Database Management System is a software that manages data stored in the database.

Example:
MS-Access, FoxPro, Oracle, etc.

Data

Data are the facts or figures obtained from various sources.

Information

Information is the processed data.

Database

Database is the collection of data or related information.

Advantage of DBMS

It reduces data redundancy.

It creates link with different user and programs.
Easy for adding, editing and removing of data.
It provides better interacting environment to the user.

Disadvantages of DBMS

Costly and time consuming procedure

Qualified personnel to operate.
Additional hardware and software may be required.

Access

Microsoft Access is a database management system which is used to collect, store and manage
information as well as run reports. It provides facility to store the data in structured was and
ways to organize the data and retrieve them as required by user. It is a relational database
management system. Data are stored in more than one table to avoid data redundancy.

Field

A field is a piece of information about an element which may be a person, student or employee.

Record

A collection of related field is called record.

Different aspects of MS-Access

1. Table:

A table is a collection of records or group of records. A table contains a number of rows and
columns.
Importance of Table

To store the data about specific table.

It holds the main information.

Way to create table

Design View
Using Wizard

2. Forms:

A form is a database object which is designed to enter records and edit the existing records
easily.

Importance of forms

It is used to make modification or addition of the data directly into the table.
To view the table in user defined manner.
Ways to create forms

Form view
Design view
Datasheet view

3. Query:

A query is simply a more formal way to sort and filter data stored in the database.

Methods to create queries are :

Design view
Simple query wizard
Cross tab query wizard

Importance of query

It displays the result of different tables.

It sorts and filters the data.

Types of query

Update query:Update query allows the user to make global changes to a group of
records in one or more tables
Select query: A select query is the most common category and is used for existing
information from one or more tables in a database. The result of a select query are
displayed in a datasheet for viewing or editing, or used as the basis for a form or report.
Sorting

Sorting means organization of database so that the information we need most is easily available
in ascending/descending order.

Filtering

Filtering database means showing only those databases which meet certain criteria.

4. Report:

Report is a very important object of database. A report is an effective way of presenting your
data in a printed format or an screen soft copy.

Importance of report

You can view report on your screen before printing it.

It allows complete output of the processing database.

Creating report

Report wizard
Auto Report

DBMS Terminologies

Data type

Data type is the type which is used to declare variable names, variable types and sizes for various
operations.

Data redundancy

Data redundancy means the repetition of data in a database.

Computerized database

The database which is run on computer is called computerized database.