ECDL Module 5 – Microsoft A cces s
1. Understanding Databases
* A database is an organized collection of related data.
* Examples: phone directory, address book, filing cabinet.
* A relational database stores data in multiple related tables to reduce duplication.
* Data = raw facts (numbers, text, dates).
* Information = processed data with meaning.
*2. Database Structur e
**Tables ** s tore data in rows and columns.
* **Records (rows)** contain data about one person/item.
* **Fields (columns)** define the type of data stored (e.g. Name, Date of Birth).
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### **3. Data Types and Field Properties**
* Common data types: **Text, Number, Date/Time, Currency, Yes/No**.
* Field properties control how data is entered:
* Field size
* Format
* Default value
* Correct data types ensure accurate sorting, searching, and calculations.
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### **4. Primary Keys and Indexes**
* A **Primary Key** uniquely identifies each record.
* It cannot contain duplicates or be empty.
* An **Index** speeds up searching and sorting.
* Indexes can allow or disallow duplicate values.
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### **5. Relationships Between Tables**
* Used to reduce data duplication.
* Types of relationships:
* **One- to- Many** (most common)
* **Many- to- Many** (uses a junction table)
* **One- to- One** (rare)
* **Referential Integrity** ensures related data remains consistent and prevents orphan records.
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### **6. Database Roles**
* **Database specialists** design databases.
* **Users** enter and maintain data.
* **Database administrators** manage security, access, and recovery after failures.
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### **7. Working with Access**
* Open and close Access and databases.
* Create and save new databases (.accdb).
* Use **Datasheet View** (for data entry) and **Design View** (for structure).
* Show/hide toolbars and use Help (F1).
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### **8. Tables**
* Create tables and define fields with data types.
* Add, edit, and delete records.
* Set validation rules to control data entry (e.g. marks ≤ 100).
* Set and remove primary keys.
* Resize columns for better viewing.
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### **9. Sorting, Searching, and Filtering**
* Sort data in ascending or descending order.
* Search for specific text, numbers, or dates.
* Apply filters to temporarily show selected records.
* Clear filters when finished.
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### **10. Queries**
* Queries extract and analyze data.
* Create single - table and multi - table queries.
* Use criteria with operators:
* =, <, >, <=, >=, <>
* Use logical operators:
* **AND**, **OR**, **NOT**
* Use wildcards:
* * (many characters)
* ? (one character)
* Queries must be **run** to view results.
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### **11. Forms**
* Forms are used for easy data entry and editing.
* Create forms using the Form Wizard.
* Add, modify, or delete records using forms.
* Edit headers and footers in Design View.
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### **12. Reports**
* Reports are used to **print selected data**.
* Create reports using the Report Wizard.
* Sort, group, and summarize data (sum, average, count).
* Modify layout, headers, and footers.
* Print complete reports or selected pages.
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### **13. Exporting and Printing**
* Export data to **Excel, Text (.txt, .csv), or XML** formats.
* Change page orientation (portrait/landscape) and paper size.
* Print tables, queries, forms, and reports.
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### **Overall Purpose of Microsoft Access**
Microsoft Access is used to **store, manage, retrieve, analyze, and present data** efficiently using tables, queries, forms, and reports.
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