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Computer: Notes on MS Access

Notes on Browsing Internet By Tanuja Banerjee, Computer teacher St. Anne’s Girls” High School

Notes on MS ACCESS


MS Access is the most popular and powerful tool to handle database. A Database is a collection of organised data for easy access, retrieval and management of its contents. Data can be in any format like text, number, image, audio, video etc. Example- Telephone diary, a dictionary, list of books in library etc.


A computerized record keeping system that allows us to create, extract, sort, update and query a database is known as Database Management System. It saves our time and energy.

Types of Database-

  1. Flat File Database– A flat file database can store and retrieve information. It is not capable of linking the files together.
  2. Relational Database– A relational database links separate tables together to get a common piece of information.

In 1970, Edgar Codd introduced the RDBMS.

MS Access

MS Access is the most popular and powerful  RDBMS with MS Office package. It has a graphical user interface (GUI) which organises and manipulates a large volume of data effectively. Access helps to create a relationship between tables using common fields. The extension of MS Access file is .accdb.

Features of MS ACCESS

  • It provides the facility to break large information into smaller parts called Tables and linking that information by a common field that exists in all the tables.
  • It increases the efficiency, speed and flexibility in searching and accessing information.
  • Data redundancy is reduced. So it reduces data inconsistency.
  • Different users can access same database and get data related to their requirements.
  • Queries help to get information from the database depending upon user criteria.
  • Reports allow to present data in a meaningful and summarized manner.
  • It also provides data security, maintains integrity and also makes it more consistent and reliable.

Steps to start MS ACCESS

Start → All Programs → Microsoft Office → Microsoft Office Access

Notes on MS Access

Parts of Access Window

  • Title Bar– It shows the name of the database and is located at the top of the screen.
  • Access Ribbon– It consists of a row of tabs such as- Home, Create, External data, Database tools and Design to provide quick access to commonly used tasks.
  • Quick Access Toolbar– It is located at the top left corner of the window. By default , it contains three buttons Save, Undo and Redo. We can add more buttons to this toolbar.
  • Navigation Pane– It is located on the left side of the Access window. The objects ( Tables, Forms, Queries, Reports) of the database are listed in the Navigation Pane .
  • Workspace– It is the place where we actually create a table and carry out other database tasks.
  • Table Tab– Table 1 is displayed in the Table tab. The first attribute in every new table is an ID field which is created by default in MS Access.
  • Status Bar– It is located at the bottom of the window. It shows current status of the window on its left and four view buttons to its right.

Essentials of database

  • Entity– An entity can be a single thing, person, place or object around which a database revolves. It is a real time object which can be distinctly identified like a student in a school, an employee of an organization, an item kept in a store, a book in a library etc.
  • Table– A table is the main database component that consists of rows and columns in which data is stored in a tabular format. Tables are referred as
  • Attribute– Attribute is the another name for Columns. Any attribute will contain same type of data for all entries, like- name will store names of all students, age will show age of all the students etc.
  • Tuple – Tuple is another name for row. Each tuple is a record of the complete information of an entity like name, age, address and marks of a student will show the complete information about a student.
  • Query– Queries are the questions which user asks to the database to retrieve selected data depending upon some criteria.
  • Forms– Forms are interface designed to simplify the data entry process for the users. It is an attractive interface to input data which is saved finally in tables.
  • Reports collect the summarized data from tables/queries and print it in a well designed layout as per the users requirement.

Creating Database

Access offers two ways to create a database-

  1. Creating database using Templates
  2. Creating a Blank Database

Templates- Templates are pre- defined database objects of Access. It is the easiest way to create a table. They contain various types of built-in tables, queries, forms and reports which perform tasks according to our requirement.

Notes on MS Access

Steps to Create  Database using  Templates-

  1. Open MS Access window
  2. Click on Local Templates in Template category
  3. Select the template required
  4. On the right side of the window, a File Name box will appear. Write the file name of your choice.
  5. Click on Create button. A table structure will be shown with relevant field names. Click in the relevant fields to enter data.

Steps to Create  Blank Database

  1. From Access window select Blank Database option
  2. Specify your file name in the File Name box
  3. To change the location of file click the folder icon given at the right hand side of File Name box
  4. Clicking on Create button will open a blank database with the table name as Table1 in datasheet view and Table Tools tab already highlighted.

Closing Access Application

  • After finishing the work in Access, click on Close Database option in the Office Button menu to close the current database.
  • To close MS Access, click on Office Button > Exit Access option.

Points to remember-

  • Microsoft’s SQL Server is an example of DBMS that serves database requests from multiple users.
  • The standard file name extension for database in MS Office Access 2007 is .accdb
  • Shortcut key to quit MS Access is Alt + F4
  • Edgar Codd introduced RDBMS in 1970.
  • A table cannot have two fields with the same name.
  • A row is called tuple and a column is called an attribute.

You can revise notes on Computer HTML by clicking here


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