MS Access Basics – Computer Package
Course (Expanded Notes)
Lesson 1: Introduction to MS Access
What is MS Access?
A desktop database management system (DBMS) from Microsoft used to store, manage, and
analyze data. It combines a relational database engine with a graphical interface and
development tools.
Uses of a Database vs. Excel
Excel is good for spreadsheets and calculations. Access handles structured datasets,
enforces data relationships, and supports automation for better integrity.
Components of Access
Tables – store data. Queries – analyze and extract information. Forms – user-friendly data
entry. Reports – format and summarize data for output.
Navigating Access Interface
Explore the ribbon, navigation pane, and object tabs (Tables, Queries, etc.) to manage
database elements.
Lesson 2: Creating a Database
Starting a New Database
Open Access, select 'Blank Database', name the file, and click 'Create'.
Understanding .accdb Format
This is the standard Access file format used for storing database structures and data.
Saving and Opening Projects
Save frequently using File → Save. Use File → Open to continue working on saved projects.
Lesson 3: Working with Tables
Design View vs Datasheet View
Design View is for setting structure. Datasheet View is for entering and viewing data.
Field Types and Primary Keys
Choose appropriate data types. The primary key uniquely identifies each record, e.g.,
Student ID.
Entering and Editing Records
Records are added directly in Datasheet View or through Forms.
Lesson 4: Table Relationships
Why Relationships Matter
They connect data between tables, reduce redundancy, and ensure consistency.
One-to-Many & One-to-One Relationships
One-to-Many: one customer, many orders. One-to-One: one person, one profile.
Enforcing Referential Integrity
Prevents orphan records by ensuring linked values exist in both tables.
Lesson 5: Creating Queries
Purpose of Queries
Used to find, filter, and summarize specific data from tables.
Select and Parameter Queries
Select Queries retrieve specific fields. Parameter Queries ask users to input criteria.
Sorting and Filtering
Use sorting to order results, filtering to show only matching records.
Lesson 6: Designing Forms
Creating and Customizing Forms
Forms simplify data entry and allow customized layouts.
Form Wizard and Form Design
Wizard helps you create forms step-by-step. Design View gives full layout control.
Controls and Navigation Buttons
Add text boxes, drop-down lists, and navigation buttons for ease of use.
Lesson 7: Generating Reports
Purpose of Reports
Reports summarize data for presentation or printing.
Using Report Wizard
Step-by-step tool to create structured reports from queries or tables.
Formatting and Grouping
Customize fonts, colors, and group similar records together for clarity.
Lesson 8: Practical Project
Sample Project
Create a database with two related tables, one query, one data entry form, and one
formatted report.
Practical Exercises
Enter 10 Records
Practice by manually entering sample records into tables.
Search by Name
Use a query to search for names using parameters or LIKE operator.
Generate Reports
Use report wizard to summarize and print results.
Assessment
Quiz on Key Terms
Test on definitions and use of database objects.
Hands-On Project
Build a mini-database and explain its parts.
