INTRODUCTION TO MS-ACCESS (ACCESS 2007, 2010, 2013 and 2016) - CHAPTER 1 – PART 1:

This chapter is sub divided into two parts and this is the first part. If you have already read this part, click to read part two - Getting Started with MS-Access and Its User Interface. As a business Organization grows, the volume of their data and information increases to an extent that if an automated, customized data storage and retrieval system is not used to store these information, its retrieval and maintenance will reduce the efficiency of the business.

In other cases, some business organization in quest for dynamism and accuracy, need a customized system to help them perform some difficult tasks and calculations efficiently and accurately. These tasks may include staff payroll system, forecasting and trend, sales report, budget control, etc. all these tasks can be managed by an electronic database management system. That is a computer with relevant Database Management System software like Microsoft Access.

You can download the PDF e-book file of this chapter for free and study at your convenient time. The e-book contain both parts of this chapter properly written. Click to download the e-book: Fundamentals of MS-Access Using MS-Access – 2016, 2013,2010 and 2007.

You can also watch this introductory Access video on youtube

HOW TO STUDY THE CHAPTERS OF THIS TUTORIAL 

This tutorial assumes that you don’t have any knowledge of database administration. It explains from the scratch, every bit of MS-Access. So if you are a novice in database administration, you are at the right place. This tutorial is prepared for you.

Each chapter of this tutorial contains the procedures to achieve some tasks, some practical examples and some practical exercise for you in order to help you comprehend its content.

It is recommended in this tutorial that you have a PC or an access to a computer system, so as to enable you practicalize the procedures and exercises. Also try as much as possible to practice the exercises in this tutorial for a deeper comprehension of the contents of this tutorial.
See the MS Access Full Course Contents.

CONTENTS 

USES OF MS-ACCESS

DATABASE MANAGEMENT SYSTEM (DBMS)

TYPES OF DATABASE

DATABASE TERMINOLOGIES

IMPORTANCE OF SETTING UP A DATABASE IN AN ORGANIZATION

 What is Microsoft Access?

It is a type of Database Management System used in creating relational database. It is used to record and store large volume of information which can be retrieved based a specified criteria.

USES OF MS-ACCESS

1. It is used to record data.

2. It is used for stock inventory control (Stock Control).

3. It is used to prepare sales report.

4. It is used to prepare students grade list.

5. It is also used to prepare bank database.

6. It is used to prepare workers payroll.

7. It can also be used in budget control.

DATABASE MANAGEMENT SYSTEM (DBMS)

This is complex application software that is used to construct, expand and maintain a database. A typical example of a DBMS is MS-Access. Other example include; clipper, Oracle, D-Base, etc.

DATABASE

This is a collection of related records that contain information of individuals, employees or entities which are organized structurally to enhance easy access, update, maintenance and storage with minimum redundancy.

TYPES OF DATABASE

Basically, there are two types of database. They include;

Relational Database, Hierarchical Database and Network Database.

RELATIONAL DATABASE

This type of database organizes its information in records and fields called Table. The fields are related because they are attributes of an entity and also because they all contain the same fields or data items. It can combine records of different files. An example is Workers Record shown below.

HIERARCHICAL DATABASE

The elements of this type of database is subordinate to just one other element, which is called the Root and the root is always at the top of the hierarchy, it is the collection of records on one-to-one relationship.

NETWORK DATABASE

Unlike the hierarchical database, a record can be subordinate to many other records. It is the collection of records on one-to-many relationships.

DATABASE TERMINOLOGIES

1. FIELDS
   This is a unit of information which forms the attributes of a record. It can also be referred to as Data Item.
2. FIELD NAME
   This is the column title or heading that specifies the type of data to be stored in a column or field.
3. DATA TYPE
   This one of the properties of table design view that determines the type of data to be recorded in a field.
4. PRIMARY KEY
   This is one of the properties of table object that avoids duplication of data in a column. It is used in table relationship.
5. RECORD
   This is the collection of related fields. It is commonly expressed in rows.
6. DATA
   It is a raw or unprocessed fact concerning an individual or business organization.
7. INFORMATION
   It is also referred to as processed data. It is data that have been organized and processed which is now meaningful.
8. CHARACTER
   It is the smallest entry in a database. A collection of character is called a field or data item. It can be an alphabet (A-Z), numerals (0-9) or alpha-numerals like special characters.

IMPORTANCE OF SETTING UP A DATABASE IN AN ORGANIZATION

There are many benefits of setting up a database for your organization. Some of them include:

1.  It enhances easy access and retrieval of information.
2.  It enhances easy update and maintenance of information.
3.  It accommodates large volume of information.
4.  It enhances decision making.
5.  It provides adequate security.
6.  It supports network of database.

This is the end of part one. I hope you learnt a lot? Feel free to share this tutorial with your friends.

In the part two of this chapter, I will be talking on GETTING STARTED WITH MS-ACCESS AND ITS USER INTERFACE. See you there.