A database stores related information in an organised way so it can be searched and updated easily. A DBMS (Database Management System) like MS Access is the software that manages it. This chapter introduces databases and Access.
1Databases, DBMS & Access objects
Storing data in plain files (a flat file) causes problems as it grows — duplicated data, mistakes, hard to search. A DBMS solves these:
| Flat file | DBMS (e.g. MS Access) |
|---|---|
| Data duplicated & inconsistent | Stored once, kept consistent |
| Hard to search/sort | Easy queries & sorting |
| No central security | Controlled access & backups |
The four Access objects
| Object | Used for |
|---|---|
| Table | Stores the actual data (rows & columns) |
| Query | Asks questions / extracts specific data |
| Form | A friendly screen for entering data |
| Report | A formatted printout of data |
- A DBMS stores data once, keeps it consistent, and makes searching/sorting easy (unlike flat files).
- MS Access has four objects: Tables (store data), Queries (ask questions), Forms (enter data), Reports (print data).
- The Table is where the actual data lives; the others work with it.
2Data types, tables & the primary key
Each column (field) in a table has a data type:
| Data type | Holds |
|---|---|
| Text / Short Text | Words (name, city) |
| Number | Numbers for calculation |
| Memo / Long Text | Long descriptions |
| Date/Time | Dates and times |
| AutoNumber | A unique number Access fills in automatically |
| Yes/No | True/false values |
Creating a table
- Design View — you define each field's name & data type first (the proper way).
- Datasheet View — you type data straight into a grid.
- Access data types: Text, Number, Memo, Date/Time, AutoNumber, Yes/No.
- Tables are made in Design View (define fields & types) or Datasheet View (type data in a grid).
- A primary key uniquely identifies each record (no blanks, no duplicates).
3Records & relationships
A record is one complete row (one student's full details). You can add, edit and delete records in the datasheet.
Relationships between tables
The power of a relational database is linking tables. Two common relationship types:
| Relationship | Means | Example |
|---|---|---|
| One-to-One | One record links to exactly one record in the other table | One person → one Aadhaar number |
| One-to-Many | One record links to many records in the other table | One class → many students |
- A record is one complete row; you can add, edit and delete records.
- One-to-One links one record to exactly one other; One-to-Many links one record to many (one class → many students).
- Relationships link tables using keys, so data isn't stored twice.
★ Practical: build a Student database
In MS Access (or any database tool):
- Create a Student table in Design View with fields Roll (Number), Name (Text), Class (Text), DOB (Date/Time).
- Set Roll as the primary key.
- Add five records, then edit one and delete one.
- Name a table that could have a One-to-Many relationship with Student.
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