MS Access

Microsoft Access is a Relational Database Management System (RDBMS), designed primarily for home or small business usage. Access is kno n as a desktop database system because it!s functions are intended to be run from a single computer. "his is in contrast to a ser#er database application (such as S$% Ser#er), here it is intended to be installed on a ser#er, then accessed remotely from multiple client machines. Microsoft (or MS) Access is a soft are package that you install &ust like any other soft are package, and is bundled as part of the Microsoft 'ffice suite.

Access (ersus )*cel

+ou may be ondering hat the benefits of using Access are compared ith using an )*cel spreadsheet. ,ell, it really depends on hat you ant to do ith the data that you!re storing and ho much data you intend to store. )*cel may be fine if you!#e only got a small amount of data, and if you don!t ha#e many attributes against each piece of data. -t may be fine if you don!t ha#e much in the ay of relational data across multiple orksheets. 'nce you start storing many attributes against each piece of data, and perhaps you find yourself repeating information across multiple orksheets, then it!s time to start using Access (or another database system if you prefer). Another important reason for using Access o#er )*cel is, if you need to generate a lot of .ueries and reports. Access is much better suited for doing this compared to )*cel

,hat are Access ob&ects/

,hen you create a database, Access offers you Tables, Queries, Forms, Reports, Macros, and Modules. 0ere!s a .uick o#er#ie of hat these are and hen to use them.

Tables. All data is stored in tables. ,hen you create a ne table, Access asks you define fields (column headings), gi#ing each a uni.ue name, and telling Access the data type. 1se the 2"e*t2 type for most data, including numbers that don!t need to be added e.g. phone numbers or postal codes. 1sing ,i3ards, Access ill alk you through the process of creating common tables such as lists of names and addresses. 'nce you ha#e defined a table!s structure, you can enter data. )ach ne ro that you add to the table is called a record. "o define relationships bet een tables4 in Access 5667 or later4 Database "ools 8 Relationships, in Access 9: ; 566<4 "ools 8 Relationships, in Access = ; 54 )dit 8 Relationships.

Queries. 1se a .uery to find or operate on the data in your tables. ,ith a .uery, you can display the records that match certain criteria (e.g. all the members called 2Barry2), sort the data as you please (e.g. by Surname), and e#en combine data from different tables. +ou can edit the data displayed in a .uery (in most cases), and the data in the underlying table ill change. Special .ueries can also be defined to make wholesale changes to your data, e.g. delete all members hose subscriptions are 5 years o#erdue, or set a 2State2 field to 2,A2 here#er postcode begins ith >.

Forms. "hese are screens for displaying data from and inputting data into your tables. "he basic form has an appearance similar to an inde* card4 it sho s only one record at a time, ith a different field on each line. -f you ant to control ho the records are sorted, define a .uery first, and then create a form based on the .uery. -f you ha#e defined a one?to?many relationship bet een t o tables, use the 2Subform2 ,i3ard to create a form hich contains another form. "he subform ill then display only the records matching the one on the main form.

Reports. -f forms are for input, then reports are for output. Anything you plan to print deser#es a report, hether it is a list of names and addresses, a financial summary for a period, or a set of mailing labels. Again the Access ,i3ards alk you through the process of defining reports.

Macros. An Access Macro is a script for doing some &ob. @or e*ample, to create a button hich opens a report, you could use a macro hich fires off the 2'penReport2 action. Macros can also be used to set one field based on the #alue of another (the 2Set(alue2 action), to validate that certain conditions are met before a record sa#ed (the 2Aancel)#ent2 action) etc.

Modules. "his is here you write your own functions and programs if you ant to. )#erything that can be done in a macro can also be done in a module, but you don!t get the Macro interface that prompts you hat is needed for each action. Modules are far more po erful, and are essential if you plan to rite code for a multi-user en#ironment, since macros cannot include error handling. Most serious Access users start out ith macros to get a feel for things, but end up using modules almost e*clusi#ely. 'n the other hand, if your needs are simple, you may ne#er need to del#e into the depths of Access modules.

Starting Microsoft Access

=. 'pen the ,indo s start menu and choose All Brograms 5. Select Microsoft 'ffice then Microsoft 'ffice Access 5667 "ip4 -f you right click on the Microsoft Access entry in the menu and choose Send "o then Desktop (create shortcut) youCll ha#e an icon on the Desktop for future easy access. +ou can also do this ith any Access file.