SEC Lecture #02
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rofi.lcbcSEC Lecture #02
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rofi.lcbcLecture Note: Introduction to Database Management System using Microsoft
Access
Paper Name: SEC Database Management System using Microsoft Access
Faculty: Mr. Masud Alam Rofi
Contact No.: +91-8638653571
Email: [email protected]
Lecture #02
Date: 16/01/2024
Introduction to Table, Fields, Field Types, Data Insertion, Sorting, Forming
Reports, and Creating Forms
1. Table:
A table is a collection of related data organized into rows and columns in a database. Each row
represents a record, and each column (also known as a field) contains specific types of
information about the record.
Row: Represents a single record in a table.
Column (Field): Contains a single piece of data for each record.
For example, in a student database, the table might look like this:
StudentID Name Age Course
101 John Doe 21 Computer Sci
102 Jane Smith 22 IT
2. Fields:
A field in a table is the smallest unit of data, representing one attribute of the entity being stored.
Fields are used to store individual pieces of data such as a name, date of birth, or an address.
Each field has a unique name and a defined data type.
3. Field Types:
Field types define the kind of data that can be stored in a field. The most common field types in
Microsoft Access include:
Text: Stores alphanumeric data (letters and numbers). Example: Names, Addresses.
Number: Stores numeric values for calculations. Example: Age, Salary.
Date/Time: Stores dates and times. Example: Date of Birth, Meeting Time.
Currency: Stores financial data. Example: Salary, Price.
Yes/No (Boolean): Stores True/False values. Example: Active/Inactive status.
AutoNumber: Automatically generates a unique number for each record.
4. Insertion of Data:
In Microsoft Access, you can insert data directly into a table by typing in each field or through
forms.
Steps for Data Insertion:
1. Open your table in "Datasheet View."
2. Enter data in the empty fields for each record.
3. Press "Enter" to move to the next row and save the data automatically.
5. Sorting:
Sorting allows you to organize your data in a specific order based on one or more fields.
Ascending Order: Sorts values from smallest to largest (A-Z, 0-9).
Descending Order: Sorts values from largest to smallest (Z-A, 9-0).
Steps to Sort Data:
1. Select the column (field) you want to sort by.
2. Right-click and choose "Sort Ascending" or "Sort Descending."
6. Forming a Report:
A report is a formatted printout (or on-screen display) of the contents of a database. You can
create a report to display data in an organized way.
Steps to Create a Report:
1. In the "Create" tab, click "Report Wizard."
2. Select the table or query from which you want to generate the report.
3. Follow the prompts to select fields and customize the report's layout.
4. Once done, the report can be printed or exported.
7. Creating a Form:
A form provides a user-friendly interface to enter, modify, and view data in the table. Forms
make it easier to interact with data without directly accessing the table itself.
Steps to Create a Form:
1. In the "Create" tab, click on "Form."
2. Select the table or query that you want the form to be based on.
3. Microsoft Access will generate a default form layout.
4. You can customize the layout and design by adding buttons, labels, etc.
5. Save and use the form to input or view data in the database.
Summary
In this lecture, we've covered the basic elements of a database system in Microsoft Access,
including creating tables, defining fields and field types, inserting data, sorting records, and
generating reports and forms. Understanding these concepts is essential for managing and
manipulating data efficiently in Microsoft Access.
