INTRODUCTION TO DATABASE

Database refers to a collection of electronic records that could be processed to

produce useful information. The data can be accessed, modified, managed,
controlled and organized to perform various data-processing operations. The data
is typically indexed across rows, columns and tables that make workload
processing and data querying efficient. There are different types of databases:
Object- oriented, Relational, Distributed, Hierarchical, Network and others.
1. Write full form of RDBMS : Relational Database Management System
2. Name the information stored row wise in a table: Record.
3. Name the information stored column wise in a table: Field

A System to maintain, secure, manage and process the data stored in databases is
known as Database Management System. Database Management System
(DBMS) refers to the technology solution used to optimize and manage the storage
and retrieval of data from databases.

OBJECTS OF MS-ACCESS

MS Access Uses “objects" to help the User list and organize information, as well as
prepare specially designed reports. When you create a database, Access offers
YOU Tables, QUERIEs, Forms, Reports, Macros, and Modules. Databases in
Access are composed of many objects BUT the following are the major objects −

• Tables
• Queries
• Forms
• Reports
• Macros

These objects allow you to enter, store, analyze, and compile your data.
Tables

A database table is composed of records and fields that hold data. Tables are also
called datasheets. Each table in a database holds data about a different, but related,
subject.
Eg:

Database Table

Records

Data is stored in records. A record is composed of fields and contains all the data
about one particular person, company, or item in a database. A record is also
commonly called a row or an instance. A record consists of field values, also
commonly called a fact.

Eg:
In this database, a record contains the data for one customer support incident
report. Records appear as rows in the database table. A record for Log ID
1201242 is highlighted in Figure.

Records appear as rows in a database table.

Fields

A field is part of a record and contains a single piece of data for the subject of the
record. A field is also commonly called a column or an attribute.
Eg:
In the database table illustrated, each record contains four fields:
Log ID, Operator, Resolved, Duration
Fields appear as columns in a database table. Data from the Log ID field for five
records is highlighted in the Figure.

Fields appear as columns in a database table.

QUERY

An object that provides a custom view of data from one or more tables.
QUERIEs are a way of searching for and compiling data from one or more
tables.
Form
Form is an object in a desktop database designed primarily for data input or
display or for control of application execution. You use forms to customize the
presentation of data that your application extracts from QUERIEs or tables.
• Forms are used for entering, modifying, and viewing records.
• When you enter information into a form in Access, the data goes exactly
where the database designer wants it to go in one or more related tables.
Report
Report is an object in desktop databases designed for formatting, calculating,
printing, and summarizing selected data.
• You can view a report on your screen before you print it.
MS Access Data Types:
A data type of the field determines the type of data it can store. To enter data in a
field, you need to select the data type for each field.
The different data types available in MS Access are represented in the table given
below:
Data type Use
Text It is used to store text data. It
accepts text, numbers, combination of
text and numbers.
Number It is used to store numeric data and
decimal values.
Date/Time It is used to store date and time
values. It allow you to display the date
and time to display in various formats.
Currency It is used to store monetary data up to
4 decimal places.
Autonumber It is used to generate a unique
sequential value for each new record
added in a table. If a record is
deleted, its Autonumber value is not
deleted and is not reused.
Yes/No This property can have only two values-
Yes and No
OLE object It is used to store pictures, graphs or
other objects such as MS word, Excel
worksheet.
Hyperlink It is used to create a link to the
location on the computer or a website
link.
Attachment It is used to attach a file to a record
Calculated It is used to store the results of a
calculation that uses data from other
fields.

PRIMARY KEY

A primary key is a special relational database table column (or combination of

columns) designated to uniquely identify all table records.
A primary key's main features are:
• It must contain a unique value for each row of data.
• It cannot contain null values.
CREATING TABLES IN MS ACCESS

Step 1
Click Table Design from the Ribbon
A blank table called Table1 will be displayed in Design View.
Step 2
Add Fields to the Table
Now we will enter each field and select their data type.
In the first cell under Field Name add a field called GRno:. Select Autonumber as
its data type.
Under that field, create a new one called Name and select Short Text for its data
type.
Change the Name Field Properties at the bottom Field Properties frame.
Step 3
Set a Primary Key
Right-click on the GRno: field and select Primary Key from the drop down list.
This makes the field a primary key field. Once you've done this, you'll see a little
key icon to the left of GRno:.

VIEWS IN MS ACCESS

Datasheet View and Design View

Datasheet View displays the table as a grid. The fields are displayed as columns,
and the records are displayed as rows. The field names are listed as the column
headers.
Datasheet View vs Design View

Design View doesn't display any data. In Design View, you can see the data type listed
next to each field.
The way Design View works is, when you click on a field (in the top frame), the
bottom frame displays the properties for that field. You can then change these
properties as required.
Tables in access can be modified by inserting, deleting, hiding and moving fields.
EXERCISE
1. What is database?
Database is a well organised collection of data or information e.g dictionary
, list of student information .
2. Define the term DBMS. Write the purpose of DBMS.
A database management system is a type of application software that provides
ways to access, update, analyse and retrieve data in a database .

3. What is field in database? Give an example.

A column in a database is called a field. Eg: emp_name , emp_id .
4. What is a primary key in database? Give an example.
A single or a combination of fields of fields that can uniquely identifies a
record in a table. It is a unique key that cannot contain duplicate values .

5. Differentiate:

DESIGN VIEW DATASHEET VIEW

• It is used to design • Datasheet view displays grid of
the structure of the rows and columns The column
database . headers are used to define the
• The design view is divided names of fields
into two parts field grid pane • The rows represent the
and field properties pane records and columns represent the
fields.

DBMS RDBMS
• DBMS stores data as a file. • Data is stored in the form of
tables.
• DBMS system, stores data • RDBMS uses a tabular
in either a navigational or structure where the headers are
hierarchical form. the column names, and the
rows contain corresponding
values
• DBMS system mainly deals • RDMS is designed to handle a
with small quantity of data. large amount of data.

6. A table named School (containing data of students of the whole school) is

created, where each record consists of several fields including Admission
(Admission Number), Roll No (Roll Number), Name. Which field out of these
three should be set as the primary key and why?
AdmissionNumber since it is aunique field and cannot be duplicated