LECTURE ON MS ACCESS

Introduction to MS ACCESS

Currency -Use for currency or for monetary values. Prevents rounding

during calculation. Example: Prices

MS Access - Is a computer application used to create and manage

databases

AutoNumber -Unique sequential numbers or random numbers automatically

inserted when you create a record. Use to create a primary key

Data - COLLECTION OF RAW FACTS

EXAMPLE:
NAME
ADDRESS
TELEPHONE #

Yes/No
-Logical data. use when only one of two values is valid. yes/no, true/false,
etc.
-Yes/No situations like 'wants to receive newsletter or doesn't want to receive
newsletter', 'product is on offer or product is not on offer', etc.

Manual Database - Are information stored and managed physically in a

paper form in cabinets

Hyperlink
-Use to store hyperlinks.
-Allows you to link to a web page or other linked documents.
- Use this type to store the location of a file on your computer, a local
network, or the world wide web.

Chapter 1

Relational Database - Electronic record keeping that maintain information for

easy access, arrangement, storing and retrieving of records with the use of a
primary key
Primary Key - Unique way to identify a record
Elements of Database
1. TABLE=row(records)=columns(fields)
2. RECORD=collection of different types of information of a particular
subject.
3. FIELDS=category of information
Design Process
1. Determine what you want to store in your database.
2. Create a table in your database dividing the information into separate
subjects.
3. Categorize the information in your table by giving column title or field
name.
4. Determine the relationship of the data in other tables
Advantages of Access
1. Avoid data redundancy
2. Data storing is possible and rapid.
3. Adding, deleting and locating information is very easy
Other Terminologies:
1. Form another way to view the records in your database, wherein you
can view specific record one at a time.
Reports- are designed to be printed. Output files, summary of information
based on your database.
Queries- answers some questions about information stored in your
database. Way of searching for and compiling data from your tables.

Chapter 2
Understanding Data Types
Text
-Alphanumeric data. Use for text and for numbers that are not used in
mathematical calculations.
-use for names, addresses, and other relatively short pieces of text. can
store up to 255 characters.
Memo -long text. use for long pieces of text, such as notes and long
descriptions. can store up to 64,000 characters. Ex. Comments
Number -numeric data. use for numbers you want to use in mathematical
calculations. if you are working with currency, use the currency type.
Quantity, size, length, weight, speed, scores, percentages.
Date/Time - Use for dates and times. (format such as short date, long date,
12 hour time, 24 hour time. Birth date, order date, expiration date, creation
date, and subscription date

Attachment
-Use to store attachments
-Use this type to store the location of a file on your computer, a local network,
or the world wide web.
- The attachment data type lets you store one or more files per record.
Look up Wizard
-This data type allows you to choose a value from another table or list based
on your set criteria.
- lets the user choose from a predefined set of options, like a "male" or
"female" selection or a "country" selection.
OLE Object - use to attach an OLE object such as word document, excel
spreadsheet, or PowerPoint presentation. also graphics, sound objects. Use
this type to store pictures, audio, video, or other BLOBs (Binary Large
Objects)
To insert picture
Right click on the row
Click insert object
Create from file
Browse ClipArt or My Pictures
Click Ok
To Apply Hyperlink:
Right click on the row
Click Hyperlink
Edit Hyperlink
Browse File
To Attach File:
Right click
Manage attachments
Add
Choose File
Open
Ok
Query to extract record
To Apply Query:
Click Create Tab
Query design
Add Table (close)
Choose Field Name then double click
Click Run! Button

Important Terminologies used in Database

1.

Field size - Determines the maximum number of characters or

digits to be contained in the field, including decimal places.
Ex. Student Number

2.

Data Integrity - Refers to the degree of accuracy and reliability of

the recorded data in the database.

3.

Sorting Records - Arranges records according to the contents of

one or more fields. Either alphabetically, numerically or
chronologically.

4.

Data dictionary - Also called catalog/catalogue. Stores data

about the tables and fields within the database.
Ex. Grade Legend, Maps

5.

Data maintenance - Consists of 3 basic operations. Adding new

data, modifying existing data and deleting data.

6.

Back Up and Recovery - Should be made periodically, there

should be back up routines and system utilities so that database
will not be damaged or destroyed

7.

Foreign Key - When a primary key from one table is stored in

another table.

8.

Data Security - To prevent unauthorized access to the database.

Ex. Password

9.

Read Only Privilege - Permit the user to only look at the data, no
changes are allowed.

10. Update Privilege - Allows all the users to make changes to the
data, while a user with no privilege would not even be able to see
the data.
11. Record Locking - A scheme to prevent problems
that can
occur when two users attempt to update the same record.
12. Mainframe DBMS - Generally include a feature that logs all
maintenance transactions then automatically reprocess them
when a backup is restored. PC based normally doesnt include
this feature, leaving it to the users to manually re-enter the lost
transaction.
13. Filter - A DBMS feature for displaying a selected list or subset of
recorded from a table. It will only display those records that satisfy
the condition while hiding or filtering out those that do not.
14. Integrity Constraints - Are rules that data must follow
Ex. Field Size

15. Data scrubbing - An important step in making all the data useful.
Includes data validation, process of safeguarding against
erroneous data or duplicate data.
16. Data inconsistency- Refers to maintaining the consistency of
same data in various files. Ex. Ms. Jones Mrs. Jones

Security Measures of Banks:

o Motion-sensing
o High-resolution color security cameras
o Time-locked heavy vault door
o Silent Alarms
o Exploding dye packs
o Bait money and locator devices
o Some banks supplement this protection with armed or unarmed
security guards
Security Measures of Softwares:
o Strong, complex passwords
o Device fingerprinting
o Put up a strong firewall
o Install antivirus protection
o Update your programs regularly
o Back up regularly
o Encrypt Data using a secret code so as to be unintelligible to
unauthorized parties
Security Measures on Hardwares:
o Put all the sensitive devices in a proper place to avoid damage
o Physical on-site security can be easy as confining mission-critical
computers to a locked room
o Restricting access to only those who are authorized
o Computers also have an internal form of a lock and key, a security
password that is needed to gain access to all of a computers
functions can be stored on a chip known as the BIOS chip
o An Uninterruptible Power Supply (UPS) can also be hooked up to
a computer
o a UPS is essentially a battery that will power the
computer in the event of a power outrage. This can
provide time for information to be saved and for a
computer to be shut down correctly.