DEPARTMENT OF TECHNICAL EDUCATION

GOVERNMENT OF ANDHRA PRADESH

Name of the Faculty : USHA RANI JASTY

Designation : Sr. Lecturer in CCP

Branch : D.C.C.P.

Institute : Government Polytechnic for Women,

: Kakinada, E.G. District.

Semester : 3rd Semester

Subject : Computer Packages

Subject Code : CCP – 305

Major Topic : Ms Access

Duration : 50 minutes

Sub Topic : Defining Important terms

CCP305.21 1

Teaching Aids : PPT and visuals

OBJECTIVES:
On completion of this period, you would be
able to:
 Define Ms Access
 Define the terms
 Data & Information
 Database & Table
 Record & Field

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Introduction (known-to-unknown)

 MS-Excel is used for storing information in a work

sheet form
 Consists of Rows and columns
 Excel consists of Data base features and creation
 MS-Access is used for Data base Management

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DATA & INFORMATION:

 Data:
 The facts collected for using
 Information:
 The processed data presented in a useful
manner

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Entity &Attribute

Entity:
 Information about a place, person, things, events of
an organization

Attribute:
 It is a characteristic of an entity (a table) i.e., name,
age, etc.,

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MS- Access
 Relational database management system for
windows
 Allows to store and retrieve large data
 Provides tools to create efficient and effective
database

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Database
 It is an organized collection of related data
 Examples:
 Telephone Directory
 Library Indexed Cards

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Steps in designing a database

 Determine the purpose of your database

 Determine the tables you need in the database
 Determine the fields you need in the tables
 Identify fields with unique values in each record
 Determine the relationships between tables
 Refine your design
 Enter data and create other database objects
 Use Microsoft Access analysis tools for decision
making
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Table

 Collection of related data

 Arranged in the form of Rows and Columns
 Which makes your database more efficient
 Which reduces data-entry error

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Record
 A group of related fields contains information
 About an individual thing
 Such as specific employee

 Records corresponds to a row in a table

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Field
 Each Data or Unit is called a Field
 There are different types of fields
 Each field corresponds to a column in a table

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Table – Example slide

Figure 1 Showing fields &

records

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 DATA TYPE

 Data Type
 The characteristic of a field that determines
what type of data it can hold.
 Data Type include Boolean, Integer, Long,
Currency, Single, Double, Date, String and
variant
 Decide what kind of Data Type

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Types of fields
 Text
 Use for text or combinations of text and
numbers, such as addresses, or for numbers
that do not require calculations, such as phone
numbers, part numbers, or postal codes.
 Stores up to 255 characters. The FieldSize
property controls the maximum number of
characters that can be entered.

CCP305.21 14
Continued….

 Memo
 Use for lengthy text and numbers, such as notes
or descriptions.
 Stores up to 65,536 characters.
 Number
 Use for data to be included in mathematical
calculations, except calculations involving money
(use Currency type)
 Stores 1, 2, 4, or 8 bytes; stores 16 bytes for
Replication ID (GUID). The FieldSize property
defines the specific Number type
CCP305.21 15
Continued….

 Date/Time
 Use for dates and times
 Stores 8 bytes
 Currency
 Use for currency values and to prevent
rounding off during calculations
 Stores 8 bytes

CCP305.21 16
Continued….

 AutoNumber
 Use for unique sequential (incrementing by 1)
or random numbers that are automatically
inserted when a record is added
 Stores 4 bytes; stores 16 bytes for Replication
ID (GUID)
 Yes/No
 Use for data that can be only one or two
possible values, such as Yes/No, True/False,
On/Off
 Null values are not allowed
 Stores 1 bit
CCP305.21 17
 Continued….

 OLE Object
 Use for OLE objects (such as Microsoft Word
documents, Microsoft Excel spreadsheets,
pictures, sounds, or other binary data) that were
created in other programs using the OLE
protocol
 Stores up to 1 gigabyte (limited by disk space)
 Hyperlink
 Use for hyperlinks. A hyperlink can be a UNC
path or a URL
 Stores up to 64,000 characters
CCP305.21 18
Continued….

 Lookup Wizard
 Use to create a field that allows you to choose
a value from another table or from a list of
values using a combo box— -choosing this
option in the data type list starts a wizard to
define this for you.
 Requires the same storage size as the
Primary Key that corresponds to the Lookup
field - typically 4 bytes.

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Table Design Window
Table Name Data types Menu

Figure 2 : showing table creation window

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Field Properties Pane
Example:
The following are the fields of a Record
 Sl. No.
 Name
Record
 Father’s Name

 Address

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Summary
Access is a
 Relational database management system for
windows
 Stores its data in Table, which is made up of
fields and records
 Each data of a record is called Field
 A group of related fields is called a Record
 Collection of related data of a specific event is
called a Table
CCP305.21 22
 Quiz

1. Ms Access is a __________
Relational database management system for
windows.

2. The data arranged in the form of rows and columns is called

______ .
Table
3. A group of related fields is called a Record
______ .

Field .
4. Each data of a record is called _____

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Questions
1. Define the following terms:
 Table
 Record
 Field
2. List the types of Fields

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