Analyzing Data Using Access

What is Data

• Data refers to a collection of

organised fact or information ,
usually the result of experience ,
observation or experiment
 Database and related terms

• Field : field is a data structure for a single

piece of data , For example rollno , name
• Record : Related fields are organized into
records .For example student record is a
collection of rollno , name , course ,
semester
• Table : collection of related records called a
table . For example student table to store
records of students of a particular class .
 Database

• A DATABASE is a collection of
information usually organized in a form
of table or file in such a way that a
computer program can quickly select
desired pieces of data.
• A telephone book is an example of a
database.
Features of Database
DBMS….. Database Management System

• DBMS, is a computer software program

that is designed as the means of
managing all databases that are
currently installed on a system hard
drive or network
 DBMS Features
• Provides a way to structure data as
records, tables, or objects
• Accepts data input from operators and
stores that data for later retrieval
• Provides query languages for
searching, sorting, reporting, and other
"decision support" activities that help
users correlate and make sense of
collected data
 DBMS Features….Contd

• Provides multiuser access to data, along

with security features that prevent some
users from viewing and/or changing certain
types of information
• Provides data integrity features that prevent
more than one user from accessing and
changing the same information
simultaneously
• Provides a data dictionary (metadata) that
describes the structure of the database,
related files, and record information
• Example : Oracle , MS SQL Server , MS
Access
RDBMS .. Realtion Database
Management System

• a type of database management system

(DBMS) that stores data in the form of
related tables.
• An important feature of RDBMS is that
a single database can be spread across
several tables
• Example : MS ACCESS , Oracle
 MS ACCESS Features
1.RDBMS : It is a Relational Database
Management system that is a type of
database management system (DBMS)
that stores data in the form of related
tables.
2.Database : We can create database in MS
ACCESS to store related tables together .
For Example Employee database to store
employee information such as
personaldetail, salary detail ,
departmentdetail .
 MS ACCESS Features…… Contd
1. Tables : MS Access is used to create table in a
datbase , there are different options available in MS
Access to create a table .
• Each table contains information about a
particular subject, such as customers or
orders.
Table contains Fields (or columns) that store
different kinds of data, such as a name or an
address, and, Records (or rows) that collect all
the information about a particular instance of
the subject.
• E.g. All the information about a company
• You can define a primary key (one or more
fields that have a unique value for each record)
and, one or more indexes on each table to help
retrieve your data more quickly
 MS ACCESS Features…… Contd

1. Query : We can create quey in MS Access

• Query in an object that provides a custom
view of data from one or more tables.
• In Access, you can use the graphical query
by example (QBE) facility or you can write
SQL statements to create your queries.
• You can define queries to select, update,
insert, or delete data.
• You can also define queries that create new
tables from data in one or more existing
tables.
 MS ACCESS Features…… Contd

1. Form : We can create forms in MS Access

• Form is an object designed primarily for data
input or display or for control; of application
execution.
• You use forms to customise the presentation
of data that your application extracts for
queries or tables.
• You can also print forms.
• You can design a form to run a macro al
Basic program in response to any of a
number of events- for example, to run a
program when the value of data changes.
 MS ACCESS Features…… Contd

1. Report: We can create report in MS Access .

• Report is an object designed for formatting,
calculating, printing, and summarizing
selected data.
• You can view a report on your screen before
you print it.
2. Data Access Page : An object that includes an
HTML file and supporting files to provide access to
your data from Microsoft Internet Explorer
3. Macro : Macro is an object that is a structured
definition of one or more actions that you want
Access to perform in response to a defined event.
 Creating a new database

To create a new database

• Start Access. In the Task Pane, click Blank Database.
• The File New Database dialog box opens.

Creating a New Database

• Choose a file name and location, and then click Create. Your
new database will be opened in the Database Container. Note
that Access 2002 will create a new database in Access 2000
file format for ease with individuals using Access 2000.
 Create Table

• To create a blank (empty) table for entering your own

data, you can:
– Use the Table Wizard to choose the fieldsfor your
table from a variety of predefined tables such as
business contacts, household inventory, or
medical records.
– Create a table in Design view, where you can add
fields, define how each field appears or handles
data, and create a primary key.
– Enter data directly into a blank datasheet. When
you save the new datasheet, Microsoft Access
will analyze your data and automatically assign
the appropriate data type and format for each
field.
Table Creation
Create Table by using Table Wizard

1. Press F11 to switch to the Database window.

2. Click Tables under Objects, and then click New
on the Database window toolbar.
3. Double-click Table Wizard.
4. Follow the directions in the Table Wizard dialog
boxes.
Create Table by using Table Wizard
 Create a table in Design view

1. Press F11 to switch to the Database window.

2. Click Tables under Objects, and then click New
on the Database window toolbar.
3. Double-click Design View.
4. Define each of the fields in your table. Field name ,
Datatype and description
5. Define a primary key field before saving your table.
6. When you are ready to save your table, click Save
on the toolbar, and then type a unique name for the
table.
 Create a table in Design view
Enter a field name that describes Click the Data Type list arrow to see a list of
the purpose of the field. types to select from. A field description is
optional, but it is a good idea to supply one.

Other field
properties can
be set in the
Properties
window.
 Data types in Microsoft Access
• Text :Use for text or combinations of text and
numbers, such as addresses, or for numbers that do
not require calculations, such as phone numbers, part
numbers, or postal codes. Memo :Use for lengthy text
and numbers, such as notes or descriptions.

• Number :Use for data to be included in mathematical

calculations, except calculations involving money
(use Currency type).

• Date/Time : Use for dates and times.

• Currency : Use for currency values and to prevent

rounding off during calculations.
 Data types in Microsoft Access..Contd

• AutoNumber : Use for unique sequential

(incrementing by 1) or random numbers that are
automatically inserted when a record is added.

• Yes/No :Use for data that can be only one of two

possible values, such as Yes/No, True/False, On/Off..

• OLE Object Use for OLE objects (such as Microsoft

Word documents, Microsoft Excel spreadsheets,
pictures, sounds, or other binary data) that were
created in other programs using the OLE protocol.

• Hyperlink :Use for hyperlinks. A hyperlink can be a

UNC path or a URL.
Create a table by entering data in a
datasheet
• Press F11 to switch to the Database window
• Click Tables under Objects, and then click New on the
Database window toolbar.
• Double-click Datasheet View. A blank datasheet is
displayed. The default column names are Field1, Field2,
and so on.
• Rename each column you will use: double-click the
column name, type a name for the column, and then
press ENTER.
• You can insert additional columns at any time: click in the
column to the right of where you want to insert a new
column, and then on the Insert menu, click Column.
Rename the column as described in step 4.
• Enter your data in the datasheet.
• When you've added data to all the columns you want to
use, click Save on the toolbar to save your datasheet.
Create a table by entering data in a
Datasheet
 Primary Key And Foreign Key

• The primary key is a column or set of

columns that uniquely identifies a record in
the table.
• For example rollno is a Primary key for
studentdetail table .
• When the primary key of one table is
represented in a second table to form a
relationship, it is called a Foreign key in the
second table.
• For example rollno column in studentmarks
will be foreign key for the rollno existing in
studentdetail table .
Relationship Between
Tables
 Relationship Between Tables
• After you've set up different tables for each
subject in your Microsoft Access database,
you need a way of telling Microsoft Access
how to bring that information back together
again.
• The first step in this process is to define
relationships between your tables.
• After you've done that, you can create queries,
forms, and reports to display information from
several tables at once.
Relationship Between Tables… Example

This form includes information from four tables

 Cont ……

• In given example the fields in four tables must be

coordinated so that they show information about the
same order.
• This coordination is accomplished with relationships
between tables.
• A relationship works by matching data in key
fields — usually a field with the same name in both
tables. In most cases, these matching fields are the
Primary key from one table, which provides a unique
identifier for each record, and a Foreign key in the
other table.
Primary Key And Foreign Key to create
Relationship between Tables
 1. A one-to-many relationship :
one-to-many relationship is the most common
type of relationship. In a one-to-many
relationship, a record in Table A can have
many matching records in Table B, but a
record in Table B has only one matching
record in Table A.

Example …………
A one-to-many relationship… Example
 2 . A many-to-many relationship

• In a many-to-many relationship, a record in

Table A can have many matching records in
Table B, and a record in Table B can have
many matching records in Table A.
A many-to-many relationship…. Example
 3. A one-to-one relationship

• In a one-to-one relationship, each record in

Table A can have only one matching record in
Table B, and each record in Table B can have
only one matching record in Table A.

Example ………….
A one-to-one relationship….. Example
 Forms
• A form is a type of a
database object that
is primarily used to
enter or display data
in a database.
 Create a form

• There are three ways to create a form.

– Based on a single table or query by using AutoForm.
AutoForm creates a form that displays all fields and
records in the underlying table or query.
– Based on one or more table or query with a wizard. The
wizard asks you detailed questions about the record
sources, fields, layout, and format you want and creates a
form based on your answers.
– On your own in Design view. You create a basic form and
customize it in Design view to suit your requirements.
Create a form ...... Based on a single
table or query by using AutoForm
• In the Database window, click Forms under Objects.
• Click the New button on the Database window toolbar.
• In the New Form dialog box, click one of the following wizards:
– AutoForm: Columnar Each field appears on a separate line with a label to
its left.
– AutoForm: Tabular The fields in each record appear on one line, with the
labels displayed once at the top of the form.
– AutoForm: Datasheet The fields in each record appear in row-and-
column format, with one record in each row and one field in each column.
The field names appear at the top of each column.
– AutoForm: PivotTable The form opens in PivotTable view. You can add
fields by dragging them from the field list to the different areas in the view.
– AutoForm: PivotChart The form opens in PivotChart view. You can add
fields by dragging them from the field list to the different areas in the view.
• Click the table or query that includes the data you want to base your
form on.
• Click OK.
 Create a form .... Based on one or
more table or query with a wizard.
• In the Database window, click Forms under
Objects.
• Click the New button on the Database window
toolbar.
• In the New Form dialog box, click the wizard that
you want to use. A description of the wizard appears
in the left side of the dialog box.
• Click the name of the table or other record source that
includes the data you want to base your form on.
• Click OK.
• Follow the instructions in the wizard.
 Create a form .... On your own in
Design view
• In the Database window, click Forms under
Objects.
• Click the New button on the Database window
toolbar.
• In the New Form dialog box, click Design
View.
• Click the name of the table or other record
source that includes the data you want to base
your form on.
 Creating a simple query

To create a simple query

• In the Objects list, click Queries, and then click New on the
Database Container toolbar.
• In the New Query dialog box, click Simple Query Wizard, and
then click OK. The Simple Query Wizard starts.

Creating a Simple Query

• Select the fields that you want to include in the query, and then
click the > button. (Make sure that one of the fields that you
select is the Age field.) Click Next.
• Click Next to produce a detail query.
• In the What title do you want for your query box, name your
query to describe the question that you hope to answer by
running the query. For example, type Students by enrolled
major
• Click Finish to display the completed query.
 Getting specific with criteria

To get specific with criteria

• After creating the previous query, change to Design view by
clicking Design View on the View menu.
-or-
Click the Design View button on the toolbar.

Getting Specific with Criteria

• Click the criteria box in the age column, and then type >45.
• Change to Datasheet view by clicking Datasheet View on the
View menu.
-or-
Click the Datasheet View button on the toolbar.
• You will see the results of your query. Notice that all the ages
of the survey respondents are greater than 45.
• Change back to Design view to revise your query.
• On the File menu, click Save As, and then type a name in the
space provided.
 Creating a report

To create
To create aa report
report (cont.)
•• In theNext.
Click Database Container, in the Objects list, click Reports,
and then click New on the Database Container toolbar.
• Select a field to sort by. (For the lab, in the drop-down list, click
• Click Report
name.) Wizard, and then, in the box at the bottom of the
Click Next.
dialog box, select the table or query that will provide the data.
• Choose the layout
(Select Survey forand
the orientation
lab.) by clicking the appropriate
options. (You can preview the affect of each by looking in the
• Click OK.
Preview Theon
pane Report Wizard
the left.) Clickstarts.
Next.
••
••
Select
Double-click
Type
Creating a Report
Select aallstyle
fields
forby
age,
a title, and
clicking
your
andclick
then
theand
report,
thenFinish.
>> then
button,
click Grouping
and
click then click Next.
Next.
Options.
Your report will open in Print
• Preview, so you can examine the proposed output before it is
In the Grouping Intervals dialog box, in the Grouping
printed.
intervals drop-down list, click 10s, and then click OK.
• On the File menu, click Save As. Type the name you want,
and then click OK.
Importing and linking data and database
objects

• Microsoft Access provides two choices for using data

from an external data source. You can:
• Import the data into a new Microsoft Access table,
which is a way to convert data from a different format
and copy it into Microsoft Access. You can also import
database objects into another Microsoft Access
database or Microsoft Access project.
• Link to the data, which is a way to connect to data
from another application without importing it so that
you can view and edit the data in both the original
application and in an Access file. (In previous versions
of Microsoft Access, this process was referred to as
attaching.)
• You can import or link data from a variety of supported
databases, programs, and file formats.
 Import or link tables from another
Microsoft Access file
• Open a database, or switch to the Database window for the open
database.
• Do one of the following:
– To import tables, on the File menu, point to Get External Data,
and then click Import.
– To link tables, on the File menu, point to Get External Data,
and then click Link Tables.
• In the Import (or Link) dialog box, in the Files of type box, make
sure that Microsoft Access (*.mdb; *.adp; *.mda; *.mde; *.ade) is
selected.
• Click the arrow to the right of the Look in box, select the drive and
folder where the Access file that you want to import or link is
located, and then double-click the database's icon.
• In the Import Objects (or Link Tables) dialog box, click each table
that you want to import or link. If you're importing, and you want
to import just the selected tables' definitions (not the data they
contain), click Options, and then under Import Tables, click
Definition Only.
• Note   If you import a table that is already linked, then Access
does not import the data; instead, it links the table to its data
source (in effect, copies the link information).