THE INSTITUTE OF CHARTERED

ACCOUNTS OF INDIA

MS ACCESS 2007

SUBMITTED BY: SUBMITTED TO:

RAJ KUMAR MR. SHAILESH DUBEY
COMPUTER NO. 155
BATCH : EVENING( SEC D)
 ACKNOWLEDGEMENT

The satisfaction that accompany the successful completion of any

task would be incomplete without the mention of people who made
it possible with their constant guidance and encouragement.
I am indebted to number of persons for sharing their insight and
experiences with me. Notable among them are VINAY SIR,
SHAILESH SIR, AND TUSHARIKA MAM.
I sincerely acknowledge the timely guidance, helped, assistance
and continuous encouragement that I have received from them.
AND ABOVE ALL I WANT TO THANK MY PARENTS FOR
THEIR BLESSINGS.
 DATABASE BASIC
A database is a persistent collection of related data. The data is input(stored) only
once. The data is organized and can be qualified effectively and efficiently.

database management system

DBMS is the computer system that is responsible for
management of database.
DBMS is considered a basic component of data processing.
DBMS provides services required to store, retrieve and manage
data in database or databases. Most DBMS available today can
manage only multiple data columns,rows,tables within a
database but multiple databases as well.
COMPONENT OF DBMS DATA MODELLING
1. Hardware Data modeling is real time
2. Software abstraction.
3. People
3 levels of data abstraction:-
4. Procedure
5. Data 1.Conceptual or logical level
TYPES OF DBMS 2. View level
1. Based on location of DB 3.Physical level
a. Centralized DBMS
b.Distributed DBMS
2. Based on no. of users
a.Single user DBMS
b.Multiple user DBMS
 IF 1 IF 2 IF 3 View level

Logical level Conceptual or logical level

mapping independence

Physical level
independence Physical level

VIEW LEVEL- It is the level with which user interacts and the interfaces are defined.
LOGICAL LEVEL-Here the constraint on database are defined and the queries are written
for updating and retrieval
PHYSICAL LEVEL-It is the level in which actual data are stored and the access paths are
defined.
MAPPING- It is the logical linking between two level.
PHYSICAL LEVEL INDEPENDENCE-It means changing the data at physical level will not
affect the logical level,only the corresponding mapping has to be changed.
LOGICAL LEVEL INDEPENDENCE-Changing the data at this level willn’t require any change at
view level. Only corresponding mapping has to be changed.
DATABASE MODELS

CONCEPTUAL MODELLING- It deals with logical nature of data representation. It is like

a blueprint and it tells “what” is the data.
Two types of levels in conceptual modeling are:-
1.Entity relationship modeling
a) Entity- it is anything for which enterprises keep record and it has multiple
occurrence.eg. Any physical object
b)Attributes- it represent characteristic of entity.
c)Relationship- it represents how the two entities are related.
DEGREE OF RELATIONSHIP OR CARDINALITY
It represent the no. of ways by which two entities are related.
TYPES OF RELATIONSHIPS
After the tables have been created, we need to retrieve information from these
tables,sometimes the information needed resides in two or three table,together.
1.One to one(1:1)
2.One to many(1:N)
3.Many to many(M:N)
1.ONE TO ONE(1:1)- PHN.
PHN.NO.
NO.

LOCATION MEMBER

DEPT 1 MANAGE
D BY
1 MANAGE
R
NAME
NAME

DEPT MANAGE
ID R ID

PRIMARY KEY
PRIMARY KEY:-1) Uniquely identifies a particular identity.
2)It can never take duplicate value.
3)It cannot take null value.
2.0NE TO MANY(1:N)- PHN.
NO.
ROLL NO

ADMISSI
LOCATION
ON NO

1 M STUDENT
DEPT CONSIST
OF S
NAME NAME

STUDENT
DEPT ID
ID
3.MANY TO MANY
PHN NO. PHN. NO.

LOCATIO DEPT
N

N M
DEPT MANAGE
S BY
MANAGER
NAME
NAME

DEPT ID MAN. ID
COMPREHENSIVE DATA SUB-
LANGUAGE
1.4.G.L.-STRUCTURED QUERY LANGUAGE
2. 3.G.L.- COBOL, BASIC, PASCAL
STRUCTURED QUERY
LANGUAGE

-IT IS A LANGUAGE FOR DATA RETRIEVAL

-WIDELY USED IN CLIENT SERVER APPLICATION

-THE USE OF SQL IS AN EFFECTIVE WAY TO ENSURE

DATA CONSISTENCY

-SQL STATEMENTS ARE FREE FORM STATEMENTS

 THREE BASIC DATA FUNCTIONS PROVIDED BY
SQL:
1. DATA DEFINITION LANGUAGE
-CONSISTS OF COMMANDS TO CREATE THE OBJECTS
SUCH AS TABLES VIEW, INDEXES ETC.
2. DATA MANIPULATION LANGUAGE

-USED FOR QUERY, INSERTION , DELETION AND

UPDATION OF INFORMATION STORED IN DATA BASE

3. DATA CONTROL LANGUAGE

-USED FOR DATA CONTROLLING

4.DATA ADMINISTRATION

-USED FOR ACCESS TO THE DATA BASE

 PARTS OF SELECT STATEMENT:

THE FULL SYNTAX OF SELECT STATEMENT IS COMPLEX

BUT MAIN CLAUSE CAN BE SUMMERISED AS:

1.SELECT- COLUMN TO BE DISPLAYED

SELECT _LIST
[INTO NEW_TABLE_NAME]

2. FROM- TABLE TO BE REFERED FROM TABLE_LIST

3.WHERE- SEARCH_CONDITION
4.[GROUP BY]-DEVIDING INTO GROUPS
5.[HAVING]-GROUP CONDITION
 EXAMPLE:
SELECT FIRST NAME,LAST NAME, MONTHLY FEES
FROM MEMBER, MEMBERSHIP PLANS
WHERE MEMBER.MEMEBER ID
=MEMBERSHIP PLANS,MEMBER ID
ORDERED BY LAST NAME
S.Q.L VIEW
 S.Q.L STATEMENT:
EXAMPLE.1-SELECT S.Q.L
FIRST_NAME FROM TABLE1
WHERE -RESULT
MONTLY_SALARY>25000
EXAMPLE:2 SELECT FIRST_NAME FROM TABLE1
WHERE LAST_NAME=SHARMA

S.Q.L TABLE
S.Q.L-RESULT
MS ACCESS 2007
Microsoft Access 2007 is a DBMS package from Microsoft. It is one
of the products in the Microsoft office 2000 suite. This package is
extensively used for building database applications. The latest version
of access 2007 provides a plethora (Extreme excess) new features
designed to help us use the internet and develop world wide web
applications.
Go to “run” & then type “msaccess”. After a short
delay, the Microsoft Access 2007 main window
displays a dialogue box.
Primary Key: after
using it we can not
fill any null value
and Repeat value.

An expression
that limit the
values
That can be
entered in the
field.
 Then u
feed any
data
which
you
want to
keep as
a
database
 RELATIONSHIP
 Relationship is an association between entities. It is represented by
diamond in ER diagram.

DEGREE OF RELATIONSHIP
 The degree of relationship, indicates the link between the two
entities for a specified occurrence of each. The degree of
relationship is also called “Cardinality”.Conceptual models use
three type of relationships to describe associations among data
and these are as follows…………
ONE TO ONE RELATIONSHIP

1 1
Employee PF.No.
MANY TO ONE RELATIONSHIP

Employee1 N 1
Employee2 Department

Employee3

MANY TO MANY RELATIONSHIP

Vender1 Item1

N M

Vender2 Item2
 CREATING RELATIONSHIP AMONG TABLES

When a table contains too many fields, it can

be split up into two or more tables. These
table will be related to each other by common
field. For Exp. an employee table containing
name and employee ID of employee will be
related to payroll table containing details of
salary of the employees .TO create relationship
we must follow the following steps……..

CLICK AT RELATIONSHIP
ICON ON THE RIBBON
 SELECT THE TABLES
IN WHICH RELATION
IS TO ESTABLISH
CLICK ON ADD
BUTTON TO
ADD TABLES

SELECT THE FIELD

TO LOGICALLY
RELATE
Always click all
three options
 RELATIIONSHIP
AMONG TABLES
WILL BE SHOWN BY
A LINE BETWEEN
TWO TABLES

AFTER CREATIING
RELATIONSHIP , TABLE WILL
LOOK AS THIS

BY CLICKING ON THE
“+” SIGN WE CAN
ACCESS DATA IN
RELATED TABLE
 INTRODUCTION TO QUERIES

We can use queries to filter our data, to perform calculation with

our data, and to summarize our data.

OVERVIEW

FIRST
OF ALL TO CREATE A DATA TABLE
FROM CREATE TAB AND SAVE IT
WE CAN CREATE A DATA TABLE OF PNB
SAVING A/C DETAILS OF DIFFERENT STATES
AND SAVE IT TO PRESS (Ctrl + S)
QUERIES ONLY CITIZEN OF
DELHI NAME STARTED WITH
KAVITA

OPEN PNB SAVING A/C DATA TABLE

ON THE CREATE TAB CLICK QUERY
DESIGN
 A DIALOGE BOX OPEN
GO TO ADD BUTTON AND SELECT FILE
NAME
 CLOSE THE DIALOG BOX

IN THE PNB SAVING A/C TABLE ,

DOUBLE – CLICK A/C NO., NAME, DOB,
CITY, CONTACT NO. AND BALANCE TO
ADD THESE FIELDS TO THE QUERY
DESIGN GRID
 IN THE QUERY GRID WE SELECET THE
FIELD AND GO TO CIRETERIA AND TYPE
THE DESIRED RESULT WITH LOGIC, LIKE
WE NEED ONLY CITIZEN OF DELHI NAME
STARTED WITH KAVITA
ON THE DESIGN TAB CLICK ON RUN
RESULT DISPLAY IN NEXT SLIDE
 RESULTS

THE QUERY RUNS, AND

THEN DISPLAYS A LIST OF
CONTAINING NAME START
WITH KAVITA CITIZEN OF
DELHI

UPDATION IN QUERIES

 OPEN PNB SAVING A/C DATA TABLE

CHANGE THE CITY OF KAVITA
SHARMA FROM DELHI TO GOA
AND CHANGE THE NAME OF MANOJ
BHARDWAJ TO KAVITA BHARDWAJ
AND CLOSE THE ALL THE TABLE TO
PRESS(CTRL+W)
 AND THEN OPEN QUERIES
TABLE WE SEE THE UPDATION IN
QUERY TABLE

DELETION IN TABLES

 OPEN PNB SAVING A/C DATA TABLE

PROCESS FOR DELETION TABLE
ON THE CREATE TAB CLICK QUERY
DESIGN
 A DIALOGE BOX OPEN
 GO TO ADD BUTTON AND SELECT
FILE NAME
 CLOSE THE DIALOG BOX

GO TH DESING TAB AND CLICK

DELETE.
AND THEN DOBLE CLICK ON DESIRE
FIELD AND I WANT TO DELETE THE
NAME OF AMIT SINGH WHOSE
ACCOUNT IS CLOSED
FOR TO CRITERIA UNDER FIELD
NAME AND THE TYPE THE NAME OF
AMIT SINGH AND CLICK THE RUN
BUTTON AND RESULT DISPLAY ON
NEXT SLIDE
RESULT

FIRST
CLOSE ALL THE TABLES AND
DATABASE
OPEN PNB A/C DATA TABLE , RESULTS
DISPLAY ON SCREEN
 DATA OF AMIT SINGH IS DELETED
 A form is a database object that you can use to enter, edit, or
display data from a table or a query. We can use forms to control
access to data, such as which fields or rows of data are displayed.
For example, certain users might need to see only certain fields in
a table. Providing those users with a form that contains just those
fields makes it easier for them to use the database. We can also
add buttons and other functionality to a form to automate
frequently performed actions.

 A report is an access object used to pull off data from a table,

query or a form in a printed format. A report consists of
information that is pulled from tables or queries, as well as
information that is stored with the report design, such as labels,
headings, and graphics.
1. On the Create tab, in the Forms group, click More Forms, and then click Form Wizard.

2. Follow the directions on the pages of the Form Wizard.

 

NEXT
 NEXT

3. 0n the last page of the wizard, click

Finish.
 A split form is a new feature in
Microsoft Office Access 2007 that
gives two views of the data at the
same time — a Form view and a
Datasheet view.

The Form tool is used to create a form with

a single mouse-click. When we use this tool,
all the fields from the underlying data
source are placed on the form.
 If the wizard or the form-building
tools don't fit your needs, the
Blank Form tool can be used to
build a form. This can be a very
quick way to build a form,
especially if we plan to put only a
few fields on the form.

When we create a form by using the

Simple Form tool, the form that Access
creates, displays a single record at a time.
If you want a form that displays multiple
records but is more customizable than a
datasheet, you can use the Multiple Items
tool.
 We can use the Report Wizard to be more
selective about what fields appear on the report.

If the wizard or the other report tools don't fit the users’
needs, the Blank Report tool can be used to build a form.
This can be a very quick way to build a form, especially if
we plan to put only a few fields on the report.

The Report tool provides the fastest way to create a report,

because it generates a report immediately without prompting
the user for information. The report displays all the fields from
the underlying table or query.
The design of a report is divided into sections. We can view report in Design view to see its
sections. Some of the sections and their uses are as follows:
1. Report Header: This section is printed just once, at the beginning of the report. It is used for
information that might normally appear on a cover page, such as a logo or title.
2. Page Header: This section is printed at the top of every page.
3. Group Header: This section is printed at the beginning of each new group of records.
4. Details: This section is printed once for every row in the record source.
5. Group Footer: This section is printed at the end of each group of records.
6. Page Footer: This section is printed at the end of every page.
7. Report Footer: This section is printed at the end of the report.