MS. ACCESS

Ms. Access is one of the most powerful and flexible Database Management System (DBMS). By using this software,you can:

> Enter data directly into a Database or import it from another program.
> Sort, index and organize the data as per your requirement.
> Quickly create reports and mailing labels, using all or part of your data.
> Make customized data entry forms that simplify the way less experienced computer users
enter new information in the Database.
> Run queries that extract subsets of your data based on certain conditions.

Ms. Access is flexible Database program because it can be used for both simple and complex Database projects. It also has a relational Database feature, in which one can define relationships between diferent types of information so that you can get them together.

In other words, it is a system that allows creating, designing and working with Database. Ms. Access provides us with a set of powerful tools for defining, entering, managing, manipulating and resulting data.

WHAT IS DATABASE?
Database is an organized collection of data or related information that are shared and used for multiple purposes, for ex: a telephone directory, students records, result sheets, population census etc.

The information are stored in such an organized way that they may have easy access as per our requirement. Hence a Database is an organized collection of data in easily accessible form, which are shared and used for multiple purposes as per required.

There are two types of Database:
1. Conventional Database and
2. Computerized Database.
There is a difference between these two Database. In Computerized Database, we can store, find, manage, share and manipulate the data in easier way. But in case of Conventional Database, it is not possible. After entering any information in Conventional Database, we cannot change it. Telephone directory, Address Book is the examples of Conventional Database. Ms. Access is one of the examples of Computerized Database.

DATA ORGANIZATION IN ACCESS:
In Access, you first need to create a Database file. That file holds everything you create for that Database-not only the data, but also the customized forms, reports and indexes. In comparison to others, the organization of data is easier in Access, Access allows user to work with following features in order to organize the data.

1. Table
2. Queries
3. Forms
4. Reports
5. Macro
6. modules

TABLES:
The heart of each Database is its tables. Table is an element, which holds main information. A table looks like a spreadsheet and used to store the main data. By using this table features, the information is stored in two ways which is Row wise and the another one is Column wise.
Access stores each Databaseentry in its own row. The information stored in rows is refereed as Record. Each record is a collection of information. The information stored along columns are called field. Each type of record heading is kept in its own column.

QUERIES:
A query is a way of retrieving and editing information in accordance to the conditions asked. Many users are afraid of queries because of the technical terms associated with them, such as values, criteria and masks. But there is no need to be wary, you can create and use a simple query.

FORMS:
All the data you enter into Database ends up in Table for storage. You enter any information directly into the table. But is a little bit difficult to do so. Most usersfind it easier to create special onscreen form in which to enter the data. This special screen is called Form. Form facilitates to make modification, addition the data directly into the table. It also helps user to view the table in a user- defined manner.

REPORTS:
While forms are designed to be used onscreen, reports are designed to be printed. Reports are specially formatted collections of data, organized according to your specifications for summarizing and printing.

MACROS:
Macros are used to perform one or more Database action automatically.

MODULES:
It is another type of element in Access. It is a program you write using Visual Basic ( a programming language used to create Office Software Package) used to automate and customize Database functions.