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ASSIGNMENT OF MIS&DSS

ON

MICROSOFT OFFICE ACCESS

SUBMITTED TO: SUBMITTED BY:

Er. SAHIL RAJ Himanshu Gosain

MBA 1ST, SEM 2nd

Roll no. 5732

School of management studies,

Punjabi university,

Patiala

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Tables of contents

s.no. Title Page no.

1.

2.

Introduction to Microsoft access

Application of MS Access for

management information system

3

3-4

3. Creations of tables in access

Applications of tables in MS Access

3.1 to create table in design view

3.2 to create table by using wizard

3.3 to create table by entering data

3.4 Fitting of primary key and making

relationships

5

5

8-9

9-11

12-14

14-18

4. Creations of forms in access

Applications of forms in MS Access

4.1 to create forms in design view

4.2 to create forms by using wizard

18

19

20-21

21-23

5. Creations of queries in access

Applications of queries in MS Access

5.1 to create queries in design view

23

23

23-26

6. Create of reports in access

Applications of reports in access

6.1To create reports in design view

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27

28-29

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Microsoft Access

Introduction to MS Access

Microsoft Access is a computer application used to create and manage computer-based

databases on desktop computersand/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.

Microsoft Access is a powerful program to create and manage databases. It has many built in

features to assist users in constructing and viewing their information. Access is much more

involved and is more genuine database database application as compared to others.

Microsoft Access (MS Access) enables one to manage all important information from a

single database file. Within the file, one can use:

Tables to store your data.

Queries to find and retrieve specific data of interest.

Forms to view, add, and update data in tables.

Reports to analyze or print data in a specific layout.

Data access pages to view or update, the data.

In MS Access, data is stored once in one table, but can be viewed from multiple locations.

When the data is updated in a Table, Query or Form, it is automatically updated everywhere

it appears.

Application of MS Access in management information

system:-

(1)Correctly designed MS Access databases provide management with access to up-to-date,

accurate data.

(2)Microsoft Access organizes business information into tables containing rows and columns

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Each row in these tables is also called a record, and every column, could conjointly be called

a field. Records remain a meaningful and consistent approach to mixture relevant information

about an object. Each column or field holds some kind of knowledge regarding that shopper,

like the primary name, last name and middle name.

3. Another advantages is that information must be correct and complete. If your business'

database contains incorrect data, reports using information from this database can conjointly

contain incorrect information. Consequently, any selections your corporation makes that rely

upon those reports can then be misinformed. Access try to reduce this problem to maximum

extent.

4.Good database design divides your business information into object-based tables to reduce

redundant data. A good database design furthermore provides with MS Access which

required to join the information in the tables together as needed.

.5 MS Access is a powerful tool used by small businesses, and within larger corporations, to

create ad hoc, customized desktop systems for handling the creation and manipulation of

data. MS Access is especially useful for rapid application development, often used to create

prototypes on more complex projects.

6.It makes a great stand-alone application for workers on the road like your sales force,

delivery fleet or a field services group. Your business can take advantage of the power of an

MS Access application for inventory control, information management, databases, customer

tracking systems, and customer data. MS Access, combined with Visual Basic (VB)

programming, allow almost unlimited customization of your application

7. Software of M.S.Access: The software used in access is SQL-RD. So SQL-RD is one of

the most effective automation tools which will enable you to customize the features of SQL

as per your requirements. It will completely streamline the processes of your company andtake your business to the next level.

SQL-RD has proved its capabilities in organizations which handle a humongous amount of

data. It is the perfect business intelligence tool which will enable you to mine data and send

effective reports to different users in their preferred format. Integrating SQL-RD with the

processes of your company will help you meet the expectations of your customers on a timely

basis.

SQL reporting services can bring about a radical change across your entire organization and

provide a very high return on investment. It will help you retain your old clients and also

acquire new ones. Simply the perfect automation tool your business needs to scale higher.

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Crystal Report Scheduler and MS Access Report Distribution are also very helpful in

streamlining your business processes.

Tables

Applications of tables in MS Access

The tables are the most obvious component of any database in table objects.it has the

following types of applications:

(1) Tables is used to store the actual data. this is the place where actual data is kept.

(2) Tables are the collections of records that can be divided into fields. each fields hold a

single piece of information about the records in which it residues.

(3) Tables are the building blocks of any database. Tables serves as a repository where

information such as names, address, product cost, and others is actually is stored.

(4) It serves as building blocks for another component of the access. Forms reports and

queries can be formed only you have a data in tables.

(5) Tables used to organise the data into row and columns.

(6) Tables are used for the front end operations.

Statement: let GUPTA LTD is an organisation having 40 employees employed in it.

Their name age, gender, post and salary is given below. By using these information let we

create different tables, queries, forms and reports.

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Creation of table in access

There are three ways to create a table:

(1) Create table in design view

(2) Create table by using wizard

(3) Create table by entering data

Steps to create a new table

Step1 click on the tables at the left of the database window the screen should appear as:

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STEP (2) to create a table by using nem table wizard double click the create table using

wizard entry

To create table using database view, double create table by entering data

To use the design view method, double click on create table in design view.

The new table can also be created by clicking on new button. Table dialog box for new table

is shown in fig.

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Creating a table in design view

To create table using design view follows the steps performed earlier and double the create

table in design view entry for tables list. Fig. shows the design view window for new table

using default data store .

Fill the data (employee id, first name, last name, designation, male, female, city, age, salary)

in the coloum which is named as field name and the corresponding data whether is in text or

in number in the corresponding coloum named as data type. Save it and there I no need to fit

the primary key to it.

In data base window an icon named table 1 with heading as given in field name will be

shown. Fill the required information in the table given and get the data base of the employees

of your organisation.

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Create table using wizard

STEP 1 to create table using wizard double click on create table using wizard. The following

kind of window will be appeared:

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STEP2 In the coloum name data type fill the information whether u wants the required

information in text or number then the database window will be appear .fill the required

information in the data base window as:

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To create table by entering data

STEP1To create table by entering data double click on the create table by entering data. Thefollowing kind of window will be appeared:

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STEP2 Fill the information in the table.

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To fit primary key and making relationships

Applications of primary key

Database systems usually have more than one table, and these tend to be related in some

manner. For example a Customer table and an Order table are related to each other via a

unique Customer Number. The Customer table will always have one record for each

Customer, and the Order table has one record for each Order that the Customer has made.

As each Customer in one physical person, you only need one record for the Customer in the

Customer table. Each Customer can make several Orders, however, which means that you set

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up a table to hold information about each order (the Orders table). Each individual Order has

one record in the Orders table.

Of course, you relate the Customers' Orders in the Orders table to the correct Customer in the

Customer table by using a common field between both tables. In this example case, we would

use the Customer Number (which is included in both tables).

When linking tables, we link the primary key field from one table (the Customer Number in

the Customers table) to a field in the second (related) table that has the same structure and

type of data in it (the Customer Number in the Orders table).

If the link in the second table is not the primary key field (and usually it isn't), it is known as

the foreign key field.

Besides being a common link field between tables, a primary key field in Microsoft Access

has the following advantages:

A primary key field is an index that greatly speeds up queries, searches and sort

requests.

When you add new records, you must enter a value in the primary key field(s).

Microsoft Access will not allow you to enter Null values, which guarantees that you

will have only valid records in your table.

When you add new records to a table that has a primary key, Microsoft Access checks

for duplicate data and doesn't let you enter duplicates for the primary key field.

By default, Access displays your data in the order of the primary key.

Primary key fields should be made as short as possible as this can affect the speed of

operations in the database.

Steps to create primary key

Step1 make two tables one of which consist of name and address and the other name name

and age as: table3 having name and age .let these tables are table 3 and table5 table3

representing the name of employee of gupta ltd. company and their age and table 5 represent

the name of employee and their address:

Table 3 table 5 havimg name & address

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These are table 3 and table 5 in our context. Fit a primary key to table 3 in name coloum and

does not fit primary key to table 5.

Step2 goes to tools in menu bar and click on relationship .the fig. of the following kind will

be shown on screen. First add the table with primary key and then add the other table.

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Make a relationship between the names of both the table as. the another table will appear as:

Tick

(1) Enforce referential integrity

(2) Cascade update related fields

(3) Cascade deletes related records.

Step:4 click on the table name as edit relationships on button create.

The relationship will be created. now by changing the name amit Kumar with amrik in

primary key table the name in table with no primary key also change.

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Forms

Application of forms

Forms have a variety of applications. It includes the following:

(1) Forms can be used in variety of ways, the most common ways is data entry and for

display

(2)Data entry forms are used to helps the user to enter the data quickly, accurately and

easily.

(3) Forms dispay data in a more structured than normal way than a normal table does.

(4) Display forms are used for selective display of information from a table.

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(5) Forms can used as enter edit and search the data.

(6) Forms provide an easy way to enter, change and delete records.

(7) Forms enables you to view all or just a few records at once while also viewing all the

fields

(8) Forms can also be used to display pictures (in the background of form, for example)or

for graphs or other graphical information.

(9) Forms give much more flexibility. Forms provided data validation and the capability

toad calculated fields.

To create form

The forms can be created in two ways

(1) Create forms in design view

(2)Create forms by using wizard.

Use the following information to create the data base of the employees in the form of

different forms. Where table 1 represent the database of the Gupta ltd company.

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To create forms in design view

Step (1) to create a form first of all select the table upon which you want to base the form .so

select the table 1 from the data base window. Because the employee form is based on the

employee table, so select the employee table from the dialog box drop list. Select table 1 in

this case and click O.K to create the form1.

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Step 2 After that drag the item to the database window named as form1 from table 1as shown

in figure.

Step3 After dragging the items save it and in database window double click on form 1and

find you find the database of employees in the form.

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Create forms by using wizard

Mailing made in tables has been used to create the forms

Step1 first of all double click on the create forms by using wizard .the dialog box of the

following kind of will be appearing:

Step 2 from the dialog box select the drop down list and select the tables or quries of which

you want to make the form.after clicking on few times on next button at the end click finish

button. Select the maiting list which we have made in the tables .We will get this kind of

form.

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We can also create auto form as:

1. Auto form: coloumnar

2. Auto form: tabular

3. Auto form: datasheet

4. Auto form: pivot table

5. Auto form: pivot chart

This can be done by selecting form from new form option as:

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Queries

Applications of queries

1. Queries can also be used to modify the data structure of the tables or to access data that is

external to the access database.

2. The query is used to return data that meets specific criteria.

3. The queries can display data that is stored in multiple places in the current database

4. Queries can used to specify which fields from different tables are displayed. more,

important, you can control what data is displayed by specifying the criteria that individual

data records must in order to be included in the queries result set.

5. Modifying and exiting queries are used to retrieve specific data from the tables in the

current databases, from other data sources, and even from other queries.

To create queries:

The queries can be created in two ways:

(1) Create queries by using design view

(2) Create queries by using wizard

(1) To create queries by using design view

Step1 For this create two tables one having named and age and the other having named and

address. The name of the two tables should be same and and the number should be also be

same like this.use the following information of Gupta ltd employee given in table3 and table4

to create the queries.

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Step 2 then click queries and then click new in the database window.

Following kind of dialog box will be appear on the screen

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Step3 click O.K button the following kind of dialog box will be appear on the screen

Step4 select the table 3 and table 4add it then the following kind of screen will appear. Make

the relationship the name and name, double click the age and address right in criteria row,

then click build add table3,give the command of age on which we want to make the

relationship. in our case the age is above 38 years.

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Step5 click on run button the following queries will be appear:

Reports

Applications of the reports:

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(1) Report enables you to output data to any number of destinations in an easy to read

format.

(2) Reports provide the best way to print information to be distributed and they provide to

gather control and flexibility in the overall design. some major advantages of using

reports to print data follows:

(i) You can easily easily control font sizes and styles.

(ii) You can easily perform calculations on the underlying data.

(iii) You can add graphics, such as pictures, graphs and other elements.

(iv) You can group and organise data to make a report easier to end.

To create the report

Report can be create by using design view , wizard, auto report:colomunar,auto report chart,

chart wizard, line wizard.

Steps to create the report

Table used for the creation of the reports table 1

Step1 For this first click report, and then the method by which you want to create a report

Step2 select table from the dialog box and then o.k. the following kind of figure will appear

on the screen

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Step3 drag the figure from table 1 to report 1 save it and see the reports which is shown as: