1.
Database
Definition
A database is an organized collection of related information stored electronically. It allows users
to store, retrieve, update, and manage data efficiently.
Example: A school database stores students' names, subjects, marks, and other information.
How to create a database in Microsoft Access
1. Open Microsoft Access.
2. Click Blank Database.
3. In the File Name box, type your Student_ID.accdb.
4. Choose where to save the file.
5. Click Create.
Result: A new database is created where all your tables, queries, forms, and reports will be
stored.
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2. Database Management System (DBMS)
Definition
A Database Management System (DBMS) is software that allows users to create, organize,
edit, retrieve, and manage data stored in databases.
Microsoft Access is an example of a DBMS.
How it is used in Microsoft Access
Open Microsoft Access and use it to:
Create databases.
Create tables.
Enter records.
Search information.
Print reports.
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3. Microsoft Access
Definition
Microsoft Access is a database application developed by Microsoft for creating and managing
databases.
How it is used
It is used to:
Store student records.
Edit information.
Search for records.
Produce reports.
Create forms for easy data entry.
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4. Table
Definition
A table is a database object used to store information in rows and columns.
Columns are called fields.
Rows are called records.
How to create a table
1. Open your database.
2. Click Create.
3. Click Table Design.
4. Enter the field names:
StudentID
FirstName
LastName
Gender
Subject
Marks
5. Choose the correct data type for each field.
6. Save the table as Students.
Result: You now have a table ready for storing student information.
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5. Field
Definition
A field is a single piece of information stored in a table.
Examples include:
StudentID
FirstName
Gender
Marks
How to insert fields
1. Open the table in Design View.
2. Under Field Name, type the field name.
3. Under Data Type, select the appropriate data type.
4. Repeat for all required fields.
5. Save the table.
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6. Record
Definition
A record is a complete set of information about one student.
Example:
StudentID: 1
FirstName: John
LastName: Banda
Gender: Male
Subject: Mathematics
Marks: 78
How to enter records
1. Open the Students table.
2. Switch to Datasheet View.
3. Click the first empty row.
4. Type the student's details.
5. Press Tab or Enter to move to the next field.
6. Continue until all records have been entered.
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7. Primary Key
Definition
A Primary Key is a field that uniquely identifies each record.
No two students can have the same StudentID.
How to set a Primary Key
1. Open the table in Design View.
2. Click the StudentID field.
3. Click Primary Key on the ribbon (key icon).
4. Save the table.
Result: StudentID becomes the unique identifier for every student.
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8. AutoNumber
Definition
AutoNumber is a data type that automatically assigns a unique number to every new record.
How to use AutoNumber
1. Open the table in Design View.
2. Select the StudentID field.
3. Under Data Type, choose AutoNumber.
4. Save the table.
Every time you add a new student, Access automatically generates the next StudentID.
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9. Query
Definition
A query is used to search, filter, or display specific information from a table.
In your assignment, the query displays students who scored more than 70 marks.
How to create a query
1. Click Create.
2. Select Query Design.
3. Add the Students table.
4. Double-click these fields:
FirstName
LastName
Subject
Marks
5. Under the Marks field, type:
>70
in the Criteria row.
6. Click Run (!).
7. Save the query as HighScores.
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10. Form
Definition
A form is a user-friendly screen used to enter, edit, and view records.
How to create a form
1. Click the Students table.
2. Click Create.
3. Select Form.
4. Access automatically creates the form.
5. Save it as StudentEntryForm.
You can now add or edit student records using the form.
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11. Report
Definition
A report is used to display and print information in a well-organized format.
How to create a report
1. Select the Students table.
2. Click Create.
3. Select Report.
4. Save it as StudentReport.
5. Open it in Layout View or Design View.
6. Sort the report by Subject in ascending order.
The report is now ready for printing.
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12. Data Type
Definition
A data type specifies the kind of information that a field can store.
Common data types in your assignment
Data Type Used For Example
AutoNumber Automatically generates IDs 1, 2, 3
Short Text Names and words John, Female
Number Numeric values 78, 90
How to assign a data type
1. Open the table in Design View.
2. Click the Data Type column next to a field.
3. Select the appropriate data type from the drop-down list.
4. Save the table.
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Summary of the creation steps
Object Where to create it
Database File → Blank Database → Create
Table Create → Table Design
Fields Enter them in Table Design
Records Open table in Datasheet View and type data
Primary Key Design View → Select field → Primary Key
AutoNumber Design View → Data Type → AutoNumber
Query Create → Query Design
Form Create → Form
Report Create → Report