• MS Access is a database management tool that enables one to have good command of data collected. The programme enables one to retrieve, sort, summarize and report results speedily and effectively. It is a member of the Microsoft Office suite of applications, included in the Professional and higher editions or sold separately. Microsoft Access stores data in its own format based on the Access Jet Database Engine.
  • Microsoft Access (MS Access) enables one to manage all important information from a single database file. Within the file, one can use:
    1. Tables to store your data.
    2. Queries to find and retrieve specific data of interest.
    3. Forms to view, add, and update data in tables.
    4. Reports to analyze or print data in a specific layout.
    5. Data access pages to view or update, the data.
  • All Ms Access databases files are saved with extension .accdb
  • A database should have a separate table for every major subject, such as pedigree records, Production data or Treatment information. Data should not be duplicated in multiple tables.
  • Microsoft Access provides three methods to create a database
    1. Database Wizard (though easy, the wizard offers limited options to customize the database).
    2. Using a template (This method works best if one can find and use a template that closely matches the specific requirements).
    3. Creating a database directly (This is the most flexible method, but it requires one to define each database element separately).
  • Creating a table:
    1. Tables are the data storage facilities in MS Access. Each table contains rows called records and columns called fields.
    2. A record is a collection of facts about a particular animal or event. Each record in a table should be unique. To distinguish one record from another, tables can contain a primary key field.
    3. A field is a single kind of fact that may apply to each animal or event. For example, date of birth is a field in a table on animal information.
        The fields in a database have settings that determine the:
      • type of data they can store.
      • how the data is displayed.
      • what can be done with the data.
  • One important setting for fields is the data type, which could be a number, text, currency, and date/time. The data type limits and describes the kind of information in the field. The data type also determines the actions one can perform on a field and how much memory the data will use.
  • Creating data entry forms: A form is a type of a database object that is primarily used to enter or display data in a database. Most forms are bound to one or more tables and queries in the database. A form's record source refers to the fields in the underlying tables and queries.
  • Queries: A query is a derived item in the database meant to answer specific questions that relate to the information in the database. Queries are handy during data processing.
  • There are various types of queries for different uses:
    1. Select queries- used for extracting specific information from a large multi-information table. They can also be helpful in merging related information from different tables.
    2. Make-Table queries- used for making sub tables from the main table(s) and queries.
    3. Update queries- important in adding information in the fields of a Table.
    4. Append queries- used to copy records from one table/ query to another.
    5. Delete query- to PERMANENTLY remove unwanted content from the table. NOTE: delete query should not be used unless one surely will not require the information to be deleted.
  • To run a simple Select query: In the Database window, click Queries under Objects. Click the query you want to open. Click Open on the Database window toolbar.
  • A relational database is one whose components (tables, forms, queries etc) are related (linked). The linkages between database components are created by making relationship links between them.

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