Microsoft Access

Is a computer application used to create and manage computer-based databases on desktop computers
and/or on connected computers (a network). Microsoft Access can be used for personal information
management (PIM), in a small business to organize and manage data, or in an enterprise to communicate with
servers.
It is a database management system (DBMS) from Microsoft that combines the relational Microsoft Jet
Database Engine with a graphical user interface and software-development tools. It is a member of
the Microsoft Office suite of applications, included in the Professional and higher editions or sold separately.
Microsoft Access stores data in its own format based on the Access Jet Database Engine. It can also import or
link directly to data stored in other applications and databases.[1]
Software developers, data architects and power users can use Microsoft Access to develop application
software. Like other Microsoft Office applications, Access is supported by Visual Basic for Applications (VBA),
an object-based programming language that can reference a variety of objects including DAO (Data Access
Objects), ActiveX Data Objects, and many other ActiveX components. Visual objects used in forms and reports
expose their methods and properties in the VBA programming environment, and VBA code modules may
declare and call Windows operating system operations.
Microsoft Access is an information management tool that helps you store information for reference,
reporting, and analysis. Microsoft Access helps you analyze large amounts of information, and manage related
data more efficiently than Microsoft Excel or other spreadsheet applications.

Features
MS Access Users can create tables, queries, forms and reports, and connect them together with macros.
Advanced users can use VBA to write rich solutions with advanced data manipulation and user control. Access
also has report creation features that can work with any data source that Access can access.
The original concept of Access was for end users to be able to access data from any source. Other features
include: the import and export of data to many formats
including Excel, Outlook, ASCII, dBase, Paradox, FoxPro, SQL Server and Oracle. It also has the ability to link to
data in its existing location and use it for viewing, querying, editing, and reporting. This allows the existing
data to change while ensuring that Access uses the latest data. It can perform heterogeneous joins between
data sets stored across different platforms. Access is often used by people downloading data from enterprise
level databases for manipulation, analysis, and reporting locally

Tools Required in Managing MS Access

Tables - A table is similar in appearance to a list or spreadsheet. The data is stored in the rows and columns of
a table datasheet, as shown. Each row in a table is a record, and each record consists of one or more fields.
Fields correspond to the columns in the table. In the VENDORS table shown in the figure, each record (row)
contains information about a different vendor for a garden supply shop, and each field (column) contains a
different type of information, such as name, address, and phone number for each vendor.
Forms - Commonly used as data entry screens, forms are user-friendly interfaces for working with the
underlying table data, and they often contain elements and command buttons that make entering data and
performing various other tasks quick and easy. You can manage data without using forms by simply editing the
data in the table datasheets. However, most database users prefer user-friendly forms for viewing, entering,
editing and deleting data in the underlying table. Forms also enable you to control how users interact with the
data. For example, you can create a form that shows only certain fields and enables only certain operations to
be performed.
Reports - You use reports to print and summarize data. For example, a report such as the one shown at the
right can show the details of orders placed within a particular time period and include totals for individual
orders. Each report is formatted to present the information in the most readable way possible. You can format
any report to fit your requirements and you can create custom reports as well. You can run a report at any
time and it will always reflect the current state of the data in the database. Generally, you will print reports,
but you can also view them on the screen, export them to another application, or send them as e-mail
messages.
Queries - You use queries to extract subsets of data from one or more tables. A query allows you to view data
from several tables in a single datasheet. Queries also allow you to view only specified fields and add criteria
to retrieve only specific records. The result of a query is called a record set or result set. You can view the
result set on the screen, print it, copy it to the clipboard, or use the output of the query as the record source
for a form or report.
Macros- Macros are database objects that add functionality and automation to a database. A macro contains a
series of database actions that are saved in an executable block of simplified programming language. Macro
actions perform tasks, such as adding, deleting, or printing a record; opening a report; running a query; or
closing a form. Most database operations that you perform manually can be automated by using macros. For
example, you can attach a macro to a command button on a form so the macro runs whenever the button is
clicked. Macros are timesaving devices because they automate database operations.
Modules - Modules, like macros, are database objects that add functionality to a database. Modules are
written in the Visual Basic for Applications (VBA) programming language. A module is a collection of
declarations, statements and procedures stored together as a unit. Writing modules enables you to create
procedures that run complex and intelligent time-saving automated operations in a database.
Parts of the Access screen:
• Menu bar - listing of commands
• Access toolbar - most frequently used commands
• Table - holds the information in a database
• Form - allows the user to enter, edit and view information in a table one record at a time
• Object buttons - select database objects of tables, forms, reports, queries, macros and modules
• Database window - lists the objects in the database
• Record navigation buttons - display first, next, previous and last record, as well as current record number
and total number of records
• Status bar - displays status information about the current task
• Mode indicators - shows special conditions in effect (e.g. Caps Lock Key)
• Office Assistant - provides online help and suggestions