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Access – Creating a Database

Class VIII
PPT - 1

Database

• A database is a collection of data
organized in a manner that allows easy
access, retrieval and use of that data.

• Microsoft Access is a Relational Database
Management System (RDBMS) that allows
us to create, manage and process data in
the form of multiple tables.

• Each specific piece of information in a
table is called a value.

• A value is located at the intersection
of a row and a column.

• Access database is saved with an
extension .accdb

Components of Access

Tables,
Records and

Fields

Datasheet Components Filter and
and Forms of Access Queries

Reports

Tables, Records, Fields • In MS-Access, a database
consists of a collection of
tables.

• Tables are organized into
rows and columns.

• A field is a column in a table
that contains a specific piece
of information within a
record. It is the smallest unit
of data.

• A record is a row in a table
that contains information
about a given person,
product or an event.

Datasheet and Forms

• Each table appears as a spreadsheet grid called datasheet.
• Forms are like dialog boxes that prompt for field entries, to make

data entry more convenient.

Filter and Queries

• We can filter a table to show only desired records and fields.
• Queries enable us to combine data from multiple related tables

into a single datasheet of results.

Reports

• Reports present data from tables and queries in an attractive
format, complete with titles, headers, footers and graphics.

Creating a Blank Database

Click on ‘Blank Desktop Database’ à Type ‘File Name’ à Click on ‘Create’

Creating a New Table Creating a
New Table

Datasheet Design
View View

Using Datasheet View

• Datasheet view is useful when we
need to create a table quickly
consisting of few fields.

• In this view, Access assigns
general names to the fields such
as, Field1 , Field2 etc.

• We can create a table by adding
new fields simply by typing field
names into the column-heading
placeholders.

Using Datasheet View - Steps

Steps to create a Table in the
Datasheet View.

1. Open a Database file and click on
the Create tab.

2. Click on Table button.

3. Access opens a new table in
Datasheet View.

4. Double-click the column header to
create a field name.

5. Type a name for the field and
press enter.

6. Click on the next column.

7. Data Type menu will appear.

8. Select the data type for the field.

Using Design View We can make our table in Design View for greater control on
its structure.

We can describe the structure of the table before creating it.

Window is divided into two panes: Upper Pane and Lower Pane

• Upper Pane – For creating field name, specifying data
types and entering field descriptions.

• Lower Pane – For specifying field properties.

For each field, we need to specify the following:

• Field Name – Unique for each field
• Data Type – Defines what we can store in the field
• Description – We can enter detailed description of the

fields.

Using Design View - Steps

• Open the database file and click on Create tab on the ribbon.
• Click on Table Design button.

Define the fields by filling the required details:

Field Grid Pane Field Data Description
or Upper Pane Name Type column
Field Property Pane column column
or Lower Pane

Table Design view window consists of two areas: Field Grid Pane where fields are created and
Field Property Pane where the field properties are specified.

F6 key is used to toggle between the two areas.

Thank you!