Computer Awareness
Understanding the concept of MS-Access
Shikha Adya
March 23, 2020


Microsoft Office Access, previously known as Microsoft Access, is a relational database management system from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and software development tools.

  • Access is a member of the Microsoft Office suite of applications and is included in the professional and higher versions for windows and also sold separately.
  • There is no version for MacOs or for Microsoft Office Mobíle.
  •  Access stores data in its own format based on the Access Jet Đatabase Engine
  • Access can also import or link directly to data stored in other Access databases, Excel, SharePoint lists, text, XML, Outlook, HTML, dBase, Paradox, Lotus 1-2-3 or any ODBC-compliant data container including Microsoft SQL Server, Oracle, MySQL, and PostgreSQL. Software developers and data architects can use it to develop application software and non-programmer "power users" can use it to build simple applications.
  • Access supports some object-oriented techniques but falls short of being a fully object-oriented development tool.

Database Management System (DBMS)

  • A database is a collection of data of a particular type.
  • A DBMS is an organized collection of data viewed as a whole, instead of a group of separate unrelated files
  • Data in a database is stored in the form of tables.
  • A table is a row and column arrangement of information.
  • A DBMS is a collection of interrelated data and a set of programs to retrieve data from a database.

Relational Database Management System (RDBMS)

  • A RDBMS is a multi-table database where the tables in the database have to be related to storing or retrieving data.
  • A RDBMS is used to create and maintain relational databases.

Components Of A Table

  • Each table in a database has a unique name that identifies the contents
  • A table is also called a relation.
  • The table contains data organized under specific categories.
  • Each such category is arranged vertically in a table and is called a column.
  • Every column in a table has a unique name.
  • A column can also be referred to as a field.
  • Data organized horizontally is termed as a row.

Type Of Database Objects

Tables: They store data in a row and column format similar to spreadsheets. Queries:They enable you to view data from a table based on a specified criterion.
Forms: They enable you to enter, view and modify in a table.
Reports: They enable you to generate reports based on tables and query results.
Data Access Pages: They are web pages that enable you to view data from the internet where the data is stored in an Access Data Access Pages database.
Macros: They are a series of commands and functions that can be executed whenever you need to perform a task.
Modules: They are a set of Visual Basic procedures and declarations stored as one unit.

Data Types

 A data type is used to store different types of values in a column in a table.  


It stores text or a combination of text and numbers. 


It stores a large number of text and numeric characters. 


It stores numeric data that is used for mathematical calculation.

Data Time:

It stores data and time values. 


It stores currency values.

Auto Number:

It enables the user to automatically insert numbers in a sequential or random number. 


It is used for fields that can contain YES/NO, TRUE/FALSE and ON/OFF values.  Ole Object: It enables to store object, like word documents, Excel spreadsheets, pictures or sounds. 


It enables to store a hyperlink like an e-mail address a web site address. 

Lookup Wizard:

It enables to select a field from another table.