipulate data. + Whats the purpose of data manipulation language? Give example. Information Technology - X a Scanned with CamScanner= ~ id SESSION 4: Creating a Database Object Microsoft Accessis a powerfl program to ceateand manage your databases. thas many bul in feat You in constructing and viewing your information. First of all you need to understand the keywords jn. “iy Database File, Table, Record, Field, Datatype. Here i the hierarchy that Microsoft Access uses hg Microsoft Access isa powerful program to create and manage your databases. I tis the part of Microsoft offic, Ithas many builtin features to assist you in constructing and viewing your information Suite Let’ look at the way of stating Microsoft Access 2010 Steps: Click Start > Microsoft Oflice > Microsoft Access 2010. Fig. 3 Starting MS Access ‘The following window will appear. ‘ Fig. 4 First Screen of MS Access Information Technology - X Scanned with CamScannera geromees @srcoumness Title Bar ‘The Title bar is located at the top in the center of the Access wi i name of the database on which you are currently working. inne a (owner sets g oneseinuce Bomanessece Bownverace File Tab The File Tab allows you to create a new database, open an existing database, save and save as, print, send, or close. o Ribbon The ribbon is the panel at the top portion of the document It has four tabs: Home, Create, External Data, and Database Tools. Each tab is divided into groups. The groups are logical collections of features designed to perform function that you will utilize in developing or editing your Access database. a Ee eee rae 2 eee 2 onto ae Fig. 5 File Tab ommonly utilized features are displayed on the Ribbon. To view additional features within each group, click the ~ Fig. 6 Ribbon row at the bottom right corner of each group. Home: Views, Clipboard, Fonts, Rich Text, Records, Sort & Filter, Find Create: Tables, Forms, Reports, Other External Data: Import, Export, Collect Data, SharePoint Lists Database Tools: Macro, Show/Hide, Analyze, Move Data, Database Tools 7 x ‘cess Options [eve [Bh conte me arden btn ces come ousoae I || nes ant ees Il One Dengnes || Seta ates rowan | | Bixereont rotng | ein Lanowe | eras cet eree | “Onn cowesetngs || rates | curame von © sunten | Quick Access Toolbar Retour column wigtn: ett ont saa rt center we wen noma Di uneenne O pate a =a (oo) Fone] ki. Fig. 7 Viewing Additional Features i Information Technology -X MAM. Scanned with CamScannerincluding default et looks, including colors, tg Datasheet : ; the datasht ‘This feature allows you to personalize options in the W®Y hey andedlefictandionts yy a ‘Aecesn Options eee | | _ = 2] Fig, 15 Datasheet Option Object Designers cts j creating and modifying database objects in ACCESS inciting ‘This feature allows you to customize the options for D Table Design, Query Design, Forms/Reports, and Error Checking. Fig. 16 Object Designer Option $ Information Technology - X Scanned with CamScannerwe _ proofing Spite eames alles You to change how Access autoimeticaly correct and formats the contents ofthe database and pow it indicates errors, 28 ape ac maa a aa eater v a boro ‘wrrnow sae omnes | oA) Fig. 17 Proofing Option Language This feature allows for advanced customization of Access including, Editing, Display, and Help Languages. ‘crn Opto {ene | conse raven | sce Toss Fig. 18 Language Option ee ee Scanned with CamScanneroN Customize Ribbon is Customize allows you to add features to the Quick Access Toolbar. Ifthere are tools that you are eH ag, you may want to add these to the Quick Access Toolbar. : Create a New Database You can create a new database from scratch or you can create a database from the database wizard. To create a new database, follow the steps: Step 1: Click the File tab. a Step 2: Click New. nena =<" Step 3: Click the | ‘New Blank Database. ios Do cme Fig. 20 Getting Started with Microsoft Access 2010 o Technology - X Scanned with CamScanner“0 4; Type in a name for the database. ae Click Create, tena cm) ems af fearing saa Fig. 21 Create a New Database Database Templates ‘create a new database from the database templates: step I: Click the File tab. Siep2: Click New | an Mien Sample Templates. | Sep 3: Choose the type of database you wish to create. a De ce Moma ae eel 4 Ghee + samp Fig. 22 Choose the Type of Database on OM ~ Scanned with CamScanner 4: Type in the name for the database. '5: Click Create,OPening a Database © ©Pen an already saved database, follow these steps. | Step 1: Click on File tab > Open option. Step 2: ‘The Open dialog box appears. Locate your file and click Open. crete | momen x aa | onm 8a f Open | Ee ae Oe mostig 2972018211044 SHe2018 Dy, TBO S200 102772016343 py, 27472019 227044 Meo B27 272019528 am, ~ Fig, 23 Open Dialog Box ‘The selected Database opens. Saving a Database Itis very important to save your work so that you do not lose it. You can always view, access or resume your work on the same file if you had saved it before. To save a database, follow these steps. Sete | Step 1: Click the File tab. Step 2: Click the Save Database As option. A dialog box appears. EBL Seve onject as a D) save Doabase ss Microsoft Access x Fig. 24 Backstage view Allopen objects must be dosed before you save the database, Do you want Microsoft Access to dose all open objects? Eten Fig. 25 Microsoft Access Dialog Box Scanned with CamScanneryr 4, Clickon ‘Yes to open the Save As dialog box. # Bsweas x | € > ~ % B> TisPC > Documents vB Search Documents 2 | Orginize » —Newfolder e 30 Objects * lar “ a 2 Nore Duemedtied Type = > 2/14/2019 9:28AM Microsoft Access © Doves then M2019 256M Mictt Aces + Q Z 2/14/2019 2:19 PM Microsoft Access Pictures — 22019157 PM Microsoft Acces Bi Viseos —— 27142019217 PM Microsoft Access sb Windows) aoe 214201954 PM Microsoft Access . Databaset 271420191103 PM Microsoft Acces = HNOVOO) |B onuvesed a 27S/20191:55 PM Microsoft Acces Network Detabaset0 2152019 HZTPM Microsoft Access w EG Fig. 26 Save As Dialog Box step 4: Type the desired file name sep 5: Click on the Save button. Your file will be saved with an extension .accdb @assignment Se Answer the following questions. 1. List the components of Microsoft Access 2010. 2.. Why is Microsoft Access used? 3. Write the steps to: + Create a new database + Save a database + Open a database lM SESSION 5: Creating a Table You have already learnt that a table is formed of rows and columns. In Microsoft Access a table can be created in Datasheet View and Design View. Datasheet View Datasheet view is the default View to create a new table in Access. In this view the data type is automatically selected by Access based on the type of data entered in the field. OMY Scanned with CamScannereee NG Design View a view is used to create a design or structure of the table. In this view, the data types are defined fo, th Teated, To enter data, you switch to the Datasheet View. . iptions. The records of ‘informa i thy iz Design View you can view all the fields with the data types and descri 'as been added to the database is not viewable. Fig. 27 Table in a Design View To go to Design View, follow the steps: Step 1: Click the down arrow on the View button. Step 2: Click Design View. In Datasheet View you can display the records [A ina table, where one row is one record. The column headers are the fields you have defined ‘or the database. Fig, 28 Datosheet View Information Technology - X — Scanned with CamScanner0 oe 4 (s) from the choices given below the ‘Statement, { be yu choose to store a date of purchase to enabi, i ose SYM , be (c) Date/Ti eS (b) Number — (4 YesiNo @ tet has the largest storage capacity? yn (@)Number a (0) Text + @ Hype! shatisalsoe called a compound or concatenated key, key i $ hanes key_ (0) Foreign key egabd (@) Akernated key @ jew isusedtocreatea design or structure of the tablet | e ae ; ‘ “otc view (b) Design view (0 Access view (@ None ofthese | : | psi verted elena eel MS Ace don eed reacties () Design view (0 Table View a (m ie «ntaballows yout create a new database, open an existing database, save and save a i : or close. (Home (b) Create (0 External Data (arte wnat isa collection of facts referring to a single entity, object or aperson? t (Table (b) Field Groen ee 4, Acolection of data related to a particular organization: (a) Database (b) Table 4, Which ofthe following is not a database object? (a) Tables (b) Queries (©) Relationships One 10.The feature that database allows to access only certain records in database is: {\ Oe (0) Reports (6) Queries wwe B. State True or False. 1. The Quick Access Toolbar is a customizable toolbar that contains commands that you may want to use. 2 The Navigation pane displays database objects such as tables, forms, queries, and reports. | 3. The Title bar is located at the bottom of the Access window. |) 4 ‘The primary key field can never be blank. 5. A foreign key is afield or combination of fields that are related to the primary key of another table. S. Design view, the data types are not defined for the fields created. 7. Currency data type for storing money values. 8. Fields are the different categories within a table. Information Technology =X ke oy Scanned with CamScanner9. The file will be saved with an extension .accdbx. 10. Lookup Wizard, to help you define the characteristics of foreign Key fields that link to other tables, C. Fillin the blanks. 1+ The first database management system was developed in 1960's, by 2. Network model was developed by based on Bachman’ eas, 3. A database management system (DBMS) that is based on the relational model was introduced by, — can interact with the database through application programs, The {s responsible for overall control of the database. The_____ key cannot be the same for two records. A helps the user to systematically store information in the database. To delete a table, right-click a table and choose button. oe A is a collection of data organized into records and fields about a specific topic, 10. Use the data type to store any date, time, or date and time value. Seu ane Answers : A. 1. (©) Date/Time 2, (a) Hyperlink, (c) Memo 3. (@) Composite key 4. (b) Design view 5. (a) Datasheet view 6:1 (@) File 7. (0) Record 8. (a) Database 9. (c) Relationships10. (c) Queries Bo1T 2:35. 3.F 4.T ST 6 F ToT 8T 9. F 10. T C. 1. Charles Bachman 2. CODASYL 3. EE Codd 4. application programmer 5. database administrator 6. primary 7. form 8. Delete 9. table 10. Date/Time Assignment — A. Answer the following (Very Short Answer questions of 2 marks each). 1. Define the following terms: (a) Database (b) DBMS (database management system) (©) RDBMS (relational database management system) (a) Primary Key (e) Foreign key 2. How may data types a field can have? 3. What is the primary objective of a DBMS? 4. When and who developed the database management system. 5. List two disadvantages of database, or 7 : rv 4 Scanned with CamScannerjetlowing aestions (Short Answer questions of 3 marks each), i he key things that management of data involves? ste dea behind DBMS? ju understand by the term data redundancy? in primary and foreign key with the help of example. sain ‘an important object of database, Why? $ ples plays an important role in Database Management System. Explain why? ‘ i le [yurnsert ane eld inthe Datasee ew? the following questions (Long/Essay type questions of 5 marks each). 1 cgplan the need of DBMS. 1 jee advantages of database, > rive the relationship among dat 1. Bepain the advantages of the Relational Database Management System. Explain a form and its use. {List the properties an attribute of a primary key for an entity must have. +7, Explain the term data inconsistency with the help of an example. |, annwer the following (Application based) questions: }, Tina isa class monitor and she is asked to maintain records of students going for picnic. Suggest five field ( names, Which you think must be present in the table called StInfo, Which field can be selected as Primary key? 2, Then manager of a kid’s apparel showroom uses a database to store data about clothes he sells. Following, isa part of the database. ‘Type Ga) kode | Material | Pte | skirt 24 sk24 | 450 Skirt 28 SK28 Crape 679 Frock 32 FR32 Cotton 899 Tshirt 30 1830 Cotton 399 Shirt 4 sa | __‘Sik 1500 shirt 26 sh26 Linen 1250 Capri 28 cA28 Cotton 950 (a) The records are to be sorted in ascending order of size. What will be the code of the first record database after it has been sorted? (b) Identify the field type of the Material field. (0) Which field could be made the primary key? (d)_ Name the field that contains numeric data, Information Technology - X ax) Scanned with CamScanner